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Lawson Add-ins for Microsoft

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Title: Lawson - Corporate Template Author: lawson Last modified by: lawson Created Date: 1/23/2006 1:04:04 PM Document presentation format: On-screen Show – PowerPoint PPT presentation

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Title: Lawson Add-ins for Microsoft


1
Lawson Add-ins for Microsoft Office
  • For Financials

Don Peterson Solutions Group don.peterson_at_us.lawso
n.com
2
First of All
  • Special thanks to
  • Ann Roth
  • Formerly with Lawson Learning
  • Who created the original presentation and passed
    it on to me
  • to use as a basis for this presentation

3
Would You Like To
  • Easily upload information into Lawson?
  • Without using FTP or Lawson ENV utilities
  • Quickly create a custom report or chart?
  • Based on a Lawson database table, or form
  • Simply create a Mail Merge document?
  • Based on a Lawson database table, or form

4
The Lawson Add-ins Allow you to
  • Perform all of these tasks with PC-based software
    your staff already uses
  • Make use of Lawson Security to limit the data
    users may access

5
What are the Add-ins?
  • Applications that integrate Lawson with the
    Microsoft Office Suite
  • Lawson Query Wizard with Drill Around
  • Lawson Upload Wizard
  • Mail Merge using the Lawson Query Wizard

6
Lawson Query Wizard with Drill Around
  • Extract data from Lawson into Microsoft Excel
  • Format the data, set selection criteria, sort the
    results, perform calculations, and specify a
    worksheet for output
  • Ad-hoc analysis
  • Simple operational reports
  • Query records for input into other systems
  • For a Lawson product that enables you to create
    more complex reports, check out our Reporting
    Services, which is part of Lawson Business
    Intelligence

7
Lawson Upload Wizard
  • Transfer data into Lawson without having to enter
    data manually or write a batch update program
  • Upload transactions from non-Lawson systems
  • Mass change records where programs dont exist
  • Web User and Attribute maintenance
  • Use together with the Lawson Query Wizard

8
Mail Merge using Lawson Query Wizard
  • Extract data from Lawson into a standard
    Microsoft Word Mail Merge
  • Create internal memos to employees
  • Create external letters to customers and vendors
  • Create address labels or printed envelopes for
    employees, customers and vendors
  • For a Lawson product that sends out notifications
    automatically upon the existence of certain
    criteria, check out Smart Notification, which is
    part of Lawson Business Intelligence

9
Options for Uploading Data
  • Manual entry on Lawson application form
  • Not efficient
  • Lawson conversions
  • More complex process
  • Need to use FTP or Lawson ENV utilities
  • Standard conversions dont exist for all tables
  • Custom Conversions
  • Costly
  • Technical knowledge required
  • Importing with Lawson ENV utility
  • Not as user-friendly
  • No built-in field validation and messaging

Or
10
Lawson Add-ins Upload Wizard
  • User friendly
  • Batch driven, but less efficient than other
    options
  • Does not require FTP or Lawson ENV utilities
  • You can map to most Lawson forms easily
  • Data validation
  • Return message of the results of the uploading -
    line-by-line

11
Upload Wizard
  • Layout the Microsoft Excel worksheet
  • You MUST include all of the required fields
  • Include any other fields you want to populate
  • Be aware of any defaulted fields on the form and
    include those also if you want values other than
    the default values
  • Upload data from Microsoft Excel into Lawson
  • You may Add, Change or Delete records with the
    Upload Wizard
  • You are able to upload selected rows and columns
    of data

12
Basic Steps for the Upload Wizard
  • Determine the Lawson form you would use if you
    were to enter the data manually
  • Determine the required fields on the form
  • Plus any optional fields you want to fill
  • Create the Microsoft Excel worksheet
  • Map the worksheet columns to the Lawson form
  • Upload the data
  • Verify the data
  • If you are uploading to a Lawson conversion file,
    then run the job to update the Lawson database
    tables

13
Determine the Lawson Form for the Upload
  • Upload General Ledger Journal Entries into Lawson
  • Transaction Interface Maintenance (GL65.1)
  • Single form instead of two forms
  • Define Journal (GL40.2)
  • Journal Entry (GL40.1)
  • Business rules for converting journal entries are
    applied
  • Can review and edit journal entries before
    interfacing to permanent tables

14
Determine the Required Fields
  • Click Add on the blank form
  • You will be positioned to the first required
    field
  • Press Ctrl-Shirt-O on the keyboard to see the
    field name and number
  • Add that field to your worksheet
  • Fill in that field on the form and click Add
  • You will be positioned to the next required field
  • Repeat these steps until the Add goes through
  • Use Ctrl-Shift-O to determine the field names and
    numbers of any additional fields you want to fill.

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Ctrl-Shift-O
17
Create the Worksheet
  • Enter the field name from the form as column
    headings
  • Include the field names
  • Include the field numbers
  • Enter the data

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Map Worksheet to Lawson Form
  • Open Upload Wizard from Microsoft Excel menu
  • Login to Lawson
  • Select the Product Line, System Code, Lawson Form
  • Enter the rows which contain the data
  • Select the fields to map to the worksheet columns

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Additional Upload Wizard Tips
  • Some forms may return the message Must inquire
    before using this function code.
  • See Knowledge Base Article 126655 for additional
    information
  • The form being used only displays one page of
    data at a time. How can I modify the additional
    records?
  • See Knowledge Base Article 525187 for additional
    information

27
Query Wizard
  • Quickly create a custom report or chart
  • Base the report on a database table or Lawson
    form
  • Query Wizard settings can do simple formatting
  • Once the data is in Microsoft Excel, you have
    the full power of Excel
  • Query Lawson data so it can be changed
  • Use the Query Wizard to select the data
  • Edit the data
  • Upload the data back into Lawson using the Upload
    Wizard
  • Simply create a Mail Merge document
  • Base the query on a database table or Lawson form

28
Database Table vs. Application Query
  • Database Table based on Lawson database tables
  • Much faster than an application query
  • One call to the server retrieves all the records
    you request
  • More flexible
  • Can include information from a table and related
    tables
  • Appropriate for a larger record set
  • Application based on a Lawson form
  • Much slower than a database table query
  • Each record returned requires a call to the
    server
  • More intuitive
  • You do not need to know the database tables
  • Restricted to information displayed on the
    selected Lawson form
  • Appropriate for a smaller record set

29
Basic Steps for the Query Wizard
  • Choose a query source
  • Database tables whenever possible
  • Select the file or online form to query
  • Select the fields to display in the report
  • Select the Related Table and fields (if
    applicable)
  • Select the criteria for the report
  • Format the output
  • Verify the results
  • Use Excel to produce a chart (if needed)

30
Business Scenario
  • Create a report of unreleased AP Invoices

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Mail Merge using the Query Wizard
  • Business Scenario
  • Create merge letters to customers to notify them
    of your new website at which they may place
    orders for your products on-line

43
Steps for Creating your Mail Merge
  • Choose the query source
  • Select the table and fields for your data
  • Be sure Include Column Headings is checked on the
    Column Headings tab
  • Enter Criteria to narrow down the results
    returned to what you need
  • Check the Save Output for Mail Merge checkbox on
    the Worksheet tab
  • Click Finish to send the data to the worksheet
  • Verify the data and save the Microsoft Excel
    worksheet

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Create the Mail Merge Document
  • Open Microsoft Word and select Open Data Source
    from the Mail Merge Toolbar
  • Select the worksheet that you saved which
    contains the result data from the Query Wizard
  • Select Sheet1 from the list
  • Create the Mail Merge document as you would any
    Mail Merge document in Word
  • Select Merge to New Document

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Lawson Add-ins for Microsoft Office
  • Easily upload information into Lawson
  • Quickly create a custom report or chart
  • Simply create a Mail Merge document
  • Perform all of these tasks with PC-based software
    your staff already uses
  • Makes use of Lawson security to limit the data
    that users may access

58
Additional Resources
  • Lawson Add-ins for Microsoft Office User Guide
  • Web-Based Training (WBTs) available on
    support.lawson.com
  • Lawson Knowledge Base

59
Questions?
60
Thank You!
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