Create Your Towing Invoice Template Word for NPOs Seamlessly

Towing invoice template word for NPOs

hello everybody good morning afternoon or evening and the warm welcome to everyone joining our webinar we have prepared two webinars that will show you how to make public facing documents more complete appealing and also compliant to fast changing regulatory requirements as well in my approach I will try to merge the best of two worlds together the flexibility of the electronic reporting data source modeling and the Centrex user-friendly time-saving designer and improved report distribution and archiving we will focus on on sales invoice as it is the most common public facing document but the same or similar lock logic applies to other reports too we have recently presented a series of four webinars over the electronic reporting framework capabilities and the detailed research on the con configurable business documents for those of you who have not yet seen them you can watch the series later on as it is available on our YouTube channel this is a great starting point to learn all about electronic reporting and business documents from the basics on so my name is claire manova and I am solution architect and partner channel manager at the century and today I would like to show you how to simplify some tasks considerably and even do things you cannot do with the standard electronic reporting and business documents framework in the 365 f o you might think that I'm starting a magic show and you're right my goal is to show you how functional Consultants power users and end users can use the electronic reporting configurations instead of code by watching both of my webinars you should have all the basic skills and insights to get you started on your own you will be able to add data and attachments such as terms and conditions product specifications or images to reports and merge it to a single document until now this was a scenario that was reserved for developers of course if you already have basic developer skills this will help you get started faster let's start our magic code show so what's on today's agenda in short introduction I we highlight a few cool things about the day 365 fo electronic reporting and configurable business documents framework and then we will look at what I will demonstrate in this and the next webinar we will also make high-level overview of electronic reporting and configurable business documents framework for outgoing documents and show you how we improved it with the centric next up is the live demo where I will show you how to create sales invoice with multilingual Terms & Conditions in action during the presentation you are welcome to ask questions and I will try to answer them at the end of the webinar we should be finishing about finished in about 45 minutes plus what it takes me to answer your questions okay let's see what's cool about electronic reporting framework you can add any kind of data available in the 365 fo to the outgoing reports by modifying only the configurations not just the data from tables views or data entities but also output from methods complex formulas and calculated fields etc we can reuse all existing SSRS reports with their customizations because configurable business documents ran on top of SSRS pipeline it is possible to make modifications on the report design and data now without involving developers and without classical code deployments functional consultants power users can indeed the things that they were not able to do before but on the other hand this could also mean some extra work for them because this is something the developers used to do before so now let's take a look what we will be doing in this session I will show you how simple it is to create a service invoice with multilingual general terms and conditions you will later on see I will be using only configuration in the 365 fo electronic reporting framework the centric and Microsoft Word documents to achieve this goal by storing terms and conditions in all the languages as Microsoft Word documents on the legal entities attachments and using the centric sub document feature and merge them into one single document let me just say that document merging is not possible without the centric in the upcoming webinar next week I will use the results from this session and add product images to sales invoice that gives a nice touch in a higher degree of professionalism to your public facing documents on the other hand your customers will always know what was being or is ordered from a vendor I will show you how easy it is to bring images in the data source from the 365 to report generator and how to apply them in the generated document and last but not least in the next webinar we will add a cherry on top by adding the product specifications to sales invoices as you know product specification add additional explanation to the general terms and conditions on the public facing document like product dimensions look and feel technical data warranty information etc and thus making them complete and compliant with the fast-changing regulatory requirements before we start with the live demo let us take a look at the high level date of data flow illustration of the electronic reporting frame we will be focusing on the outgoing documents as you can see there are two main configuration the first one is the model configuration here we are pulling and transforming the data from the 365 fo VR model mapping to the data model the data model is an abstract representation of data structure that contains all the necessary information which we will be using on the outgoing document the second one is the format configuration and it represents the definition of what kind of an outgoing document we will be creating for example XML Microsoft Excel or word and how we are presenting the fetchin transform data on the document Microsoft added an additional layer on top of format configuration called configurable business which enables users in dynamics with tools to customize Microsoft Excel or word report templates but how does the electronic reporting framework work with the centric as we can see on the following illustration we had the century who built our product on top of electronic reporting framework and replace the format configuration with the centric configuration when the data model is prepared with a over the format pipeline by selecting the correct eccentric designs stored in SharePoint Asia or internally in the 365 fo all the designs are made in Microsoft Word by using our designer as I will show you later on in the in the live demo when the correct the centric design is selected it is best with the data with the data model to our document generator and we are improved output management to the desired print destination electronic reporting and business documents framework currently uses Microsoft Excel which is by the way a great tool for generating on-the-fly reports for data analysis but I think in this case we would get the most out of our generated document if we could use Microsoft Word as a basis for our reports as we need a nicely designed and structured document electronic reporting in the business documents framework also supports Microsoft Word but there are only few examples available and there is no possibility to add an additional document content from other Microsoft Word documents I will show you now how easy such a task can be done with the centric sub document feature and now as Wayne would say to Garth in Wayne's World movie series party hunger I should probably say back to Wayne and also to you let's party on and start our magic non code show now so now I will switch my desktop to my virtual machine and I will start with the live demo before I go leap into the electronic framework I want to set a baseline so I will show you how the sales invoice looks like now in my system so in order to do this I will go to author sales order I will Alexis order I would go to the invoice Journal and I will select one invoice already generated invoice from my invoice journal and let us look at it how it looks like silk we're generating the document and it will shortly be displayed on the screen and we can see this is the design so we can see that this is the SSRS report design which is already using the centric we call these designs to replicate desires and why we call them replica designs because we reverse engineered the most common used reports in SSRS editor used in the 365 so now let's go back and take a look at the terms and conditions that we will be using in this demo I already prepared some documents and let me show you how terms and conditions look like for our example I have terms and conditions in four languages and let me open the English one and we see this is a nicely crafted document which was designed in Microsoft Word and the nice thing here is that we will be using all these design features that word offers when we will be merging the document is terms and conditions document to the sales invoice so let me just change a color here to show you that we are doing a live demo okay let's say this and I also have other languages here is the German one okay so the first thing that we need to do is to add these general terms and conditions to our legal entity to go to our current legal end so we are in the company contoso entertainment system USA and we need to go to our legal entities and find and select the contoso entertainment systems here on the right upper side we have attachments where we will attach all these terms and conditions designed in Microsoft Word and I will add a new file I will select the terms and conditions in English so now I have added the file and I will also use extended properties from the centric to specify in which language this terms and conditions are written in so I will select English us I will also select the category which will allow me to filter only terms and conditions from the legal entities attachments and I will also say that this is a global attachment so I will save this now and I will not use this form for adding other documents I will go back and I will show you how you can easily do that via our the centric framework so I'm clicking to the de centric framework I go to the global attachments I select again the current legal entity click on the global attachments and I get a nice list and now I just add all the other terms and conditions so I'll be adding the German one again selecting category ID and the language German and save this and again I will add the French one let's say the French one and do the same thing again for this one see ok so now we set up the legal identity terms and conditions how will we now bring them to our report our sales invoice first thing I want to show you is because I already showed you how our replica design of sails in water loops like I would like to import everything in the electronic reporting frameworks so in order to do that I must go to the electronic reporting framework to the report configurations and import already prepared by Microsoft General electronic configurations for invoice model so I will first import the invoice model which will contain all the data necessary for report generation and then I will import also the invoice model mapping so the invoice model mapping will fetch and transform the data from the data source to the model okay I added also the invoice model and now I will also import the format of the electronic reporting and business documents framework why I am doing this just to show you how generated documents from a little electronic reporting looks like so we will be using Excel for this example so now I am done and if I want to show you now how this works I'm also going to use the centric and I'm going into the report setup I will look at sales invoice I will go to the print management select the customer invoice and select that I will be using the report format of sales invoice Excel so this is basically the one I just imported now and now I will save this and let's try again to print print out the sales invoice and let's see what we will get now okay now we we got and sale a sales invoice that was printed out in Excel format as we can see it's slightly different from the one that I was using from the SSRS report design and this is the basis from which we will start on we already made configurable business documents ready made replicas which were also reverse engineered from this design okay so now let's start configuring the system let's go back to the electronic reporting framework to the report configurations and let's extend the model and model mapping that we just imported so how do we do this basically we need to create a new configuration which will be the right from invoice model from Microsoft invoice model and we will name it invoice model the centric and we will create the new derived invoice model configuration next thing I need to do is to extend it extend this model with additional data how do I do this by selecting it both going to the designer and searching for the sales invoice note clicking on new and we will add a new child no we will name this child note terms and conditions and select this is a record list why record list I will tell you that a little bit later and now I will just add it okay we also give it a static label text so that we can later on better see what this is and we also need to switch the items reference which is what is the items reference this is basically a type of some other node in this invoice model structure which will contain all the data in this record list so I will use an existing item reference because in the important invoice model I already got additional document reference and this node order already contains all the fields that I need for later on for the report generation so I will just select the additional document reference and I will show you what additional document reference which fields it has so basically we have the content width which is a container where we will store the document the terms and condition documents dot the document which I will later use as a sub document in our sales invoice report and all the other information which is for this demo not needed but I will also map them so that I can show you also this scenario so now we are done in the inverse model and we just have to save the inverse model and we go back now we have to create at the right invoice model mapping and we will do the same as we did with the inverse model and we create a new configuration we derive it from the invoice model mapping we give it a name inverse model mapping to the centric and the one thing that you have to be careful here is to select the correct target model because we are not using now the invoice model from Microsoft configuration but our extended inverse model the centric so I have to select this one and click on create configuration and now we have the new model mapping the extended model mapping the next thing we need to do is to design and add additional data sources to the model mapping and to be able to bind them to the data model so the first thing we will be using the model the data source mapping of the sales invoice and we will rename it so we know that this is the one that we were changing the centric okay and I will save it and usually I go back because in this editor I sometimes get stuck and lose everything so that's why I went back and I will go back to the designer and again select the sales invoice data source mapping and now we are going to the designer so in the designer we have on the left side the mappings data source types from which we will create data sources and those data sources can later on be used to bind them to the data model so basically here we have all the necessary elements that we need to use to complete our mission and now let's start building our configuration first thing we need to do is to extend the current data source with the table and we will add a new data source to the root and we will call this table company info Y company info table because we need to select the current legal entity from the database and we will add to his data source to the configuration the one thing when I was digging in into electronic reporting was I did not understand why they decided to separate table and table records because table is not something you are fetching from database but it's only a table definition which has methods defined on the table and basically over the matters you can then get the data from the database okay the second thing I'm going to do I'm going to add a new table records to the root of the data sources and I will call them doc your f records I will bind them to the docq ref table because this table contains all the attachments in the systems that are connected to any entity and the next thing I will add a new calculated field to the company info table that I have added by selecting or the left side calculated field and now I won't be adding the data source on the route I will be editing it to the company info why is that because it's easier than to understand which data comes from which data source and I will just click on Edie define the parameters name current legal entity and I will go to the formula editor so now I'm in formula editor where I again can use all the data sources available in this model mapping and on the right side I have all the functions that they can use when use when writing this script here and I will copy and already prepared script for this purpose and what I'm doing here basically from the company info which is this @ sign here I'm calling the method find data area and by doing this and passing from the existing data sources in this cases in West header footer and passing inside the data area D I will select the current legal ant and if everything is correct when I click Save I don't get here any error and this is OK and we have done this the next thing I will do I will try to select the correct term and condition document from the docq ref table and I will do this by adding a calculated field to the root of the data sources and I will name it name this new current parameter as current legal entity terms and conditions by language Y by language because this will return me the correct word document ing to the defined language on the generated sales invoice and again I'm going to the formula editor and by the way I'm already using the latest version of the 365 so I already have inside the Minako editor which is the basis of for you for those of you who know for microsoft visual code editor which is one of the most popular code editors for scripting and writing program languages so again I will add a prepared script and what i'm doing here i'm doing filtering over the dock your F table with the following condition I'm going to select the current company and all the records contained in for all the attachments for the current company so basically I'm fetching the current legal entities rec ID also referring to the reference table of the currently dollars entities so this is the table part data party table and I do I want to fetch only terms and conditions so I also added an additional condition which is the category ID and I stated that I want only terms and conditions and the last thing in this condition is the language the requested language for those of you who have been maybe exploring a little bit electronic reporting framework we have two functions one I used is the filter and this one converts this expression to a desk to a secure statement in the database which is then fetching data the second one is the where function but the where function is used only for in-memory tables so it's basically filtering the data that you already have fetched from the database so this is basically the main difference and now we need to save again this formula and we go back save it but let us s now what if we don't have terms and condition in the selected language for example we are generating the document in German language and maybe we don't have terms and conditions for German language in this case we would like to have a fallback terms and conditions let's say in English language and that's why we will add an additional parameter to the data source again we will add it to route we will name it the same as previous but without by language and again we will add a new expression which is basically a condition if we don't receive the correct terms and conditions ing to the requested language then we will fetch the terms in condition in US English English language but if we did get back to terms and condition in the selected language we will return the data previous calculated parameter okay again we say this and go back no back and the last thing we need to do now is to bind the data sources to the data model so we edit this calculated field we select it we select the terms and conditions in the data model we just bind it and now we need to bite all the fields of this record list so basically we need to bind content we need to bind document type and so on and for the let's let us bind the first one through the user interface so I will be using method through fetch and I think this will be the right one for me so get file contents container this will retain return the binary data of the terms and conditions document so I will bind it and I will also bind some other fields so let's say document type I will just add expression and also the file name so that we can later on see all this information on our report design okay now we're done and we save again and we go back we go back again and the one thing I've learned is to do a double check so basically we select again the designer and we check if we have all the bindings on our model yes we do you will see it okay now we need to design the new report so how we will do that we will go back to the de centric workspace to our report setup and we will look at the sales invoice and if I go inside we can see that data have three template designs this one was used before when I set the baseline so sales invoice report which is basically a replica design of SSRS and I already have a replica designs for electronic reporting framework so what I need to do now is to select it and download this already made replica design I need to open it in Microsoft Word and we can see that this document already has a lot of fields defined in it but before I start modifying this document I need also the data from the from the D 365 environment how to do this the first thing I would like to do is to go to print management and select the customer invoice again and now I will change back the report format to the sales invoice report so this means that the acentric pipeline would take over and the next thing i want to do is to change the print destination to generate me the acentric data source package file which will be the sample data that i will be using to extend my report and this this data source package file will contain all the data and all the labels in English in English u.s. language and also for the designing purpose in some other languages like German Spanish and French and I just save now and I will open a new window and the next thing I need to do again select the sales invoice and connect the sales invoice report to the correct configurable business documents electronic and electronic reporting data model so I will here select invoice smaller - centric and the model mapping sales invoice the century so now you see why I've changed all the names so that's it it's easier to select the business documents data source okay I think I have everything set up so now I can go back to the sales invoice or sales orders select sales order go to the invoices and I will now use the print management to generate the acentric data source package files as we can see I have I have downloaded two files and now I will open back again my report design and before I start I will save it to my drive and not in this folder but in my demo folder and I will replace this document now we're going to the end of the document and I will remove from this document the the data that I have already before prepared before but I will show you again how I did this so I will add now the sub document first thing I need to do is to use the centric tab here and on the centric tab I have a few tagging elements that I can use for adding data to our report design but before I do this I need to fetch the new data source which will contain also terms and conditions so let's let us select the generated lead SP package file and now we can see that we have also turns in conditions in our data source and that it contains content document type and file name fields so what is inside this lead is B package we can click on the preview data of the lead SP package and if it will go a little bit lower we can see that this is the data that was fetch from the D 365 okay now we will be building our report design so we first add if taking element Y if tagging element because we only want to show the terms and conditions if they are present in the data source and in this case we will be using an expression and this expression basically checks if the terms and conditions record list has at least one item then please show me this area that I'm adding to the document design and now we will position us in inside this if tagging element and we will add a page break so this bit page break is again edit only if this condition is met and the next thing we want to do is to use our designers sub document feature so basically we just select the sub document tagging element and again we need to put in the expression which will bind this tagging element to the data that I received from the server and again I will put in the expression which is basically sales invoice terms and conditions and we select the first item in the record list and fetch the data from the content field I could do this also by using our expert editor by just clicking over the data tree okay and the format that I can use I used the word document but I could also use an HTML document for merging with the base document and now we are basically set so we save this report and how to apply to the system so it's really easy basically we go back to the de centric workspace we click again on the reports we look for Susie invoice and we add here to the decision voice CPD report template and we attach the new file and I will use the Asian storage and upload a new file and select the one that I was just modifying and save it and now we're set up so let us check if if our magic works now so we're going back to source orders we again select the sales order we check the already created invoices and let's see what we will get as a result so now if everything works I will be getting back the correct design and at the bottom of the document I should see the terms and conditions and as you can see we have a problem so don't panic I will check again what I miss here uh-huh the one thing I forgot because when we are printing to the original as I used here the tantric pipeline always selects the default template design and because I didn't select the sales invoice for the CBO's fourth electronic reporting framework this SSRS design was used and I need to select it set it as default and go game back and try it again so let's see if we solve the problem as we can see the design is different and we also can see terms and conditions and we also here have our blue color for the heading of the terms and conditions so that means that all the word documents that I added to the legal entity are working and are merging with our sales invoice so now let's try also something else let's try to print the terms and conditions and an invoice in a different language so let's go back and let's go on the sales invoice where I will change on the invoice account now the language so I would set here the language to German and save it and now we will go back and again back to the invoices and I have already prepared an invoice that was created in a German language and now let's check if we will receive on the jet generated document also the German terms and conditions so we see now the document is printed in German language all the labels are used from the system and also yeah we got back the issue of the shafts between engine so basically this is our terms and conditions in German language great it seems it's that our magic is working and Lao ledges change this back again to English language or further demonstration to English us save again and go back go back and the next thing I'm going to show you also how to use improved print destination especially email with the centric so how do I do this I will go again back to the report design and select on our report setup print management because I will be using the print management to print this sales invoice and I will change the destination to the centric email print destination one of the nice things here is that you can use our placeholders which were replaced from the data at the run time when you are generating the report with the actual data from the data sources so here I am dynamically dynamically generating the subject the second thing I am dynamically changing is the attachments name so I'm passing in the invoice number and another cool thing is that we can also specify a body which by the way is not possible with SSRS standard functionality in the 365 but in electronic reporting this is possible also with the expression editor that I was using before and now as you can see I have nicely crafted also the email body in which I have a ball that all the placeholder so that we can see which data will be replaced when I received an email and I also added some additional images first one is from the current worker and the second one is our company's logo so I will go back and save and try again to print another invoice but in this case I will be using print management and now this invoice should be sent over the email to our customer and let me check in my mailbox if I already have received an email yes I'll show you how it looks like so now you see it's really nicely crafted email with the body which has all the data dynamic data replaced from the data source and we also have a nice personal touch we have added a nice personal touch to it by adding the Julia's image in the email signature now let's look at the invoice so yeah this is again the generated invoice in the selected language with general terms and conditions now we're done with the live demo can let me just go back to the presentation as the time is running out let's do the wrap-up of today's session we have created a nice-looking multilingual sales invoice with terms and conditions by using Microsoft Word we all know then we added terms and conditions for documents to legal entities as attachments with dot centric improved categories we also used the electronic reporting framework configuration instead of writing code and deploying it to the 360 5fo we also updated the sales invoice design by using the centric Microsoft Word designer and finally we generated and distributed the sales invoice to the end cast by using the centric improved print destinations if you noticed I was spending most of my time in the electronic reporting framework configuration and only a fraction of it in our de central design I think you would agree with me that this is definitely time and money Savior let's also mention here that improved the centric report distribution and are having I showed you definitely improves the both worlds especially SSRS world and also electronic report and with us we have got you covered if you have ever run into similar problems maybe we can help you solve them so don't be a stranger and get in touch with us next week we will continue to improve the existing sales invoice by adding product images and product specifications this will definitely make your documents look professional and appealing so now let's start the Q&A and see if we got any questions yes we did the first question is how do you pass parameters to the functions in the formula editor I've noticed that the names of the parameters were in single quotes and their parameters or methods were not okay let me switch back to my virtual machine let's go to the electronic reporting configurations to our model mapping go to the designer and I will try to quickly explain this to you and let us check this data source expression okay the first thing all the functions that are on the right side are without single quotes so you write them like this and you use them like normal functions in many expressions this expression is similar to let's say Excel expressions the next thing here we have is this parameter so basically the custom defined parameters are and also all defined data sources here that we can see are always reference in single quotes but their parameters are not as we can see here but this also is true only for calculated fields so as we can see here if you using table definitions or table records we are using it without the single quotes maybe another if I will show you another expression for example this one mmm let's check the table company related field we can see also here in the formula editor that we have here another example when we are fetching from the company info table which is basically the set time because we are currently on the company info and we are using its method and it's method is always used with single quotes and then we specify here all the parameters okay the next question we got since we are adding attached files is sub documents into the word templates are there any limitations as to what file types can be added yes as I showed you when I was doing the report design we have the possibility to to add sub documents from Microsoft Word documents and also from an HTML source so basically if we fetch the data from D 365 in the data source as a binary content we can only use basically Microsoft Word and HTML okay the next one is how it is possible to check if the data model and data binding are set up correctly how can you troubleshoot it I would say that the easiest way would be to go to the centric the centric workspace go to the report setup and select on the report your you're currently working on to always generate the DDS P class so then when you are doing then you generate a few samples different samples each time you change something in reporting configuration and you import it again in our poor designer and if you get the day to here then you probably did binding between the model and modern mapping correct and you can also check here what kind of data you get back so basically when you click on the preview data you can also view what you got back for example this is the binary data and here I can see also other stuff and one nice thing here is also that I didn't show you before is to use our preview functionality in the report designer so when you basically click on the preview you will get the created document from the data source that I just used in our report designer the second option is also to use our live preview which is by the way a really cool feature and it's always changes when I change something to the document so I added some static text and the preview is already being generated ok and I can see I added some additional text to the doctrine ok we now we have a few minutes left I will also go to the next question so how do you deploy the template from development environment to other environments such as the UAT environment or production environment so basically it's really simple as you as you saw in the electronic reporting framework I use loads functionality for importing the data sources you can do the same for exporting in the centric you can basically as I showed you just add the new design by just selecting the again sales report and adding a new file to to the selected template there is also some other possibilities because you can also export all the configuration of the centric environment from this environment to let's a production environment of d 365 but this is more more complex way so I won't go so deep into that now ok I think we are done with the questions so let me just do wrap up thank you for taking the time and once again I hope you enjoyed watching our webinar if you will have any other questions I welcome you to send them to me or to our support and we will get back to you I hope to see you next week