Microsoft Dynamics GP

GDPdU Data Export

Copyright Copyright © 2010 Microsoft. All rights reserved.

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License agreement Use of this product is covered by a license agreement provided with the software product. If you
have any questions, please call the Microsoft Dynamics GP Customer Assistance Department at
800-456-0025 (in the U.S. or Canada) or +1-701-281-6500.

Publication date May 2010

Contents
Introduction ............................................................................................................................................... 1
What’s in this manual...................................................................................................................................1
Symbols and conventions ............................................................................................................................2
Resources available from the Help menu..................................................................................................2
Send us your documentation comments ...................................................................................................4

Chapter 1: Installation and setup .......................................................................................... 5

Installing GDPdU..........................................................................................................................................5
GDPdU overview..........................................................................................................................................5
Setting up GDPdU definition group ..........................................................................................................7
Setting up the GDPdU database table .......................................................................................................7
Setting up the GDPdU fields.......................................................................................................................9
Setting up the relation between GDPdU tables......................................................................................10
Adding additional tables to the GDPdU database table.......................................................................10
Selecting fields to link GDPdU database................................................................................................. 11

Chapter 2: Inquiries and reports.......................................................................................... 13

Viewing the technical information of tables linked to a table group ..................................................13
Previewing the SQL query.........................................................................................................................14
Exporting the GDPdU data to an electronic media ...............................................................................14

Glossary ...................................................................................................................................................... 19
Index .............................................................................................................................................................. 21

GDPDU DATA EXPORT i

ii GDP D U D AT A E XP ORT
Introduction
GDPdU Data Export is a tool that allows you to extract tax-related data from
Microsoft Dynamics® GP based on the legal requirement of Germany. This data is
then sent to the auditor for analysis before submitting the final report to the tax
authorities.

Check for current instructions

This information was current as of May 2010. The documentation may be updated
as new information becomes available. Check the Microsoft Dynamics GP online
Web site (http://go.microsoft.com/fwlink/?LinkID=161199) for the most current
documentation.

The introduction is divided into the following sections:

• What’s in this manual

• Symbols and conventions
• Resources available from the Help menu
• Send us your documentation comments

What’s in this manual

This manual is designed to give you an in-depth understanding of how to use the
features of GDPdU Data Export, and how it integrates with the Microsoft Dynamics
GP system.

To make best use of GDPdU Data Export, you should be familiar with systemwide
features described in the System User’s Guide, the System Setup Guide, and the
System Administrator’s Guide.

Some features described in the documentation are optional and can be purchased
through your Microsoft Dynamics GP partner.

To view information about the release of Microsoft Dynamics GP that you’re using
and which modules or features you are registered to use, choose Help >> About
Microsoft Dynamics GP.

The manual is divided into the following chapters:

• Chapter 1, “Installation and setup,” describes how to install GDPdU on your

system. You also can understand how to set up GDPdU tables and fields. You
can link these tables and fields to generate an SQL query based on which you
can extract tax relevant data to submit to the auditor.

• Chapter 2, “Inquiries and reports,” explains how to view the table group
information for database tables. You also can preview the SQL query and
extract the tax-relevant data to export to the auditor.

G D PD U DA TA EX P O RT 1
I N T R O D U C T I O N

Symbols and conventions

For definitions of unfamiliar terms, see the glossary in the manual or refer to the
glossary in Help.

Symbol Description
The light bulb symbol indicates helpful tips, shortcuts and
suggestions.

The warning symbol indicates situations you should be

especially aware of when completing tasks.

This manual uses the following conventions to refer to sections, navigation and
other information.

Convention Description
Creating a batch Italicized type indicates the name of a section or procedure.
File >> Print or File > The (>>) or (>) symbol indicates a sequence of actions, such as
Print selecting items from a menu or toolbar, or pressing buttons in
a window. This example directs you to go to the File menu and
choose Print.
TAB or ENTER All capital letters indicate a key or a key sequence.

Resources available from the Help menu

The Microsoft Dynamics GP Help menu gives you access to user assistance
resources on your computer, as well as on the Web.

Contents
Opens the Help file for the active Microsoft Dynamics GP component, and displays
the main “contents” topic. To browse a more detailed table of contents, click the
Contents tab above the Help navigation pane. Items in the contents topic and tab
are arranged by module. If the contents for the active component includes an
“Additional Help files” topic, click the links to view separate Help files that
describe additional components.

To find information in Help by using the index or full-text search, click the
appropriate tab above the navigation pane, and type the keyword to find.

To save the link to a topic in the Help, select a topic and then select the Favorites tab.
Click Add.

Index
Opens the Help file for the active Microsoft Dynamics GP component, with the
Index tab active. To find information about a window that’s not currently displayed,
type the name of the window, and click Display.

About this window

Displays overview information about the current window. To view related topics
and descriptions of the fields, buttons, and menus for the window, choose the
appropriate link in the topic. You also can press F1 to display Help about the current
window.

2 G DP D U D AT A E XP O R T
 IN T RO D U C T IO N

Lookup
Opens a lookup window, if a window that you are viewing has a lookup window.
For example, if the Checkbook Maintenance window is open, you can choose this
item to open the Checkbooks lookup window.

Show Required Fields

Highlights fields that are required to have entries. Required fields must contain
information before you can save the record and close the window. You can change
the font color and style used to highlight required fields. On the Microsoft
Dynamics GP menu, choose User Preferences, and then choose Display.

Printable Manuals
Displays a list of manuals in Adobe Acrobat .pdf format, which you can print or
view.

What’s New
Provides information about enhancements that were added to Microsoft Dynamics
GP since the last major release.

Microsoft Dynamics GP Online

Opens a Web page that provides links to a variety of Web-based user assistance
resources. Access to some items requires registration for a paid support plan.

Current implementation and upgrade information The most recent

revisions of upgrade and implementation documentation, plus documentation
for service packs and payroll tax updates.

User documentation and resources The most recent user guides, how-
to articles, and white papers for users.

Developer documentation and resources The most recent

documentation and updated information for developers.

Product support information Information about the Microsoft Dynamics

GP product support plans and options that are available, along with
information about peer support and self-support resources.

Services information Information about Microsoft Dynamics GP support,

training, and consulting services.

Microsoft Dynamics GP Community Access to newsgroups, where you

can ask questions or share your expertise with other Microsoft Dynamics GP
users.

CustomerSource home page A wide range of resources available to

customers who are registered for a paid support plan. Includes access to
Knowledge Base articles, software downloads, self-support, and much more.

Customer Feedback Options

Provides information about how you can join the Customer Experience
Improvement Program to improve the quality, reliability, and performance of
Microsoft® software and services.

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I N T R O D U C T I O N

Send us your documentation comments

We welcome comments regarding the usefulness of the Microsoft Dynamics GP
documentation. If you have specific suggestions or find any errors in this manual,
send your comments by e-mail to the following address: bizdoc@microsoft.com.

To send comments about specific topics from within Help, click the Documentation
Feedback link, which is located at the bottom of each Help topic.

Note: By offering any suggestions to Microsoft, you give Microsoft full permission to use
them freely.

4 G DP D U D AT A E XP O R T
Chapter 1: Installation and setup
Use this information to install and set up GDPdU for use. You also can use this
information to set up GDPdU tables and GDPdU fields and link them to tables and
fields in your company database. An SQL query is created based on the table and
field links. The result of this query is extracted to an Excel® file. The query also
generates an XML file that contains the information about your table and field
links.You can send these files to your auditor for analysis before finally submitting
this information to the legal authorities.

This information is divided into the following sections:

• Installing GDPdU
• GDPdU overview
• Setting up GDPdU definition group
• Setting up the GDPdU database table
• Setting up the GDPdU fields
• Setting up the relation between GDPdU tables
• Adding additional tables to the GDPdU database table
• Selecting fields to link GDPdU database

Installing GDPdU
Use this information to understand how to install GDPdU on your system.

To install GDPdU:
1. Copy the components extracted from the .exe file as specified below:

• GDPDU.cnk and GDPDU.chm files to your <target> folder, and

GDPDU.pdf to the Documentation folder in your <target> folder. (<target>
is your Microsoft Dynamics GP install folder).

• Document type definition file to an appropriate location.

2. Launch Microsoft Dynamics GP.

3. Choose Yes to include the new code and log in as the user 'sa'.

4. GDPdU is now ready to use.

GDPdU overview
The Principles of data access and auditing of digital documents feature is also
referred to as GDPdU. It requires each company to submit all tax-related data in
electronic format to the auditor for analysis. The auditor analyses the data and
submits the final report to the tax authorities.

There are three different methods to export the data to the auditor as specified by
the legal authorities:

• Direct access.
• Indirect access.
• Surrender of data media.

G D PD U DA TA EX P O RT 5
C H A P T E R 1 I N S T AL LA T IO N A N D S E T U P

GDPdU allows you to export the data using the method of surrender of data media.
To extract the required data to export from your Microsoft Dynamics GP database,
you must define a GDPdU group and set up GDPdU table IDs and field IDs for each
group. You must link each GDPdU table to a database table. You can link the
database table to other database tables. You can preview the SQL query that is
generated once you have linked all the necessary tables and fields. The result of this
query is extracted to an Excel file and an XML file, which you can send to your
auditor for analysis.

Use the following flowchart to understand the set up process for GDPdU.

6 G DP D U D AT A E XP O R T
 C H A P T E R 1 I N ST AL LA TI ON A N D SE TUP

Setting up GDPdU definition group

You can use the GDPdU Definition Group Setup window to set up the GDPdU
definition group ID. You can create the GDPdU tables IDs for the definition group
you have set up.

To set up GDPdU definition group:

1. Open the GDPdU Definition Group Setup window.
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Company >>
GDPdU >> GDPdU Definition Group)

2. Enter a definition group ID.

3. Enter the description for the definition group ID.

4. Enter the GDPdU table name for which to generate the data and its description
in the scrolling window.

5. Enter a name for the GDPdU export file.

6. Choose the Database Table button to open the GDPdU Database Table Setup
window where you can select the database tables to extract data from.

7. Choose the Table Relation button to open the GDPdU Table Relation Setup
window where you can link GDPdU field IDs from one GDPdU table to another
GDPdU table belonging to the same group.

Setting up the GDPdU database table

Use the GDPdU Database Table Setup window to link a GDPdU table ID to a table
in your company database.

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C H A P T E R 1 I N S T AL LA T IO N A N D S E T U P

To set up the GDPdU database table:

1. Open the GDPdU Database Table Setup window.
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Company >>
GDPdU >> GDPdU Definition Group >> Database Table button) OR
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Company >>
GDPdU >> GDPdU Database Table)

2. Enter or select the definition group ID.

3. Select the GDPdU database table ID.

The Description and File name fields display description and file name for the
selected GDPdU table ID respectively.

4. Select a product in the Product field to select the database tables.

5. Select the series in the Series field to select the database tables. The Tables List
scrolling window displays the table list for the selected criteria.

6. Select the table in the Tables List scrolling window to use as the primary table
for the selected GDPdU table ID.

7. Select a table in the Tables List, and choose insert to add it to the Selected Tables
list.

8. Choose Remove to remove the selected table from the Selected Tables list.

9. Choose Remove All to remove all tables from the Selected Tables list.

10. Choose Table Group Info to open the Table Group Information window where
you can view the table group that a table belongs to.

11. Choose Add Table to open the Add Table window where you can select the
additional tables to link to tables in the Selected Tables column.

8 G DP D U D AT A E XP O R T
 C H A P T E R 1 I N ST AL LA TI ON A N D SE TUP

12. Choose Field Setup to open the GDPdU Field Setup window, where you can set
up fields for each GDPdU table ID and link each field to a database field.

13. Choose Save to save your setup.

14. Choose Query Preview to open the Query Preview window, in which you can
view the SQL query that is created based on the table and field links.

15. Choose Clear to clear the values displayed in the window.

16. Choose Delete to delete all the setups done for the selected GDPdU table ID.

Setting up the GDPdU fields

You can use the GDPdU Field Setup window to set up GDPdU field IDs and link
them with fields from database tables.

To set up the GDPdU fields:

1. Open the GDPdU Field Setup window
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Company >>
GDPdU >> GDPdU Database Table >> Field Setup button)

The definition group ID, GDPdU table and its description is displayed from the
GDPdU Database Table Setup window.

2. Enter the GDPdU field ID.

3. Enter a description for the field.

4. Select a database table in the Table field. The tables you selected in the GDPdU
Database Table Setup window are available for selection.

5. Select a field from the selected database table to assign to the GDPdU field ID.

6. Mark the Primary Key check box to consider a field as the primary key.

7. Mark the Validity Period check box to filter the tax-related data based on this
field. This option is available only for date fields.

8. Choose Move Up to move the selected row up by one line.

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C H A P T E R 1 I N S T AL LA T IO N A N D S E T U P

9. Choose Move Down to move the selected row down by one line.

10. Choose Cancel to close the window without saving the changes.

11. Choose OK to save your settings and return to the GDPdU Database Table
Setup window.

Setting up the relation between GDPdU tables

You can use a GDPdU field ID to link one GDPdU table ID to another if both the
tables belong to the same GDPdU group.

To set up the relation between GDPdU tables:

1. Open the GDPdU Table Relation Setup window.
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Company >> GDPdU
>> GDPdU Definition Group >> Table Relation button) OR
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Company >>
GDPdU >> GDPdU Table Relation)

2. Enter or select a definition group ID.

3. Enter or select the GDPdU table ID for the selected definition group ID. The
table description is also displayed.

4. Enter or select the GDPdU field ID to link to the related GDPdU table ID.

5. Enter or select the GDPdU table ID for which to link the selected GDPdU field
ID.

6. Choose OK to save the relation or Cancel to close the window.

Adding additional tables to the GDPdU database table

You can use the Add Table window to link additional tables to the table you have
selected in the GDPdU Database Table Setup window.

10 GDP D U D AT A E XP ORT
 C H A P T E R 1 I N ST AL LA TI ON A N D SE TUP

To add additional tables to the GDPdU database table:

1. Open the Add Table window.
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Company >>
GDPdU >> GDPdU Database Table >> Add Table button)

The Table field displays the primary table selected in the GDPdU Database
Table Setup window.

2. Select the product and the series from which to choose the table to be linked.

3. Select the additional table in the Link Table field to link to the table selected in
the GDPdU Database Table Setup window. The scrolling window displays the
fields that are linked.

4. Choose Add Link to open the Add Link window where you can select the fields
to link the tables.

5. Choose OK to save the changes and close the window.

6. Choose Cancel to close the window without saving the changes.

Selecting fields to link GDPdU database

You can use the Add Link window to select the fields to link related GDPdU tables.

To select fields to link GDPdU database tables:

1. Open the Add Link window.
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Company >>
GDPdU >> GDPdU Database Table >> Add Table button >> Add Link button)

2. Select a field from the From table.

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C H A P T E R 1 I N S T AL LA T IO N A N D S E T U P

3. Select the field from the To table to link to the field you selected from the From
table.

4. Choose OK to save the settings.

5. Choose Cancel to close the window.

12 GDP D U D AT A E XP ORT
Chapter 2: Inquiries and reports
Use this information to view the technical information for database tables in a table
group. You also can view the SQL query that is created when you set up the GDPdU
tables and link related tables to extract the required financial data. You can export
this data to an Excel file to be sent to the auditors for analysis.

This information is divided into the following sections:

• Viewing the technical information of tables linked to a table group

• Previewing the SQL query
• Exporting the GDPdU data to an electronic media

Viewing the technical information of tables linked to a

table group
You can use the Table Group Information window to view and print technical
names, display names and physical names of database tables in a table group. You
can use this information to link related tables to extract tax-related data.

To view the technical information of tables linked to a

table group:
1. Open the Table Group Information window.
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Company >>
GDPdU >> GDPdU Database Table >> Table Group Info. button)

2. Select the product to view the table information for.

3. Select the series to view the table information for.

4. Select a table in the Table field to view the table group it belongs to .The Table
Group field displays the table group that the selected table belongs to.

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C H A P T E R 2 I N Q U I R I E S A N D R E PO R TS

5. Select a table group in the Table Group field to view the list of tables that belong
to that group.

6. The Table List scrolling window displays the technical name, display name and
physical name of all the tables that belong to the selected group.

7. Choose OK to close the window.

8. Choose Clear to clear the values displayed in the window.

Previewing the SQL query

You can use the Query Preview window to view the SQL query generated based on
the GDPdU table setups and the relation you have created between GDPdU tables
and the database tables.

To preview the SQL query:

1. Open the Query Preview window.
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Company >>
GDPdU >> GDPdU Database Table >> Query Preview button)

The window displays the SQL query and the definition group for which the
SQL query is generated.

Exporting the GDPdU data to an electronic media

You can use the GDPdU data export wizard to export the extracted financial data to
an Excel file, which can then be copied to the electronic medium and sent to the
auditor.

14 GDP D U D AT A E XP ORT
 C H A P T E R 2 IN Q U I R IE S AN D R E P O R T S

To export the GDPdU data to an electronic media:

1. Open the GDPdU Data Export Wizard – Welcome window.
(Microsoft Dynamics GP menu >> Tools >> Utilities >> Company >>
GDPdU >> GDPdU Data Export)

2. Choose Next to open the GDPdU Data Export Wizard – Choose GDPdU
Definition Group window.

3. Select the definition group ID to export. The description for the definition group
is also displayed.

4. In Select the base for export field, select whether to export data for a year or for
a date range.

5. Enter the date range in the From and To fields to export the data. These fields
are available if you have selected to filter the data using the date range option.

6. Select the year for which to export the data. This field is available if you have
selected to filter the data using the year option.

7. Choose Database Table to open the GDPdU Database Table Setup window to
view the GDPdU table setup information. You can modify this information if
required.

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C H A P T E R 2 I N Q U I R I E S A N D R E PO R TS

8. Choose Next to open the GDPdU Data Export Wizard – Export Information
window.

9. Enter a version for the export data in the Data Version field to include in the
XML file.

10. Enter a comment to include in the XML file.

11. Select the GDPdU version to include in the XML file.

12. Select the GDPdU document type definition file (.dtd file). Refer to Installing
GDPdU on page 5 for more information.

13. Select the location to export the data file in the Export Path field.

14. Select the export file format. The available options are Text and CSV.

15. Enter the folder name to export the data files to in the Name of Data Media
field.

16. Enter the size of the data media in bytes to export in the Capacity of Data Media
field.

17. Enter the size of the XML file in bytes in the Expected XML File Length field.

16 GDP D U D AT A E XP ORT
 C H A P T E R 2 IN Q U I R IE S AN D R E P O R T S

18. Choose Next to open the GDPdU Data Export Wizard – Completing the
GDPdU Data Export wizard.

19. Choose Back to return to the previous window in the wizard.

20. Choose Finish to export the data file to the location specified.

21. Choose Cancel to close the wizard without exporting the data file.

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18 GDP D U D AT A E XP ORT
Glossary
Database table
The logical structure created in the database
that stores relevant data.

GDPdU definition group

A set of GDPdU tables.

GDPdU field
The column name in the export file in which
related field information is printed.

GDPdU table
The relationship between different database
tables.

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20 GDP D U D AT A E XP ORT
Index Q
Query Preview window, displaying 14

A R
Add Link window, displaying 11 required fields, described 3
Add Table window, displaying 11 resources, documentation 2

C S
changes since last release, information SQL query, preview 14
about 3 symbols, used in manual 2
current upgrade information, accessing on
the Web 3 T
Table Group Information window,
D displaying 13
documentation, symbols and conventions technical information for tables in a table
2 group, viewing 13
tutorial, accessing 3
G
GDPdU U
definition group 7 upgrade information, accessing on the
installing 5 Web 3
overview 5
GDPdU Data Export Wizard – Choose W
GDPdU Definition Group window, what’s new, accessing 3
displaying 15
GDPdU Data Export Wizard –
Completing the GDPdU Data Export
wizard, displaying 16
GDPdU Data Export Wizard – Export
Information window, displaying 16
GDPdU Data Export Wizard – Welcome
window, displaying 15
GDPdU database table, adding additional
tables 10
GDPdU Database Table Setup window,
displaying 8
GDPdU database tables, selecting fields to
link 11
GDPdU definition group, setting up 7
GDPdU Definition Group Setup window,
displaying 7
GDPdU Field Setup window, displaying 9
GDPdU Fields, setting up 9
GDPdU table relation, setting up 10
GDPdU Table Relation Setup window,
displaying 10
GDPdU tax data, exporting 14

H
help, displaying 2
Help menu, described 2

I
icons, used in manual 2

L
lessons, accessing 3
lookup window, displaying 3

N
new features, information about 3

GDPDU DATA EXPORT 21