Multi-Currency functionality

Requirement

User has established business in multiple countries, so his need is to deal with multi-currency in single product, and representation or calculation can be done in one base currency.

Is it possible in MSCRM without extra code?

Solution

Yes, MSCRM supports multi-currency functionality. Above requirement can be easily fulfilled in this one product.

           When we setup MSCRM instance, we have to specify one base currency, all calculations happen in that one currency, Let’s see how Multi Currency Functionality works in system with below points

• Currency Configuration
• Currency field’s behavior
• Representation 

Currency Configuration

Create new Currencies in system

Go to Setting --> Business Management --> Currencies 

Click on New button to create new currency

This screen will show you your base currency in my case it is INR

Click on System radio button for Currency Type, it will allow to select currency from Currency Code Lookup, after currency selection along with Currency Code, Name, Symbol and Precision will be auto populated, so just provide conversion rate from base currency to new currency and save record.

(All further conversions will be happen with this conversion rate)

Currency field’s behavior 

In MSCRM to workout with Multi Currency functionality system creates some internal fields

For each currency type of field system auto creates new field with same name followed by “_base”. The use of this base field is, when user enter value in main field system calculate that value in base currency with help of conversion rate and store that value in this base field. 

Let’s see with example, Create new Opportunity

Select other than base currency value in currency lookup field then provide values in currency type of fields

After creation of records let’s check values in all fields with advance field

Here we can see values in system fields. Let's check logic behind that:

Exchange Rate: exchange rate mentioned in currency entity for currency selected in current record 

for eg. “US Dollar”

Base fields calculation: main field value /exchange rate 

For e.g. In Est. Revenue (Base) : Est. Revenue/Exchange Rate (10000/0.014=714285.71)

System behaviour giving us currency values in one base currency, so no need extra efforts for currency calculations

Representation 

We can use this base fields in representation or calculation, Here I am using these fields in Reports 

Go to Sales --> Reports -->  New 

Use “Report Wizard Type” and configure report by following all steps in Report Wizard

I am using Summery type “Sum” for base values as below

My Report is ready 

After execution it will look like below

So here I am able to get all values in one base currency to represent my client, without extra code.

Happy Learning 😊

Bulk Update Functionality

Requirement

Can we update data in bulk?

Solution

Yes, MSCRM has provided below two ways for bulk update

• Bulk Update from Advance Find (for less amount of data)
• Bulk Update with help of Export-Import (for huge amount of data)

Before see the steps let’s assume one scenario,

We got requirement to create new custom field with type of “two options” and with default “No” value in opportunity. After this changes we can assure that created every new record would have “No” value in that Custom field like below due to the customization 

But existing data will remains with null value in new field like below

Let’s update existing data with “No” value with these two approach

First approach is Bulk Update from Advance Find

• Open “Advance Find” window by clicking on “Advance Find” button

• Select “Opportunities” entity from “Look for” list. Then select desire filter, here I want all records where new Custom field has a null value so my filter looks like below

• Click on “Results” button to get all data

• After getting all records for bulk update use multi select checkbox which is on top left corner in columns header row, select it, after selection all records would checked in first page. Max records per page is 250 as of now. Click on “Edit” button available on ribbon

• It would open new Bulk Edit window check radio button in front of “No” value of “Custom Field”, then click on “Change” button.

It will start update process for selected 250 records. We had 2520 total records, so for rest of 2270 records we have to repeat same process almost 10 time if we chose this approach

Let’s see second approach for data update and that is Export and Import

• Open Advance Find window as explained earlier select desired entity in “Look for” list
• Then remove unnecessary fields if any and add required fields from advance find with help of Edit Column button, it will open new window

• To remove fields from advance find select field then click on “Remove” after that click on “OK” button

• after confirmation field will be removed from list

• To add required field (which need to update) click on “Add Columns”

• It will open “Add Columns window” select required field then click on “OK”

• After field alteration add filter criteria to retrieve data then click on “Result” after retrieving all data export data by clicking on “Export Opportunities”

• It will download one excel file, after saving the file open that for data update, Click on “Enable Editing” for modification in excel

• Update “No” value in Custom Field column for first row then copy it for all rows save and close the file

• After changes in excel file, same need to import in to the system for actual data update so go to Settings--> Data Management--> Imports

• Then click on “Import Data”

• It will open new window, choose your modified file then click on Next

• If required then make changes in setting and click on “Submit”

• Click on Finish, then track status of your imported file as per given navigation in below screenshot

This is status of my imported file

After completion of Importing Process we can check for data update in advance find like below

Here we have updated all existing data for newly added “Custom Field” with value “No”

Note : When we Export data from MSCRM in Excel it keeps references inside it for each records in excel which helps in update of that record, we can see that by unhide columns from excel like below

After unhide columns excel will look like below

So do not make changes in first 3 columns in excel, it would interrupt the update functionality

Happy Learning 😊

Bulk Deletion functionality

Requirement
By Mistakenly garbage data inserted into MSCRM, can we delete it in bulk?

Solution

Yes, MSCRM has provided below two ways for bulk deletion, we can select approach depend upon the volume of data.

• Bulk Deletion from Advance Find (for less amount of data)
• Bulk Deletion job (for huge amount of data)

Let’s assume Account’s garbage data has been inserted into MSCRM as per below screenshot, and we have to delete it

Let’s take first approach

• Click on “Advance Find” button which is on top

• It would open new Advance Find window, Click on “New” to define filter criteria for deletion

• Here I want to delete all accounts which are created on today. So I have selected my filter criteria as per below 

•  After creating criteria click on “Run” button to get garbage data

• After retrieving filtered data use multi select checkbox to select all records in page (here first 250 records has been selected from total 1248 records), then Click on Delete button

• It will ask for confirmation click on “OK”. after that it will start processing

This approach is useful if we have less data to delete, here for my total 1248 records I have to repeat this process 5 time. But if you have huge data to delete then follow below steps for second approach

• Navigate to Settings --> Data Management

• Then from available options select “Bulk Record Deletion” option

• It will redirect to below screen, click on “New” to create new Bulk delete operation

• It will open “Bulk Deletion Wizard”, read the details and click on “Next”

• In the “Look For” option select your entity and below that select your required filtration criteria, here you can cross verify with your filtered records with help of “Preview Records” click on “Next” 

• Give your desired name to job, Schedule it as per requirement. We can also make this job recurring by setting “Run this job after every” __ days. On completion of this job we can get notification by checking “Send an email to me” option, also we can add users for email notifications with help of given user lookup in wizard. After done the all setup click on “Next”

• Check for all details in last window and confirm the submission

It will create new job for bulk deletion and will trigger on scheduled time. After completion of job you will get email notification if it set in wizard and you can also check the status of job and count of deleted record in deletion job record.

After deletion of garbage data you will see the only required data in MSCRM as below

Happy Learning 😊