Understanding organization’s base currency in Dynamics 365 (CRM)

Introduction

In this blog, I have explained what should be the base currency of an organization and what problems you may encounter if you do mistakes in selecting it.

What is organization’s base currency?

Organization’s base currency is the currency which is selected at the time of installing D365 On-Premise or while configuring D365 Online.

Where currency is used?

All entities in CRM have a lookup reference to Currency entity. This lookup reference determines the currency in which all the Currency type fields should be captured for a record. E.g. On opportunity record, we have a lookup to Currency entity i.e. we select currency on the opportunity record. So based on selecting the currency on opportunity all its currency fields like Est. Revenue, Total Amount, Discounts are captured.

What is _base field which gets created for each currency type field?

If you have observed, when we create a field of type Currency, its corresponding _base field is created automatically by CRM. This field always gets calculated in Organization’s base currency.

How multiple currencies work and how the exchanges rates are applied?

When you install the CRM, by default it enables only single currency which is considered as organization’s base currency. The Exchange rate of Base Currency is set to 1 and we cannot change it.

When we add new currency (from Setting > Business Management > Currencies), we select the currency code and put Exchange rates which are corresponding to the base currency. These exchange rates are used later while calculating base amounts.

How to capture/update exchange rates and how it impacts existing records?

Exchanges rates in CRM are not captured automatically. You will need to manually put exchange rates either at the time of enabling currency or update it later in existing currencies.

When we update exchange rates in CRM, it does not apply to existing amounts of the existing records. When any amount field gets updated on existing records, the updated exchange rates are used to calculate base values.

Understand with examples

Let’s say, we have below setup in our CRM Environment.

Organization Currency: US Dollar (USD)

Additional Currencies:

  1. Indian Rupees (INR) with Exchange Rate: 1 USD = 68.03 INR
  2. Australian Dollar (AUD) with Exchange Rate: 1 USD = 1.39 AUD

Below table contains examples of quote records with different combinations of currencies.

Quote ID Currency selected on record Total Amount

(captured using currency selected on record)

Total Amount _Base

(captured using organization’s currency)

DLKJ548 INR INR 158900 USD 2336.18
KEIK902 USD USD 59800 USD 59800
PELJI7453 AUD AUD 6500 USD 4681.88

 

Unforeseen problems which might occur later

  1. Organization’s base currency can be selected only at the installation/configuration time of CRM. We cannot change base currency once CRM is installed/configured.
  2. Sales goals are always captured in organization’s base currency. We cannot change currency on Sales Goal record.
  3. If you select base currency incorrectly, then for reporting purposes, you might always need to convert the amounts in your currency using exchange rates.

Case studies

Case 1

Contoso is Indian company which works on Indian Rupees currency. All the clients of this company are Indian clients and they don’t have any other clients from other countries.

Solution: In this case, only single currency is needed which will be organization’s base currency i.e. Indian Rupees (INR).

Case 2

Contoso is Indian company which works on Indian Rupees currency. This company has clients across globe like US, Australia, New Zealand etc. The company has 85% clients from US and remaining 15% customers are distributed among other countries.

Solution: Even though, the company has 85% customers from US, and no customers from India, the company works on Indian Rupees currency. Hence, the organization’s base currency should be set to Indian Rupees (INR) and additionally USD, AUD, NZD currencies should be enabled with their respective exchange rates.

Case 3

Contoso is Indian company which works on US Dollar currency. This company has clients across globe like US, Australia, New Zealand, and India etc. The company has 85% clients from India and remaining 15% customers are distributed among other countries.

Solution: Even though, the company is Indian company and has 85% customers from India, the company works on US Dollar currency. Hence, the organization’s base currency should be set to US Dollar (USD) and additionally INR, AUD, NZD currencies should be enabled with their respective exchange rates.

How data can be sorted on date field in SSRS report in Dynamics CRM?

Introduction

This is a short and simple article which explains how we can avoid sorting issues on date field in SSRS report in Dynamics CRM Fetch Based report.

Understanding Concepts

  • When we write fetch based SSRS report for Dynamics CRM, for complex field type, we always get 2 attributes in SSRS dataset. E.g. Lookup, Option Set, Date and Time, Currency etc.
  • From above 2 attributes, one contains the display string and other contains data value.
  • In Case of Date and Time field, as per below screenshot, we got 2 attributes in SSRS dataset for Est. Close Date field which is of type Date and Time.

dataset-fields

  • If you run the simple query (FetchXml of Open Opportunity view) in Query Designer, you will see data in below way.

query-designer-output

  • As we have display data and value data in separate field, for display purpose we should use display field (estimatedcloseddate in this case) & for data manipulation we should use data field (estimatedclosedateValue in this case).

How to sort data in Tablix based on date field?

  • As we have seen above how the dataset contains the data, we have to select data field in sorting expression to sort the data in required order.
  • To achieve this, go to Tablix properties and Sorting section and configure as per below screenshot:

tablix-sorting-configuration

Note: The Order (A to Z / Z to A) is just to determine Ascending or Descending order. It does not mean we have to provide only string type fields in Sorting Column. SSRS understands the data type and sorts the data accordingly.

How to send SSRS report as a PDF in Email in Dynamics CRM Online

Introduction

In this blog, I have explained how to create an email record in CRM by executing SSRS report and exporting as a PDF attachment to the email. This is frequently asked requirement by many clients and it is very simple to execute SSRS report and export as a PDF in CRM Online.

In this blog, I have kept focus on generating PDF format report using coding. I have also provided the code of generating PDF format report. I have not covered creating email record with attachment and reference links from this blog can be used to achieve the same.

Problem Statement/Assumptions

  1. We have a CRM Online environment with below things setup.
    1. Fetch based SSRS report with name let’s say ‘Quotation.rdl’.
    2. Assume, Quotation.rdl has below GUID.
      • 12f3c105-fd95-44a9-b1af-ad79dfe3ad16
    3. Quotation report is pre-filtered by Quote GUID. (What is pre-filtering?)
    4. On Quotation entity, we have a button called Send Quotation.
      • The purpose of this button is to execute SSRS report, Export it as a PDF, Create Email record with above generated PDF as an attachment & open Email record on successful completion of above operations.

Data/Events flow

data-flow-how-to-send-ssrs-in-pdf-format-in-email-in-crm-online

Step-by-step procedure

  1. Create an action in CRM on Quote Entity.
    1. Input Parameter: PDFString (String type)
    2. Output Parameter: EmailID (EntityReference to Email entity)
    3. Create email record in action definition.
  2. Write a plugin on above custom action that will read input parameter which is a string that contains base64 formatted SSRS report. Create an attachment using the string and attach the same to email.

To know more about actions in CRM: https://msdn.microsoft.com/en-us/library/dn481600.aspx

  1. Create a web resource with below JavaScript code (Code has the commenting to understand the code).

function sendQuoteAsPDFInEmail() {

    //1. Execution starts here.

    var arrReportSession = executeReport(); //2. Execute the ssrs report and capture the response. Response will be an array.

    convertResponseToPDF(arrReportSession); //3. Convert the response in base 64 string i.e. PDF.

}

function executeReport() {

    // GUID of SSRS report in CRM.

    var reportGuid = “12f3c105-fd95-44a9-b1af-ad79dfe3ad16”;

    //Name of the report. Note: .RDL needs to be specified.

    var reportName = “Quotation.rdl”;

    // URL of the report server which will execute report and generate response.

    var pth = Xrm.Page.context.getClientUrl() + “/CRMReports/rsviewer/QuirksReportViewer.aspx”;

    //This is the filter that is passed to pre-filtered report. It passes GUID of the record using Xrm.Page.data.entity.getId() method.

    //This filter shows example for quote report. If you want to pass ID of any other entity, you will need to specify respective entity name.

    var reportPrefilter = ”                      “;

    //Prepare query to execute report.

    var query = “id=%7B” + reportGuid +

        “%7D&uniquename=” + Xrm.Page.context.getOrgUniqueName()

        + “&iscustomreport=true&reportnameonsrs=&reportName=” + reportName

        + “&isScheduledReport=false&p:CRM_QuoteId=” + reportPrefilter;

    //Prepare request object to execute the report.

    var retrieveEntityReq = new XMLHttpRequest();

    retrieveEntityReq.open(“POST”, pth, false);

    retrieveEntityReq.setRequestHeader(“Accept”, “*/*”);

    retrieveEntityReq.setRequestHeader(“Content-Type”, “application/x-www-form-urlencoded”);

    //This statement runs the query and executes the report synchronously.

    retrieveEntityReq.send(query);

    //These variables captures the response and returns the response in an array.

    var x = retrieveEntityReq.responseText.lastIndexOf(“ReportSession=”);

    var y = retrieveEntityReq.responseText.lastIndexOf(“ControlID=”);

    var ret = new Array();

    ret[0] = retrieveEntityReq.responseText.substr(x + 14, 24);

    ret[1] = retrieveEntityReq.responseText.substr(x + 10, 32);

    //Returns the response as an Array.

    return ret;

}

function convertResponseToPDF(arrResponseSession) {

    //Create query string that will be passed to Report Server to generate PDF version of report response.

    var pth = Xrm.Page.context.getClientUrl() + “/Reserved.ReportViewerWebControl.axd?ReportSession=” + arrResponseSession[0] + “&Culture=1033&CultureOverrides=True&UICulture=1033&UICultureOverrides=True&ReportStack=1&ControlID=” + arrResponseSession[1] + “&OpType=Export&FileName=Public&ContentDisposition=OnlyHtmlInline&Format=PDF”;

    //Create request object that will be called to convert the response in PDF base 64 string.

    var retrieveEntityReq = new XMLHttpRequest();

    retrieveEntityReq.open(“GET”, pth, true);

    retrieveEntityReq.setRequestHeader(“Accept”, “*/*”);

    retrieveEntityReq.responseType = “arraybuffer”;

    retrieveEntityReq.onreadystatechange = function () { // This is the callback function.

        if (retrieveEntityReq.readyState == 4 && retrieveEntityReq.status == 200) {

            var binary = “”;

            var bytes = new Uint8Array(this.response);

            for (var i = 0; i < bytes.byteLength; i++) {

                binary += String.fromCharCode(bytes[i]);

            }

            //This is the base 64 PDF formatted string and is ready to pass to the action as an input parameter.

            var base64PDFString = btoa(binary);

            //4. Call Action and pass base 64 string as an input parameter. That’s it.

        }

    };

    //This statement sends the request for execution asynchronously. Callback function will be called on completion of the request.

    retrieveEntityReq.send();

}

  1. Register a JavaScript action on button that calls ‘sendQuoteAsPDFInEmail’ method.
  2. That’s it.

References

  1. Create Email and Attachment in CRM using C#

https://msdn.microsoft.com/en-us/library/hh210217.aspx

https://msdn.microsoft.com/en-us/library/gg328344.aspx

  1. More about Actions in CRM

https://technet.microsoft.com/en-us/library/dn531060.aspx

  1. Snapshot of code to generate Email record with PDF from base64 string.

 generate email with pdf attachment code snapshot