Power Query Expert

Connect Microsoft Power Query (Power BI, Excel) to Frappe apps with M code for report data access.

Quick Start

Simple REST API Connection

For direct document access and small lists (< 1000 records):

let
    BaseUrl = "https://your-site.frappe.cloud",
    DocType = "Item",
    Fields = "[""item_code"", ""item_name"", ""standard_rate""]",
    
    ApiUrl = BaseUrl & "/api/resource/" & DocType & "?fields=" & Uri.EscapeDataString(Fields),
    Response = Json.Document(Web.Contents(ApiUrl)),
    Table = Table.FromRecords(Response[data])
in
    Table

Use for: Direct document reads, small queries, real-time data

See references/rest-api-power-query-example.md for complete REST API examples with filters, sorting, and pagination.

Simple Frappe Report Connection

For fast reports that won’t timeout:

let
    BaseUrl = "https://your-site.frappe.cloud",
    ReportName = "Simple Report",
    ApiUrl = BaseUrl & "/api/method/frappe.desk.query_report.run?report_name=" & Uri.EscapeDataString(ReportName),
    Response = Json.Document(Web.Contents(ApiUrl)),
    Data = Response[message][result],
    Table = Table.FromRecords(Data)
in
    Table

Use for: Small, fast reports (< 1000 rows, < 30 seconds execution)

Long-Running Reports with report_long_polling

For heavy reports, use the report_long_polling API to prevent timeouts. This API executes reports asynchronously in Frappe’s background worker queue.

Three-step workflow:

1. Start job – Create Prepared Report job
2. Poll status – Wait for completion
3. Get result – Retrieve data with column metadata

See references/long-polling-api-reference.md for API endpoint details.

Power BI/Excel Integration

1. Get Data → Blank Query

2. Advanced Editor – Paste M code from references/long-polling-power-query-example.md

3. Configure:

BaseUrl = "https://your-site.frappe.cloud"
ReportName = "Item Prices"
Filters = []  // Add filters as needed

4. Close & Apply

5. Configure Authentication when prompted:

• Excel/Power BI will prompt for credentials on first connection
• Option 1 – Username/Password: Enter your Frappe username and password
• Option 2 – API Key/Token: Enter API Key as username, API Secret as password
• Authentication is handled automatically via HTTP Basic Auth
• No need to add Authorization headers in M code

Authentication

Excel and Power BI handle authentication automatically through their built-in authentication forms. You have two options:

Option 1: Username/Password

• Use your Frappe account username and password
• Excel/Power BI uses HTTP Basic Authentication
• Header format: Authorization: Basic base64(username:password)

Option 2: API Key/Token (Recommended for Production)

1. Create API Keys in Frappe: User → API Access → Generate Keys
2. Copy API Key and Secret
3. In Excel/Power BI authentication prompt:
   • Username: Enter your API Key
   • Password: Enter your API Secret
4. Excel/Power BI uses HTTP Basic Authentication
5. Header format: Authorization: Basic base64(api_key:api_secret)

Note: Excel/Power BI uses HTTP Basic Authentication, not Frappe’s token format. Frappe’s API accepts both formats, so authentication works seamlessly.

Security Best Practices

• Use API keys instead of passwords for automated refreshes
• Grant minimal permissions to the API user
• Rotate keys regularly
• Never include credentials in M code

Column Transformation

The report_long_polling API returns column metadata enabling automatic transformation:

{"fieldname": "item_code", "label": "Item Code", "fieldtype": "Link"}

Automatic type mapping:

• Int/Long Int → Int64.Type
• Currency → Currency.Type
• Date → Date.Type
• Datetime → DateTime.Type
• Check → Logical.Type
• Text types → type text

Manual override:

ManualTypeMap = [
    Rate = Currency.Type,          // Force currency
    #"Stock Qty" = Int64.Type      // Force integer
]

See references/long-polling-api-reference.md for full type mapping table.

Cache-Busting

Power Query caches aggressively. Add timestamps to force fresh requests:

Timestamp = Text.From(Number.Round(
    Duration.TotalSeconds(DateTime.LocalNow() - #datetime(1970, 1, 1, 0, 0, 0)) * 1000
)),
UrlWithCacheBuster = BaseUrl & "&_ts=" & Timestamp

Common Use Cases

• Power BI Dashboards: Live sales, inventory, financial reports
• Excel Workbooks: Monthly analysis with pivot tables
• Scheduled Refresh: Daily/hourly dataset updates
• Cross-System Reporting: Combine Frappe data with external sources

Troubleshooting

See references/troubleshooting.md for detailed solutions.

Quick fixes:

• Timeout errors: Increase maxAttempts, verify workers running
• Connection errors: Check BaseUrl, authentication, permissions
• Empty results: Verify filters, check Prepared Report status
• Type errors: Use manual type overrides, check for nulls
• Stale data: Add cache-busting timestamps, clear cache

Resources

• REST API Examples: references/rest-api-power-query-example.md
• Long-Polling M Code: references/long-polling-power-query-example.md
• API Details: references/long-polling-api-reference.md
• Troubleshooting: references/troubleshooting.md