Rob Gagne & Anne Andrea

Transcription

1 Rob Gagne & Anne Andrea

2 To understand when there s value in working with accounting data in Excel To understand the various methods of getting data to Excel, and why you d choose one method over another To try different methods of getting data to Excel in a classroom setting

3 Why extract data to Excel? Using ODBC to extract your data How to find the data in MAS 90 & use ODBC Exercises: Extracting data with ODBC Refreshing extracted data Exercise: Refreshing data Using the ALE to extract your data Exercise: ALE Export to Excel Using BIE to generate data extracts Exercise: BIE Export to excel Wrap-up, questions, discussion

4 Convenient universal format share data with others within & outside the organization without granting access to your accounting system & records Ability to easily perform further calculations Familiar and easy interchange with other Microsoft Office Applications create tables for Word, PowerPoint, etc. Because that s how we ve always done it

5 Data from a single source file Data that you are likely to use more than once, and want to be able to refresh NB: In order to refresh data, you must have MAS User access to data

6 From MAS 90 Desktop, select Resources Select File Layouts and Program Information Select File Layouts Select the Module & File Name Review the data file layout

7 Procedure cheat-sheet will be distributed at end of session

8 Best uses quick snapshot of masterfile data Mailing list or phone list Customizable item list Can t refresh data only reflects values at time of extract

9 Procedure cheat-sheet will be distributed at end of session

10 Business Insights Explorer included in versions 4.2 & higher Many views are pre-built Build a custom view Multiple filters

11 Procedure cheat-sheet will be distributed at end of session

12 Crystal Reports FRx Microsoft Access DataSelf

13 Your Fitzgerald Group consultant Online resources: Sage KnowledgeBase Registration required (call or Tony at FitzGroup) Support tab, Knowledgebase, Sage MAS 90 & 200 Sage Online Community Sage MAS 90 & 200 Community Discussion Forum

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15 Extracting Data with Microsoft Excel & Microsoft Query: Data Extract Procedure Procedure for Microsoft Excel XP/2003 & Earlier (Excel 2007 on reverse side) 1. In a new workbook, click Data/Get External Data/New Database Query. 2. In the Choose Data Source window, select SOTAMAS90* and click Ok. 3. Choose your company, and login with your regular MAS 90/200 login information. 4. In the Query Wizard-Choose Columns window, locate the data file you want to extract from. You may either: a. Extract the whole file into Excel by highlighting the file name, then clicking the > button; or b. Choose specific fields to extract by clicking the + next to the filename, highlighting individual fields to extract, and clicking the > button for each one. 5. When your column selections are complete, click the Next button. 6. In the Query Wizard Filter Data window, you may apply filters (selecting only certain records from the file, based on defined criteria). When done, click Next. 7. In the Query Wizard Sort Order window, you may select how to sort the data in your spreadsheet. When done, click next. 8. In the Query Wizard Finish window, select Return Data to Microsoft Excel and click Finish. 9. In the Returning External Data to Microsoft Excel window, select the location for your data & click Ok. 10. You will need to again choose your company, and login with your regular MAS 90/200 login information. 11. The data will then populate your spreadsheet. 12. To apply AutoFilters as shown in the demo (we were using Microsoft Excel 2007, where this is automatic), go to the leftmost cell in the fieldnames row. Click Data/Filter/AutoFilter. The filters are now active for all columns.

16 Extracting Data with Microsoft Excel & Microsoft Query: Data Extract Procedure Procedure for Microsoft Excel 2007 (Excel XP/2003 & earlier on reverse side) 1. Select the Data ribbon. Click From Other Sources/Get External Data From Other Sources/From Microsoft Query. 2. In the Choose Data Source window, select SOTAMAS90* and click Ok. 3. Choose your company, and login with your regular MAS 90/200 login information. 4. In the Query Wizard-Choose Columns window, locate the data file you want to extract from. You may either: a. Extract the whole file into Excel by highlighting the file name, then clicking the > button; or b. Choose specific fields to extract by clicking the + next to the filename, highlighting individual fields to extract, and clicking the > button for each one. 5. When your column selections are complete, click the Next button. 6. In the Query Wizard Filter Data window, you may apply filters (selecting only certain records from the file, based on defined criteria). When done, click Next. 7. In the Query Wizard Sort Order window, you may select how to sort the data in your spreadsheet. When done, click next. 8. In the Query Wizard Finish window, select Return Data to Microsoft Excel and click Finish. 9. In the Returning External Data to Microsoft Excel window, select the location for your data & click Ok. 10. You will need to again choose your company, and login with your regular MAS 90/200 login information. 11. The data will then populate your spreadsheet, with auto-filters activated.

17 Extracting Data with Advanced Lookup Engine 1. In Mas90, go to Accounts Receivable, Main, Customer Maintenance 2. Click on the lookup icon to open up the ALE (Advanced Lookup Engine.) 3. Click on the Custom Button to create a new Custom lookup, Click Next 4. Select the columns you want to include in your export, Click Next 5. Enter any filters if necessary, Click Next 6. Give your lookup a name, select other options as needed, Click Finish 7. Select your newly created lookup view, then click on the Excel button in the bottom right corner of the screen. 8. This should export your data lookup out to Microsoft Excel Extracting Data with Business Insights Explorer 1. Select Business Insights/ Explorer/Sales Orders View and then select a view. The Business Insights Explorer window appears. Note: To export only selected rows, use the SHIFT or CTRL keys while selecting rows of data in the Data View grid, then select File/ Export Options/ Selected Records Only. 2. Select File/ Export Options, and then select the export application (for example, Microsoft Excel). Note: If you export the data to an existing Microsoft Excel document, the exported data is placed in a new worksheet titled Sheet X, where X is the next available worksheet number. 3. The data appears in the application that you selected. Click Save in the application to save the data. 4. The data in the Data View grid is exported.