Using Excel to "map" a trial balance to a set of accounts part 3

Transcription

1 Using Excel to "map" a trial balance to a set of accounts part 3 The previous two articles looked at mapping a trial balance to a set of charity accounts. This last part in the series examines how to create a dynamic link between Sage and Excel so that, with just two mouse clicks, the accounts can be updated for the latest data. In the first article we ve looked at using data validation and the SUMIF function to allocate each item in the TB to the appropriate heading in the accounts. The second one examined how to extend this to fund accounting for charities. This last part looks at getting the trial balance into the spreadsheet in the first place. Getting data from Sage (or other programmes) into Excel There are two ways to do this. 1. Export the data into a CSV file (Comma Separated Values) or directly into Excel; then copy and paste it into your spreadsheet. Unfortunately, every time the underlying data changes you must export the new data and copy it in again. 2. Use ODBC (Open Database Connectivity). This creates a dynamic link between Sage (or other software) and Excel. Once the data is in Excel: right click on it; select Refresh ; and Excel drags in the latest data from Sage. If the link is set up correctly, you can point to another client s data and drag that instead: a truly flexible spreadsheet. Create an ODBC link Firstly, be aware that each version of Sage has a different ODBC driver. Thus, a link to Sage 2012 will only work for 2012 data. Ensure you install the appropriate ODBC driver, found in a folder on Program Files. Sage 2012 ODBC driver is the application stored in the folder: Sage\ADM\2012\ODBC32, wherever the Sage software is installed. Simply double-click on the Setup icon to install the driver. Microsoft Query must also be installed (part of the Excel installation). To create the ODBC link: in Excel select Data, From Other Sources, and then From Microsoft Query.

2 A pop up box Choose Data Source will show a list of installed ODBC drivers. The ODBC for Sage 2012 is SageLine50v18*. However, if you select this the link will only ever be to the default company. To import any client: choose <New Data Source>; click OK. Name this link. We used the client name, but for lots of clients select a generic name such as Sage Line Then select the driver you want (v18 for 2012; v17 for 2011 etc). When you click on Connect you will have to log in using the ID and password for the client and enter the path where the client data is stored. You need the folder ACCDATA for your client. In our example the folder is stored in: C:\ProgramData\Sage\Accounts\2012\Company.000\ACCDATA

3 If you are unsure where to find this data folder, search for ACCDATA. Alternatively, if you have a desktop shortcut to Sage, right click on the shortcut and select Properties. The folder is in the box Start in:, but add \ACCDATA at the end of it. If you wish, set a default table. Use: Nominal ledger for a trial balance or nominal account details Audit journal for a summary of every transaction or selected transactions if you set a filter (see below).

4 Having created the new link (eg St Andrew s PCC), select it. The wizard helps you decide what to import. The first task is to determine what fields you want to bring in. For a simple trial balance just import the account reference, name and balance. However, you can bring in as much data as you wish, including month by month actual, budgets and five years prior period. You can filter the data so that you only bring in certain accounts (for nominal ledger) or certain transactions (for audit journals), eg, you could choose to select only high-value transactions. The next stage asks whether or how you wish to sort the data.

5 The final step is to return the data to Excel. When you click Finish it asks where you wish to return the data, defaulting to the cell selected when you started the import. It also asks you to confirm the connection you want. You can now choose a different client/data path if you wish.

6 The data is now in Excel. You refresh it by right-clicking anywhere on the data and selecting Refresh. Next time you want to import data from this or another client using the same version of Sage, just go back to Data, From Other Sources, and then From Microsoft Query. Select the new data source you ve just created (eg, St Andrew s PCC). A word of warning When you refresh, ODBC overwrites anything you enter in the linked cells. If you or the client has added a new nominal account, it will be included in the update when you refresh. In the example accounts, each nominal account is being mapped. When a new nominal account is added, your mapping from the new account onwards will be out of step. In the illustration below we have added two new accounts to illustrate this point.

7 To avoid this: always save the spreadsheet before refreshing; and when you spot it (from the bottom row if nowhere else): identify where the new records have been added, open the saved file and simply insert a row at the appropriate place or places. Now when you import the latest data, the old mapping will be aligned and you just need to map the new accounts. ODBC takes a few minutes to set up the first time, but can save a huge amount of time and give superb flexibility to create effective template spreadsheets that can be used across a host of clients. July 2014