Office Connector: Starter Reports and Introduction to Query

Transcription

1 Office Connector: Starter Reports and Introduction to Query Sage 300 Construction and Real Estate (formerly Timberline) Ruth Montijo Aronson LLC, Construction and Real Estate Services Group 2015 All Rights Reserved 805 King Farm Boulevard Suite 300 Rockville, Maryland P F

2 Setting Expectations This webinar will focus on getting you started with Office Connector (OC), including how to access and use the free reports included with the software. You will see the ease of transferring Sage 300 CRE information into a more user-friendly Excel format. 2

3 Overview Office Connector Office Connector Products Starter Reports Introduction to Office Connector Query 3

4 What is Office Connector? Suite of 3 separately licensed products OC Query OC Write OC Import Allows you to move data between Microsoft Excel and Sage 300 CRE Does not require advanced technical skills, such as configuring data sources or writing SQL queries! Installed as an add-in feature to Excel Excel versions 2003, 2007, 2010, and 2013 are supported. Concurrent Licensing 4

5 Suite of Products Flow of Data Include Sage and non-sage information on one report! 5

6 Products Defined Query - Enables building of refreshable Excel-based reports with information directly from your Sage 300 CRE data. Write - Excel-based data management tool that can externally update selected records and fields within Sage 300 CRE. Import - Create files from Excel that can be imported into Sage 300 CRE to create transactions without the need to reorganize a spreadsheet into a particular format. 6

7 Launch Pad Like Sage 300 Desktop, the OC Launch Pad consolidates access to all of the OC templates, tutorials, and other resources into a single location. 7

8 Launch Pad Welcome WELCOME tab consolidated list of resources to learn more about OC and its suite of products. 8

9 Starter Reports STARTER tab access to 6 starter reports, included free with Sage 300 CRE. A license is not required. 9

10 OC Reports REPORTS tab access 26 Query templates and 10 Write templates. A license is required for Query to use the Query templates and Write to use the Write templates. 10

11 OC Tutorials TUTORIALS tab access to 7 online tutorial videos from starter to querying. 11

12 Office Connector Starter Reports 12

13 Starter Reports The starter reports have been complimentary since Sage 300 CRE version 9.7, but there are some considerations to be aware of: The OC functionality of the starter reports cannot be changed; however, changes can be made using Excel features. Includes 5-day unlimited trial access to full OC product from the date of first use to evaluate Cannot use OC designer features after the 5-day trial period unless OC products licenses are purchased. 13

14 Starter Reports 1. Account Ledger with Detail 2. Cost to Complete 3. Job List with Maps and Weather 4. Lease Expiration List 5. Dashboard 6. Search Applications 14

15 Account Ledger with Detail Ability to view detailed account information for specified account and date range. Views both current and history files. 15

16 Cost to Complete View job cost detail by cost code and enter job projections based on cutoff date. Over/under and cost at completion values are calculated and displayed. 16

17 Job List with Maps and Weather 17

18 Lease Expiration List View list of leases set to expire for specified date range. View all properties or specific property list. 18

19 Dashboard Provides overview of unposted transactions and subsidiary ledger summary totals for various applications. 19

20 Dashboard 20

21 Search Sage 300 CRE Locate transactions containing specified values. Transactions displayed from: General Ledger Job Cost Accounts Payable Accounts Receivable Property Management 21

22 Search Criteria Values entered in search criteria fields are used to search through transactional data. Sample of searchable fields: 22

23 Search Results Searched Description water hookup. 23

24 Office Connector Query and Edit Wizard 24

25 Office Connector Query Enables building of refreshable Excel-based reports with information directly from your Sage 300 CRE data. 25

26 Office Connector Query Eliminate data entry errors from duplicate keying Automate internal processes Analyze live information Licensing: Standard Run and refresh standard reports or those written by your consultant. Designer Run and refresh reports and also customize or design your own! 26

27 OC Query Designer License Refreshable data tables Excel functions in additional columns Application of parameters and conditions Pivot high volume data Create graphical demonstrations Add Excel columns for comments Ability to leverage Excel knowledge! 27

28 Enabling the Add-Ins 28

29 Excel Add-In 29

30 Excel > Add-ins Tab > Office Connector Tools Office Connector Toolbar Import Query Write 30

31 Query Wizard Creates a database query to extract data from Sage 300 CRE and inserts it into an Excel table. The wizard can only include data from one table. Select Query Wizard to begin a query 31

32 Using OC Query Wizard Select desired table when the wizard opens. Will use AP Invoice for this example Click > Next 32

33 Using OC Query Wizard Select desired fields to be included in the query. Click > Next 33

34 Conditions can be used to filter data similar to conditions within Sage 300 CRE. Click on Add Condition to include conditions in the query Using OC Query Wizard 34

35 Using OC Query Wizard Enter desired condition in the Add Query Condition window. Enter Condition: Invoice Status = Open Comparison can be literal or cell reference Select field to be conditioned. Select operator: = < > Click > OK 35

36 Using OC Query Wizard Multiple conditions can be applied as needed by using the and and or operators. 36

37 Using OC Query Wizard Name the query and view results. Click > Finish 37

38 Using OC Query Wizard The newly created query will be inserted as a table in Excel with active links to Sage 300 CRE that can be refreshed with current data at any time by using the Refresh Data feature. 38

39 Edit Query Wizard The query can be edited by selecting a cell within the table and clicking on the Edit Query Wizard. 39

40 Add Retainage column to Query Edit Query Wizard Added retainage 40

41 Edit Query Conditions will be in formula structure. New retainage column 41

42 Functions available in Query Designer TSCount Counts records within a table. TSCustomCaption Returns customized name of an internal field. TSDataFolder - Returns name of data folder being used. TSSum Returns total for a numeric field. TSFind TSLookup Function Wizards 42

43 Function Wizards TSLookup Retrieves a single field from any table that there is a key to within the current query. TSFind Retrieves the value in a field for any table when the key to the record is not available within the query. 43

44 TSLookup Function Lookup vendor names for a query containing a related key [Vendor ID] 44

45 TSLookup Function Select the table containing the field to retrieve. Identify the key to the record. 45

46 TSLookup Function Select the field being retrieved from the table. TSLookup function is created. 46

47 TSFind Function Find the first check date and first check amount for a vendor from the AP-Check Table. The key is not available in the query table. 47

48 TSFind Function Select the table with the fields that will be retrieved and select specific fields. 48

49 Add condition to identify vendor. TSFind Function 49

50 TSFind Function TSFind Function is created and value is retrieved. 50

51 Considerations Functions can be directly typed in Excel and can be embedded within other functions. Wizards exist to remove the complexity of creating correct function syntax. Formulas in cells directly adjacent to a table will be automatically updated and copied down to remaining rows when tables are refreshed. 51

52 OC Financial Reports Financial Reports have recently been added as well to the Office Connector list of available report templates. 52

53 Additional Resources Check out the training section on the Event1 Software website for access to hours of instructional videos and examples 53

54 Questions Ruth Montijo (240) Thank you for your time. 54