Pivot Table Reporting

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1 QUICK DOC: [Pivot Table Reporting} Pivot Table Reporting For the purposes of this document we are using the Utility Consumption Tracking Module to create our report and charts, but almost any data exported from the HAB modules can be used to create Pivot Tables and Pivot Charts. The only difference being the fields appearing in the field list. The Utility Consumption Tracking system relies upon exporting the detailed consumption and cost information to Excel and allowing users to free-form their reporting using Excel s pivot tables. Below is an example of a pivot-table created in about two (2) minutes based on the detail provided by the system. Once a pivot-table template report has been defined (like the one below), it is simply a matter of refreshing the data to recreate this type of report. Sample Pivot Table Report Consumption/Costs

2 How to Export to Excel Click the WinUCT icon on the Financial Mgt tab (or you may access the same information through HMS Manager or Finance Manager, by going to the Consumption tab). Click the Consumption icon Enter the desired Dates, Type of Utility, AMP and/or vendor (for the purpose of this report we are selecting a range of dates from when we started tracking in WinUCT to the present and all of our utility types) and then click the Find button. Page 2 of 13

3 Once the system displays the detailed transactions you ve requested, click the export button for Excel. Page 3 of 13

4 The system will open Excel and export all of the transaction information contained on the screen table into an Excel spreadsheet. Delete the total row at the bottom of your exported data. Page 4 of 13

5 Creating a Pivot Table Click on any cell within the table and go to the Insert tab and click on Pivot Table. A window will open verifying your table range and allowing you to put your pivot table on the same sheet as your data or on a new worksheet; select New Worksheet and click OK. Excel will create a new worksheet with the generic name Sheet# (i.e. Sheet1, Sheet2 depending on the sheets you already have in your workbook). You can change this name by double clicking on the worksheet tab and selecting Rename (you may also right click on the tab and select Rename), then type the name you would like and hit your ENTER key to accept. Page 5 of 13

6 Your new sheet will look like the following example: In the upper right corner of you window you will have a list of all of the fields contained on your data sheet. There are several ways you can move these into position. They are as follows: a. Click on the fields you want in your pivot table and drag them down to the label boxes below and place them in the section where you want them to appear. In this example we placed Type in the section marked Row Labels, Prefix Name in the section marked Column Labels, and the numeric values Utiltiy Charges in the Values section. You will see the following report: Page 6 of 13

7 b. Click on the checkbox to the left of the fields you want in your pivot table. This will put all the fields in the Row Labels section and you can move them from there to the other sections. Once you have the fields in the boxes at the bottom you are free to move them around to any position you want. In the following example I moved the Type field to the Column Labels and the Prefix Names to the Row Labels thus pivoting the table and getting a different view of the same data. You may put multiple fields in each label section. In the following example we put Type, Year and Month all in the Row Label section. Page 7 of 13

8 You can rearrange the order of the fields simply by dragging them up or down in the label box. You may remove a field from the grid simply by unchecking the box to its left or by dragging it out of the label box and dropping it in a blank area of your spreadsheet. Using the Excel Pivot-table functionality, you may create any custom type of report you desire. Filtering a Pivot Table Every field placed in the pivot table has a drop-down arrow next to it which allows you to filter the data and view only the information you are interested in at the moment. Page 8 of 13

9 Simply click the arrow and uncheck any items that you do not want in your view. The arrow will change to the following, reminding you that you have a filter applied to that field. You may apply filters to multiple fields at one time. Refreshing Pivot Table Data A pivot table does not automatically update when the data changes, you must REFRESH it. When you want to add additional data to your pivot table (another period worth of data) you must go through the process of exporting again. First open your original Excel Pivot Table workbook. Go into WinUCT on the Consumption tab and select your date range (including the dates of the previously exported data). Click on Find and export it to Excel. COPY the data from the latest export worksheet, PASTE that data to the detail data worksheet of the original Pivot table workbook. Then go to your Pivot table and click on any cell within the table. You will see two context sensitive tabs under Pivot Table Tools; Options and Design. Go to the Options tab and click REFRESH to add the new pivot table data. The Design tab can be used to format your pivot table using one of the many preset pivot table styles. Page 9 of 13

10 Creating a Pivot Chart A Pivot Chart is another way to display your data and is created in a way very similar to the Pivot Table. Once you have your data exported to Excel, click anywhere within the data and go to the Insert tab, but this time click on the arrow below the Pivot Table icon. From the menu, select Pivot Chart. The same window will appears as it did creating the Pivot Table verifying your range and allowing you to create the chart on a new sheet or the same sheet as the data. Click OK. Your new sheet will have the name Pivot Chart 1 which you can change just as you did previously for your pivot table. You will again be presented with a field list and grid. Page 10 of 13

11 Click on the box with the instructions (Chart 1) and click your delete key. Move the fields you want to have in your chart into the boxes below the field list. You can create different charts depending on what fields you use and where you place them. Below are two examples. Page 11 of 13

12 Page 12 of 13

13 With a Pivot Chart selected there are four context sensitive tabs that appear; Design, Layout, Format and Analyze. Design allows you to change chart type if the one you originally selected doesn t represent the data in the manner you were looking for. It also allows you to apply different layouts and styles. Layout allows you to add titles and data labels among other things Format allows you to format your data series (columns, bars or pie slices) Analyze allows you to refresh your chart as you add new data. Page 13 of 13

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