Efficient Data Efficient Data Management in Management in Access Online Latarsha Hall Account Manager, Defense Agencies
Agenda Introduction of Accounting Code Management Valid Values Layout of the Valid Values File Upload Process Questions Introduction of Excel Pivot Tables Demonstration Questions
Introduction Valid value List (VVL) List of values for an Accounting Code Segment Example Segment: Appropriation Value: 9720082008XXXXXXXXXX Upload process - Automated approach to loading large VVL files Adding values to a Child Account Validation Control (AVC) Creating a custom Valid Values List
Upload File Requirements Upload File Requirements Required File Format Tab Delimited File (.txt) Start Menu Programs Accessories Notepad Required Layout of Text Value [tab] Value Description [return]
Example of File Layout Example of File Layout
Creating a Text File Creating a Text File Type them into the text file If you have values list in electronic format already copy and paste the row into the text file
Creating a Text File Copy & Paste
Creating a Text File Creating a Text File MAKE SURE: No spaces with values (Helpful Tip: Use Replace function) When you save the file no spaces in the name of file (use underscore) OC Valid Values List (incorrect) OC_Valid_Values_List (correct) OCValidValuesList (correct) Make sure file is closed before starting the auto-load process
Notes File Format is invalid. Please select another file. Make sure there are no spaces in the name of the file Make sure there are no spaces with the values (Helpful Tip: Use Replace function) Make sure right number of characters for the segment Make sure you re using the correct format in your text file Value [tab] Value Description [return]
Uses for Upload Process Uses for Upload Process Fiscal Year-End Cleanup Activity Changes EDI Conversion Mass Accounting Data Changes
Questions?
Using Excel Pivot Tables (Version 2003)
What is a Pivot Table? What is a Pivot Table? A Pivot Table is a reporting tool that enables you to summarize and analyze data in lists and tables. Pivot Tables help you to quickly rearrange the position of fields to give you different views of the table Pivot Tables: Enable you to create different views of data in seconds Organize and summarize your data Compare and analyze your Access Online reports in many ways, turning data into meaningful information Easily take the place of filtering, sorting, subtotaling, and function (sum, count, average)
How to Create a Pivot Table How to Create a Pivot Table Step 1: Select Entire Worksheet Step 2: Data - Pivot Table Step 3: Click Finish
DEMO
Keep in Mind! Keep in Mind! If your Field List disappears just click on the Pivot Table again If you try and it doesn t work right-click and choose Show Field List If you want to e-mail - copy and paste into a new spreadsheet (Paste Special) If you add more data don t forget to update the pivot table by clicking the Refresh Data icon on the toolbar
Preparing your data (For non-access Online Reports) Preparing your data (For non-access Online Reports) Make sure the first row contains column labels since Excel will use this data for the field names in the report Check that each column contains only one sort of data (i.e. include text in one column and numeric values in a separate column) There should be no empty rows or columns within the range of data used for the report. (i.e. blank rows used to separate one block of data from another should be removed) Remove any automatic subtotals
Pivot Table Quick Reference (For Excel 2007 Users)
Report Filter Values
Questions?
Thank you!