Timecard history can be queried for a number of valuable reports. Begin by accessing the his_timecard table in a query.

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1 Queries against Timecard History: Timecard history can be queried for a number of valuable reports. Begin by accessing the his_timecard table in a query. We will access the following fields from the his_timecard table : employee_id, earn_type_id, hours, pay_rate, dated. We will also set criteria to limit the results to the REG and OT earn codes using the criteria operator of is one of. Add the Criteria Field by selecting View Criteria on the main toolbar. Enter earn_type_id in the Criteria Field. Double click the VALUE space. In the Select Value(s) box, hold the CTL key on your keyboard and highlight REG and OT then click OK.

2 This will return values form TC history for REG and OT earnings. We will want to link the employee name to this query. Add the Employees table to the preview pane. You will notice that Excel has linked the tables by the company_no and employee_no fields. We do not have to worry about losing any data because missing or incorrect joins because EVERY row from the timecard history has an employee_no represented. Manually type last_name+, +first_name in the column header to the right of the dated column and press tab.

3 We now have the Employee first and last name formatted for the report. Click, hold and drag the column to the right of the Employee_id. Make sure the Criteria Field is based on the his_timecard.earn_type_id. There is an earn_type_id on the employees table as well. We wish to limit the records based on the timecard history. Return the data to Excel. We need to address the issue with hourly rate based on REG vs. OT earnings. If the Earn code is OT, then we have to multiply the rate of pay by 1.5 otherwise the rate of pay is the value shown. HEY!!!! We just wrote an IF/THEN statement

4 If/Then statement to calculate OT pay rate: Insert a column between E and F and write the following equation in the (now blank) F2. =IF(C2="OT",E2*1.5,E2) Again, this statement says If the value in C2 is OT, then multiply the pay rate * 1.5 otherwise use the default pay rate. In the example above, the pay rate for Overtime has been multiplied by 1.5. What if we need to add Double time (DT) to this list? Access the Query to add the DT earn code. Return the data to Excel.

5 We will need to edit the formula that computes the 1.5 OT pay rate to include the 2 X multiplier for Double Time. We will use a function know as an imbedded if/then statement. Basically, an if/then statement within an if/then statement. The original equation is as follows: =IF(C2="OT",E2*1.5,E2) We need to add this condition: =IF(C2= DT, E2*2,E2) The new equation must include two if/then statements. If C2 is OT, then E2 * 1.5, If C2 is DT, then E2 * 2 otherwise E2. The new equation is written this way: =IF(C2="OT",E2*1.5,IF(C2="DT",E2*2,E2)) By selecting the appropriate filters, we can isolate the time for Donald Clear for the first week of April, Note the values in Column F are now correct for the REG, OT and DT earn codes.

6 We may now add another column to extend the pay rate out to the Gross Amount paid for the particular day. This equation is simple, it is the number of hours times the calculated pay rate per earn code in column F. At this time take a moment to add total rows to the table, and rename the column headings in Columns F and G. Also format Column H to a more appropriate date format. You may hide Column E as this rate does not apply, our calculated Rate in Column F is what needs to be shown on the report. You now have a report that shows date specific earnings and extended amounts for any and all employees that used Earn Codes REG / OT / DT.

7 For those of you who thought, Gee, the Job Number would be nice in this little report. Here we go. Edit the Query and add the JOBS table. Pull the job_id from the his_timecard table and the description from the jobs table and join the fields with the following text: his_timecard.job_id+' - '+jobs.description Even though the query shows the Job in the first column, when the data is returned to Excel, you will notice that the new column is added to the end of our table. Do you remember the Data Range Properties Preserve Column Sort/Filter/Layout option? In this example, the layout is preserved, and the new data is returned to the end of the table.

8 If we CUT Column I and insert Cut Cells Before Column A, the result is this: At this point, Right Click on a cell within the table and Select TABLE External Data Properties. Uncheck the option to Preserve column sort/filter/layout and click OK. Access the External Data Properties again and re-select Preserve Column sort/filter/layout. This will ensure the sheet will maintain its current layout even when the data is refreshed.

9 Employee Hours by Earn Code and Job Report Tasks: Turning Data in a table into a PivotTable Inserting Calculated Fields in a PivotTable Formatting options in PivotTables

10 We are now going to take this timecard and earnings report and turn it into a pivot table. Take a deep breath. I recently read that an estimated 42% of Excel users actually use Pivot Tables. I believe 98% of that 42% have tried to use pivot tables, got lost, and have never looked at them again. The wikipedia.com definition of a Pivot table reads: A Pivot Table is a powerful data summarization tool in Microsoft Excel. Among other functions, it can automatically sort, count, and total data stored in a spreadsheet and create a second table summarizing data. The user sets up and changes the summary s structure by dragging and dropping fields graphically. This rotation or pivoting of the summary table gives the concept its name. See, it s simple.. Here we go: We will want to be on the worksheet with the table that houses our timecard query. From the INSERT tab on the Ribbon, select PIVOT TABLE The Create Pivot Table dialog box will open. The Table / Range will automatically be selected this is the range that has data from the query. Select the option to return the Pivot Table to a New Worksheet. Click OK

11 The Pivot Table Field List is resident on the screen to the right. Notice the Choose fields to add report section: these are the column headings from the data returned from the query. - Job - Employee_id - Name - Earn_type_id - Hours - Pay_rate - Hourly Rate - Extended Rate - dated

12 Drag and Drop items from the top of the list to one of the 4 items in the Pivot Table List window. The pivot table is being created on the left hand side of the screen as you drag items to into the layout. The Report Filter is the Header Criteria for the pivot table. If you want to run the report by job, you should put the Job in the Report Filter. The Row Label will start with the Name (Employee Name). Add the Earn_Type_id to the Row Labels and drag the hours to the Values section of the Pivot Table Field List.

13 Continue by adding the records for Hourly Rate and Extended Rate. Once the appropriate Fields are entered on the pivot table, you may close the Pivot Table Field list on the Right Han side of the Screen. If you need to get back to the Pivot Table Field List, Click on a cell within the pivot table, access the PivotTable Tools tab Options and select Field List.

14 When it comes to Pivot Tables, one of the upgrades of Excel 2007 is disabling the drag and drop functionality that was resident in earlier versions of Excel. Right Click on a cell within the Pivot Table and select Pivot Table Options. On The Display Tab, Select the option to show Classic PivotTable layout (enables dragging of fields in the grid). This will slightly alter the look of the PivotTable, but ultimately will offer greater flexibility.

15 To clean up the PivotTable report, we may disable dome of the subtotals on certain rows. Right click on the Column heading that says Name in cell A4 and select Field Settings Change the Subtotals option to None.

16 You may also change the column headers with the same function. Right Click Field Settings. In the Custom Name: field, type the desired name for the column. In the example to the left, change earn_type_id to Earn Code. In the Values section, Right Click on the column heading that say Sum of hours and select Value Field Settings. Change this field to Hours Oops!!! Excel has reserved the word Hours as a field name when creating the pivot table. It cannot re-use a name that already exists. To get around this problem simply put a SPACE after the word you are trying to enter. In this case Hours. Hours(space) You may now use the desired text for the column heading

17 Before we proceed, you may have noticed a problem with the amounts in the Hourly Rate column. Even though it would be nice for Donald Clear to earn $1, per hour, it is just not true. The PivotTable is summing the data properly. It is returning the SUM of all the values in the Hourly Rate column from the original data table. To rectify this situation, we must insert a calculated field within the PivotTable. If we divide the Extended Rate by the number of hours, we should come up with the correct hourly rate for the employee by earn code. Click on a cell within the PivotTable, access the PivotTable Tools / Options tab. Choose Formulas Calculated Field.

18 The Insert Calculated Field Dialog box will open. The Fields available for use in the formula are represented in the lower left hand corner. You will notice that these are all the fields within our original data table, not just those in the PivotTable. To Calculate the Hourly Rate, the formula is written as follows: ='Extended Rate'/hours You may double click the items in the lower left or click the insert field button to add the items to the equation. Like any formula in Excel, the equation must begin with an = sign. You may also rename the Field while defining the Calculated Field. Click OK to return the new field to your Pivot Table

19 The hourly rates in Column F (the calculated field) look better than the values in column D. In row 9, if you multiply the number of hours, 10 * the pay rate in Column F, $36.00 you come up with the correct extended rate. If we are happy with our calculated field, we need to remove the Sum of Hourly Rate column from the PivotTable. Select a cell within the PivotTable, Click on the PivotTable Options Tab and select Field List.

20 We can now drag and drop the Sum of Hourly Rate field out of the Values window and restructure the position of the Sum of Pay Rate column. Rename the Columns using the Value Field Settings option. You may also define the number format for this column in the same screen.

21 We may now use the dropdown options resident in the PivotTable to filter out certain data. In the header, click the dropdown next to the word Job and select job 1002 Mentor Senior Center The report shows only the detail from the selected Job/ One of the best features of this report is the Grand Total amount for the Pay Rate. This amount is the Average Pay Rate for all employees on the Job, regardless of Earn Code. There is no need to explain why this information can go a long way when bidding new work.

22 We can enter a date parameter on the pivot table as well. Access the PivotTable List and drag and drop the Dated field to the Report Filter section. By using the dropdown and enabling the Select Multiple Items option, we can select an individual day or multiple days for the report.

23 It may be more appropriate to place the Date in a column as opposed to entering the date in the header. You may click on the DATED field, hold the mouse button and drag the field to the left of the name column. Once in position you will notice a grey bracket that lets you know where the field is going to land in the pivot table. Release the mouse button to drop the filed in the desired position.

24 We may now use filters to limit the day(s) required for the report. The Pivot Table now only shows information for dates prior to the defined criteria.

25 Say we want to hide the employee names from this list. We may compress the data in the employee information by enabling an option on the PivotTable. Right Click on the dated Column heading, Select Expand/Collapse and choose Collapse Entire Field. This will compress the PivotTable into a single row for each date within the table. The pay rate is representative of the Average pay rate per day for this particular job. Click on the + next to the date to expand the items and show the employee name detail.

26 To expand all fields again, right click on the Dated Column, Select Expand/Collapse and choose Expand Entire Field. You may restructure the PivotTable in many different ways. Here is an example with the Job number in the first column. This is achieved by simply dragging the items from one location on the screen to another.

27 You may have noticed the #DIV/0 error on the Pay Rate for Donald Clear. To resolve this error, we need to access the Calculated Field option in the Pivot Table Options Tab. Select the Calculation in the dropdown menu in the insert Calculated Field dialog box. The new equation needs to read, If hours = 0, then 0 otherwise Extended Rate / hours. Enter the following edited formula in the Formula field. =if(hours=0,0,'extended Rate'/hours) or we may use the IFERROR function available in Excel =IFERROR('Extended Rate'/hours,0)