Fiscal Learning Council Conference Managing Excel Tips Candi Ray, Mayor s Finance

Transcription

1 Fiscal Learning Council Conference 2016 Managing Excel Tips Candi Ray, Mayor s Finance

2 The =SUBTOTAL( ) function: ignores includes hidden hidden valued values AVERAGE COUNT COUNTA MAX MIN PRODUCT STDEV STDEVP Select an account and watch the blue total change: SUM =SUM(L18:L50) 102, VAR =SUBTOTAL(109,L18:L50) 102, VARP Trans_ID Acctg Date Account Descr Dept Dept Descr Agenc Fund Descr Program Program Descr Amount 0116LAB 1/31/ Facilities Management Charg District Attorne General FuFE020 JUSTICE DOWNTOWN DRVTNG0116 1/31/ Education & Training Serv/Su District Attorne General Fu PRINT 1/31/ Printing Charges District Attorne General Fu PRINT 1/31/ Printing Charges District Attorne General FuFE003 CIVIL PRINT 1/31/ Printing Charges District Attorne General FuFE020 JUSTICE DOWNTOWN PRINT 1/31/ Printing Charges District Attorne General FuFE030 JUSTICE WEST JORDAN FLTMNT0116 1/31/ District Attorne General FuFE020 JUSTICE DOWNTOWN FLTFL0116 1/31/2016 Gasoline, Diesel, Oil & Greas District Attorne General FuFE003 CIVIL FLTFL0116 1/31/2016 Gasoline, Diesel, Oil & Greas District Attorne General FuFE020 JUSTICE DOWNTOWN 1, RENT0116 1/14/ Rent - Buildings District Attorne General FuFE000 DISTRICT ATTORNEY DEFAUL 20, ESR0116 2/29/ Employee Serv Res Fund Ch District Attorne General Fu 20, ESR0216 2/29/ Employee Serv Res Fund Ch District Attorne General Fu 20, OPEB0116 2/29/ OPEB- Current Year District Attorne General Fu 17, OPEB0216 2/29/ OPEB- Current Year District Attorne General Fu 17, MAINT0216 2/29/ Facilities Management Charg District Attorne General FuFE003 CIVIL 2, LAB 2/29/ Facilities Management Charg District Attorne General FuFE020 JUSTICE DOWNTOWN 45.00

3 To "fill in the blanks" in a column: 1) Highlight the range you want to fill, starting with the first "blank". 2) "Goto" blank cells (F5, Special, Blanks) 3) Equal sign, up arrow 4) Hold down "Ctrl" and hit "Enter" 5) Highlight the whole list, copy and paste as values Account Journal ID Total HRPAY , HRPAY , HRPAY , HRPAY , CASH (400.00) CASH (150.00) HRPAY , HRPAY , HRPAY , HRPAY , WELL (175.00) HRPAY , HRPAY , HRPAY , HRPAY , PAYO HRPAY , HRPAY , HRPAY , PAYO (1,200.00)

4 F4 (The dollar sign toggle switch) 10 If you copy a formula down, the row changes 1 If you copy a formula over, the column changes 2 But what if you don't want them to? 3 Use dollar signs to "freeze" them! 4 Dollar signs on letters/numbers Dollar signs on rows only Dollar signs on columns only No dollar signs Hit F4 once Hit F4 twice Hit F4 three times Hit F4 four times When you edit or type (as opposed to pointing) a formula, it will handle just the cell your cursor is on.

5 Paste Special, Transpose Highlight the column and click copy Move to the cell you want to paste into Click the down arrow below Paste and select Paste Special Click the Transpose box, OK

6 Add a button to your toolbar: Example: Inserting rows is a function most people do frequently. Click this icon at the end of your Quick Access Toolbar (QAT). (Note: Your QAT is the toolbar with the "Save" icon.) Click the down arrow and select "All Commands". Find the button you want to add. For our example, we are looking for "Insert Sheet Rows". Highlight it and click the "Add>>" button. It should be on your toolbar now!

7 To navigate to the first or last worksheet: old worksheet arrows new worksheet arrows (Hold "Ctrl" to get to the beginning or end worksheets.)

8 Ctrl ~ (To see which cells have hard-coded numbers and which have formulas.) Ratios of General Bonded Debt Outstanding Last Ten Years Year Bonds of Property of Property Population Capita 2006 $ 183,166,411 $ 90,713,898, % $ 996, ,646, ,545,268, % 1,018, ,361, ,224,626, % 1,022, ,738, ,507,192, % 1,029, ,872, ,078,844, % 1,033, ,829, ,816,497, % 1,047, ,886, ,406,041, % 1,063, ,818, ,177,188, % 1,079, ,324, ,329,859, % 1,091, ,979, ,662,774, % 1,107, Source: For outstanding debt details, see notes to the basic financial statements and statistical section, Debt Service Schedule of Outstanding Bonds. General obligation bonds are reported net of bond premiums and discounts.

9 To make a duplicate of a worksheet: Hold down the "Ctrl" key, click the worksheet and drag sideways (either direction). UnPost Journal Date Sequence Document Sequence Line Business Number Unit Budget Journal Header Status Checking Header Status Ledger Group Source Currency Code Journal Total Lines Journal Total Debits Journal Net Statistical Units 5/31/ (blank) SLC01 Errors Not Chk'd ACTUALS PAY USD /10/ (blank) SLC01 Edit Req'd Not Chk'd ACTUALS ONL USD /11/ (blank) SLC01 Edit Req'd Not Chk'd ACTUALS ONL USD /31/ (blank) SLC01 Valid Valid ACTUALS AM USD /31/ (blank) SLC01 Valid Valid ACTUALS AM USD /20/ (blank) SLC01 Valid Valid ACTUALS ONL USD /31/ (blank) SLC01 Valid Valid ACTUALS ONL USD /1/ (blank) SLC01 Valid Valid ACTUALS ONL USD /25/ (blank) SLC01 Valid Valid ACTUALS ONL USD /31/ (blank) SLC01 Valid Valid ACTUALS ONL USD /25/ (blank) SLC01 Valid Valid ACTUALS ONL USD /20/ (blank) SLC01 Valid Valid ACTUALS ONL USD /31/ (blank) SLC01 Valid Valid ACTUALS ONL USD /20/ (blank) Valid Valid ACTUALS ONL USD /31/ (blank) SLC01 Valid Valid ACTUALS ONL USD

10 Journal Description HR Payroll Journals Fine Arts Feb16 JV Re-class Capitol Facilities ch Depreciation Expense Asset Retirements 05/15 - Cash Service Awards tr 05/31 - Cash Service Awards tr Allocate Sondra Schuyler time Transfer 04/30/2016 EMI Dental 05/31 - Fund 680 final payouts PTF052516A 05/15 - Tuition reimbursements 05/31 - Tuition reimbursements 05/15 - Healthylife Wellness i Record May 2016 Wells Fargo in

11 Paste Special, Multiply Copy the "negative one" first Highlight the range you want to change the sign on Paste Special Multiply

12 The =VLOOKUP( ) function: =VLOOKUP (lookup_value, table_array, col_index_num, [range_lookup]) =VLOOKUP (what am I looking up,where's my list to look it up, how many columns over, true or false ) freeze your lookup list with $ false = exact match = account #'s List of account numbers and descriptions: true = closest in range = tax brackets Employee Serv Res Fund Charges OPEB- Current Year Facilities Management Charges Gasoline, Diesel, Oil & Grease Rent - Buildings Descriptions here are "looked up" from the above list Employee Serv Res Fund Charges.