Access Office Integration for Excel

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1 Access Office Integration for Excel

2 Introduction The following document has been designed to guide you through the process of downloading Dimensions data in to Excel via the Access Office Integration tool. It is then possible to send certain data changes back to Dimensions. In this example we will look at two types of data download and write, and these are Nominal Budgets and Project Records although the process is the same for other elements of Dimensions data. Note: These notes have been produced in conjunction with Excel 2010 although the screenshots are also relevant to Excel In earlier versions Ribbon Tab for Access Office Integration is a menu. Table of Contents Introduction... 2 Table of Contents... 2 Nominal Ledger Budgets... 3 Creating the Template... 3 Saving the Template Populating the Template with Records Populating the Template with Data Uploading the Values in to Dimensions Project Records Template Creating the Template Populating the Template with Records Changing the Downloaded Data Uploading the Values into Dimensions Reloading a Saved Template

3 Nominal Ledger Budgets The first process we are going to look at is the creation of a Template in Excel that will allow us to upload the Nominal Ledger Budgets in to Dimensions. Creating the Template 1. Open Excel and click on the Access tab in the Excel Ribbon. 2. The following options will be displayed 3. Click the Setup Update Template button and the following window is displayed 4. In the Template panel, expand up the Nominal Ledger Templates and select Nominal Budgets. 3

4 5. At the Bottom of the window click the Next button 6. The following window screen is then displayed 7. The first element that the Office Integration tool will want to know, is where you intend to list the Nominal Codes. 8. Click the button next to the Cell Range field. 9. You will be returned to the Excel window with the following panel displayed. Note: you need to select a few rows of the Excel spreadsheet in one column only! 4

5 10. Click in Cell A5 and drag down about 10 row of that column. 11. Now click the close cross in the Cell Range box. 12. You will be returned to the Office Integration window with the select range displayed. 13. In the section called Response Data, tick what you would like to see the Nominal Name field 5

6 14. It is possible to provide searches on the Nominal Code to limit the number being returned to Excel via the Criteria panel at the bottom of the window. 15. Click the Next Button 16. The next field required for the template is the Year Field. Note: Most users will budget for a single year at a time so please pay attention to the settings for the field. 17. Set the Field Direction to the Single Cell option 18. Set the Title to be on the left. 19. Now click the button next to the Cell Range field. 20. The following panel will be displayed. 6

7 21. Click in Cell B1 in Excel 22. Now click the close cross on the Cell Range Panel. 23. You will be returned to the Office Integration selected cell displayed 24. Click the Next button at the bottom of the screen. 25. The next field required is for the Template in the Periods. Note: Most users will budget for all period for the single year so please pay attention to the settings for this field. 26. Set the Cell direction to Horizontal and the Labels to On Top 7

8 27. Now click the button next to the Cell Range field. 28. You will be returned to Excel with the following Panel displayed 29. Click in Cell C4 and drag across a few columns 30. Now click the close cross on the Cell Range panel 31. In the Office Integration window - select the Cell Range displayed 8

9 32. At the bottom of the screen, click the on the Select All button which will include all 13 possible periods in the template 33. Click the Next Button at the bottom of the screen. 34. The final field required by the Template is the Revision Number Note: Revision 0 is the currently active budget so tends to be the one update the most as it shows on Nominal Reports such as the Profit and Loss. 35. Set the Cell Range to Single Cell and Label on the Left. 36. Now click the button next to the Cell Range field. 9

10 37. You will be returned to Excel with the following panel displayed 38. Click in Cell D1 39. Click the cross button on the Cell Range field 40. You will be returned to the Office Integration with the selected Cell range displayed 41. At the bottom of the screen, click the Next Button and you will see the following screen. 10

11 Saving the Template It may be that you will want to use this template more than once. In which case they can be saved and loaded when you next require it. 1. At the bottom of the screen, ensure that the Save Template tick box is set. 2. Provide a name for the Template 11

12 Populating the Template with Records Now that the Template is created and saved, we can load the Dimensions data into it so that we can enter our budget values for each nominal, per period. 1. At the bottom of the screen, click the Finish button 2. The following message is displayed 3. This is because there are more Nominal Codes found that we have allowed for in our range. Click the Yes button and the range will be increased automatically for you. 4. Then the following message is displayed 5. This is because there are more periods found that we have allowed for in our range. Click the Yes button and the range will be increased automatically for you. 6. Excel will now be populated with the Nominal codes and period in a grid format. 12

13 Populating the Template with Data The next step is to move in to the Template your values for each period, for each Nominal Code. This could be done manually but can also done with Excel functions such as VLookUp. This is your choice. Uploading the Values in to Dimensions Once you have completed the process of populating the Template with your budgets, they need to be uploaded into Dimensions. 1. In the Excel Ribbon, click the Access Tab 2. In the Access Tab, click the Update button. 13

14 3. The following window is displayed 4. Click the Upload button at the bottom of the screen. 5. A working message is displayed until all records are completed on which the value in the template will change to green,showing it was successful. 14

15 Project Records Template The final example is to show the Project Records being updated. In this example the Project Manager has left and I want to re-assign all of his projects to his replacement Creating the Template 1. Open Excel and click on the Access tab in the Excel Ribbon. 2. The following options will be displayed 3. Click the Setup Update Template button and the following window is displayed 4. In the Template panel, expand the Costing Templates and select Project Records. 15

16 5. At the Bottom of the window click the Next button 6. The following window screen is then displayed 7. Click the button next to the Cell Range field. 8. You will be returned to the Excel window with the following panel displayed. Note: you need to select a few rows of the Excel spreadsheet in one column only 16

17 9. Click in Cell A2 and drag down about 10 rows of that column. 10. Now click the close cross in the Cell Range box. 11. You will be returned to the Office Integration window with the select range displayed. 12. In the section called Response Data, we need to select all the fields that we want in our Template. In this case, please tick the following. Project Name Sort Key User Sort 1 User Sort 2 User Sort 3 User Sort 4 User Sort 5 User Sort 6 17

18 13. We are going to add a search for our Project Manager on someone called Carl Smiley who is leaving. 14. In the Criteria window click the Field Name menu and select User Sort Select the Is Equal To option from the Operator menu. 16. In the Value box add Carl Smiley 18

19 17. Now click the Apply button to add the criteria to the Template. 18. Click the Next Button > The following window is displayed 19. Ensure that the Enable Changes tick box is set. 19

20 Populating the Template with Records Now that the Template is created, we can load the Dimensions data into it so that we can change the Project Manager values for the appropriate Project records. 1. At the bottom of the screen, click the Finish button 2. The following message is displayed if you have more records found than allowed for in our selected range. 3. Excel will now be populated with the Project codes and data in a grid format. 20

21 Changing the Downloaded Data Now we need to update the Project Manager name and we just need to use the Excel fill down feature for this. Uploading the Values into Dimensions Once you have completed the process of changing the information in Excel, it needs to be uploaded into Dimensions. 1. In the Excel Ribbon, click the Access Tab 2. In the Access Tab, click the Update button. 21

22 3. The following window is displayed 4. Click the Update button at the bottom of the screen. 5. A working message is displayed until all records are completed at which time the value within the template will change to green, showing it was succesful. 22

23 Reloading a Saved Template To use a template that you saved previously. 1. Open Excel and click on the Access tab in the Excel Ribbon. 2. The following options will be displayed 3. Click the Setup Update Template button and the following window is displayed 4. At the bottom of the screen, select the required Template from the menu 23

24 5. Now click the Load Template button 6. A working message is displayed and the data is loaded in to Excel. 24

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