Pivots and Queries Intro

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1 Workshop: Pivots and Queries Intro An overview of the Pivot, Query and Alert functions in Multiview as a refresher for the experienced or new user, we will go over how to format an inquiry screen, create a report from it and generate an alert from the results. We will also go over how to create a pivot table. Steps: 1. Logon to Multiview 1. Username: MANAGER 2. Password: manager Business Case #1 The VP at Multiview Medical Inc. (Company 01) wants to inquire on Vouchers for any Vendors of Vendor Type CR (Customer Refunds) or Vendor Type CC (Credits & Collections) where the invoice is unpaid for 7 days or more. The VP wants to easily run this inquiry screen or report. You offer to take this a step further and create an alert if there are new vouchers that meet the criteria. 2. To get started, navigate to the Voucher Inquiry Screen (Multiview Main Menu -> Accounts Payable Module -> Vouchers -> Voucher Inquiry) 3. Once directed to the Voucher Inquiry tab, a Search Criteria window will appear. 3. Click on Choose More Fields (Star Icon, Top-Right) to select parameters available for query 4. Remove User Created from the Displayed Fields column to the Hidden Fields by selecting and dragging the field 5. Add Vendor Type ID from the Hidden Fields column to the Displayed Fields column by selecting and dragging the field (WARNING: clicking on Show button transfers field to Displayed but remains hidden until dragged up to Displayed Fields) 6. Press OK 7. Navigate to the top-left area of the Search Criteria window, click on Save Query and select Save as. Enter the Title as Vendor Types CC and CR Open Vouchers (Note that if you want to have these search parameters appear by default when you open the screen click on Save as My Default) 4. Entering our parameters: 8. With so many parameters, it s helpful to organize our Fields by sorting them alphabetically by clicking on the Field column heading located on the top-left of the screen. Page 1 of 16

2 9. Click on Use Relative Dates located at the bottom of the Search Criteria window to enable the user of relative periods instead of calendar dates. This helps our search remain current in relation to when we perform our Query Field Operator Value (From) Value (To) Company Id Equals 01 Invoice Date In Between T-7D Voucher Status Is Open Posting Status Is Closed Vendor Type ID Is one of CR or CC 10. When Use Relative Dates option is selected, clicking on a date drop down will raise the Relative Date popup. We want to query on any vouchers on or before today s date minus 7 days. Page 2 of 16

3 5. Click Query 6. Review the features of the Navigation Screen and familiarize yourself with these Multiview concepts: GRID: The main panel consisting of columns and rows populating the queried records NAVIGATION BAR: The record counter directly above the main grid on the top-left side of the screen BAND HEADERS: Organizes columns into logical groups DOCKING PANELS: Additional information organized in Tabs to provide more details related to the grid data SUMMARY ROW: A row at the bottom of the grid that summarizes (sum, count, min, max) the queried grid data ICON BAR: Menu of options available on every screen (left side) options available specific to screen (right side) Page 3 of 16

4 Let s Customize our Screen 7. Navigate to the top-right of your docking panel to enable the hide function of panels by clicking on the thumbtack icon to maximize the view of the grid 8. Add the following columns to the grid by clicking the Options button located on the top-right corner of the grid (You can activate any Hidden columns on the left by dragging the respective Field column to the Show Column on the right): o Due Date o Vendor ID o Company ID o Vendor Type ID o Vendor Info (Group of fields) Page 4 of 16

5 9. Click OK when you re done We can remove unwanted fields by clicking on the column or band header and dragging it away until you see an X appear o Practice by removing the Pending Check Number and Matched PO column o Then, remove the entire Vendor Info band applying the same technique (Removing Bands is much easier than individually removing column items they can always be added back if necessary) Screen customizations of the layout: from adding/removing columns, sorting, grouping, summarizing and to hiding panels are all view settings that can be saved: o Click on the Views button located on the top-left of the Icon bar and select Save as My Default (WARNING: The Save button applies for saving data changes only) o Close the screen by clicking the Exit button and go back to the screen New columns have been added, but not necessarily in the order that we want them in o Order them by dragging and dropping them along the column header row the vertical white arrows indicate when its safe for placement (WARNING: If you stray too far away from the column header row, an X symbol will appear thus removing it if you drop Let s practice: o Move Vendor ID to the left of Vendor o Move Due Date to the right of Invoice Date Right-click on any column header and choose Best Fit (all columns) 10. Right-click on the Vendor column header and choose Group By This Column Right-click on Vendor and choose Full Collapse Right-click on Vendor and choose Full Expand 11. Click on Invoice Date column to sort data by this Field 12. To add a Total (Sum) to your report, right-click on the Summary Row below the respective column you wish to summarize (Amount), and select Sum 13. To add a Total by Vendor, right-click on the corresponding field column header and choose Group Summary Editor From the Items list -> select Invoice Amount -> then click the Sum checkbox and press OK 14. Save your changes There has not been any data entry from this point this doesn t necessarily mean we don t have anything to save! Page 5 of 16

6 15. Ad-hoc conditional formatting There are additional conditional formatting tools at your disposal to complement your query report (WARNING: they cannot be saved as part of your Query Report but is superb for ad-hoc inquiries) For example: o Right-click on the Invoice Amount column header and choose Conditional Formatting -> Highlight Set Rules -> Greater Than -> Enter 1000 as the Value and choose Red Fill with Red Text (This will quickly identify all amounts greater than $1000. In this report, we sort by Invoice Date so this allows us a quick way to view any larger invoice amounts without significantly changing our report layout) 16. Print/Export Click the Export Grid Data button on the far right of the navigation bar (This circumvents the print-preview screen and directly exports into a XLSX file) - Save this on your desktop Open the XLSX file you just saved 17. Using your report You can access any saved Query from either the inquiry screen where it was created or the My Reports screen. Click on the Reports button on the Main Menu bar and select My Reports Find the Report Name Vendor Types CC and CR Open Vouchers (Report Type Query) and double-click on it to navigate back to those results in the Voucher Inquiry screen 18. Creating an Alert In My Reports, highlight the click on Edit Report Settings. Change the Alert Type to Flag Alert Page 6 of 16

7 (Note that Refresh Type is On Demand for demonstration purposes, however this can be scheduled according to a number of predetermined intervals) Click Ok Navigate back to the My Reports tab and click on Run/Refresh Report and note that the red flag is displayed beside the report Page 7 of 16

8 Business Case #2: The new CFO is looking for a method to analyze Revenue by Department for the first 2 quarters of FYI The CFO would like to percentage by Business Unit and the results ranked from top to bottom. You ve decided to use Pivot tables to dissect the data and present the results. In Multiview, the Pivot tab in the Details panel is virtually in every inquiry screen! For this exercise, we will use a combination of techniques in the Pivot table: calculated fields and field properties to manipulate data to meet our information needs. Page 8 of 16

9 1. Go To Journal Transaction Inquiry (General Ledger) 2. From the Search Criteria Screen, select Choose More Fields (Star Icon, top-left) and add in Account Type by dragging it from Hidden Fields to the Displayed Fields 3. Add the following parameters to the Query window Field Operator Value (From) Value (To) Account Type Equals Revenue Accounting Date In Between 01/01/ /30/2017 Company Id Equals Save your query as Revenue by Department -> Click Save Query and select Save As. Type Revenue by Department in the Title Bar Page 9 of 16

10 Page 10 of 16

11 5. Click Query to continue. 6. Select Views -> Multiview Default to restore the screen layout to Multiview s default 7. In the Details panel (on the RH side), select the Pivot tab and adjust the window to occupy half of your screen. This enables you to have more space to experience the full functionality of the Pivot table 8. Click on the Options button from the Docking panel (NOT from grid), the Pivot Options window will pop-up (WARNING: You need to be on the Pivot Tab otherwise the correct Options window will not appear) 9. Select desired Data Fields by dragging to the Pivot Fields display to include in your Pivot: Dimensions: o Account o Business Unit Measures: o Amount (Notice that this will include 2 Amounts in your Pivot Fields) When these fields have been added to your Pivot Fields display, it should appear as below: 10. Prepare the following modifications to the Pivot Fields: Change Names o Account to Account Name for ACCOUNT_NO$D o Business Unit to Business Unit Name for UNIT_ID$D o Amount to % of Revenue Page 11 of 16

12 While highlighting % of Revenue, Click on the Advanced Setting under the Data Band Change the Summary Display Type to PercentofColumnGrandTotal (or drag up the split bar panel under Pivot Fields display for the Pivot Field Settings) Click on the X in the upper right corner to exit 11. Add Calculated Field to Pivot Fields: To add calculated fields, select Calculated Fields at the top of the display and then select Add Calculated Number (Pivot Options) A pop-up window will appear prompting you to enter a title for the field: Revenue Page 12 of 16

13 Click OK to continue At the Expression Editor: o Choose Fields from the first column and double-click on [Amount] from the middle column (it has now appeared as a variable on the Expression Editor panel above) o Type in the formula [Amount]*1 in the Expression Editor to show the Revenue numbers as positive. Page 13 of 16

14 Click OK to continue and then OK again on the Pivot Options screen PIVOT TABLE FIELD GUIDE The Pivot Table Field Guide above identifies the 4 key field areas: 1. FILTER: displays fields available for use in Pivot or calculate (measure) 2. DATA: displays summary-level numeric data 3. COLUMN: displays fields as columns at the top of the report 4. ROW: displays fields as rows on the left-side of the report 12. At the main Pivot tab: Remove (Drag) Company ID, Amount and Currency to FILTER Area Page 14 of 16

15 Drag the measures Revenue (Magic Wand Icon) & % of Revenue (Bar Chart Icon) into Drop DATA Items Here Drag the measures Business Unit Name and Account Name into Drop ROW Fields Here 13. Modify formatting to Percentage Select Options in the Pivot Tab Select the Advanced Field Properties for % of Revenue field o Expand both the Cell Format and the Grand Total Cell Format by clicking on the + sign o Change the Format String from n2 to p2 (Note: You must be off the cell to ensure changes are saved) 14. Final clean-up In your Pivot Grid, remove Account Name from the ROW Fields to FILTER Area provide a less detailed Summary View to accommodate high-level information needs To address the Company s inquiry regarding which units contributed the highest % of Revenue, right-click on respective column and choose sort Business unit by this column You may also Sort by Business Unit Name by clicking on the column header to sort from highest to lowest % Your finished pivot report should look as follows: Page 15 of 16

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