Integrating GL Data into Excel/Word

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Hortense Stewart
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1 BLUE SKIES AHEAD 2009 QSS USER GROUP CONFERENCE Integrating GL Data into Excel/Word Session #: 07 Date: 3/2/09 Time: 10:30 PM Presenter Information Name: Kelvin Sei Title: Application Support Analyst Santa Clara County Office of Education San Jose, CA Phone: (help desk) 1

2 Goal of this Session- Part I To describe several techniques for exporting data from QCC into Microsoft (MS) Word & Excel: Technique #1: Using the GRID Export to MS Word/Excel Technique #2: Print Manager Download to MS Word Technique #3: Print Manager Download to MS Excel Goal of this Session- Part II To describe several neat tricks for formatting or downloading di data: Neat Trick #1: Creating Charts and Graphs Neat Trick #2: Using Excel s Text-to-Column feature Neat Trick #3: Excel s Concatenate function Neat Trick #4: Subtotaling Download to Excel 2

3 QCC Interfaces with Excel & Word QCC GRID Export Feature Download from Account Lookup p( (can also follow same steps in Vendor Lookup) to both MS Word and Excel Microsoft WORD Download from QCC Print Manager into MS Word Downloading directly to Word requires some additional editing: Page Orientation: Use of Landscape Mode Margin Edits Font Edits Microsoft EXCEL Multiple download methods to MS Excel Similar post-download editing in Excel as in Word, but easier General Comments Downloads from QCC can vary from easy to frustratingly difficult -- Moral: Patience & practice ce makes perfect. Often, it is better to perform data formatting in Excel than in QCC downloads, e.g. column editing. Be open to creative ways of doing things you supply the brains and the computer is your Willing Idiot. Downloaded data reflects its mainframe heritage plan accordingly. 3

4 Icons for Output Excel Grid ify Word Print PDF Route Use Download Rules Save to Desktop Icons to Do Execute/Submit Do Refresh Print Screen Add Cancel Open Get Save 4

5 Icons to Navigate VCR < > Check All Change Inspect Move Up Move Down Clear Search Delete Advance Search Meet Your Tools Grid Export Grid Export Icon PDF Word Excel w/o Import Wizard Excel w/ Import Wizard 5

G E N E E X C E L E X C E L W I Z A W O R D A D D S E L E R A W M A

6 6 Meet Your Tools Print Manager Download Icon Meet Your Tools Print Manager Download Screen P D F G E N L M A S G R O U P R A G R O U P G E N E E X C E L E X C E L W I Z A W O R D A D D S E L E R A W M A S K N K N O G R P W M A S K E R A L M A S K A R D E C T I O N N O G R P

output of column data from QCC Limited flexibility in output format Available in QCC Account and Vendor Lookup,

7 Technique #1: Grid Export Grid Export is a new feature of QCC. There is no counterpart in traditional QSS. Enables relatively easy output to Word and Excel Retains headings as part of the download Enables selective output of column data from QCC Limited flexibility in output format Available in QCC Account and Vendor Lookup, as well as other selected QCC modules. Technique #1: Grid Export Steps STEP 2 DISPLAY ACCOUNT ACTIVITY STEP 1 SELECT ACCOUNT 7

8 Technique #1: Grid Export Steps Step 3: Click to Export Technique #1: Grid Export Steps 8

9 Technique #1: Grid Export to Word Unedited Results in MS Word (Office 2007) Technique #1: Grid Export to Word Step 6: Change Margins to 0.5 inches all aro ound Step 5: Change Page layout to Landscape 9

10 Technique #1: Grid Export to Word Step 7: Select ALL Step 8: Change Font to Cambria 8 Technique #1: Grid Export to Word Step 9a: Manual edit by tabbing headers and columns 10

11 Technique #1: Grid Export to Excel Step 5: Select LANDSCAPE ep 6: Continue Technique #1: Grid Export to Excel Unedited results of the Grid Export to Excel 11

12 Technique #1: Grid Export to Excel Step 7: Perform Manual Edits Technique #1a: Excel to Word Step 1: Start with the Excel Worksheet 12

13 Technique #1a: Excel to Word. Step 2: Select the data for pasting into Word Technique #1a: Excel to Word Step 3: Paste Special Step 3: In Word, perform a Paste Special 13

14 Technique #1a: Excel to Word Step 4: Paste PICTURE Step 5: OK Technique #1a: Excel to Word Above is the result of the Paste Special. Compare this with Grid Export to Word as previously discussed. 14

15 Technique #2: Download to Word Print Manager downloads to Word involve more editing. Once the data has been downloaded to Word, the steps to format it are the same as Grid Export. Landscape Mode Font and Size Page Margins The amount of editing required varies with the type of data downloaded. Downloaded data often appears better in an Excel worksheet and requires less editing. You can use this fact to copy and paste special from Excel directly into Word, as we described previously. Technique #2: Downloading to Word 15

Adjust all margins to maximum of ½ inch (Narrow) C. Change font to Courier New, 9 point D.

16 Technique #2: Downloading to Word STEPS: 1. Select/Open Report in QCC Print Manager 2. Select the Word icon 3. Within Word: A. Change orientation to Landscape B. Adjust all margins to maximum of ½ inch (Narrow) C. Change font to Courier New, 9 point D. Perform any other manual edits, as desired Step 1: Select/Open Report in QCC Print Manager SELECT REPORT DOUBLE CLICK 16

17 Step 1: Opened Report in Print Manager Step 2: Select the Word icon. DOUBLE CLICK 17

18 Step 3.A: In Word, change orientation to Landscape. ENTATION ORIE Step 3.B: Adjust all margins to max ½ inch. CHANGE MARGINS 18

19 Step 3.C: Change font to Courier New, 9 point. Note: The line is wrapping CHANGE FONT TO COURIER 9 Note: The line is NOT wrapping Step 3.D: Perform any other manual edits SEE EDITS 19

20 Technique #3: Downloading to Excel Technique #3: Downloading to Excel STEPS: 1. Select/Open Report in QCC Print Manager 2. Select the Download File icon 3. Set the Selection Criteria(s) 4. Set the Column Outputs 5. Select the Sunny Excel icon 6. Set Text Import Wizard parameters 7. Perform final formatting within Excel 20

21 Step 1: Select/Open Report in QCC Print Manager SELECT REPORT DOUBLE CLICK Step 1: Opened Report in QCC Print Manager 21

22 Step 2: Select the Download File Icon. DOUBLE CLICK Step 3: Set the Selection Criteria SELECT DATA DOUBLE CLICK GENERAL MASK IS CREATED 22

23 Step 4: Set the Column Outputs MOVE TRAILING ZEROS Step 5: Select the Sunny Excel Icon K DOUBLE CLICK 23

24 Step 6: Set Text Import Wizard Parameters VERIFY DELIMITER VERIFY DATA VERIFY DATA VERIFY DATA FINISH Step 7: Perform Final Formatting within Excel 24

25 Neat Trick #1: Excel Charts & Graphs Once you have an Excel spreadsheet with data, you can use Excel s chart / graph functions. An Excel chart / graph can be used elsewhere, such as in Word as part of a larger report. Use the either the Grid Export or Download function within QSS/QCC to export the data to Excel. Neat Trick #1: Excel Charts & Graphs Start with a QSS/QCC Report: Select Data Sele ct Data 25

26 Neat Trick #1: Excel Charts & Graphs EXPORT THE DATA TO EXCEL AS PREVIOUSLY DESCRIBED: 2. Insert Chart Insert Excel s Chart / Graph Function 3. Select Chart 1. Select Data 26

27 Add Data Labels: Add Data Labels Format Labels Choose as much data or as little 3. Select Chart 2. Insert Chart 1. Select Data 27

28 Neat Trick #2: Excel s Text-to- Columns Imported Account Strings in Excel Copy accounts into a new column in text format 1. Copy Accounts 28

29 Ensure the entire copied column is selected 2. Select Entire Column Select the Text-to-Columns option 3. Text to Columns 29

30 Use the Text to Columns Wizard: 4. Verify Delimited 5. NEXT Use the Text to Columns Wizard: 6. Choose Other and - Dash!!!!!!! 7. NEXT 30

31 Use the Text to Columns Wizard: 8. MAKE SURE YOU CHOOSE TEXT 9. FINISH Use the Text to Columns Wizard - Result MANAGER SITE CO OSTCENTER FUNCTION GOAL SU UB-OBJECT OBJECT PRO OJECT YEAR RESOURCE FUND 31

32 Neat Trick #3: Concatenate Function MA ANAGER SITE COS STCENTER FU UNCTION GOAL SUB -OBJECT OB BJECT PROJE ECT YEAR RES SOURCE FUND Original Excel Document with Account Parts Split Out Click Formulas tab > Click Insert Function > Concatenate 2. Insert Function 1. FORMULA 3. CONCATENATE 32

33 Neat Trick #3: Concatenate Function 5. Select each account part, left-to-right, one per Text field. Neat Trick #3: Concatenate Function 33

34 Neat Trick #3: Concatenate Function 6. Highlight the field & fill down Neat Trick #3: Concatenate Function 34

35 Neat Trick #4: Subtotal Download Neat Trick #4: Subtotal Download General Mask Raw Mask Note: No Group 35

36 Neat Trick #4: Subtotal Download Neat Trick #4: Subtotal Download Excel w/o Wizard (Hot Linked) 36

37 Neat Trick #4: Subtotal Download Neat Trick #4: Subtotal Download 37

38 Summary Grid Export offers a quick way to download data. Downloads from Print Manager are more flexible, but require more effort. Often, it is better to download to Excel first, then copy/paste special your edited Excel data into Word. Excel s Text to Column option enables convenient separation of account parts into individual columns. Excel s Concatenate function then puts them back together in a single account string. Questions? 38

Integrating HR Data into Excel/Word

BLUE SKIES AHEAD 2009 QSS USER GROUP CONFERENCE Integrating HR Data into Excel/Word Session #: 46 Date: 3/4/09 Time: 10:30 AM Presenter Information Name: Cindy Buck Title: Applications Support Analyst