Staff Education and Development FinancialLink & Excel/Pivot Tables Adam DiProfio Director of Budget and Planning Jacobs School of Engineering x44950,

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FinancialLink & Excel/Pivot Tables

Presentation transcript:

Staff Education and Development FinancialLink & Excel/Pivot Tables Adam DiProfio Director of Budget and Planning Jacobs School of Engineering x44950,

FinLink & Excel Tools Page 2 Data Management FinancialLink is great for getting report summaries Sometimes we need something more customized Use Operating Ledger Detail Transaction or QueryLink to get more data

FinLink & Excel Tools Page 3 Operating Ledger Detail Great for getting data without using QueryLink Can run by account code or rule class – = office supplies – FE54 = High risk ENPETS – X = All Express Card Transactions Good for downloading and using Excel AutoFilter or Pivot Tables

FinLink & Excel Tools Page 4 Example: Look at all High Risk ENPETs

FinLink & Excel Tools Page 5 If Data sets are larger, you can manipulate data in Excel

FinLink & Excel Tools Page 6 Example: Download a large amount of data to Excel

FinLink & Excel Tools Page 7 Download to Excel

FinLink & Excel Tools Page 8 Transfer file to Excel

FinLink & Excel Tools Page 9 Use Auto Filter to quickly sort data

FinLink & Excel Tools Page 10 Example: Look at Rule Class XCRD & XXCD for express card

FinLink & Excel Tools Page 11 Works for flat data. But what if we need something more?

FinLink & Excel Tools Page 12 What is a pivot table? A tool to quickly summarize data A way to graphically change a tables structure Can allow cross tabs, summaries, totals, etc.

FinLink & Excel Tools Page 13 Use Pivot Tables to get more advanced reports

FinLink & Excel Tools Page 14 Drag and drop data into PivotTable fields

FinLink & Excel Tools Page 15 Example: Look at Travel Account Codes by Index

FinLink & Excel Tools Page 16 Double click on a cell to bring up detail

FinLink & Excel Tools Page 17

FinLink & Excel Tools Page 18 Other Examples of Pivot Tables Group expenses by Fund, then index Look at rule class XCRD & XXCD (express card transactions)

FinLink & Excel Tools Page 19 Drag and drop data into PivotTable fields

FinLink & Excel Tools Page 20

FinLink & Excel Tools Page 21

FinLink & Excel Tools Page 22 Other Examples of Pivot Tables Check how many express cards transaction are being used on each index Right click on data, change Field Settings to Count

FinLink & Excel Tools Page 23 Right click to change Field Settings

FinLink & Excel Tools Page 24

FinLink & Excel Tools Page 25 Pivot Tables in Excel 2007 Excel 2007 has a different interface for Pivot Tables Easy to implement styles and themes

FinLink & Excel Tools Page 26

FinLink & Excel Tools Page 27

FinLink & Excel Tools Page 28

FinLink & Excel Tools Page 29 Conclusion Questions? Come practice at the Fiscal Café. Thank you!