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Exporting Data and Creating Financial Reports with Excel and Crystal

By

Peter Schmidt
Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 1

Set up an ODBC connection

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 2

Setup ODBC

Select menu:

 Start
 Settings  Control Panel

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 3

Setup ODBC

Select folder:

 Administrative Tools
(double click)

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 4

Setup ODBC

Select Program:

 Data Sources (ODBC)
(double click)

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 5

Setup ODBC

Select :

 System DSN
 Add

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 6

Setup ODBC

From here on, the steps for SQL Server are different than Informix.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Setup ODBC For SQL Server

The following steps are just for SQL Server databases.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Setup ODBC For SQL Server

Select :

 Select SQL Server driver
 Click Finish

Exporting Data and Creating Financial Reports with Excel and Crystal

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Setup ODBC For SQL Server

Enter :

 Name (any name you want)
 Description (optional)  Your SQL Server server-name  Next >

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 10

Setup ODBC For SQL Server

Enter :

 With SQL Server authentication using a
login ID and password…  Connect to obtain default settings  Login ID & password – Next >

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 11

Setup ODBC For SQL Server

Enter :

 Change the default database to:
(Pick your desired database)  Leave everything else unchanged  Next

Exporting Data and Creating Financial Reports with Excel and Crystal

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Setup ODBC For SQL Server

 Leave everything else unchanged
 Finish

Exporting Data and Creating Financial Reports with Excel and Crystal

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Setup ODBC For SQL Server

 Test Data Source
 Click OK on test results  Click OK on Test Data Source

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 14

Setup ODBC For SQL Server

 Should see your new System DSN (DSN = data set name)  Click – OK – to finish

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 15

Setup ODBC For Informix

The following steps are just for Informix databases.

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 16

Setup ODBC For Informix

Select :

 Select a driver
 Finish

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 17

Setup ODBC For Informix

 Name (any name you want) Enter :
 Description (optional)  OK

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 18

Setup ODBC For Informix

 Informix server name (instance name) Enter :
     Server Host Name (box name) tcp/ip service name, default is 1575 Protocol – onsoctcp Database – son_db Click – Apply & Test Connection  Click OK - OK

Exporting Data and Creating Financial Reports with Excel and Crystal

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Extract data using Excel

Exporting Data and Creating Financial Reports with Excel and Crystal

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Open a new worksheet in Excel

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 21

Select options:

 Data
 Get External Data  New Database Query

Exporting Data and Creating Financial Reports with Excel and Crystal

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Pick your ODBC data source

Exporting Data and Creating Financial Reports with Excel and Crystal

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Microsoft Query should automatically start.

Note the Microsoft Query window that is displayed.

If this windows pops up, you can use it to create your SQL or just “close” it.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Copy and paste in a pre-written SQL statement.

Click the SQL button to copy and paste in a pre-written SQL statement.

Click OK when ready.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Sql used for this demo
SELECT mbillaty, tkfirst, tklast, mmatter, clname1, mdesc1, mloc, mhper, mhdobidb, mhdocodc, mhcrdc son_db.dbo.matths, son_db.dbo.timekeep ttk, son_db.dbo.matter, son_db.dbo.client, son_db.dbo.periodt mhmatter = matter.mmatter and mclient = client.clnum and mbillaty = tkinit and mhper = pe and pebedt between '01/01/2004' and '12/31/2004'

FROM

WHERE

Exporting Data and Creating Financial Reports with Excel and Crystal

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Your data should be displayed.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Send the data to your spreadsheet.

Click on the “Return Data” button.

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 28

Place your data on your spreadsheet (usually in it’s own ‘tab’)

Exporting Data and Creating Financial Reports with Excel and Crystal

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Your data is placed into your spreadsheet.

If desired, rename the ‘tab’ to ‘data’.

Exporting Data and Creating Financial Reports with Excel and Crystal

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If desired, copy to a new ‘tab’ and create a page heading and some better column headings.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Start a Pivot Table.

 Data
 PivotTable and PivotChart Report

Exporting Data and Creating Financial Reports with Excel and Crystal

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 Microsoft Excel List or database  Pivot Table

 Next >

Exporting Data and Creating Financial Reports with Excel and Crystal

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Indicate the data to be included in the pivot table. Be sure to include the column headings with the data.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Indicate where to place the new pivot table.

You can place it on a new or the existing worksheet.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Build your new pivot table.

Build your pivot table by dropping and dragging fields from the list onto the template.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Usually, make sure you are doing a “sum” and not a “count”.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Create a “PivotChart” (graph)

 PivotTable
 PivotChart

Exporting Data and Creating Financial Reports with Excel and Crystal

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Presto!

Exporting Data and Creating Financial Reports with Excel and Crystal

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If desired, convert to a “pie” chart.

 Right-click the chart
 Select “Chart Type”

Exporting Data and Creating Financial Reports with Excel and Crystal

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Select your desired chart type.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Presto - Changeo!

Exporting Data and Creating Financial Reports with Excel and Crystal

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Extract data using Crystal Reports

Exporting Data and Creating Financial Reports with Excel and Crystal

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Start Crystal Reports

Crystal Reports 10.lnk

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 44

For additional width, change to Landscape printing.

 File
 Printer Setup  Orientation - Landscape

Exporting Data and Creating Financial Reports with Excel and Crystal

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 Database Configure your DB connection
 Database Expert  Create New Connection  ODBC (RDO)

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 46

Select your ODBC database desired – Next>

Exporting Data and Creating Financial Reports with Excel and Crystal

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Supply your password (or select “Trusted Connection”) Click “Finish”

Exporting Data and Creating Financial Reports with Excel and Crystal

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Pick the tables you want to use in your query. Click on “>” to put tables into the “Selected” column

Exporting Data and Creating Financial Reports with Excel and Crystal

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Click on the “Links” tab and configure your table joins.

See next page for a list of joins needed for this demo.

Exporting Data and Creating Financial Reports with Excel and Crystal

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For this demo, set up the following links.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Bring up the “field explorer” window

 View
 Field Explorer

Exporting Data and Creating Financial Reports with Excel and Crystal

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Expand the “Database Fields” section

Exporting Data and Creating Financial Reports with Excel and Crystal

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Drag & drop desired fields into the “Details” section.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Adjust fields widths if necessary to accommodate your needs. Click “Preview” to see the 1st cut of your report.

Exporting Data and Creating Financial Reports with Excel and Crystal

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See the first cut of your report.

The “Preview” button moves over next to “Design” tab. Click on the design tab to finish formatting your report.

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 56

Drag the bar under the columns headings down to give your page headings section more height.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Make your page headings taller.

 Right-click under Page Header section
 Select all section objects.  Drag your page headings borders up and down.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Edit and clean up your column headings as desired. (Enter better descriptions, adjust widths, make bold, etc.) Hint: Use <Ctrl>-click to move objects together as a group.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Click “Preview” as desired to see how you are doing.

Hint: Change percentage to make it fit on your screen better.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Use text boxes to add report titles.

Hint: Format titles as desired. Add color, different font, larger font, etc.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Use special fields under Field Explorer to add other page headings like run-date and page number.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Use Parameter Fields under Field Explorer to prompt for input values when you start your report.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Use Formula Workshop to establish relationship between parameter fields and data in the database.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Use Refresh Report Data to get re-prompted for input fields.

Select Prompt for new parameter values to get re-prompted for input.

Hint: Press <F5> to refresh report data and re-prompt.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Use Group Expert to prepare for sub-totals.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Use Insert Summary to add sub-totals.

Hint: Make sure you have it set to sum.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Do almost the same to get final totals.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Add some underlines if desired with Format Objects.

Exporting Data and Creating Financial Reports with Excel and Crystal

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Preview and admire your new report.

Exporting Data and Creating Financial Reports with Excel and Crystal

Slide 70

Exporting Data and Creating Financial Reports with Excel and Crystal
Questions ?
Peter Schmidt www.prstech.com
Exporting Data and Creating Financial Reports with Excel and Crystal

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