Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 1

Exporting Data and

Creating Financial Reports with Excel and Crystal

By Peter Schmidt

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 2

Set up an ODBC connection

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 3

Select menu:SetupODBC

Start Settings Control Panel

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 4

Select folder:SetupODBC

Administrative Tools

(double click)

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 5

Select Program:SetupODBC

Data Sources (ODBC)

(double click)

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 6

Select :SetupODBC

System DSN Add

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 7

From here on, the steps for SQL Server

are different than Informix.

Setup

ODBC

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 8

Setup ODBCFor

SQL Server

The following steps are just for SQL Server databases.

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 9

Select :SetupODBCFor SQL Server

Select SQL Server driver Click Finish

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 10

SetupODBCFor SQL Server

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

Enter :

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 11

SetupODBCFor SQL Server

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

Enter :

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 12

SetupODBCFor SQL Server

Change the default database to:

(Pick your desired database) Leave everything else unchanged Next

Enter :

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 13

SetupODBCFor SQL Server

Leave everything else unchanged Finish

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 14

SetupODBCFor 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 15

Should see your new System DSN

(DSN = data set name) Click – OK – to finish

SetupODBCFor SQL Server

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 16

Setup ODBCFor

Informix

The following steps are just for Informix databases.

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 17

Select :SetupODBCForInformix

Select a driver Finish

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 18

Name (any name you want) Description (optional) OK

SetupODBCForInformix

Enter :

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 19

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

Click OK - OK

SetupODBCForInformix

Enter :

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 20

Extract data using Excel

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 21

Open a new worksheet in Excel

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 22

Select options: Data Get External Data New Database Query

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 23

Pick your ODBC data source

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 24

Microsoft Query should automatically start.

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

Microsoft Query window that is displayed.

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 25

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

Click OK when ready.

Copy and paste in a pre-written SQL statement.

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 26

Sql used for this demo

SELECT mbillaty, tkfirst,tklast,mmatter,clname1,mdesc1,mloc,mhper, mhdobidb, mhdocodc, mhcrdc

FROM son_db.dbo.matths, son_db.dbo.timekeep ttk, son_db.dbo.matter, son_db.dbo.client, son_db.dbo.periodt

WHERE mhmatter = matter.mmatter and mclient = client.clnum andmbillaty = tkinit andmhper = pe and pebedt between '01/01/2004' and '12/31/2004'

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 27

Your data should be displayed.

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 28

Send the data to your spreadsheet.

Click on the “Return Data” button.

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 29

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

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 30

Your data is placed into your spreadsheet.

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

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 31

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 Slide 32

Start a Pivot Table. Data PivotTable and PivotChart Report

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 33

Microsoft Excel List or database Pivot Table Next >

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 34

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 Slide 35

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 Slide 36

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

Build your new pivot table.

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 37

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

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 38

Create a “PivotChart” (graph) PivotTable PivotChart

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 39

Presto!

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 40

If desired, convert to a “pie” chart. Right-click the chart Select “Chart Type”

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 41

Select your desired chart type.

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 42

Presto - Changeo!

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 43

Extract data using Crystal Reports

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 44

Start Crystal ReportsCrystal Reports 10.lnk

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 45

For additional width, change to Landscape printing.

File Printer Setup Orientation - Landscape

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 46

Configure your DB connection

Database Database Expert Create New Connection ODBC (RDO)

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 47

Select your ODBC database desired – Next>

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 48

Supply your password

(or select “Trusted Connection”)

Click “Finish”

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 49

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 Slide 50

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 Slide 51

For this demo, set up the following links.

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 52

View Field Explorer

Bring up the “field explorer” window

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 53

Expand the “Database Fields” section

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 54

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

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 55

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 Slide 56

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 57

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 Slide 58

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

Make your page headings taller.

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 59

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 Slide 60

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 Slide 61

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 Slide 62

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 Slide 63

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 Slide 64

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

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 65

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 Slide 66

Use Group Expert to prepare for sub-totals.

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 67

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 Slide 68

Do almost the same to get final totals.

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 69

Add some underlines if desired with Format Objects.

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 70

Preview and admire your new report.

Exporting Data and Creating Financial Reports

with Excel and Crystal Slide 71

Exporting Data and

Creating Financial Reports with Excel and Crystal

Questions ?

Peter Schmidt

www.prstech.com