1. Creating GP Reports in Excel using Access and ODBC RICHARD WARD MAY 23, 2013

2. Prerequisites  Working knowledge of GP file structure. If you are new to this:  Use Mark Polino’s table reference  Learn how to use the GP Resource Descriptions  A working ODBC connection to your GP database  We use a generic SQL login/pw with read only access  You might also be able to use AD logins or individual SQL logins, but you probably won’t be able to save passwords that way.  Working knowledge of MS Query tool in Excel  Working knowledge of MS Access  This is where the bulk of the work is done  Any limitations in expertise here will limit what you can do.

3. Steps to create a report  Create Access file to house the “view” of the database you are creating  Link to the required files in GP from Access  Build a query in Access the links the table data together  Formats  Filter  Field renaming  In Excel, create a data source link to the Access file you just created  Select the query within the view to get the formatted/filtered version  Simply return all records into either an Excel Table object or directly to a Pivot Table as it’s data source.

4. Demo…detailed steps  Open/Create Access file  Setup of ODBC was already done  Link IV00101 into Access  External Data ribbon…import group…more…ODBC Database  Link to the data source  Use data source already set up by IT…should be machine…login as requested  Once file list is presented, select the file you want…save password if you want to.  Rename file to use exact name in GP (for later use)  Build view in Access  Turn off query wizard  Drag and drop fields you want into report area  Filter records as needed  Save Query as…  Close Access

5. Demo…detailed steps cont.  Open Excel  Data ribbon…Get External Data group…From other sources  Use data source for MS Access (installed automatically with Office)  Browse to the Access file you just created  Select the report query you built  Return data  What can we do better:  Field names, trim, more data (quantity on hand)

6. Demo…detailed steps cont.  Open Access file  Link IV00102  Relate on item number  Add record type  Add Qty on hand…filter Zeros  Trim and rename fields  Select field name, then click the Builder icon  Always safest to build from scratch…use explicit table.field syntax  Format for builder is Name:statement where statement can be a single field name, or a formula that returns a result.  Calculate Extended Cost  Test the file  Save and exit Access

7. Demo…detailed steps cont.  Open Excel file  Open Data Connections  Data ribbon…Connections group…Connections  Select query, select Properties button  Select Definition tab, and then Edit Query button  Edit the query  Add quantity and cost  Return data