1. 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

2. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 2 Set up an ODBC connection

3. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 3 Select menu: Setup ODBC  Start  Settings  Control Panel

4. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 4 Select folder: Setup ODBC  Administrative Tools (double click)

5. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 5 Select Program: Setup ODBC  Data Sources (ODBC) (double click)

6. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 6 Select : Setup ODBC  System DSN  Add

7. 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

8. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 8 Setup ODBC For SQL Server The following steps are just for SQL Server databases.

9. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 9 Select : Setup ODBC For SQL Server  Select SQL Server driver  Click Finish

10. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 10 Setup ODBC For SQL Server  Name (any name you want)  Description (optional)  Your SQL Server server-name  Next > Enter :

11. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 11 Setup ODBC For SQL Server  With SQL Server authentication using a login ID and password…  Connect to obtain default settings  Login ID & password – Next > Enter :

12. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 12 Setup ODBC For SQL Server  Change the default database to: (Pick your desired database)  Leave everything else unchanged  Next Enter :

13. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 13 Setup ODBC For SQL Server  Leave everything else unchanged  Finish

14. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 14 Setup ODBC For SQL Server  Test Data Source  Click OK on test results  Click OK on Test Data Source

15. 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 Setup ODBC For SQL Server

16. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 16 Setup ODBC For Informix The following steps are just for Informix databases.

17. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 17 Select : Setup ODBC For Informix  Select a driver  Finish

18. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 18  Name (any name you want)  Description (optional)  OK Setup ODBC For Informix Enter :

19. 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 Setup ODBC For Informix Enter :

20. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 20 Extract data using Excel

21. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 21 Open a new worksheet in Excel

22. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 22 Select options:  Data  Get External Data  New Database Query

23. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 23 Pick your ODBC data source

24. 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.

25. 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.

26. 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 and mbillaty = tkinit and mhper = pe and pebedt between '01/01/2004' and '12/31/2004'

27. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 27 Your data should be displayed.

28. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 28 Send the data to your spreadsheet. Click on the “Return Data” button.

29. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 29 Place your data on your spreadsheet (usually in it’s own ‘tab’)

30. 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’.

31. 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.

32. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 32 Start a Pivot Table.  Data  PivotTable and PivotChart Report

33. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 33  Microsoft Excel List or database  Pivot Table  Next >

34. 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.

35. 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.

36. 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.

37. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 37 Usually, make sure you are doing a “sum” and not a “count”.

38. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 38 Create a “PivotChart” (graph)  PivotTable  PivotChart

39. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 39 Presto!

40. 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”

41. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 41 Select your desired chart type.

42. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 42 Presto - Changeo!

43. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 43 Extract data using Crystal Reports

44. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 44 Start Crystal Reports

45. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 45 For additional width, change to Landscape printing.  File  Printer Setup  Orientation - Landscape

46. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 46 Configure your DB connection  Database  Database Expert  Create New Connection  ODBC (RDO)

47. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 47 Select your ODBC database desired – Next>

48. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 48 Supply your password (or select “Trusted Connection”) Click “Finish”

49. 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

50. 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.

51. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 51 For this demo, set up the following links.

52. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 52  View  Field Explorer Bring up the “field explorer” window

53. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 53 Expand the “Database Fields” section

54. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 54 Drag & drop desired fields into the “Details” section.

55. 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 1 st cut of your report.

56. 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.

57. 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.

58. 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.

59. 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 -click to move objects together as a group.

60. 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.

61. 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.

62. 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.

63. 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.

64. 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.

65. 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 to refresh report data and re-prompt.

66. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 66 Use Group Expert to prepare for sub-totals.

67. 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.

68. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 68 Do almost the same to get final totals.

69. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 69 Add some underlines if desired with Format Objects.

70. Exporting Data and Creating Financial Reports with Excel and Crystal Slide 70 Preview and admire your new report.

71. 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