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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