financiallink & excel/pivot tables
Post on 07-Jan-2016
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Staff Education and Staff Education and DevelopmentDevelopment
FinancialLink & FinancialLink & Excel/Pivot TablesExcel/Pivot Tables
Adam DiProfioDirector of Budget and Planning
Jacobs School of Engineeringx44950, adiprofio@ucsd.edu
FinLink & Excel ToolsFinLink & Excel Tools
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Data ManagementData Management
• FinancialLink is great for getting report summaries
• Sometimes we need something more customized
• Use Operating Ledger Detail Transaction or QueryLink to get more data
FinLink & Excel ToolsFinLink & Excel Tools
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Operating Ledger DetailOperating Ledger Detail
• Great for getting data without using QueryLink
• Can run by account code or rule class– 638070 = office supplies– FE54 = High risk ENPETS– X = All Express Card Transactions
• Good for downloading and using Excel AutoFilter or Pivot Tables
FinLink & Excel ToolsFinLink & Excel Tools
Page 4Example: Look at all High Risk ENPETs
FinLink & Excel ToolsFinLink & Excel Tools
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If Data sets are larger, you can manipulate data in Excel
FinLink & Excel ToolsFinLink & Excel Tools
Page 6Example: Download a large amount of data to Excel
FinLink & Excel ToolsFinLink & Excel Tools
Page 7Download to Excel
FinLink & Excel ToolsFinLink & Excel Tools
Page 8Transfer file to Excel
FinLink & Excel ToolsFinLink & Excel Tools
Page 9Use Auto Filter to quickly sort data
FinLink & Excel ToolsFinLink & Excel Tools
Page 10Example: Look at Rule Class XCRD & XXCD for express card
FinLink & Excel ToolsFinLink & Excel Tools
Page 11Works for flat data. But what if we need something more?
FinLink & Excel ToolsFinLink & Excel Tools
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What is a pivot table?What is a pivot table?
• A tool to quickly summarize data
• A way to graphically change a table’s structure
• Can allow cross tabs, summaries, totals, etc.
FinLink & Excel ToolsFinLink & Excel Tools
Page 13Use Pivot Tables to get more advanced reports
FinLink & Excel ToolsFinLink & Excel Tools
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Drag and drop data into PivotTable fields
FinLink & Excel ToolsFinLink & Excel Tools
Page 15Example: Look at Travel Account Codes by Index
FinLink & Excel ToolsFinLink & Excel Tools
Page 16Double click on a cell to bring up detail
FinLink & Excel ToolsFinLink & Excel Tools
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FinLink & Excel ToolsFinLink & Excel Tools
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Other Examples of Pivot TablesOther Examples of Pivot Tables
• Group expenses by Fund, then index
• Look at rule class XCRD & XXCD (express card transactions)
FinLink & Excel ToolsFinLink & Excel Tools
Page 19Drag and drop data into PivotTable fields
FinLink & Excel ToolsFinLink & Excel Tools
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FinLink & Excel ToolsFinLink & Excel Tools
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FinLink & Excel ToolsFinLink & Excel Tools
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Other Examples of Pivot TablesOther Examples of Pivot Tables
• Check how many express cards transaction are being used on each index
• Right click on data, change “Field Settings” to “Count”
FinLink & Excel ToolsFinLink & Excel Tools
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Right click to change Field Settings
FinLink & Excel ToolsFinLink & Excel Tools
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FinLink & Excel ToolsFinLink & Excel Tools
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Pivot Tables in Excel 2007Pivot Tables in Excel 2007
• Excel 2007 has a different interface for Pivot Tables
• Easy to implement styles and themes
FinLink & Excel ToolsFinLink & Excel Tools
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FinLink & Excel ToolsFinLink & Excel Tools
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FinLink & Excel ToolsFinLink & Excel Tools
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ConclusionConclusion
• Questions?
• Come practice at the Fiscal Café.
• Thank you!
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