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FinancialLink & Excel/Pivot Tables

FinancialLink & Excel/Pivot Tables. Adam DiProfio Director of Budget and Planning Jacobs School of Engineering x44950, adiprofio@ucsd.edu. Data Management. FinancialLink is great for getting report summaries Sometimes we need something more customized

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FinancialLink & Excel/Pivot Tables

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  1. FinancialLink & Excel/Pivot Tables Adam DiProfio Director of Budget and Planning Jacobs School of Engineering x44950, adiprofio@ucsd.edu

  2. Data 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

  3. Operating 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

  4. Example: Look at all High Risk ENPETs

  5. If Data sets are larger, you can manipulate data in Excel

  6. Example: Download a large amount of data to Excel

  7. Download to Excel

  8. Transfer file to Excel

  9. Use Auto Filter to quickly sort data

  10. Example: Look at Rule Class XCRD & XXCD for express card

  11. Works for flat data. But what if we need something more?

  12. 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.

  13. Use Pivot Tables to get more advanced reports

  14. Drag and drop data into PivotTable fields

  15. Example: Look at Travel Account Codes by Index

  16. Double click on a cell to bring up detail

  17. Other Examples of Pivot Tables • Group expenses by Fund, then index • Look at rule class XCRD & XXCD (express card transactions)

  18. Drag and drop data into PivotTable fields

  19. Other 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”

  20. Right click to change Field Settings

  21. Pivot Tables in Excel 2007 • Excel 2007 has a different interface for Pivot Tables • Easy to implement styles and themes

  22. Conclusion • Questions? • Come practice at the Fiscal Café. • Thank you!

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