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OPEN SYSTEMS Accounting Software Job Cost

1. 10 B 6 e 9 Data INVOICE NUMBERIINVOICE ENTRY of ORDERED QTY Sum of SHIPPED QTY SELL Sum of UNIT COST COMPNT Sum of UNIT PRICE Sum of Profit Dollars 24889101 12 21 99 001 4 4 343 55 475 686 528 544 002 1 1 907 53 1317 384 409 854 003 7 7 22 01 20 7995 8 4735 004 5 5 226 99 526 131 1495 705 005 2 2 161 14 381 645 441 01 24889101 Total 19 19 1661 22 2721 6455 20148 0845 24889102 12 21 99 001 3 3 840 83 1485 495 1933 995 002 3 3 152 381 645 688 935 E 003 4 4 171 55 417 96 985 64 24889102 Total 10 10 1164 38 2285 1 11207 2 16124889103 12 21 99 001 3 348 0582 475 686 382 8834 002 2 2 874 56 1317 384 885 648 003 5 5 51 381 256 905 24889103 Total 10 10 1222 6182 1844 451 6218 328 24889104 12 21 99 001 10 10 1342 87 2417 166 10742 96 002 5 5 22 01 51 381 146 855 003 1 1 226 99 526 131 299 141 24889104 Total 16 16 1591 87 2994 678 22444 928 4 24889105 12 21 99 001 1 1 855 61 1485 495 529 885 002 4 4 161 14 381 645 882 02 003 4 4 175 47 417 96 965 96 27 24889105 Total 9 9 1193 22 2285 1 9826 92 28 24889106 12 21 99 D01 5 5 145 98 342 144 980 82 29 24889106 Total 5 5 145 98 342 144 980 82 30 Grand Total 69 69 5979 2882 12473 1185 379074 2907 31 gt MN Shestk Sheett X Sheet Sheets J 141 Ready esf NUM 7 1 30 Job Cost Report Applet User s Manual Introduction Creating Micro
2. 12 Click Next gt The Sort Order box appears Query Wizard Sort Order Specify how you want your data sorted If you don t want to sort the data click Next Sort b Ascending 2 Descending Then by Ascending Descending Then by Ascending Descending zl lt Back Cancel Use the Sort Order dialog box to select how the data is sorted For example select a field in Sort by and check Ascending or Descending Select more fields and orders for hierarchical sorts For now don t enter any sort fields 13 Click Finish You are returned to the Microsoft Query screen Microsoft Query Jal x File Edit View Format Table Criteria Records Window Help Hew eN 8 eh 3 Query 1 from OSAS Data ic x BATCH li ORDER_NUM TRANSACTION T INVUICE NUMHINVOICE DATCUSTOMER ID SUBTOTAL SALES TAX TOTAL COST gt 000002 _ 00000003 3 24889101 1995 1221 GREOOT 6759 67 0 3893 03 21000002 00000004 3 24889102 19951221 __ 105001 7273 27 0 3664 63 121000002 00000005 3 24889103 19951221 SUNOOT 4318 74 0 279329 121000002 00000006 3 24889104 19951221 __ CASHCA 24954 7 1497 28 13765 74 121000002 00000007 3 24888105 19951221 4683 92 0 2206 05 1 0002 00000008 3 24888106 19951221 CASHPS 1710 72 0 7283 121000002 00000009 4 24889107 1995 12 21 001 973 95 0 1030 65 21000002 _ 00000010 4 24889108 19951221 _ 105001 4821455 0 27910 M s RecoaTi FP Select View Cr
3. BATCH ID ORDER NUMBER TRANSACTION TYPE INVOICE NUMBER INVOICE DATE CUSTOMER ID SUBTOTAL SALES TAX zi Insert Field 2 Enter the following information about the inserted field Enter Profit Dollars in the Name field e Enter SHIPPED QTY SELL UNIT PRICE SHIPPED QTY SELL UNIT COST COMPBNT in the Formula field 3 Click Add Insert Calculated Field 2 Profit Dollars Modify Formula SHIPPED QTY SELL UNIT_PRICE SHIPPED QT Delete Fields BATCH ID ORDER NUMBER TRANSACTION TYPE INVOICE NUMBER INVOICE DATE CUSTOMER ID SUBTOTAL SALES TAX zi Insert Field 1 24 Job Cost Report Applet User s Manual Introduction Creating Microsoft Excel PivotTables 4 Click OK X Microsoft Excel Book1 BS Ele Edit view Insert Format Tools Data Window Help The PivotTable is displayed with the Sum of Profit Dollars field oy x 1 lt 7 We gt ALL LM aria rio B BS 55 8 S 6 PivotTable aia ci hd A B D E Giaj 1 TRANSACTION TYT AII x 2 g BATCH ID 4 INVOICE NUMBER INVOICE DATE ENTRY NUMBER Data 000002 Grand Total 5 24889101 12 21 98 001 Sum of ORDERED QTY 4 4 6 Sum of SHIPPED_QTY_SELL 4
4. Data progFA L Proarm print l progGL 2 1 50 L proglN 1 Rwdata prog R l progJO L Sample progBK L prog0w L sort progBR L progPA mM progEl Ll progPM File name Files of type Fies tpm Cancel When you select the file the final dialog appears Microsoft Excel PivotTable was changed during Refresh Data operation When you click on OK the PivotTable is updated with your accounting data Job Cost Report Applet User s Manual Installation Report Applet PivotTables Use the descriptions of the PivotTables in chapter 3 to work with your accounting data 2 4 Job Cost Report Applet User s Manual Job Cost PivotTables Job Cost Code Detail JO History Sales and Purchases JO History Payroll Job Cost Jobs Analysis Job Cost Report Applet User s Manual 3 1 Job Cost Code Detail File Name JOCOSTCD XLS Description The Job Cost Code Detail PivotTable uses the data in the Cost Detail JOCDx file to display the estimated and actual costs for the jobs and phases you choose The report is sorted by Job ID Phase ID and Cost Code but you can easily change the sort order or add Use Type to the sort You can use this PivotTable to review and analyze the estimated and actual cost performance on each of your jobs and phases Active Fields Default Field Type Field Page Use Type Row Job ID Phase ID Cost Code Column Extended Quantity Period
5. 8 4735 20 004 Sum of ORDERED QTY 5 21 Sum of SHIPPED QTY SELL 5 22 Sum of UNIT COST COMPNT 226 98 23 Sum of UNIT PRICE 526 131 24 Sum of Profit Dollars 1495 705 25 005 Sum of ORDERED QTY 2 26 Sum of SHIPPED QTY SELL 2 27 Sum of UNIT COST COMPNT 151 14 28 Sum of UNIT PRICE 381 645 29 Sum of Profit Dollars 441 01 30 24889101 Sum of ORDERED QTY 19 3124889101 Sum of SHIPPED_QTY_SELL 19 32 24889101 Sum of UNIT COST_COMPNT 1661 22 33 24889101 Sum of UNIT PRICE 2721 6455 34 24669101 Sum of Profit Dollars 20148 0845 35 24889102 12 21 99 001 Sum of ORDERED QTY 3 36 4 Wi Sheet Shest2 7 Sheets 7 Ready Job Cost Report Applet User s Manual Sum of SHIPPED QTY SELL Iq beh 1 29 Creating Microsoft Excel PivotTables Introduction Changing the Column Data You can change the data that appears in the columns in the table by dragging the fields or data block to the column heading area For example to show the quantity price cost and profit information in our table across the columns instead of in the data block as they now appear drag the Data field above the Total column heading and drop it there The change appears immediately X Microsoft Excel Book1 BEE 8 Ele Edt view Insert Format Tools Data Window Help 1 film
6. Amt 8 100001 A 500 9 24 99 120 000 3562 50 g 10 1 28 114 000 3787 75 10 B 500 10 10 99 101 000 1751 08 11 C 500 10 15 99 243 250 6445 06 T2 D 500 10 25 99 6 750 38 50 Usi 10 31 98 40 000 1875 00 14 100002 A 500 10 17 98 120 000 3562 50 10 31 99 114 000 3787 75 15 B 500 11 4 99 101 000 1751 08 17 C 500 11 12 99 238 000 4770 06 18 11 20 28 40 000 1875 00 18 D 500 11 30 99 47 700 1956 50 20 100003 A 500 11 15 28 114 000 3787 75 E 11 25 28 120 000 3562 50 22 B 500 11 30 98 101 000 1751 08 23 C 500 12 7 99 145 000 5541 24 24 D 500 12 28 99 47 700 1956 50 25 100004 A 500 9 21 99 120 000 3562 50 26 10 1 99 114 000 3787 75 27 500 10 5 99 101 000 1751 08 28 C 500 10 15 99 279 000 6645 06 29 500 12 10 99 46 750 1913 50 30 Grand Total 2473 150 69421 74 Sheett Jal Ready 3 8 Job Cost Report Applet User s Manual Job Cost Jobs Analysis File Name JOJOBS XLS Description The Job Cost Jobs Analysis PivotTable uses the data in the Job Cost Master JOBSx file to display summarized period year and job to date piecework and billed cost information for the jobs you choose The report is sorted by Phase ID but you can easily change the order of the sort or add the Job ID to the sort Active Fields Default Field Type Field Page Job ID Row Phase ID Column Original Contract Amount Actual Cost Period Yea
7. s Manual 1 19 Creating Microsoft Excel PivotTables Introduction 6 Click Next gt The query columns are displayed 7 Click Next gt to pass by Filter Data and Sort Order options The Query Wizard Finish dialog box appears Query Wizard Finish 21x What would you like to do next Save Query C View data or edit query in Microsoft Query lt Back Cancel 8 Select Return Data to Microsoft Excel and click Finish You are returned to the PivotTable Wizard Step 2 dialog box PivotT able Wizard Step 2 of 4 2 Where is your external data stored Get Data Data fields have been retrieved Cancel lt Back Finish 9 Click Next gt 1 20 Job Cost Report Applet User s Manual Introduction 10 Creating Microsoft Excel PivotTables The PivotTable Wizard Step 3 dialog box appears PivotT able Wizard Step 3 of 4 BEI LS Ls LI Construct your PivotTable by dragging the field buttons on the right to the diagram on the left BATCH 124 SUBTOTA ORDERED ORDERN rreren RANSAC Backorg NVOICE ENTRY NI dd INVOICE INIT CO USTOME m 2 The selected fields and four areas Page Row Column and Data to put fields are displayed Drag and drop the fields to use in this report into the respective areas To display the full field n
8. 4 Sum of UNIT_COST_COMPNT 343 55 343 55 8 Sum of UNIT PRICE 475 586 475 586 g Sum of Profit Dollars 528 544 528 544 10 002 Sum of ORDERED_QTY 1 1 11 Sum of SHIPPED QTY SELL 1 1 12 Sum of UNIT COST COMPNT 907 53 907 53 13 Sum of UNIT PRICE 1317 384 1317 384 14 Sum of Profit Dollars 409 854 409 854 15 003 Sum of ORDERED_QTY 7 7 16 Sum of SHIPPED_QTY_SELL 7 7 17 Sum of UNIT COST COMPNT 22 01 22 01 18 Sum of UNIT PRICE 20 7995 20 7995 19 Sum of Profit Dollars 8 4735 8 4735 20 004 Sum of ORDERED QTY 5 5 21 Sum of SHIPPED QTY SELL 5 5 22 Sum of UNIT_COST_COMPNT 226 99 226 99 23 Sum of UNIT PRICE 526 131 526 131 24 Sum of Profit Dollars 1495 705 1495 705 25 005 Sum of ORDERED QTY 2 2 26 Sum of SHIPPED QTY SELL 2 2 27 Sum of UNIT COST COMPNT 161 14 161 14 28 Sum of UNIT_PRICE 381 645 381 645 EJ Sum of Profit Dollars 441 01 441 01 30 12 21 99 Sum of ORDERED QTY 18 19 al 12 21 99 Sum of SHIPPED QTY SELL 18 19 32 12 21 99 Sum of UNIT COST_COMPNT 1661 22 1661 22 33 12 21 99 Sum of UNIT PRICE 2721 6455 2721 5455 34 12 21 99 Sum of Profit Dollars 20148 0845 20148 0845 35 24889101 Sum of ORDERED QTY 18 19 36 24889101 Sum of SHIPPED QTY SELL 18 19 37 24889101 Sum of UNIT COST COMPNT 1661 22 1661 22 38 24889101 Sum of UNIT PRICE 2721 6455 2721 5455 I4 4 HW Sheet 1 4 Sheet f Sheet 7 1 4 Ready Job Cost Report Applet User s Manual 1 25 Creating Microsoft Exce
9. and click Next gt The PivotTable Wizard Step 2 dialog box appears Where is your external data stored No data fields have been retrieved Cancel Back Next gt Finish 4 Instep 2 of the Wizard click Get Data Job Cost Report Applet User s Manual Introduction Creating Microsoft Excel PivotTables The Choose Data Source box from Microsoft Query appears Choose Data Source L2 1x OK Databases Queries lt New Data Source gt dBASE Files not sharable Excel Files not sharable FoxPro Files not sharable MS Access 97 Database not sharable OSAS Data Text Files not sharable Cancel Browse Options did By Use the Query Wizard to create edit queries 5 Click the Queries tab and select the query you saved under Microsoft Query Choose Data Source L2 x Databases Queries dunning Cancel pivot Browse didi Options By Use the Query Wizard to create edit queries The Choose Columns box under Query appears Query Wizard Choose Columns What columns of data do you want to include in your query Available tables and columns Columns in your query BATCH_ID ORDER_NUMBER TRANSACTION_TYPE INVOICE_NUMBER 8 ARCC Ea INVOICE_DATE 8 ARCD_1 CUSTOMER_ID 8 ARCD_2 SUBTOTAL m ARCD 3 il SALES TAX _ Preview Mow Beck Cancel Job Cost Report Applet User
10. 0 80 00 32 300 10 15 99 0 00 33 10 17 99 0 00 34 400 10 11 99 0 00 85 B 100 11 9 98 0 00 36 300 11 9 99 0 00 37 C 100 11 25 99 0 00 I4 4 gt Sheett Jal Ready 3 6 Job Cost Report Applet User s Manual JO History Payroll File Name JOHIPA XLS Description The JO History Payroll PivotTable uses the data in the Job Cost Detail History JOHIx file to display detailed labor cost and quantity transactions posted to Job Cost from the Payroll application and from Job Cost transactions The data is sorted by Job ID Phase ID Cost Code and Transaction Date but you can easily change the sort order or include the Fiscal Year or GL Period in the sort Active Fields Default Field Type Field Page GL Period Fiscal Year Row Job ID Phase ID Cost Code Transaction Date Column Quantity Amount Job Cost Report Applet User s Manual 3 7 JO History Payroll Job Cost PivotTables JO History Payroll PivotTable Sample BS Ele Edit view Insert Format Tools Data Window Help 18 xJ DG E amp l t d 94 6 3 aris zo 4 3 5 A PivotTable T 1 IE i 0 A3 GL Period A B D E G zi 1 JO History Payroll 2 3 JGL Period A 4 Year All ij 6 Data 7 Job ID Phase ID Cost Code Trans Date Qty
11. 000 0 0000 0 0000 0 00 0 00 23 610 0 0 0000 0 0000 0 0000 8000 00 0 00 24 620 0 0 0000 0 0000 0 0000 2600 00 0 00 25 100 0 0 0000 0 0000 0 0000 7000 00 0 00 26 150 0 0 0000 0 0000 0 0000 0 0 00 27 170 0 0 0000 0 0000 0 0000 0 0 00 28 200 1 0 0000 1 0000 1 0000 0 0 00 00 29 300 0 0 0000 0 0000 0 0000 00 0 00 58 30 400 0 0 0000 0 0000 0 0000 25 0 00 00 31 500 5 0 0000 243 3500 243 2500 5 0 00 06 2 640 0 0 0000 0 0000 0 0000 0 0 00 00 33 650 0 0 0000 0 0000 0 0000 0 0 00 00 34 660 0 0 0000 0 0000 0 0000 0 0 00 00 35 670 0 0 0000 0 0000 0 0000 0 0 00 00 36 100 0 0 0000 0 0000 0 0000 9 0 00 61 37 140 0 0 0000 10 0000 10 0000 0 0 00 00 414 gt Sheett dal Ready 1 3 4 Job Cost Report Applet User s Manual JO History Sales and Purchases File Name JOHIARAP XLS Description The JO History Sales and Purchases PivotTable uses the data in the Job Cost Detail History JOHIx file to display detailed sales and purchases transactions posted to Job Cost from the Accounts Payable Accounts Receivable Sales Order and Purchase Order applications and from Job Cost transactions The data is sorted by Job ID Phase ID Cost Code and Transaction Date but you can easily change the sort order or include the Fiscal Year GL Period or Transaction Source in the sort Active Fields Default Field Type Field Page Fiscal Year GL Period Transaction Source Row Job ID Phase ID C
12. 2417 166 10742 96 002 5 5 22 01 51 381 146 855 003 1 1 226 99 526 131 299 141 24889104 Total 16 16 1591 87 2994 678 22444 928 24889105 001 1 1 855 61 1485 495 629 885 002 4 4 161 14 381 645 882 02 003 4 4 176 47 417 96 965 96 24889105 Total 9 9 1193 22 2285 1 9826 92 124889106 1001 5 5 145 98 342 144 980 82 24889106 Total 5 5 145 98 342 144 980 82 30 Grand Total 69 69 6979 2882 12473 1185 379074 2907 31 z Id 4 M Sheet Sheett Sheet Sheets 7 5 Fjal gt Ready peu NUM fisi A You can also drag the selection fields from the Page area to the Row area to sort the data by those fields Job Cost Report Applet User s Manual 1 31 Creating Microsoft Excel PivotTables Introduction More About Using PivotTables Feel free to experiment with the orientation of the fields on this sample report As you become more familiar with the tables and how to use them you can enjoy the benefits of viewing your data in new and different ways For more information about PivotTables see the Microsoft Excel documentation or online help 1 32 Job Cost Report Applet User s Manual Installation You can put the Job Cost ODBC Report Applet on your system by installing it through Resource Manager The installation process is described in this section The Job Cost Report Applet needs a minimum of 90 kilobytes 90KB for installation You must also have installed Job Cost and the ODBC Kit on your system and the ODBC drivers on t
13. Creating Microsoft Excel PivotTables Introduction Building a Query For a PivotTable 1 Start Microsoft Query Er Microsoft Query Of x Eile Help Bem say aba a 215 C6 T 15 Tres pem Fe 2 Under the File menu select New The Choose Data Source screen appears Choose Data Source BEI Databases Queries Locum IM M UIT M ETT md dBASE Files not sharable Excel Files not sharable FoxPro Files not sharable MS Access 97 Database not sharable OSAS Text Files not sharable jul Use the Query Wizard to create edit queries Job Cost Report Applet User s Manual Introduction Creating Microsoft Excel PivotTables 3 Select lt New Data Source gt and click OK The Create New Data Source screen appears Create New Data Source x What name do you want to give your data source ile osas Data Select a driver for the type of database you want to access Click Connect and enter any information requested by the driver a Connect Save D and password in the data source Cancel 4 Enter aname you want to give the data source in field 1 You can use the same source again 5 Select the BASIS ODBC Driver in field 2 6 Click Connect The BASIS ODBC Driver Data Source Setup box appears Enter Data Source Specification OK Data Source Name Description Cancel Database Configurati
14. OPEN SYSTEMS Accounting Software Job Cost ODBC Report Applet User s Manual PN 2210 JOO60 1998 Open Systems Holdings Corp All rights reserved Document Number 2210 JOO600 No part of this manual may be reproduced by any means without the written permission of Open Systems Holdings Corp OPEN SYSTEMS is a registered trademark and OSAS Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO 5 and Visual PRO S are registered trademarks of BASIS International Ltd Novell NetWare and UNIXWare are registered trademarks of Novell Inc Microsoft Microsoft Access Microsoft Windows Microsoft Windows 95 Windows MS DOS and PivotTable are either trademarks or registered trademarks of Microsoft Corporation Crystal Reports for Windows is a trademark of Seagate Software Inc TrueType is a registered trademark of Apple Computer Inc Printed in U S A August 1998 Release 6 0 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer support representative if you encounter an inconsistency Contents Introduction General Information Job Cost Data Files Introduction to PivotTables Creating Micros
15. S XLS PivotTable JOCDxxx The Cost Detail file stores several kinds of information and the numbers associated with that information including cost code number description and short description estimated billing costs and quantities and period year and job to date actual billings costs and quantities This data is displayed on the Job Cost Code Detail JOCSTCD XLS PivotTable Job Cost Report Applet User s Manual 1 5 Job Cost Data Files Introduction JOHIxxx The Job Cost Detail History file keeps a historical record of the transactions that affect your jobs and phases The file stores transactions entered through Job Cost as well as those posted to Job Cost from other applications such as Accounts Receivable Sales Order Accounts Payable Purchase Order and Payroll Sales and purchasing transactions stored in the JOHIxxx file are displayed in the JO History Sales and Purchases JOHIARAP XLS PivotTable Transactions from Payroll are displayed in the JO History Payroll JOHIPA XLS PivotTable 1 6 Job Cost Report Applet User s Manual Introduction to PivotTables A Microsoft Excel PivotTable is an interactive table that quickly summarizes or cross tabulates large amounts of data You can rotate its rows and columns to see different summaries of the source data filter the data by displaying different pages or display the details for areas of interest A PivotTable contains fields each of which summarizes multiple ro
16. SHIPPED QTY SELL Sum of UNIT COST COMPNT Sum of UNIT PRICE Sum of Profit Dollars Sum of ORDERED QTY Sum of SHIPPED QTY SELL Sum of UNIT COST COMPNT Sum of UNIT PRICE Sum of Profit Dollars Sum of ORDERED QTY Sum of SHIPPED QTY SELL Sum of UNIT COST COMPNT Sum of UNIT PRICE Sum of Profit Dollars Sum of ORDERED QTY Sum of SHIPPED QTY SELL Sum of UNIT COST COMPNT Sum of UNIT PRICE Sum of Profit Dollars R H N N 0148 0845 20145 0845 35 24888102 12 21 88 001 Sum of ORDERED QTY 3 3 36 Sum of SHIPPED_QTY_SELL 3 3 x 4 KW Sheet 1 Sheet2 Sheets 7 1 1 gt Ready Job Cost Report Applet User s Manual 1 27 Creating Microsoft Excel PivotTables Introduction Moving Fields and Sorting Data You can dramatically change the appearance of the table by moving the fields around Fields appear on the PivotTable as gray blocks with the field name on them To move any field simply drag it to a new destination You can change your PivotTable by moving fields in these ways Changing the Selection Fields If you want to be able to limit the data in the table you can make any field in the table part of the selection criteria by moving it to the Page area For example to select a specific batch for this table rather than displaying all the batches across the table columns as they are in our sample table follow these steps 1 Position the mo
17. Year and Job to Date Quantities Period Year and Job to Date Costs Job Cost Report Applet User s Manual 3 3 Job Cost Code Detail Job Cost PivotTables Job Cost Code Detail PivotTable Sample XX Microsoft Excel Jocostcd File Edit View Insert Format Tools Data Window Help JDO SE 6RY c amp wir HI A B 100 8 Arial rio o 00 5 10 40 Bivotrabie 29 gu eie A3 Use Type A C E F G H 1_ Job Cost Code Detail 2 3 Use Type 4 B B Job ID Cost Code _ PTD Qty YTD Qty Qty Ext Cost Cost YTD Cost 7 100001 100 0 0000 33 0000 33 0000 261 00 0 00 8 135 0 0000 1 0000 1 0000 2100 00 0 00 0 g 145 0 0000 40 0000 40 0000 4975 00 0 00 D 10 155 0 0000 10 0000 10 0000 15000 00 0 00 11 200 0 0000 0 0000 0 0000 350 00 0 00 12 210 0 0000 0 0000 0 0000 200 00 0 00 13 230 0 0000 1 0000 1 0000 180 00 0 00 14 280 0 0000 0 0000 0 0000 500 00 0 00 15 300 0 0000 112 0000 112 0000 2200 00 0 00 2 16 400 0 0000 0 0000 0 0000 500 00 0 00 0 17 500 0 0000 500 0000 500 0000 12000 00 0 00 18 540 0 0000 55 0000 55 0000 1000 00 0 00 18 630 0 0000 0 0000 0 0000 3500 00 0 00 0 20 200 0 0000 0 0000 0 0000 0 00 0 00 00 21 300 0 0000 0 0000 0 0000 1000 00 0 00 22 400 0 0
18. ame hold the cursor on the button and a tool tip displays the full field name Drag and drop the following fields TRANSACTION TYPE into Page e INVOICE NUMBER INVOICE DATE and ENTRY NUM into Row BATCH ID into Column ORDERED QTY SHIPPED QTY SELL UNIT COST COMPNT and UNIT PRICE into Data Job Cost Report Applet User s Manual 1 21 Creating Microsoft Excel PivotTables Introduction 1 22 11 The fields are displayed on the screen Numeric fields dropped into the Data section become summary fields PivotT able Wizard Step 3 of 4 L2 1x Cc 2571 Construct your PivotTable by dragging the field buttons on the right to the diagram on the left ORDERED TRANSAG patch COLUMN Star StS wore d cif Sum of SHIPPED Q ENTRY NE Am of UNIT COST Invoice ENTRY_N E E invorce unir co custome PR1 1 Finish Click Next The PivotTable Wizard Step 4 dialog box appears PivotT able Wizard Step 4 of 4 HE Where do you want to put the PivotTable C New worksheet Existing worksheet Click Finish to create your PivotTable Cancel Options lt Back Next gt 12 The last step lets you create the PivotTable either in the existing worksheet in a different worksheet Accept the given options and click Finish Job Cost Report Applet Us
19. ases 3 5 Job Cost Code Detail 3 9 Job Cost Jobs Analysis 3 9 IX 2 R Report Applet requirements for 1 9 report applet installation 2 1 report applets definition 1 3 S spreadsheets JO History Payroll 3 7 JO History Sales and Purchases 3 5 Job Cost Code Detail 3 3 Job Cost Jobs Analysis 3 9 system requirements 2 1 Job Cost Report Applet User s Manual
20. e previous steps 1 12 Job Cost Report Applet User s Manual Introduction Creating Microsoft Excel PivotTables The Choose Columns screen appears Query Wizard Choose Columns 21 xi What columns of data do you want to include in your query Available tables and columns Columns in your query SORH BATCH ID SORL ORDER_NUMBER 5081 TRANSACTION c TERMS_CODE SOTB Lx Group 8 SOTD Preview of data in selected column By Cancel 11 Selecta table you want to use in your Excel spreadsheet For this example start with one table and add a second table later Select the SOTH table select the columns for the spreadsheet and click Next gt The Filter Data box appears Query Wizard Filter Data 2 x Filter the data to specify which rows to include in your query If you don t want to filter the data click Next Column to filter Only include rows where C nd Gr C And Gr Cind Gr Use the Filter Data dialog box to select specific records from the table In most cases you do not need to choose anything in the Filter Data dialog box For example to filter out credit memos select the field named TRANSACTION_TYPE select does not equal and then enter 4 for a value TRANSACTION_TYPE 4 is a credit memo Job Cost Report Applet User s Manual 1 13 Creating Microsoft Excel PivotTables Introduction
21. er s Manual Introduction Creating Microsoft Excel PivotTables The PivotTable is displayed File Edit View Insert Format Tools Data Window DG M SRY sma oc PivatTable e 7 SEH INVOICE INVOICE ENTRY N Data Grand Total 24889101 12 21 95 Sum of OR 4 Sum of SH E 4 Sum of UNIT COMP 343 55 Sum of UNIT 475 686 475 686 Sum of OR TY 1 1 Sum of SH Y SE 1 1 Sum of UNIT COMP 907 53 907 53 Sum of UNIT 1317 384 1317 384 Sum of OR T 7 7 Sum of SH T 7 7 Sum of UNIT COST T 22 01 22 01 Sum of UNIT 20 7995 20 7995 Sum of OR 5 Sum of SH E 5 Sum of UNIT 226 99 Sum of UNIT 526 131 Sum of OR _ 2 Sum of SH 2 114 Pi Sheet1 Shest2 Sheet3 1 Highlight rows and columns to shift them around To display only invoices change Transaction Type from All to 3 Change it to 4 and credit memos are displayed Totals per type are also displayed Adding a Calculated Field You can also add new fields like profit to the data area To add profit to the data area follow these steps 1 Highlight the last row in your data area Sum of UNIT_PRICE right click and select Insert Job Cost Report Applet User s Manual 1 23 Creating Microsoft Excel PivotTables Introduction The Insert Calculated Field dialog box appears Insert Calculated Field Mane Formula 0 Delete
22. g the two fields Follow steps 17 through 18 with the ORDER NUMBER field NOTE You may get the following message For now click Yes to ignore the message and join the fields together Microsoft Query Columns ORDER NUMBER and ORDER NUMBER that you are about to join are of is different types Create the join anyway Select the following fields from the SOTD table e ENTRY NUMBER COST COMPNT e PRICE ORDERED QTY e SHIPPED QTY SELL e BACKORDERED QTY Select Save from the File menu to save the query Job Cost Report Applet User s Manual Introduction Creating Microsoft Excel PivotTables Using the Query in Microsoft Excel 1 Start Excel and open a new worksheet Ele Edt Insert Format Tools Data Window Help 18 x JOSE SRY 2 2 wWwirf Z iy 9 B 10 aria 0 8 BEE S 5 A Ready 2 Select the Data menu then select PivotTable Report Job Cost Report Applet User s Manual 1 17 Creating Microsoft Excel PivotTables Introduction 3 The PivotTable Wizard appears PivotT able Wizard Step 1 of 4 L2 x Where is the data that you want to analyze C External data source C Multiple consolidation ranges Another PivotTable Cancel lt Back L ves Finish In step 1 of the Wizard a list of options is displayed where you can choose your data source to be used in your PivotTable Select External Data Source
23. he Windows workstation Installing the Report Applet Use the Install Application function on the Resource Manager Installation menu to install the report applet You must install the Job Cost application before you install this report applet The installation will treat the report applet as though you are reinstalling Job Cost This is normal behavior When you install the report applet Resource Manager copies the PivotTables to the directory where your Job Cost programs are stored You must have access to this directory from your Windows machine to access the tables in Microsoft Excel The CONFIG TPM File When you install the ODBC Kit you specify the location of the data files and data dictionaries in a file called CONFIG TPM You can build this file using the ODBC Kit functions You can store this file in any directory but the report applets expect the file to be located in the C WINDOWS directory If your CONFIG TPM file is stored in a different directory you have three choices for using the PivotTables supplied with the report applet Job Cost Report Applet User s Manual 2 1 Installation 1 Move the CONFIG TPM file to the C WINDOWS directory and change any Data Sources you have set up and any ODBC reports or spreadsheets you have already set up to use the CONFIG TPM in its new location 2 Copy the CONFIG TPM file to the C WINDOWS directory and leave copy in its current location You do not need to change any Data So
24. iteria to show edit criteria limiting records shown NUM Job Cost Report Applet User s Manual Introduction Creating Microsoft Excel PivotTables The data in your query is displayed You can delete columns by selecting a column and pressing the Delete key You can also add a column by double clicking on the field name in the SOTH file NOTE You can also select which fields you want in your query in step 6 above Instead of selecting the entire table you can click the box next to the table you want and select the given fields from the list 14 Select the following fields e BATCH ID ORDER NUMBER e TRANSACTION TYPE e INVOICE NUMBER e INVOICE DATE e CUSTOMER ID e SUBTOTAL e SALES TAX e TOTAL COST 15 Select Table from the main menu and choose Add tables The Add Table dialog box appears Add Tables 2 Close SOTH zi Options Dictionary Job Cost Report Applet User s Manual 1 15 Creating Microsoft Excel PivotTables Introduction 16 A list of all the tables is displayed Select the SOTD table and click Close Joining Tables 17 18 19 20 21 Locate BATCH_ID in the SOTD and SOTH tables then click and hold the left mouse button down on BATCH ID in the SOTH table Drag the field over to the BATCH ID field in the SOTD table and release the mouse button A line appears between the two BATCH ID fields joinin
25. l PivotTables Introduction Changing Field Properties You can also change the properties of the fields in the table For example to remove the subtotals from the INVOICE_DATE field 1 Place your mouse cursor on the INVOICE_DATE column heading right click and select Field from the menu The PivotTable Field dialog box appears PivotT able Field 2 xi Name rientation Cancel Row C Column Page Subtotals Delete Tauber Automatic C Custom C None Hide items 12 21 99 Show items with no data You can use the PivotTable Field dialog box to change the field name its orientation on the PivotTable its display mask subtotalling options and so on 2 To shut of the subtotals select None under Subtotals and click OK 1 26 Job Cost Report Applet User s Manual Introduction Creating Microsoft Excel PivotTables The PivotTable is redisplayed reflecting your changes XX Microsoft Excel Book1 OF x File Edit View Insert Format Tools Data Window amp lt 7 gt 2 2 da 4 10 2 arial 10 B z u GE eR G0 A pivotable 8 B4 INVOICE DATE INVOICE NUMBER INVOICE DATE IENTRY NUMBER 24889101 Sum of ORDERED QTY Sum of SHIPPED QTY SELL Sum of UNIT COST COMPNT Sum of UNIT PRICE Sum of Profit Dollars Sum of ORDERED QTY Sum of
26. of the major data files in each application This manual includes instructions for loading and using these spreadsheets to sort and analyze your data With a little practice you can easily create similar PivotTables or modify the ones provided to customize them to your exact needs Job Cost Report Applet User s Manual 1 3 Job Cost Data Files You use the Job Cost JO system to track jobs that incorporate goods and services You might do these jobs for contractors build to order manufacturers and other businesses that need a specific task or a set of tasks to be done Job Cost lends its tracking capabilities to other applications that track your financial condition General Ledger Accounts Payable Accounts Receivable Purchase Order Sales Order and Payroll Job Cost Data Files The Job Cost Report Applet contains several spreadsheets that report information from the OSAS Job Cost data files The PivotTables in the Job Cost Report Applet are based on these data files JOBSxxx The Job Cost Master file serves as a database for job information it provides information for other functions and applications which in turn update it Some of the information stored in the file includes job and phase descriptions manager and customer IDs summarized data for pieces billings and costs overhead calculation information start and finish dates and contract amounts Data from the Job Cost Master file is used in the Job Cost Jobs Analysis JOJOB
27. oft Excel PivotTables Installation Job Cost PivotTables Job Cost Code Detail JO History Sales and Purchases JO History Payroll Job Cost Jobs Analysis Index Job Cost Report Applet User s Manual Sa ae on oo 2 1 3 3 3 7 3 9 Introduction General Information Job Cost Data Files Introduction to PivotTables Creating Microsoft Excel PivotTables Job Cost Report Applet User s Manual 1 3 1 5 1 7 1 9 General Information The OPEN SYSTEMS Accounting Software OSAS product line consists of several accounting applications Each application addresses a different phase of your financial operations together they form a powerful accounting solution to your daily and periodic accounting needs The ODBC Kit The OSAS ODBC Kit provides users with a way to access their OSAS data through any ODBC compliant productivity package The ODBC Kit includes an ODBC driver for Windows the data dictionaries for the OSAS data files utilities for maintaining the data dictionaries and some sample reports in Microsoft Excel Microsoft Access and Crystal Reports for Windows The Report Applets Since the release of the ODBC Kit OSAS users have been discovering the power of these popular productivity packages to analyze their accounting data The Report Applets provide a series of pre built Microsoft Excel PivotTables to help you get the most from your accounting data These tables are provided for each
28. on CAOSAS prog0 D config tpm Advanced gt gt 7 Enter the file path and name of the CONFIG TPM file you set up from within the OSAS ODBC software in the Database Configuration field or select Browse and locate the file Job Cost Report Applet User s Manual 1 11 Creating Microsoft Excel PivotTables Introduction If you have already built the shadow dictionary click on the Advanced button and check the options for No Shadow Dictionary Consistency Check and Fast Connect to improve performance See online help for additional information about the options that come with the Advanced button 8 Click OK to connect to the data source You are returned to the Create New Data Source screen 9 Select a table in field 4 if you want to select a default table source otherwise leave field 4 blank and select any table when you develop the query If you select a table the list of tables always starts at that table otherwise the list of tables starts at the beginning of the list The Choose Data Source box appears Choose Data Source 2 Databases Queries Of lt New Data Source gt dBASE Files not sharable Excel Files not sharable FoxPro Files not sharable MS Access 97 Database not sharable OSAS Text Files not sharable Cancel Browse Options dd By Use the Query Wizard to create edit queries 10 Select the data source you set up in th
29. ost Code Transaction Date Column Billed Cost Amount Job Cost Report Applet User s Manual 3 5 JO History Sales and Purchases Job Cost PivotTables JO History Sales and Purchases PivotTable Sample 53 File Edit View Insert Format Tools Data Window Help 8i JOSH SRY o wir zi OB 0m 10 aris yo 96 9 5 A PivotTable T 1 aal dim A3 Fiscal Year A B 0 Ga 1 JO History Sales and Purchases 2 3 JFiscal Year All x 4 GL Period All x 5 Trans Source All 6 7 Data 8 Job ID Phase ID Cost Code Transaction Date Billed Cost Amt 9 100001 A 000 11 5 99 800 00 1000 00 10 100 9 20 99 0 00 2917 96 11 9 23 99 0 00 14711 69 12 200 9 20 99 0 00 140 00 1E 9 21 99 0 00 200 00 14 300 9 20 99 0 00 58 36 9 23 99 0 00 294 23 16 9 24 99 0 00 180 44 17 400 9 26 99 0 00 4006 60 18 B 100 10 2 99 0 00 2392 49 19 10 3 99 0 00 528 54 20 300 10 2 99 0 00 47 85 21 10 3 99 0 00 10 57 22 C 100 10 12 98 0 00 66329 18 2 300 10 12 99 0 00 1326 58 24 D 100 10 30 99 0 00 3292 61 25 200 11 5 99 0 00 348 37 26 300 10 30 99 0 00 65 85 27 100002 A 100 10 15 99 0 00 14711 69 28 10 17 98 0 00 2917 96 29 200 10 20 99 0 00 50 00 30 10 21 99 0 00 200 00 31 10 22 98 0 0
30. plet User s Manual Index Job Cost data files 1 5 description 1 5 installing 2 1 system requirements 2 1 Job Cost Code Detail PivotTable description 3 3 files used in 1 5 sample report 3 4 screen 3 4 Job Cost Jobs Analysis PivotTable description 3 9 files used in 1 5 sample report 3 10 screen 3 10 JOBSxxx file description 1 5 JOCDxxx file description 1 5 JOCOSTCD XLS description 3 3 JOCSTCD XLS data files 1 5 JOHIARAP XLS data files 1 6 description 3 5 JOHIPA XLS data files 1 6 description 3 7 JOHIxxx file description 1 6 JOJOBS XLS data files 1 5 description 3 9 IX 1 Index M Microsoft Excel 1 9 PivotTable layout 1 21 PivotTable sample 1 23 PivotTable wizard 1 17 selecting a data source 1 18 Microsoft Query 1 9 adding tables 1 15 building a query 1 10 Filtering data 1 13 joining tables 1 16 Selecting a table 1 13 Sorting data 1 14 N No Shadow Dictionary Consistency Check Microsoft Query 1 12 ODBC Kit definition 1 3 OSAS general information 1 3 P PivotTable adding a calculated field 1 23 changing column data 1 30 changing data sort 1 31 changing field properties 1 26 changing selection fields 1 28 definition 1 7 moving fields 1 28 PivotTable Wizard Choosing a data source 1 18 getting the data 1 18 laying out the table 1 21 returning the data 1 22 PivotTables JO History Payroll 3 7 JO History Sales and Purch
31. r and Job to Date Pieces Period Year and Job to Date Cost Billed Job Cost Report Applet User s Manual 3 9 Job Cost Jobs Analysis Job Cost PivotTables Job Cost Jobs Analysis PivotTable Sample X Microsoft Excel Jojobs n x 3 Ele Edt Insert Format Tools Data Window Help 18 xj Deasy we e 9 t Job ID amp wr 94 im 56 05 2 A an Data Orig Contract Amt Actual Cost Pieces YTD Pieces JTD Pieces PTD Cost Billed YTD Cost Billed JTD Cost Billed 0 00 0 00 0 0 00 0 00 0 00 231640 00 231640 00 0 00 42800 24 131808 51 111121 00 113121 00 0 00 11655 00 16385 53 479300 00 479300 00 0 00 31396 64 31396 64 94625 00 97625 00 0 00 30120 33 30120 33 916686 00 921686 00 0 00 115972 21 209711 01 INUM 3 10 Job Cost Report Applet User s Manual A accessing data Microsoft Excel 1 9 D data files in Job Cost 1 5 Data Source creating a new source 1 11 Fast Connect 1 12 No Shadow Dictionary Consistency Check 1 12 selecting a data source 1 12 F Fast Connect Microsoft Query 1 12 installing the applet 2 1 J JO History Payroll PivotTable description 3 7 files used in 1 6 sample report 3 8 screen 3 8 JO History Sales and Purchases PivotTable description 3 5 files used in 1 6 sample report 3 6 screen 3 6 Job Cost Report Ap
32. soft Excel PivotTables Changing the Data Sort To change the order in which the data is displayed you can simply change the Row fields around For example our PivotTable is sorted by Invoice Number To sort it by Invoice Date instead click and drag the INVOICE_DATE field to the left of the INVOICE_NUMBER field The data is sorted by Invoice Date and is redisplayed File Edit View Insert Format Tools Data Window Help 18 wz 8 10 so o A Bivotrable E BS INVOICE NUMBER A B G H F 1 BATCH ID All xi TRANSACTION Data INVOICE DATE INVOICE NUMBIENTRY NUMBER Sum of ORDERED Sum of SHIPPED_QTY_SELL Sum of UNIT COST COMPNT Sum of UNIT PRICE Sum of Profit Dollars 12 21 99 24889101 001 4 4 343 55 475 686 528 544 002 1 1 907 53 1317 384 409 854 003 7 7 22 01 20 7995 8 4735 004 5 5 226 99 526 131 1495 705 005 2 2 161 14 381 645 441 01 24889101 Total 19 19 1661 22 2721 6455 20148 0845 24889102 001 3 3 840 83 1485 495 1933 995 002 3 3 152 381 645 588 935 003 4 4 171 55 417 96 985 64 24889102 Total 10 10 1164 38 2285 1 11207 2 24889103 001 3 3 348 0582 475 586 382 8834 002 2 2 874 56 1317 384 885 648 003 5 5 0 51 381 256 905 24889103 Total 10 10 1222 6182 1844 451 6218 328 24889104 001 10 10 1342 87
33. urces or reports you have set up but you need to make any changes in both files 3 Change the PivotTables provided with this report applet to use the CONFIG TPM file in its current location You can find instructions for doing this below If you choose methods 1 or 2 above you can load the PivotTables in Microsoft Excel and begin using them with your data by using the Refresh Data command in Excel If you choose option 3 follow the instructions below to point the PivotTable to the correct CONFIG TPM file Using a Different CONFIG TPM 2 2 If you store your CONFIG TPM file in a location other than the C WINDOWS directory you will see this message when you attempt to refresh the data in any PivotTable included with this report applet Microsoft Excel BASIS BASIS ODBC Driver Default configuration Failed DeFault CONFIG C datadict Config tpm error duplicate or missing file Job Cost Report Applet User s Manual Installation When you click on OK the BASIS ODBC Driver Data Source Setup dialog box appears BASIS ODBC Driver Data Source Setup x Enter Data Source Specification OK Data Source Name Description C datadict Contig tpm Cancel Database Configuration m Advanced gt gt dd To specify the location of your CONFIG TPM file click Browse and select the file from the location screen Locate Configuration File Look in 73 6 gt c
34. use cursor over the BATCH 1 field press and hold the left mouse button As you drag the BATCH ID field around the table the cursor changes to show where you can drop it If the cursor looks like a block with an X over it you will remove the field from the table by dropping it there 2 Drag the BATCH ID field to the left of the TRANSACTION TYPE field and drop it there 1 28 Job Cost Report Applet User s Manual Introduction Creating Microsoft Excel PivotTables The change appears immediately X Microsoft Excel Book1 53 File Edit View Insert Format Tools Data Window Help Biel es 2181 E SRY wr HA d 9 Q1 CH v aria rio B 7U 9 9 S 5 A PivotTable 1 iif 030 E4 Total B c D E 1 BATCH ID All x 2 TRANSACTION All g 4 INVOICE NUMBER INVOICE DATE ENTRY NUMBER Data Total 5 124889101 12 21 98 001 Sum of ORDERED QTY 4 B Sum of SHIPPED QTY SELL 4 f Sum of UNIT COST COMPNT 343 55 8 Sum of UNIT PRICE 475 686 g Sum of Profit Dollars 528 544 10 002 Sum of ORDERED QTY 1 11 Sum of SHIPPED QTY SELL 1 12 Sum of UNIT COST COMPNT 907 53 13 Sum of UNIT_PRICE 1317 384 14 Sum of Profit Dollars 409 854 15 003 Sum of ORDERED QTY 7 16 Sum of SHIPPED QTY SELL 7 ilc Sum of UNIT COST COMPNT 22 01 18 Sum of UNIT PRICE 20 7995 19 Sum of Profit Dollars
35. ws of information from the source data By dragging a field button to another part of the PivotTable you can view your data in different ways For example you can view any field either down the rows or across the columns The PivotTable summarizes data by using a summary function such as Sum Count or Average You can include subtotals and grand totals automatically or use your own formulas by adding calculated fields and items In the Job Cost Report Applet several PivotTables are provided based on the data in the OSAS data files The PivotTable is updated through the ODBC driver The next section includes a tutorial for setting up and modifying PivotTables in Excel Job Cost Report Applet User s Manual 1 7 Creating Microsoft Excel PivotTables Read this section for an exercise in creating a PivotTable using the ODBC Kit and Microsoft Excel 97 If you require more information about Microsoft Excel consult the Microsoft Excel User s Guide or Online Help Before you can create this report complete these tasks e Install and set up the ODBC Kit Install and set up the BASIS ODBC drivers e Install Microsoft Excel 97 and Microsoft Query 97 Note This section includes instructions for using Microsoft Query with Microsoft Excel If necessary you can install Microsoft Query from the Microsoft Office 97 media You may also need to create a shortcut to Query manually Job Cost Report Applet User s Manual 1 9

OPEN SYSTEMS Accounting Software Job Cost

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