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Efficient Data
Management in
®
Access Online
Latarsha Hall
Account Manager, Defense Agencies
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Agenda
ƒ Introduction of Accounting Code Management Valid
Values
ƒ Layout of the Valid Values File
ƒ Upload Process
ƒ Questions
ƒ Introduction of Excel “Pivot Tables”
ƒ Demonstration
ƒ Questions
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Introduction
ƒ Valid value List (VVL) – List of values for an Accounting
Code Segment
Example
– Segment: Appropriation
– Value: 9720082008XXXXXXXXXX
ƒ Upload process - Automated approach to loading large
VVL files
– Adding values to a Child Account Validation Control
(AVC)
– Creating a custom Valid Values List
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Upload File Requirements
ƒ Required File Format
– Tab Delimited File (.txt)
– Start Menu Programs
Accessories
ƒ Required Layout of Text
– “Value” [tab] “Value Description” [return]
Notepad
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Example of File Layout
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Creating a Text File
ƒ Type them into the text file
ƒ If you have values list in electronic format already – copy
and paste the row into the text file
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Creating a Text File
Copy &
Paste
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Creating a Text File
MAKE SURE:
ƒ No spaces with values
– (Helpful Tip: Use “Replace” function)
ƒ When you save the file – no spaces in the name of file
(use underscore)
– OC Valid Values List (incorrect)
– OC_Valid_Values_List (correct)
– OCValidValuesList (correct)
ƒ Make sure file is closed before starting the auto-load
process
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Notes
“File Format is invalid. Please select another file.”
ƒ Make sure there are no spaces in the name of the file
ƒ Make sure there are no spaces with the values
– (Helpful Tip: Use “Replace” function)
ƒ Make sure right number of characters for the segment
ƒ Make sure you’re using the correct format in your text file
– “Value” [tab] “Value Description” [return]
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Uses for Upload Process
ƒ Fiscal Year-End Cleanup
ƒ Activity Changes
ƒ EDI Conversion
ƒ Mass Accounting Data Changes
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Questions?
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Using Excel Pivot Tables
(Version 2003)
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What is a Pivot Table?
ƒ A Pivot Table is a reporting tool that enables you to summarize and
analyze data in lists and tables. Pivot Tables help you to quickly
rearrange the position of fields to give you different views of the table
Pivot Tables:
ƒ Enable you to create different views of data in seconds
ƒ Organize and summarize your data
ƒ Compare and analyze your Access Online reports in many ways,
turning data into meaningful information
ƒ Easily take the place of filtering, sorting, subtotaling, and function
(sum, count, average)
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How to Create a Pivot Table
Step 1: Select Entire Worksheet
Step 3: Click “Finish”
Step 2: Data - Pivot Table
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DEMO
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Keep in Mind!
ƒ If your Field List disappears – just click on the Pivot Table
again
ƒ If you try and it doesn’t work – right-click and choose
“Show Field List”
ƒ If you want to e-mail - copy and paste into a new
spreadsheet (Paste – Special)
ƒ If you add more data – don’t forget to update the pivot
table by clicking the “Refresh Data” icon on the toolbar
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Preparing your data (For non-Access Online Reports)
ƒ Make sure the first row contains column labels since
Excel will use this data for the field names in the report
ƒ Check that each column contains only one sort of data—
(i.e. include text in one column and numeric values in a
separate column)
ƒ There should be no empty rows or columns within the
range of data used for the report. (i.e. blank rows used to
separate one block of data from another should be
removed)
ƒ Remove any automatic subtotals
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Pivot Table Quick Reference
(For Excel 2007 Users)
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Report Filter
Values
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Questions?
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Thank you!