Using Access Online
Reporting Data
Strategically to Support
Your Card Program
GSA SmartPay® Training Forum
Washington, D.C.
Latarsha Bryan
Account Manager, Defense Agencies
August 3-5, 2016
Objective
• Learn some ways to quickly format and analyze Access Online data
using Excel
• Reduce mounds of card data to useful information
• Preview and utilize alternate reporting outputs and features
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Agenda
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Functions
Subtotal
Active Reporting
Useful PDF Reports
Scheduled Reporting
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Functions
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Formula and Functions
• A formula performs calculations using data in your worksheet.
It always starts with an equal sign (=).
• Functions are pre-defined formulas that can be used for all types of
information.
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Formula and Functions
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Function Samples
• MID – Returns the characters from the middle of a text string, once
given the starting position and the number of characters.
– =MID(text, starting_#,num_of_chars)
– Separate line of accounting into segments
• MATCH – Shows the position in a row or column that matches a
specific value.
– =MATCH(value to look up, list to compare to, match type)
– Combine and/or cross reference two reports
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Subtotal
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Subtotal
• The SUBTOTAL function calculates data using a summary function,
such as Sum, Average or Count.
• It also outlines the information so you can display and hide the detail
rows for each subtotal.
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Demo
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Active Reporting
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Active Reporting
• Active Reporting gives you many ways to manipulate and analyze the
data in your report.
• For example, you can:
– Sort a column in ascending or descending order.
– Filter the report data
– Change the column display (e.g., hide the account number column, put
account number first)
– Create line charts, piece, bar graphs, and other charts
– Print the report (filtered or entire report)
– Export the report to HTML, CSV, or XML (Excel)
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Useful PDF Reports
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Useful PDF Reports
• Excel gives you the flexibility of moving data around and formatting it
in a better way, but there are a few PDF report options that can be
useful
– Managing Account Approval Status report
• Cardholder Approval Status
– Transaction Summary
• Electronic Attachments
– Flex Data Reports
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Managing Account Approval Status
• Managing Account (MA) Approval Status report shows the certification
status of Managing Account. In order to see the cardholder approval
status you must run the report in PDF.
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MA Approval Status Report - Example
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MA Approval Status Report
– Cardholder Detail Example
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Transaction Summary Report
• Running the Transaction Summary in PDF allows you to access
electronic attachments for up to two years.
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Transaction Summary Report Example
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Transaction Summary Report Example (Cont’d)
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Flex Data Report
• Creating a Flex Data Report in PDF allows you to create exactly what
you need and gives you the ability to sort and format it, then save it to
run anytime or schedule it to run in the future.
• Running a report in PDF can come in handy for auditing.
• Clean look and are ready-to-print
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Scheduled Reports
• The Report Scheduler function lets you select a standard report and
schedule the report to run automatically in the future.
• This is an excellent way to have a report ready when you need it.
– Once: Large Reports
– Daily: Close Monitoring
– Weekly, Monthly & Quarterly: Audit purposes
– Yearly: Data Warehousing
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Questions?
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Thank You!
Presentations are available at:
www.usbank.com/sp2presentations
©2016 U.S. Bank
(R-05/16) MMWR-90587
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