visualize success 2011 alan chorney professional services visual south, inc. use excel to extract...
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Visualize Success 2011
Alan Chorney
Professional Services
Visual South, Inc.
Use Excel to Extract Accounting Data
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Visualize Success 2012
What are Tables• All transactions, both manufacturing and financial, are saved in a
table or tables
– Tables consist of fields• Fields consist of the information the user enters into each field of a
VISUAL window
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Visualize Success 2012
How Can Tables be Used• Tables can assist in researching month end out of balance issues
– Some examples to follow
• Tables can be used to validate completeness of setup information
– Extract all parts without a Product Code
• Tables can expedite the extraction of data from VISUAL
– Extract all customer orders with part MMT-1996-DM• Sure there are canned reports to get you this information (CUSTOMER
SALES JOURNAL), but you cannot filter for both part id and customer id – selections are either/or
• Extract only the fields you want unlike printing to a CSV file
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Visualize Success 2012
Data Extraction• Data can be extracted using:
– Microsoft Access• Extracts data while in the live table – could be dangerous
– could change data which may lead to data corruption issues
– Crystal Report Writer• Same here
– Microsoft Excel – tool of choice in this workshop• Extracts data from the live tables, but not working in the table
– Cannot corrupt data
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Visualize Success 2012
How to Extract Data using Excel• Level of Technical skill needed – Very Limited
– Take my word for that
• Knowledge of Tables and Fields in tables
– General introduction to follow
• An ODBC on your computer – WHAT!
– ODBC = Open Data Base Connection • This allows access to the tables
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Visualize Success 2012
Receivable & Cash Application • There are 17 tables related to Receivables and Cash• There are 6 basic tables a user might use – these are
– Receivable table• Header portion of the RECEIVABLE, INVOICE ENTRY window
– Receivable_Line table• The various lines that make up the invoice detail
– Cash_Receipt table• Header portion of the RECEIVABLE, CASH APPLICATION window
– Cash_Receipt_Line table• The lines containing the unpaid invoices
– Cash_Receipt_Dist table & Receivable_Dist table (2 tables)• The debit & credits associated to transaction
• Posting status of transaction
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Visualize Success 2012
Receivable Table
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Visualize Success 2012
Cash Receipt Table
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Visualize Success 2012
Payable & Cash Disbursement • There are 12 tables related to Payables
• There are 6 basic tables a user might use – these are
– Payable Table - header portion of the PAYABLE, INVOICE ENTRY window
– Payable_Line Table - the various lines that make up the voucher detail
– Cash_Disbursement Table - header portion of the PAYABLE, CASH DISBURSEMENT window
– Cash_Disburse_Line Table - the lines containing the vouchers to be paid
– Cash_Disburse_Dist table & Payable_Dist Table (2 tables)• The debit & credits associated to transaction
• Posting status of transaction
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Visualize Success 2012
Payable Table
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Visualize Success 2012
Cash Disbursement Table
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Visualize Success 2012
General Journal • There are 5 tables related to General Journal Entry
• There are 3 basic tables a user might use – these are:
– GJ Table• Header portion of the RECEIVABLE, INVOICE ENTRY window
– GJ_Line Table• The various lines that make up the journal detail
– GJ_Dist table• The debit & credits associated to transaction
• Posting status of transaction
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Visualize Success 2012
General Journal Entries
b
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Visualize Success 2012
Accounting Window• There are 3 tables related to Account Table
• There are 2 basic tables a user might use – these are:
−Account Table Header portion of the Accounting window
−Account_Balance Table The monthly Balance for the account
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Visualize Success 2012
Accounting Window
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Visualize Success 2012
Journal Batches• All transactions, manufacturing or financial, are posted to the
ledger thru journal batches
– There are 13 batch types
• There are 2 tables associated to Journals
– Journal_Batch table• Header
– Journal table• The account distributions from the 13 batch types
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Visualize Success 2012
Batch Information• Under LEDGER, GENERAL JOURNAL ENTRY, EDIT, VIEW
BATCH INFORMATION
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Visualize Success 2012
How Does It Work• Will now demonstrate how to research the following:
– Causes for PO Accrual Report to be out of balance• Vouchers posted in current period with receivers in subsequent period
• Payable lines with PO accrual account, but not associated to a receiver
– Null Journal Batches• Source window shows transaction posted, but posting did not reach
ledger
– Manual checks without check references• Removes voucher from payable aging, but ledger not debited
– Deposits with a deposit date subsequent to its posting date• Effects cashbook and bank reconciliation