Lawson South West User Group. Lawson Excel Add-Ins. Prepared by John Henley Decision Analytics October 2004

Transcription

1 Lawson South West User Group Lawson Excel Add-Ins Prepared by John Henley Decision Analytics October 2004

2 Agenda Who Am I? Using the Microsoft Add-Ins Power Techniques Questions? October 2004 Lawson SWUG - Excel Add-Ins 2

3 The LawsonGuru Letter Monthly Newsletter Read & Subscribe: Periodic White Papers Web: October 2004 Lawson SWUG - Excel Add-Ins 3

4 Lawson Experience Over 15 years of consulting experience in the IT industry Consulting spans multiple industries: Professional Services Government Contractors Supply Chain/Distribution Healthcare (Hospitals, PPOs, HMOs, etc.) Dozens of varied clients Multiple suites/modules Variety of industries/environments/platforms Work w/ Lead Adopters Specialized Generalist Relationship Manager Breadth vs. Depth CIO: I bring John in not only to implement something, I bring him in to tell me WHAT to implement, WHY to implement it, and HOW to implement it. October 2004 Lawson SWUG - Excel Add-Ins 4

5 Specialties/Offerings Information Systems Management Architecture Analysis and Planning Systems Procurement Planning / Execution Data Conversion Systems/DBA Services Database Modeling/Design Business Analysis / Process Re-Engineering Disaster Recovery Planning Project Control and Management October 2004 Lawson SWUG - Excel Add-Ins 5

6 Specialties/Offerings Application Integration Lawson Interface Development Inbound/Outbound Realtime/Batch Lawson Business Component Integrator (BCI) Mercator Enterprise Broker Lawson Development Environments VB/COM+/ActiveX/SQL Streamlined VB/COM/ActiveX Components for Lawson integration Formscape (Forms Printing) Crystal Reports / Crystal Enterprise Knowledge transfer/training and technical mentoring October 2004 Lawson SWUG - Excel Add-Ins 6

7 Specialties/Offerings Business Application Development/Lawson Customization Deep knowledge of Lawson applications, business logic, and architectures Lawson Development Environments COBOL SEA Modifications (HTML & JavaScript) Open Component Extensions (JavaScript and ActiveX) Portal Design Studio Visual Studio/SQL Technical mentoring for developers on Lawson's tools Efficiency analysis/critical process redevelopment Complementary Products: DecisionReporter DecisionCubeIT SpeedApplyAR October 2004 Lawson SWUG - Excel Add-Ins 7

8 Excel Add-Ins and their uses Query Wizard Add-hoc Analysis Simple Operational Reports Query records for import into other systems Upload Wizard Upload Transactions from non-lawson systems Mass change records where programs don t exist Examples: Setup Code Maintenance Employee / Web User syncronization One-Time Deductions Journal Entries Use together with Query Wizard for extra functionality Without using FTP or Lawson ENV utilities October 2004 Lawson SWUG - Excel Add-Ins 8

9 Lawson s Add-Ins open new opportunities By far, I see clients using the Excel Add-In to fill two voids: Quick data dump reports Transactional and Reference Data Conversion & Interfaces Replacing CSV & Flat File Uploads Occasional interfaces October 2004 Lawson SWUG - Excel Add-Ins 9

10 Query Wizard Excel Add-in Quickly create a custom report or chart Based on information in a Lawson form or database table Use Query Wizard to select data for a report based on a Lawson Database table Form Use Excel to Format the report Produce charts Produce the report October 2004 Lawson SWUG - Excel Add-Ins 10

11 Query Wizard Application Option October 2004 Lawson SWUG - Excel Add-Ins 11

12 Query based on a Form October 2004 Lawson SWUG - Excel Add-Ins 12

13 Select Data for the Report October 2004 Lawson SWUG - Excel Add-Ins 13

14 Format the Query October 2004 Lawson SWUG - Excel Add-Ins 14

15 Produce a Chart October 2004 Lawson SWUG - Excel Add-Ins 15

16 Query Wizard Database Option October 2004 Lawson SWUG - Excel Add-Ins 16

17 Query on Transaction Detail (GLTRANS) October 2004 Lawson SWUG - Excel Add-Ins 17

18 Related Tables October 2004 Lawson SWUG - Excel Add-Ins 18

19 Select Data for the Report October 2004 Lawson SWUG - Excel Add-Ins 19

20 Completed Query October 2004 Lawson SWUG - Excel Add-Ins 20

21 Benefits of Upload Wizard Compared to manual entry: Efficiency Compared to Lawson conversions: Much simpler process Don t need to use FTP or Lawson ENV utilities Std conversions don t exist for all database tables Compared to custom conversions: Cost effective No technical knowledge required Compared to importing: Much more user-friendly Field validation and messaging October 2004 Lawson SWUG - Excel Add-Ins 21

22 Options for Loading Data Manual entry on application form Standard conversion program delivered by Lawson (not available for all data) Custom conversion program developed by 3rd party resource Importing records with Lawson environment utility Excel Upload Wizard (Microsoft Office Add-in) October 2004 Lawson SWUG - Excel Add-Ins 22

23 Upload Wizard Format Excel spreadsheet to match Lawson table Spreadsheet must contain all required fields Upload data from Excel into Lawson Use to add or change records Can upload data from selected rows and columns October 2004 Lawson SWUG - Excel Add-Ins 23

24 Upload Wizard 1. Determine data to upload a. Determine online form(s) to be used as the basis for the upload 2. Determine the required fields on the form a. Determine field numbers 3. Create Excel worksheet 4. Map worksheet to Lawson form 5. Upload data 6. Verify data a. Update Lawson database tables (if uploading to a conversion file) October 2004 Lawson SWUG - Excel Add-Ins 24

25 Determine Field Numbers October 2004 Lawson SWUG - Excel Add-Ins 25

26 Create Excel worksheet and map to Lawson form October 2004 Lawson SWUG - Excel Add-Ins 26

27 Map Worksheet to Lawson form October 2004 Lawson SWUG - Excel Add-Ins 27

28 Map Worksheet to Lawson form October 2004 Lawson SWUG - Excel Add-Ins 28

29 Upload & Verify Data October 2004 Lawson SWUG - Excel Add-Ins 29

30 Verify Data October 2004 Lawson SWUG - Excel Add-Ins 30

31 Update Lawson Database Tables October 2004 Lawson SWUG - Excel Add-Ins 31

32 Excel Query Wizard Power Techniques Drill-Around from a Query You can add Drill Around to your Query while building it, or after you ve run it October 2004 Lawson SWUG - Excel Add-Ins 32

33 Excel Query Wizard Power Techniques Drill-Around from a Query Highlight a cell and select Lawson Drill October 2004 Lawson SWUG - Excel Add-Ins 33

34 Excel Query Wizard Power Techniques Drill-Around from a Query Add DrillAround Forms for each worksheet column you want to use for DrillAround October 2004 Lawson SWUG - Excel Add-Ins 34

35 Excel Query Wizard Power Techniques Drill-Around from a Query Select the form and the column range Repeat for each column When you run your query, the Add-In will add Range Names October 2004 Lawson SWUG - Excel Add-Ins 35

36 Excel Query Wizard Power Techniques Drill-Around from a Query Highlight a cell and select Lawson Drill October 2004 Lawson SWUG - Excel Add-Ins 36

37 Excel Query Wizard Power Techniques In Query Wizard, always try to use Database Tables rather than Application When querying Database Tables Use indexes against heavily populated tables Understand Lawson s Data Dictionary and alternate indexes Criteria = Slow Indexes = Fast Use Excel, not the Query Wizard, for filtering October 2004 Lawson SWUG - Excel Add-Ins 37

38 Understand the Lawson Data Dictionary Using the dbdoc report to get Lawson data dictionary information: $ dbdoc DEV802 GL GLTRANS lashow GLTRANS FILE GLTRANS FILE General Ledger Transactions General Ledger Transactions The General Ledger Transaction file contains the journal entry detail FIELD NAME DESCRIPTION/VALID VALUES UPDATED BY information The General to Ledger be posted Transaction to the Lawson file contains General the Ledger journal system. entry The detail transactions FIELD NAME DESCRIPTION/VALID VALUES UPDATED BY are information not deleted to when be posted posted to and the GL300 Lawson (General General Ledger Ledger History system. Delete) The transactions GLT-COMPANY should Numeric 4 GL110 GL146 be are run not to deleted clear out when information posted and no GL300 longer (General needed. Ledger History Delete) should Company GLT-COMPANY This Numeric is the 4 company into which the GL167 GL110 GL190 GL146 be run to clear out information no longer needed. Company transactions This is the are company to be into interfaced. which the For GL191 GL167 GL196 GL190 intercompany transactions processing, are to be interfaced. this field is For GL197 GL191 GL199 GL196 REFERENCED BY considered intercompany the processing, originating this company. field Must is GL290 GL197 GL40.1 GL199 REFERENCED BY GLTRANS FILE INDEX GLTRANS FILE INDEX be considered defined in the GLSYSTEM. originating company. Must GL40.2 GL290 GL40.3 GL40.1 GL145 GL170 GL240 GL241 GL256 GL284 be defined in GLSYSTEM. GL40.6 GL40.2 GL40.7 GL40.3 GL285 GL145 GL286 GL170 GL287 GL240 NAME GL288 GL241 KEY GL289 GL256 FIELDS GL297 GL284 DESCRIPTION / SUBSET CONDITION USED IN GL41.1 GL285 GL41.3 GL286 JB240 GL287 GL10.1 GL288 NAME GL135 GL289 KEY FIELDS GL290 GL297 DESCRIPTION / SUBSET CONDITION USED IN GL40.8 GL40.6 GL44.1 GL40.7 GL45.1 GL40.8 GL500 GL44.1 GL325 GL41.1 GL327 GL41.3 GL235 JB240 GLTSET1 GL326 GL10.1 COMPANY GL328 GL135 DA290 GL290 GL110 GL145 AC191 GL325 AP125 GL327 AP126 GL235 AP25.1 GL326 GLTSET1 AP25.2 GL328 COMPANY AP26.1 DA290 GL110 GL145 IFGT.1 GL45.1 GL500 FISCAL-YEAR GL146 GL170 IFGT.1 AP27.1 AC191 CB10.1 AP125 CB191 AP126 CB20.1 AP25.1 ACCT-PERIOD CB30.1 AP25.2 FISCAL-YEAR CB500 AP26.1 GL190 GL146 GL197 GL170 EE135 AP27.1 EE35.1 CB10.1 EE35.2 CB191 EE520 CB20.1 CONTROL-GROUP CA110 CB30.1 ACCT-PERIOD GLT-FISCAL-YEAR Numeric FB11.1 CB500 GL199 GL190 4 GL240 GL197 GL146 GL167 FB190 EE135 FB211 EE35.1 FB296 EE35.2 FB40.1 EE520 SYSTEM FB40.2 CA110 CONTROL-GROUP Fiscal GLT-FISCAL-YEAR Year This Numeric is FB40.3 FB11.1 GL241 GL199 the 4 current GL256 GL240fiscal year. This GL190 GL146 GL191 GL167 Fiscal Year FB45.1 FB190 FB95.1 FB211 FB95.2 FB296 FB95.3 FB40.1 JE-TYPE FB95.4 FB40.2 SYSTEM field This is is FB95.5 FB40.3 GL284 GL241 updated the current GL285 GL256 by Period fiscal Closing year. This GL196 GL190 GL197 GL191 field is updated by Period Closing GL196 GL197 FB95.6 FB45.1 GL165 FB95.1 GL298 FB95.2 GL65.1 FB95.3 JE-SEQUENCE GL75.1 FB95.4 JE-TYPE GL94.1 FB95.5 GL286 GL284 GL287 GL285 GL94.2 FB95.6 GL94.3 GL165 GL94.4 GL298 GL94.5 GL65.1 LINE-NBR GL94.6 GL75.1 JE-SEQUENCE GL94.7 GL94.1 GL288 GL286 GL289 GL287 GL94.2 GL94.3 GL94.4 GL94.5 GL94.6 LINE-NBR GL94.7 GL297 GL288 GL300 GL289 GL310 GL297 GL40.1 GL300 GL40.2 GL310 GL40.3 GL40.1 GL40.5 GL40.2 GL40.6 GL40.3 GL40.7 GL40.5 GL40.8 GL40.6 GL41.1 GL40.7 GL41.3 GL40.8 GL44.1 GL41.1 GL45.1 GL GL44.1 GL GLTSET2 TO-COMPANY KeyChange, Subset GL120 GL135 GLTSET2 FISCAL-YEAR TO-COMPANY Where KeyChange, STATUS Subset!= 8 GL147 GL120 GL199 GL135 ACCT-PERIOD FISCAL-YEAR Where STATUS!= 8 GL256 GL147 GL290 GL199 ACCT-PERIOD GL256 GL290 October 2004 Lawson SWUG - Excel Add-Ins 38

39 Understand the Lawson Data Dictionary Using web utility dme to get Lawson data dictionary information: October 2004 Lawson SWUG - Excel Add-Ins 39

40 Understand the Lawson Data Dictionary October 2004 Lawson SWUG - Excel Add-Ins 40

41 Changing the Product Line on a Saved Upload When you create an Upload Query, you may want to change it to go to another product line. The Excel Add-In doesn t provide a way to do that, short of creating a brand-new query. Here s how to do it: Open the.uwf file in Notepad Change the product line Save it and use it! October 2004 Lawson SWUG - Excel Add-Ins 41

42 Increasing the Columns in a Saved Upload When you create an Upload Query, and want to increase the number of columns, the Excel Add-In doesn t provide a way to do that, short of creating a brand-new query: October 2004 Lawson SWUG - Excel Add-Ins 42

43 Increasing the Columns in a Saved Upload Here s how to do it: Open the.uwf file in Notepad Increase the number of columns Add empty columns at the end Format is ~<Column>~~, e.g. ~~M~ October 2004 Lawson SWUG - Excel Add-Ins 43

44 Increasing the Columns in a Saved Upload Now you have the extra columns available! October 2004 Lawson SWUG - Excel Add-Ins 44

45 Excel Query Wizard Power Techniques When working against a complicated form Flatten the Excel records; don t try to fill the entire form from one record! Use Add, then Change option Use Line-FC = A for each record October 2004 Lawson SWUG - Excel Add-Ins 45

46 Questions?

47 The LawsonGuru Letter Monthly Newsletter Read & Subscribe: Periodic White Papers Web: October 2004 Lawson SWUG - Excel Add-Ins 47