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Copyright Notice
Copyright 2007 by Softline VIP, hereinafter referred to as
"VIP", under the Copyright Law of the Republic of South Africa.
No part of this publication may be reproduced, transmitted,
transcribed, stored in a retrieval system, or
translated into a human or computer language, in any form or by
any means, electronic, mechanical, magnetic, optical, chemical,
manual or otherwise without the express permission in writing of
VIP.
Disclaimer
Softline VIP makes no representation or warranties with respect
to the contents hereof. Further, Softline VIP reserves the right to
revise this publication and to make changes in the content hereof,
from time to
time, without obligation to notify any person or organisation of
such revision or change.
The sole purpose of this User Reference Guide is to provide the
registered users of the VIP Business Intelligence Manager Module
with adequate information on how to operate this Module. The use of
this
document for any other use is prohibited.
VIP Business Intelligence Manager User Reference Guide 1st
Edition February 2007
ISBN-13: 978-0-9584993-6-1
ISBN-10: 0-9584993-6-5
Published by: Softline VIP
PO Box 38017
Garsfontein East Pretoria
0060
Trademarks Notice Windows is a trademark of Microsoft
Corporation.
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iii
SSooffttlliinnee VVIIPP
VVIIPP BBuussiinneessss IInntteelllliiggeennccee
MMaannaaggeerr
UUsseerr RReeffeerreennccee GGuuiiddee
11sstt EEddiittiioonn
CCoonntteennttss
Chapter 1 - Introduction
Introduction to VIP
BIM.......................................................................................................
3 Support Tools
.......................................................................................................................
4
Contact Details
..........................................................................................................................
5
Conventions..........................................................................................................................
6
Chapter 2 - Getting Started Installing the VIP BIM Module
...........................................................................................
13
Accessing the VIP System
..................................................................................................
14 The Initial Entry screen
.............................................................................................................14
The VIP Main
Menu...................................................................................................................15
Understanding the VIP Menu Options
.........................................................................................16
Accessing the VIP BIM Menu
..................................................................................................16
Options on the VIP BIM Menu
................................................................................................17
VIP BIM Demo
Reports.......................................................................................................
18
VIP BIM Live Demo Reports
...............................................................................................
19 VIP BIM Report
Manager....................................................................................................
22
Layout of the Report Manager
...................................................................................................24
Menu Options and Toolbar Buttons
............................................................................................26
Running Standard Reports
.........................................................................................................28
Chapter 3 - Creating Reports
Creating a New Report
.......................................................................................................
35 Report Properties
...............................................................................................................
41
Advanced Report
Properties.......................................................................................................42
Locking a Report
...................................................................................................................42
Hiding the Source Data in the Report
......................................................................................44
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Report Properties
Buttons..........................................................................................................45
Adjusting the Column
Order.......................................................................................................46
Filters.......................................................................................................................................48
Applying a Filter
....................................................................................................................48
Advanced Filter options on the Filters Properties window
.........................................................50
Parameters...............................................................................................................................59
Comparison Methods used in Filters and
Parameters................................................................61
The Begins With Comparison Method
....................................................................................61
The Is In Comparison Method
...............................................................................................63
The Is Like Comparison Method
............................................................................................65
Sort Fields
................................................................................................................................67
Aggregate
Filters.......................................................................................................................69
Linking the MS Excel Workbook as a Report
Template...................................................... 70
Copying Reports into other VIP Companies
.......................................................................
71
Union
Reports.....................................................................................................................
74
Chapter 4 - Manipulating Data in MS Excel - Pivot Tables
Manipulating Data in MS Excel
...........................................................................................
81 Pivot Tables
........................................................................................................................
82
The Pivot Table
Wizard..............................................................................................................82
Quick Pivot
...............................................................................................................................85
General Pivot Table
Information.................................................................................................87
Creating Pivot Tables
................................................................................................................89
VIP Field Aliasing
......................................................................................................................98
Creating Charts from Pivot Tables
............................................................................................102
Saving the Chart to another
Worksheet.................................................................................105
Inserting a Chart Title
..........................................................................................................107
Removing Pivot Chart Field buttons
......................................................................................109
Inserting Chart
Labels..........................................................................................................112
Formatting the Chart
Area....................................................................................................114
Hide Pivot Data Field Columns Add-in Function
.........................................................................115
Assign a Password to a Workbook
...................................................................................
118
Chapter 5 - General Information Access Control
..................................................................................................................
123
Assigning Access Levels to Reports
..........................................................................................123
Assigning Access Levels to Employees
......................................................................................124
Backup for VIP BIM
..........................................................................................................
126
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Chapter 1 Introduction
In this Chapter:
Introduction to VIP BIM
Support Tools
Contact Details
Conventions
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IInnttrroodduuccttiioonn ttoo VVIIPP BBIIMM VIP Business
Intelligence Manager (VIP BIM) is a user-friendly report writing
solution that uses MS
Excel, the most familiar reporting platform worldwide, to
provide you with flexible, sophisticated and
professional reporting for your business.
It is common knowledge that companies are frustrated with their
information management processes. The VIP BIM is an easy-to-use
reporting interface that provides VIP users with a powerful
solution.
VIP BIM allows you to extract data from VIP, and manipulate this
data into a meaningful format, by
utilising the countless functionalities of MS Excel.
The aim of this User Reference Guide is to:
Introduce you to the basic functions of the VIP BIM Module,
Provide you with step-by-step information of extracting data
from VIP into MS Excel, using the
VIP BIM Report Manager, and
Supply you with useful and practical examples of transforming
this data into sensible
information, using Pivot Tables in MS Excel.
Features of VIP BIM covered in this User Reference Guide:
Standard Reports that are included with the VIP BIM Module are
run and explained,
Learn how to create customised Reports from VIP BIM using
pre-defined Data Containers,
Refine the data in your Reports by applying filters, parameters
and sorting to the Report
Properties,
Define Access Levels to all your customised Reports,
Copy customised Reports into other VIP companies,
Use Pivot Tables to control the output of your data by
converting raw VIP data into valuable
and meaningful information,
Create charts from your Pivot Tables to present your data in a
graphical format,
Use VIP Field Aliasing to convert the Pivot Table descriptions
to those in VIP so that the data
is easy to understand,
Link your Reports to Report Templates so that your data does not
have to be re-formatted
each time the Report is run,
Use Union Reports to extract data from different Data Containers
and place all the data in the
same MS Excel workbook, and
Assign passwords to your MS Excel workbooks to maintain the
confidentiality of your data.
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SSuuppppoorrtt TToooollss
If you have any queries relating to your VIP BIM Module you can
get support in various ways:
You can refer to your User Reference Guide that you obtain when
purchasing the VIP BIM Module.
This practical User Reference Guide introduces you to all the
features of this Module. It provides you with all the information
needed to extract data from VIP into MS Excel and offers practical
solutions of
transforming data into useful information, by using Pivot Tables
in MS Excel.
One of VIPs most valuable services is Classroom Training. The
VIP BIM Workshop has been developed to provide you with valuable
information and practical hands-on guidance in using this
Module. Contact your nearest VIP branch for more
information.
You can contact your nearest VIP branch to arrange a
Consultation where you will receive personal
one-on-one assistance with your specific requirements.
You can contact your nearest VIP Call Centre for assistance via
Telephonic Support. The various
VIP branches and their contact details are listed on the next
page.
Remember to quote your SITE Code when you phone in.
My Company Details:
Company Name:
SITE Code:
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Contact Details
Pretoria (Head Office)
(012) 420-7000
(012) 420-7344
Port Elizabeth
(041) 502-7500
(041) 373-9811
Johannesburg
(011) 602-7600
(011) 803-9204
Bloemfontein
(051) 444-5673
(051) 444-5672
Cape Town
(021) 938-3800
(021) 930-0301
Gaborone
(09267) 318-7445
(09267) 395-3250
Durban
(031) 242-5900
(031) 266-0943
Windhoek
(0926461) 22-6572
(0926461) 22-6573
National Contact Number
(South Africa)
0861 55 44 33
Website
www.softlinevip.co.za
E-mail
[email protected]
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CCoonnvveennttiioonnss The VIP BIM Module is Windows based and
as such adheres to standard Windows conventions. If
you are familiar with Windows, this Reference Guide will be easy
to follow.
The following conventions are used in this User Reference
Guide:
When a warning is given regarding a specific topic
discussed.
When additional information is given regarding a specific topic
discussed.
Contacting VIP Sales for information about Licenced Modules, or
contacting the VIP Call
Centre for general assistance.
The following conventions are used in VIP BIM:
Menu Options:
Menu Bar:
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Shortcut Menu Options:
Right-click on a Folder for the Shortcut Menu Options to be
displayed:
Folders:
Toolbar Buttons:
Scroll Bar:
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Tick Box:
Windows:
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Buttons:
Tabs:
Entry Field:
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Combo Box:
Radio Button:
Minimise, Maximise and Exit:
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Chapter 2 Getting Started
In this Chapter:
Installing the VIP BIM Module
Accessing the VIP System
o The Initial Entry screen
o The VIP Main Menu
o Understanding the VIP Menu Options
VIP BIM Demo Reports
VIP BIM Live Demo Reports
VIP BIM Report Manager
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IInnssttaalllliinngg tthhee VVIIPP BBIIMM MMoodduullee The VIP
BIM Module is a licenced VIP Module.
Your VIP Consultant will license the VIP BIM Module upon
Installation of the VIP Payroll System. If you have purchased the
VIP BIM Module after implementation of the VIP Payroll System, you
will
have to obtain an access code from the VIP Call Centre or from
your VIP Consultant in order to license this Module.
The Licenced Module screen is accessed via VIPs Initial Entry
screen. See The Initial Entry screen on page 14 for more
information about this screen.
To access the Licenced Module screen:
Click on Options on the Initial Entry screen
Click on Licenced Modules
The following screen which shows the details of the Licenced
Module screen, will be displayed:
A b(tick) in the Tick box next to the description VIPBIM Report
Manager and Community on this screen indicates that you are
licenced to use the VIP BIM Module. A b(tick) in the Tick box next
to the description VIPBIM Report Administrator on this screen
indicates that you are licenced to use the VIP BIM Administrator
Tool.
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AAcccceessssiinngg tthhee VVIIPP SSyysstteemm To access the VIP
System, double-click on the applicable VIP icon on your desktop,
e.g:
VIP Premier.lnk or or
VIP Premier VIP Classic VIP Essentials
This will open up the Initial Entry screen for the respective
VIP System.
The Initial Entry screen
This screen indicates the System and the Release Number that you
are currently working on, e.g.
Premier 2.4a or Classic 2.4a or Essentials 2.4a, as well as
other important information such as the Processing Period, Number
of Employees, Tax Country, Type of Company, etc. In the centre of
the
screen it shows the available companies.
Double-click on the company that you want to access or click on
it so that it is highlighted and then
click on . You will be prompted to enter your Password.
If you make use of the Make use of Login Names option in VIP
Premier, you will be
prompted to enter your Login Name as well as your Password
before gaining access to the selected company.
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The VIP Main Menu The VIP System is Menu-driven and the Main
Menu is divided into logical areas. From the Main Menu,
you select the area in which you want to work, e.g. VIP Business
Intelligence Manager, for which
further Menu options will be displayed.
VIP Main Menu:
For the purposes of this User Reference Guide, screenprints from
the VIP Classic System are used. The screens for the VIP Premier
System and the VIP Essentials
System are essentially the same.
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Understanding the VIP Menu Options As soon as you have selected
an area from the Main Menu, the drop-down Menu for that area will
be
displayed.
In this User Reference Guide, the VIP Business Intelligence
Manager Menu options will be discussed.
Accessing the VIP BIM Menu:
Using the mouse From the VIP Main Menu, click on VIP Business
Intelligence Manager. A drop-down Menu for this area will be
displayed. From the drop-down
Menu, click on the option you want, e.g. VIP BIM Report
Manager.
Using the keyboard From the VIP Main Menu, hold down the key and
type the
underlined letter, e.g. V for VIP Business Intelligence
Manager.
A drop-down Menu for this area will be displayed. Type the
underlined letter, e.g. P for VIP BIM Report Manager.
Example:
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Options on the VIP BIM Menu:
Menu Option Description
VIP BIM Demo Reports
This option will provide you with a list of standard Demo
Reports that you can print if you would like a demonstration of the
different Types of
Reports that can be created from VIP BIM.
Demo data is used for these Reports.
See VIP BIM Demo Reports on page 18 for more information.
VIP BIM Live Demo Reports
This option will only be available if you have activated the
Activate VIP BIM Live Demo option on the Company Miscellaneous
screen.
You will be able to print the standard Demo Reports, but using
data from
your live VIP company.
See VIP BIM Live Demo Reports on page 19 for more
information.
VIP BIM Report
Manager
This option will access the Report Manager from where you are
able to
create your own Reports.
See VIP BIM Report Manager on page 22 for more information.
VIP BIM Community This option will access the VIP BIM Download
Centre, from where the
standard VIP Reports can be downloaded.
VIP BIM
Administrator Tool
This option will only be available if you are licensed for the
VIP BIM
Administrator Tool.
This option assists you in creating new data sources and data
containers.
Contact VIP Sales for more information about this option.
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VVIIPP BBIIMM DDeemmoo RReeppoorrttss
This option will provide you with a list of standard Demo
Reports that you can print if you would like a
demonstration of the different Types of Reports that can be
created from VIP BIM.
Demo data is used for these Reports.
Accessing VIP BIM Demo Reports from the Main Menu:
Click on VIP Business Intelligence Manager
Click on VIP BIM Demo Reports
A screen similar to the one below will be displayed:
The list of standard Demo Reports will be displayed on this
screen. Click on the required option and
click on .
The selected VIP BIM Demo Report, using demo data, will be
displayed in MS Excel, from where it may be printed.
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VVIIPP BBIIMM LLiivvee DDeemmoo RReeppoorrttss
This option allows you to print the standard Demo Reports, using
data from your live VIP company.
This option will only be available if you have activated the
Activate VIP BIM Live Demo option on the Company Miscellaneous
screen.
Activating the VIP BIM Live Demo Reports option
Accessing the Company Miscellaneous screen for VIP Premier:
Click on Company
Click on Miscellaneous
Click on the Miscellaneous 2 tab
Select (b tick) the Activate VIP BIM Live Demo option.
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Accessing the Company Miscellaneous screen for VIP Classic and
VIP Essentials:
Click on Company
Click on Miscellaneous
Select (b tick) the Activate VIP BIM Live Demo option.
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Printing the VIP BIM Live Demo Reports
Accessing VIP BIM Live Demo Reports from the Main Menu:
Click on VIP Business Intelligence Manager
Click on VIP BIM Live Demo Reports
When you click on this option, a screen similar to the one below
will be displayed:
The list of standard Demo Reports will be displayed on this
screen. Click on the required option and
click on .
The selected VIP BIM Live Demo Report, using live data of the
company, will be displayed in MS
Excel, from where it may be printed.
You will also be able to print these Reports from the VIP BIM
Report Manager once you have purchased the VIP BIM Module.
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VVIIPP BBIIMM RReeppoorrtt MMaannaaggeerr You may create your
own Reports using the VIP BIM Report Manager. The VIP BIM Report
Manager
allows you to create Reports which extract data from VIP into MS
Excel, from where the data may be
manipulated into a meaningful format, by utilising the countless
functionalities of MS Excel.
The Reports that are created in the Report Manager are VIP
company-specific, i.e. if you have accessed the Report Manager via
company 01, the Reports that are created will use live data for
company 01 when extracted to MS Excel.
Reports may be copied from one VIP company to another. See
Copying Reports into other VIP
Companies on page 71 for more information.
Accessing VIP BIM Report Manager from the Main Menu:
Click on VIP Business Intelligence Manager
Click on VIP BIM Report Manager
The VIP Business Intelligence Manager (Report Manager) screen
will be displayed:
An Object window displays on the left-hand side of the screen
and a Properties window displays on the right.
When the BIM Report Manager is accessed, the Home Object will
initially be displayed on the left-hand side of this screen.
The Object window. The Properties window.
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Double-click on Home to view the list of folders that are
available.
The following pre-defined folders will be displayed:
Equity,
Financial,
Leave,
Payroll Demonstration, and
Static.
Example:
Double-click on the relevant folder to view the Reports that are
available in that folder, i.e. in the Static folder, the following
three Reports are available:
Employee Birthday List and Age Analysis,
Strength Report, and
Years of Service Listing.
Example:
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Layout of the Report Manager As shown on the screens above, the
Object window displays on the left-hand side of the screen and
the Properties window displays on the right. The Properties will
display for whichever object has been
selected in the left-hand side window.
Numerous folders can be created within the Home Object. These
folders should be created according to the various Report Types
that you might require, which will then allow you to group your
Reports in
a logical manner. For example, you could have one folder for
Wage Reports and one folder for Salary Reports.
No sub-folders can be created.
To view the Reports that have been created within a folder,
double-click on the relevant folder and the Reports will be
displayed.
Example:
Indicates a Report that does not contain Sub Reports, i.e. only
1 Report. This Report is
represented by a blue icon.
Indicates a Union Report, i.e. it contains Sub Reports. This
Report is represented by a
green icon.
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Creating a New Folder
To create a new folder, right-click on the Home Object, and
select Add Folder:
The Enter a name for the Folder window will be displayed:
Enter the name for the new folder, e.g. Non-financial
Information, and click on .
This folder will be added to the list of existing folders.
Example:
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Menu Options and Toolbar Buttons
To access options and/or to execute functions in the Report
Manager, you can select to either make
use of the various Menu Options, or make use of the Toolbar
Buttons at the top of the screen.
Menu Options
Menu Bar:
Highlight the relevant Report. Click on the required Menu
Option, e.g. Report. A drop-down menu will be displayed from where
you may select the applicable option, e.g. Create and Link
Template:
Shortcut Menu:
You can access specific options or execute certain functions in
the Report Manager when you highlight the required Report, e.g.
Earnings Variance Report, and then right-click on the Report:
When you right-click on the Report, a drop-down menu with
numerous options will be displayed from where you can make the
required selection, e.g. Create and Link Template.
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Toolbar Buttons:
You can access specific options or execute certain functions in
the Report Manager when you highlight the required Report and then
click on the relevant button on the Toolbar at the top of the
screen, e.g.
Create and Link Template:
The Menu Options and Toolbar Buttons that are often used in the
VIP BIM Report Manager will be
discussed in this User Reference Guide.
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Running Standard Reports The VIP BIM Module is supplied with
standard, pre-defined Reports, in addition to the facility
which
enables you to create your own Reports. Standard Reports already
contain the required data
formatting in MS Excel, e.g. tables, charts, etc.
The Standard Reports are contained within the default folders
that display when the Report Manager is accessed.
All Report names that end in Demo, use Demo Payroll Data
only.
The Report names that do not end in Demo, use Live Payroll Data
from your current VIP company. These are the Reports that you will
use to view payroll data from your live VIP company. See VIP
BIM Live Demo Reports on page 19 for more information.
Examples of Demo and Live Reports:
Demo Reports use demo data only.
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Steps to follow to run a Standard Report:
1. Double-click on the folder from where you want to run the
Report, e.g. Static.
2. Highlight (click on) the Report you want to run, e.g.
Employee Birthday List and Age Analysis.
3. Click on OR Right-click on the Report and select Run:
4. A Data Out Progress window will be displayed on the
right-hand side of the screen:
5. The Report data will be displayed in MS Excel.
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Example:
You want to run the This Period vs Previous Period Standard
Report in the Financial folder.
Solution:
1. Double-click on the Financial folder.
2. Highlight the Report you want to run, e.g. This Period vs
Previous Period.
3. Click on :
4. A Data Out Progress window will be displayed:
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5. The Report data will be displayed in MS Excel:
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6. Click on any of the worksheets, e.g. Nett, at the bottom of
the workbook. The data on that
particular worksheet will then be displayed:
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Chapter 3 Creating Reports
In this Chapter:
Creating a New Report
Report Properties
o Column Order o Filters o Parameters o Sort Fields o Aggregate
Filters
Linking the MS Excel Workbook as a Report Template
Copying Reports into other VIP Companies
Union Reports
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CCrreeaattiinngg aa NNeeww RReeppoorrtt The following steps must
be followed when creating a new Report in the VIP BIM Report
Manager:
1. Right-click on the folder in which the Report must be created
and stored, e.g. Non-financial Information:
Select Add Report.
2. Enter the name of the Report, e.g. Personal Information, and
click on :
3. Select the Data Container that will be used for this Report,
e.g. All Data:
The All Data Data Container contains most of the fieds that you
would require for
Payroll Reports, such as Earnings, Deductions, Company
Contributions, etc., as well
as Fixed Employee Information. Individual Data Containers may
also be selected, e.g. Employee Masterfile, for selecting fields
for Fixed Employee Information only.
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Do not select a Demo Data Container, e.g. Employee Masterfile
(Demo), as you want to create a new Report using Live Data!
Only one Data Container may be selected per Report.
Data Containers include all the tables of data that can be used
to create a specific Report. For
example, the table containing Employee Fixed Information and the
table containing Employee
Earnings would both be included in the Data Container that is
used to create a Report with the Employee Code, Employee Name and
Earnings.
Data Containers are pre-defined in BIM and only those users that
have access to the VIP BIM Administrator Tool will be able to
change existing Containers or add new
Containers.
4. Select (b tick) the fields within this Data Container that
are required for this Report, e.g. EmployeeAddress_1,
EmployeeAddress_2, etc.
Click on .
Click on if you want to select all the fields in this Data
Container.
Use the Scroll Bar to access all the required fields in the Data
Container.
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Example:
You want to create a Fixed Salary Report in the Financial
folder, with the following information
included in the Report:
Employee Code,
Employee Surname,
Employee Initials,
Department Code, and
Fixed Monthly Salary (Earning 1 in VIP).
Solution:
1. Right-click on the Financial folder:
Select Add Report.
2. Enter the name of the Report, e.g. Fixed Salary Report, and
click on :
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3. Select the applicable Data Container (e.g. All Data):
Click on .
4. Select the applicable Column Fields:
Click on .
The Report will be created in the Financial folder:
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5. Click on the created Report and enter a meaningful
description for the Report in the
Description field, e.g. Fixed Salary per Employee per
Department:
6. Click on the Columns tab. Your Report should look like
this:
If you need to add more fields in this Report, click on on the
right-hand side of the screen and follow the same steps as
described above.
7. To run the Report, highlight the Report Name and click on
.
8. The Data Out Progress window will be displayed:
Click and drag the column fields to change the column order.
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9. The Report data will be displayed in MS Excel.
Example:
The raw VIP data is always extracted to the first (left-most)
sheet of the MS Excel workbook. The data parameters (filters, etc.)
are indicated on the second sheet, if the Parameters on
Second Sheet option is selected (b ticked) on the Report
Properties. Therefore, all manipulation of data must only be done
from the third sheet onwards. Any formatting that is
done on the first and second sheet will be lost when the Report
is run again, because the
refreshed VIP data will replace the data on those sheets.
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RReeppoorrtt PPrrooppeerrttiieess The Properties of a Report can
be defined according to the Column Order, Filters, Parameters,
Sort
Fields and Aggregate Filters.
Each of the Report Properties options will be discussed in this
section.
When a Report is printed, it is useful to display the Properties
of the Report as well, so that you can
refer to the types of selections that were made on the data when
viewing it in MS Excel.
To display the Report Properties on sheet 2 of the MS Excel
workbook, click on the relevant Report,
click on the Properties tab and tick the Parameters on Second
Sheet option:
Example:
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Advanced Report Properties
The Advanced Report Properties are accessed by clicking in the
field on the Properties
tab of the Report. A few of these Advanced Properties are
discussed in this section. Others are
discussed later.
Locking a Report
The Report Locked function hides the Properties of a Report so
that no changes can be made to the
layout or other Properties of the Report. This is a useful
function if you have created a Report, but do not want other users
to be able to make any changes.
A password must be entered when the Report is locked. This
password will be required in order to
unlock the Report.
To lock a Report:
1. Select (b tick) the Show Advanced Report Properties, from the
Properties tab:
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2. Click in .
3. Click on .
4. Enter a password:
5. Re-enter the password to confirm it.
6. The Report Properties will then be hidden so that no changes
can be made to the Report.
To unlock a Report:
1. Highlight the Report you want to unlock.
2. Right-click and select Unlock.
3. Enter the password to unlock the Report:
4. The Report Properties will be displayed.
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Hiding the Source Data in the Report
This field is used to hide the source data, i.e. all the raw
data on sheet 1, when the data is extracted
to MS Excel. This should only be activated after the data has
been formatted in MS Excel using Pivot Tables and this layout has
been linked as the Report template. Hiding the source data can be
useful if
you want the user to view the formatted data in MS Excel but do
not want them to view the raw data from which it was created.
1. Access the Advanced Report Properties, from the Properties
tab.
2. Click in . 3. When the Report is run, sheet 1 containing all
the raw data will not be displayed.
For more information about Pivot Tables in MS Excel, see Pivot
Tables from page 82 onwards.
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Report Properties Buttons
Apply Button
This button is displayed on the Properties tab of a Report:
To confirm any changes made to the Properties or Advanced
Properties of a Report, click on .
The following message will be displayed:
Click on .
Add, Remove, Move Up and Move Down Buttons
These buttons are displayed on the Colums, Filters, Parameters,
Sort Fields and Aggregate Filters tabs
of a Report:
When you click on the button, new options may be added to the
Column Order, Filters,
Parameters or Sort Fields of a Report.
To remove an option from the Column Order, Filters, Parameters
or Sort Fields of a Report, you may click on the relevant option
and then click on .
The order of the options on the Columns, Filters, Parameters or
Sort Fields tabs of a Report can be changed by using the and
buttons.
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Adjusting the Column Order After selecting the column fields for
the Report, the columns will display in the order that they
appear
on the column field list.
The column order can be changed by accessing the Columns tab on
the Report Properties and clicking
and dragging the data fields into the required order.
Alternatively, the and buttons can be used. See the example below
for more information.
Example:
You want to create a Nett Salary Report in the Static folder,
with the following data included in the Report, in this specific
order:
Employee Code,
Employee Surname,
Department Code,
Nett Salary.
Solution:
1. Right-click on the Static folder and select Add Report.
2. Enter a name for the Report, e.g. Nett Salary:
3. Select the Data Container, e.g. All Data:
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4. Select the applicable Column Fields:
Click on .
The created Report will be listed in the Static folder:
5. Click on the Columns tab and change the Column Order:
Click and drag the column fields into the correct order.
Alternatively, use the and buttons on the right-hand side of this
screen.
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Filters Filters apply selections to the Report so that only
certain data is extracted, e.g. data for employees in
Cape Town (CT) Pay Point only. Filters may not be changed when
the Report is run, i.e. at print-time.
Applying a Filter
Example:
You want to apply a Filter for the Nett Salary Report, selecting
data for the ADM Department only.
Solution:
1. Click on the Nett Salary Report:
2. Click on the Filters tab:
3. Click on .
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4. Select the field on which you want to filter, e.g. Dept for
Department:
5. Select the Comparison Method, e.g. Equal To:
6. Enter or select the Comparison Value:
The detail of the Filter will be displayed:
When the Report is run, data for employees in the ADM Department
only, will be extracted.
Click on to activate the Lookup list. Select ADM.
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Advanced Filter options on the Filters Properties window
Filters Properties window:
Example 1: Using the OR Logic
You want to create a Medical Aid Report in the Financial folder.
This Report must show the Employee Code, Department Code, Employee
Medical Contribution and Company Medical
Contribution. The Report must only extract employees who have a
Medical Aid Deduction and/or a
Medical Aid Company Contribution.
Solution:
1. Right-click on the Static folder and select Add Report.
2. Select the Data Container, e.g. All Data.
3. Select the applicable Column Fields.
In this example, Medical Aid is on line 3 in VIP. Therefore
Ded_3 and CC_3 will be selected
for the Medical Aid Deduction and Company Contribution fields
respectively.
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4. Adjust the Column Order:
5. Add the Filters:
Click on the Filters tab and click on .
Select the field on which you want to filter, e.g. CC_3 for the
Medical Aid Company
Contribution on line 3:
Select the Comparison Method, e.g. Greater Than:
Enter the Comparison Value, e.g. 0:
Add the same type of selection for the employees Medical Aid
Contribution, e.g. Ded_3 for the Medical Aid Deduction on line
3.
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The Report must only extract employees who have a Medical Aid
Deduction and/or a Medical Aid Company Contribution. You will
therefore have to activate the OR Logic Option.
6. Activate the OR Logic:
Right click on the second filter (Ded_3), and select
Properties:
The Properties window will be displayed.
Tick the Use OR Logic option on the Properties window:
The OR Logic will be indicated:
The filter will now select any employees whose Medical Aid
Company Contribution OR
Deduction is greater than 0.
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To extract data for current employees only, a filter must be
included to select employees whose Employee Status is Normal or
whose Employee Status in the previous period was Normal (i.e.
including current terminations). These field names in VIP BIM
are EmployeeStatus and
EmployeeStatus_Previous.
Brackets must be inserted before and after these two fields so
that your selection is clarified if further filters or parameters
are entered. If no additional filters or parameters are entered, it
is not necessary
to insert the brackets. For more information, see the example
below.
Example 2: Using Prefix and Suffix with Logic Break
You want to create a Fixed Information Report in the Static
folder. This Report must show the Employee Code, Surname, Known As
Name, Date Engaged, Department Code and ID Number.
Only data for the current employees must be extracted.
Solution:
1. Right-click on the Static folder and select Add Report.
2. Select the Data Container, e.g. All Data.
3. Select the applicable Column Fields and adjust the Column
Order:
4. Insert the Filters and apply the OR Logic:
See Example 1 above for the steps to follow when applying the OR
Logic.
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5. Insert a prefix ( bracket before the first filter field.
Right-click on the first filter field where the bracket must be
inserted, and select Properties.
The Properties window will be displayed:
Select (b tick) the Prefix with Logic Break option.
6. Insert a suffix ) bracket after the second filter field.
Right-click on the second filter field where the bracket must be
inserted, and select Properties.
The Properties window will be displayed:
Select (b tick) the Suffix with Logic Break option.
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Example 3:
Changing the Properties of the Fixed Salary Report to only
include data for employees in the
Administration Department (ADM), whose salaries are between R5
000.00 and R10 000.00 per month.
Solution:
1. Click on the Fixed Salary Report in the Financial folder and
click on the Filters tab:
2. Add the Filters:
For Employees in the ADM Department only:
Select the field on which you want to filter, e.g. Dept for
Department:
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Select the Comparison Method, e.g. Equal To:
Enter the Comparison Value, e.g. ADM:
For salaries between R5 000.00 and R10 000.00 per month:
Two separate filters have to be entered.
Salaries Greater than R5000.00:
Select the field on which you want to filter, e.g.
EarnFixed_1:
Select the Comparison Method, e.g. Greater Than:
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Enter the Comparison Value, e.g. 5000:
Salaries Less Than or Equal To R10 000.00:
Select the field on which you want to filter, e.g.
EarnFixed_1:
Select the Comparison Method, e.g. Less Than Or Equal To:
Enter the Comparison Value, e.g. 10000:
The Filters will be displayed:
3. Brackets must be inserted before and after the EarnFixed_1
selections so that the selection is
clear.
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Inserting the prefix ( bracket:
Right-click on the field where the bracket must be inserted, and
select Properties:
Inserting the suffix ) bracket:
Right-click on the field where the bracket must be inserted, and
select Properties:
The Brackets will be added to the Filter:
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Parameters Parameters are selections that are applied to a
Report, but are different from Filters because of the
fact that Parameters can be changed each time a Report is
run.
Example:
You want to insert a Parameter in the Fixed Information Report,
so that a different Department may
be selected each time the Report is run.
Solution:
1. Click on the Fixed Information Report in the Static
folder:
2. Click on the Parameters tab:
3. Click on .
4. Select the field for which you want to filter, e.g. Dept for
Department:
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5. Select the Comparison Method, e.g. Equal To:
6. Select any option as the default parameter, as this option
may be changed every time the Report is run:
7. When the Report is run, the Enter Report Parameters window
will appear:
If a Parameter and a Filter are both entered in a Report, all
the specified selections will be used when extracting data. The one
selection does not overwrite the other.
Click on to view the Lookup List and make your selection.
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Comparison Methods used in Filters and Parameters
The following Comparison Methods are available for selection
when applying Filters or Parameters in a
Report:
The most commonly used comparison methods will be discussed in
this section.
The Begins With Comparison Method
The Begins With comparison method allows you to define selection
criteria for a specific data field according to the first character
only.
Example:
You want to insert a Parameter for the Fixed Information Report,
in the Static folder, so that you can select Known As Names that
begin with a different letter of the alphabet each time the Report
is
run. You want to run the Report for employees whose Known As
Names begin with P.
Solution:
1. Click on the Fixed Information Report in the Static
folder.
2. Click on the Parameters tab and click on .
3. Select the field for which you want to filter, e.g.
KnownAsName:
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4. Select the Comparison Method, e.g. Begins With:
5. Enter the default Parameter, e.g. P:
6. When you run this Report you will either be able to accept
this default parameter, or change
it:
7. In MS Excel, only employees whose Known As Names begin with P
will be extracted:
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The Is In Comparison Method
The Is In comparison method allows you to select from a
pre-defined list of options when the Report
is run. More than one criterion can be selected. For example,
you will be able to select for all employees in the Admin, HR and
Sales Departments, not only just one Department.
Example:
You want to insert a new Parameter for the Fixed Information
Report, in the Static folder, so that you can select which Pay
Points must be extracted when the Report is run (i.e. one or more
Pay Point).
You want to run the report for employees in the Durban (DBN) and
Cape Town (CT) Pay Points.
Solution:
1. Click on the Fixed Information Report in the Static
folder.
2. If there is a current Parameter, delete it first. To delete
the current Parameter, click on the Parameter and select Remove.
The Parameter will be deleted.
3. Select the field for which you want to filter, e.g. Pay
Point.
4. Select the Comparison Method, e.g. Is In:
5. Insert a default Parameter, or leave the field blank:
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6. When you run this Report you will be able to select the Pay
Point(s) that must be extracted.
7. You can either enter the codes to print, for example:
or
You can click on to view the list from which to choose, and tick
the required options, for
example:
8. In MS Excel, only employees in the selected Pay Points will
be extracted:
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The Is Like Comparison Method
The Is Like comparison method allows a variable selection to be
entered for the Report, where the
VIP data is matched according to the defined guideline.
Variables that can be used for this selection are:
% - indicates more than one character _ - indicates a single
character
For example, if a Parameter is entered for the Surname
field:
L%G will match data that begins with L and ends with G. The
number of characters in between will not affect the selection.
A_M_ will match data that contains a first character of A, a
third character of M, and which is not longer than four characters
in total.
Example:
You want to insert a Parameter for the Fixed Information Report
which selects Surnames beginning
with M and ending with A.
Solution:
1. Click on the Fixed Information Report in the Static
folder.
2. If there is a current Parameter, delete it first. To delete
the current Parameter, click on the
Parameter and select Remove. The Parameter will be deleted.
3. Select the field for which you want to filter, e.g.
Surname.
4. Select the Comparison Method, e.g. Is Like:
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5. Enter the default parameter, e.g. M%A:
6. M%A will extract only those employees whose surnames begin
with M and end with A:
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Sort Fields The Sort Fields option specifies in what order the
data must be returned in MS Excel.
Example:
You want to sort the Medical Aid Report, in alphabetical order,
according to the Surname & Initials.
Solution:
1. Click on the Medical Aid Report in the Financial folder:
2. Click on the Sort Fields tab:
3. Click on .
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4. Select the field for which you want to filter, e.g. Surname
& Initials:
5. The Sort Fields will be displayed:
The upwards arrow next to Surname & Initials, indicates that
it will be displayed in ascending
order. If you want it to be displayed in descending order, click
on the button on the right-hand side of the screen, and the arrow
will point downwards.
6. Result in MS Excel:
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Aggregate Filters An Aggregate Filter enables you to refine or
limit the rows of data that will be displayed in the Report
based on aggregation criteria. Aggregate filters will not be
used for detailed reports that print
information per employee, but rather for company or department
totals, etc.
Example:
A summary of commission per department, only including those
departments that have a total commission of more than R30
000.00:
Create a new Report, named Commission, and select Department
Code and the Earning Line
for Commission from the relevant Data Container.
Click on the Columns tab, right-click on the Earning amount and
select Properties, for the
Properties window to be displayed.
Add the Aggregate function Sum, as illustrated below:
This will then return the data to MS Excel in a summary format
per department.
To select only those departments that have a total commission of
more than R30 000.00, an
Aggregate Filter must be added:
Click on the Aggregate Filters tab, then click on Add.
Enter the required selection (in the same way that a normal
Filter is added).
Make sure that the Aggregate Function is set to Sum.
This Aggregate Filter will ensure that the Report will only
display the total commission per department
for those departments whose total commission is greater than
R30000.00.
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LLiinnkkiinngg tthhee MMSS EExxcceell WWoorrkkbbooookk aass aa
RReeppoorrtt TTeemmppllaattee Every Report that is created (except
for Union sub-reports) can be linked to a Report Template. The
Report Template is modelled in an MS Excel workbook and is saved
as a .XLT document. This
template ensures that every time the Report is run from BIM, the
Report will keep the same formatting that has been set up in the
linked template, but the data in the Report will be refreshed
with the latest VIP data at the time the Report is run.
To link an MS Excel workbook as a Report Template, the data in
the workbook must be formatted
using Pivot Tables. For more information regarding the Pivot
Table function, see Chapter 4.
Steps to link the MS Excel workbook as a Report Template:
1. Run the required Report and apply the necessary formatting in
the MS Excel workbook.
The data must be formatted using Pivot Tables.
2. Minimise the MS Excel workbook. Report Manager will
automatically be displayed.
3. Right-click on the Report that was run is step 1.
Select Create and Link Template.
4. Select the minimised MS Excel Workbook.
5. Specify a name for the template. You can accept the default
name, which will be the same as
the Report name.
Any formatting of data that you want to save within the template
must be inserted from sheet 3 onwards as a Pivot Table. Sheet 1 and
2 must always be reserved for the raw VIP data and
the Report Parameters respectively.
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CCooppyyiinngg RReeppoorrttss iinnttoo ootthheerr VVIIPP
CCoommppaanniieess If you need to make a Report available for other
VIP companies, the Report must first be exported
from the company where it was created, e.g. company 01, and then
imported into the other
company, e.g. company 02.
The copied Report will retain the same Field Selections and
Properties as the original Report, but will extract the data of the
company from where it is run.
Example:
You want to use the Fixed Information Report in company 02 as
well.
Solution:
You will have to export the Report from company 01 so that is
can be imported for company 02.
Steps to follow when copying a Report from one VIP company to
another:
1. Access the Report Manager via company 01.
2. Double-click on the relevant folder, e.g. Static.
3. Right-click on the Report you want to copy, e.g. Fixed
Information, and select Export
Report:
4. A Progress Bar will be displayed.
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5. Save the Report:
6. The following message will be displayed:
Click on .
7. Exit the Report Manager in company 01 and access it again
from company 02.
8. Highlight the Home Object.
Select Tools and Import Report:
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9. Select the Report to import and click on :
10. The Import Report window will be displayed:
11. A Progress Bar will be displayed.
12. Select Yes for the following message:
13. The copied Report will be displayed in the Static folder for
company 02.
Select VIP Payroll (Auto Connect) as the Target Connection.
Select the relevant Folder Name, e.g. Static, as the Report
Destination.
Click on .
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UUnniioonn RReeppoorrttss
A Union Report consists of two or more Sub Reports.
Each Sub Report extracts data from a different Data Container.
Sub Reports must first be created as
individual Reports before they are allocated to a Union
Report.
In VIP BIM, Union Reports are mainly used to extract the long
descriptions for Department, Pay Point, Job Grade, Category and Job
Title Codes.
The data required for the final Report is extracted to sheet 1
of the MS Excel workbook and the
descriptions for Department, Pay Point, etc. are extracted to
sheet 3. The description field on sheet 1
will automatically search and match the corresponding
description on sheet 3.
To create Pivot Tables, the raw data on sheet 1 is still used as
the data range. For more information regarding the Pivot Table
function, see Chapter 4.
A Sub Report is defined in the same way that a Non-Union Report
is defined, but may not be
linked to a Report Template.
Only the Union Report may be linked to a Report Template.
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Example:
You want to create an Overtime per Category Union Report, in the
Financial folder, which
displays the overtime amounts per employee as well as the total
overtime per category. Full category descriptions must be
displayed.
Solution:
1. Sub Report 1: Overtime per Category Sub
Enter the name of the Report:
Select the applicable Data Container, e.g. All Data:
Columns Required: Category Code
Category Description
Employee Code Overtime 1.5 (Earning 3)
Overtime 2.0 (Earning 4)
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2. Sub Report 2: AllShortDescr Sub
Enter the name of the Report:
Select the applicable Data Container, e.g. AllShortDesc:
Columns Required: All Fields from this Data Container:
The Reports will be displayed as normal Reports in the Financial
folder:
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3. Union Report: Overtime per Category
Right-click on the Financial folder and select Add Union
Report:
Enter the name of the Union Report, e.g. Overtime per
Category:
Select the Sub Reports to include in the Union Report:
Click on .
The Overtime per Category Union Report ( ) will now be displayed
in the Financial folder.
Double-click on this Report to display the Sub Reports included
in this Union Report:
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4. The AllShortDesc Sub Report must always be extracted to sheet
3 of the MS Excel workbook.
Right-click on the AllShortDesc Sub Report and select
Properties:
The Properties window will be displayed:
5. Hide the original Sub Reports.
On the Properties of each Sub Report, select the field and then
select the
field.
Click on .
To unhide all Reports, highlight the VIP BIM Home Object, click
on Tools and then Show
Hidden Reports. To hide them again, highlight the VIP BIM Home
Object, click on Tools and then Do Not Show Hidden Reports.
6. Run this Report and apply the necessary formatting in the MS
Excel workbook. The data can be formatted using Pivot Tables.
Change the Output Sheet Number to 3.
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Chapter 4 Manipulating the data in MS Excel Pivot Tables
In this Chapter:
Manipulating data in MS Excel
Pivot Tables
o Pivot Table Wizard and Quick Pivot
o Creating Pivot Tables
o VIP Field Aliasing
o Creating Charts from Pivot Tables
o Hide Pivot Data Field Columns Add-in Function
Assign a Password to a Workbook
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MMaanniippuullaattiinngg DDaattaa iinn MMSS EExxcceell Once the
VIP data has been extracted to an MS Excel workbook, the data can
be manipulated in
various ways, so that it is displayed in a format that is easy
to interpret.
If you want to arrange data in a format that you are not
necessarily going to use the next
time you run a Report, i.e. you do not need to save the data
layout, then it is sufficient to apply any standard MS Excel
functions to the data. This data layout will clear when the
Report
is run again.
If you want to arrange the data in a format that you are going
to use every time the Report is run,
then you will have to make use of Pivot Tables, so that the
layout and formatting of the data is saved. The data layout will
then not clear the next time the Report is run.
Reports that are created can be linked to a Report Template. The
Report Template is modelled in an MS Excel workbook and is saved as
a .XLT document. This template ensures that every time the
Report is run from VIP BIM, the Report will keep the same
formatting that has been set up in the linked template, but the
data in the Report will be refreshed with the latest VIP data at
the time the
Report is run.
To link an MS Excel workbook as a Report Template, the data in
the workbook must be formatted using Pivot Tables.
Any formatting of data that you want to save within the template
must be inserted from sheet 3
onwards as a Pivot Table. Sheet 1 and 2 must always be reserved
for the raw VIP data and the Report
Parameters respectively. The layout and formatting of the data
on sheet 1 and 2 will be cleared, refreshed and updated with the
latest VIP data every time the Report is run. This updated
information
on sheet 1 will be applied to sheet 3 onwards in the format and
layout that has been saved in the Pivot Table.
See Linking the MS Excel Workbook as a Report Template on page
70 for the steps to follow when
linking an MS Excel workbook as a Report Template.
Please note that the only MS Excel function that will be
discussed in this User Reference Guide is Pivot Tables as this is
the function used for Report Templates in VIP BIM.
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PPiivvoott TTaabblleess Pivot Table Reports is an MS Excel
automated function that allows you to organise and summarise
your data into a table format that makes sense and is easy to
understand.
It is advisable to use Pivot Tables in a workbook when you want
to make use of the same layout and
format of data each time the Report is run. To ensure that the
same Pivot Table layout is always used for a particular Report, the
workbook containing the required Pivot Table must be linked to the
Report
as a Report Template.
To create a Pivot Table Report, you can either make use of the
Pivot Table Wizard or the Quick
Pivot option:
The Pivot Table Wizard 1. Click anywhere in the data range (the
raw data extracted from VIP BIM, will always be
displayed on sheet 1 of the MS Excel workbook).
2. Select Data, then Pivot Table and Pivot Table Report.
3. Ensure that the Pivot Table Radio button is ticked, and click
on :
4. Your data range will be outlined on the worksheet. Confirm
the range and click on :
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5. Click on :
6. Define the layout of the Pivot Table, by clicking and
dragging the data field buttons on the right-hand side to the
required position on the table:
Fields on this screen:
Option Description
ROW Allocate a data field to this section, if you require a
separate row of data for
this field.
COLUMN Allocate a data field to this section, if you require a
separate column of data
for this field.
DATA Allocate a data field to this section if a count or a
calculation, e.g. sum, must be applied to this field.
PAGE Allocate a data field to this section if you require a
separate page of
information for this field.
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7. Click on :
8. The Pivot Table will be displayed on a new worksheet, e.g.
sheet 3.
9. To make changes to the table layout, right-click anywhere on
your Pivot Table and select
Pivot Table Wizard.
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Quick Pivot 1. Click anywhere in the data range (the raw data
extracted from VIP BIM, will always be
displayed on sheet 1 of the MS Excel workbook).
2. Select Report Tools, and Quick Pivot.
3. Complete the Quick Pivot Wizard:
On the Options tab, allocate the fields to the Row, Column, Page
or Data Fields, by highlighting the required
field and clicking on the >> of the
field area you want to move it to.
The Pivot Table location will default to a New Sheet in the
workbook, but can be changed if required.
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4. Click on and the Pivot Table will be created.
On the Format tab, change the settings for the Pivot Table, if
required.
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General Pivot Table Information
Changing the Layout of a Pivot Table
Once a Pivot Table has been created, the fields can be
rearranged to give an entirely different view of the data. A shaded
cell in the Pivot Table represents each field in the list and this
field can be dragged
to other areas in the Pivot Table.
If you do not want to make the changes on-screen, changes to the
layout can also be made by using
the Pivot Table Wizard. To access the Wizard, right-click in any
cell within the Pivot Table, select Pivot Table
Wizard and click on Layout. You can then click and drag the
fields to their required positions.
To change the function that is used for a particular data field,
use the Field Setting button ( ) on the
Pivot Table Toolbar.
To view the Pivot Table Toolbar, click on View, Toolbars, Pivot
Table Toolbar.
Alternatively, right-click on the relevant data field, and
select Field Settings.
The following window will then display, where you can select the
function to use for that data field:
The field can also be formatted by clicking on the field and
columns can be hidden by using
the button.
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Formulas in a Pivot Table
Calculated fields can be added to the Pivot Table. These fields
can be used to calculate a value with a
formula using the existing fields in the Pivot Table. The
calculated field will then become a field in the Pivot Table which
can be moved and customised like any other of the Pivot Table
fields.
To add a calculated field:
Click on the Pivot Table Menu on the Pivot Table Toolbar and
select Formulas, then
Calculated Field.
Insert a Name for the field and a Formula:
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Creating Pivot Tables
Creating a Pivot Table making use of the Pivot Table Wizard
Example: You want to create a Bonus Report in the Financial
folder which gives a breakdown of Annual Bonus
and Incentive Bonus per Employee per Department.
Data to include in this Report:
Department Code
Employee Code
Annual Bonus (Earning 9)
Incentive Bonus (Earning 7)
In MS Excel, a Pivot Table must be created which totals the
Annual Bonus and Incentive Bonus, per
Employee, per Department.
A field must be inserted in the Pivot Table to display the Total
of the Bonus Amounts.
This Report must be linked to a Report Template.
Solution:
1. Create the Report in the Report Manager:
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2. Run the Report:
3. Create the Pivot Table:
Click on Data:
Select Pivot Table and Pivot Chart Report.
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Step 1 of 3 of the Pivot Table Wizard will be displayed:
Click on .
Step 2 of 3 of the Pivot Table Wizard will be displayed:
Click on .
Step 3 of 3 of the Pivot Table Wizard will be displayed:
Click on .
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The Pivot Table Layout window will be displayed:
Define the layout of the Pivot Table, by clicking and dragging
the data field buttons
on the right-hand side to the required position on the
table:
Click on .
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Click on on Step 3 of 3 of the Pivot Table Wizard:
The Pivot Table will be created on a new sheet, in this example,
sheet 4:
This new sheet will be inserted before sheet 1. Click and drag
this sheet, so that it is
positioned as the last sheet in the workbook:
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Click on the Data field at the top of this worksheet and drag it
to the next column. This will result in the two Bonus columns (i.e.
Sum of Earnings 9 and Sum of Earnings
7) displaying next to one another in the worksheet:
Insert a field in the Pivot Table which calculates the Total of
the Annual
Bonus and Incentive Bonus columns:
Click in any cell in the Data area of the Pivot Table.
Click on Insert.
Select Calculated Field:
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The Insert Calculated Field window will be displayed:
The Total Bonus column will be inserted in the worksheet and
will be included in the
Pivot Table Field List:
Enter a Name for the new field, e.g. Total Bonus. Enter the
Formula by selecting the field that you want to use and clicking on
Insert Field. Operators that can be used are, +, -, / (divide) and
* (multiply). Numerical values can also be used in the calculation.
The formula must always
begin with =.
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4. Linking the Report to a Report Template:
Make sure that your Pivot Table is not on sheet 1 or 2 of the
workbook.
Minimise the workbook that you have been working on.
In the Report Manager, right-click on the Bonus Report and
select Create and Link
Template:
Highlight the name of the workbook that you have minimised:
Select Yes for the following message:
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Accept the default Template Name (it will default to the name of
the Report in BIM),
and click on :
If the Template was created and linked correctly, the following
message will be
displayed. Click on :
The Report Template is indicated on the Properties tab of this
Report:
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VIP Field Aliasing Applying VIP Field Aliasing is a function
that can only be used with Pivot Tables. This option
translates the VIP BIM field name that displays in the
Properties of the Report, e.g. Earning_9, with
the name that is used for that field in your VIP company.
Therefore, if Earning_9 is Annual Bonus in VIP, then the
description for that field in the Pivot Table will display as
Annual Bonus.
VIP Field Aliasing also allows you to insert fields into the
Pivot Table that automatically update
according to the data in the VIP company. For example, a field
can be entered for which will display the period end date of the
VIP company from where the data was extracted.
VIP Field Aliasing will not be applied the first time that you
create the Pivot Table. Once the Report in VIP BIM has been linked
to a Report Template that contains a Pivot Table, the Field
Aliasing will be
applied the next time that the Report is run.
To activate VIP Field Aliasing:
1. Click on the relevant Report, and click on the Properties
tab.
2. Select (b tick) the Show Advanced field.
3. Select (b tick) the Apply VIP Field Aliasing to Pivot Tables
field.
Example 1: Displaying the names of the data fields as they
display in VIP
You want to apply VIP Field Aliasing to the Bonus Report that
was created in the example on page 89, so that the names of the
data fields as they display in VIP, e.g. Annual Bonus and Incentive
Bonus
display in the Pivot Table, rather than the desriptions
Earnings_9 and Earnings_7:
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Solution:
1. Click in at the bottom of the Properties tab.
2. Click in
3. Click on
4. Untick the Show Advanced field.
5. When the Report is run again from BIM, the Pivot Table will
now display the names of the
data fields as they display in VIP, e.g. Annual Bonus and
Incentive Bonus:
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Example 2: Updating data automatically according to the data in
the VIP company
You want to insert a Heading for this Report, as well as the
name of the VIP company and the Period End Date, above the Pivot
Table. The Period End Date must automatically update each time
the
Report is run.
Solution:
Insert 5 rows above the Pivot Table.
In row 1, enter the name of the Report, e.g. Bonus per
Department.
To enter the name of the company and the period end date, click
in the cell where the description must display and enter (type in)
the field name in the Formula bar, according to the
list below:
Enter the field name in the Formula bar.
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Re-link the Report to a new Report Template.
If you want to replace the original template, accept the default
Template Name.
If you do not want to replace the original template (e.g. if
other Reports also use this template, and these changes must not
affect them), enter a new name for the template.
If you want to overwrite the existing template, select Yes for
the following message:
If you still need to use the original template for other
Reports, select No for the message and
then start the Create and Link Template process again but change
the template name when prompted to do so.
Once a Report has been linked to the Report Template, each time
the Report is run, it is
opened under a different workbook name, e.g. the Bonus Report
will open as Bonus 1 in MS Excel. This is so that you do not
overwrite saved workbooks from previous periods that use
the same data.
If you want to overwrite the original workbook, then you can
save the workbook again, using
the original name and select to overwrite it.
It is sometimes necessary that a Report Template must be
changed, for example, when a new
table or chart is added. If your Report must use this new
template in future, the Report must be re-linked to the new
template. If other Reports are also linked to this template, and
you do
not want those Reports to use the new layout, you must change
the name of the template when it is linked. If you use the same
name as the original template, then the original layout
will be overwritten by the changed layout, which will then
affect all the other Reports that are
linked to that template.
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Creating Charts from Pivot Tables
Charts may be created from your Pivot Tables to present your
data in a graphical format.
Numerous options exist when creating charts in MS Excel. Only a
view of these options will be discussed in this User Reference
Guide for illustrating the basic principle of creating charts
from Pivot Tables.
Example: Creating charts from Pivot Tables in the Bonus
Report.
Solution: Create another Pivot Table from sheet 1 for the Bonus
Report which totals the Annual Bonus and
Incentive Bonus, per Department only.
Pivot Table Layout:
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Pivot Table on sheet 5:
Re-link the Report to a new Report Template. Accept the default
Template Name. Run the Report again.
The VIP Field Aliasing will be applied to this Pivot Table as
well:
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Right-click on any field within the Pivot Table, then select
PivotChart:
A Standard Chart will be displayed on a separate worksheet, e.g.
Chart 1:
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Saving the Chart to another Worksheet
To save the chart as part of another worksheet, e.g. Sheet 5,
right-click on the chart and select
Location:
The Chart Location window will be displayed:
Click on the drop-down arrow for the As object in: Combo box,
and select the sheet where the chart
must be saved, e.g. Sheet 5:
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The chart will be displayed on Sheet 5:
Click and drag the chart to the required position within the
worksheet.
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Inserting a Chart Title
Right-click in the chart area of the chart and select Chart
Options:
The Chart Options window will be displayed:
Enter a title for the chart in the Chart title Entry field, e.g.
Bonus per Department. Enter a description for the X axis, e.g.
Department, and for the Y axis, e.g. Amount.
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The new chart title as well as descriptions for the x and y
axises will be displayed:
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Removing Pivot Chart Field buttons
Right-click on any of the Field buttons and select Hide Pivot
Chart Field Buttons:
The Field buttons will be hidden:
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Changing the Chart Layout
To change the layout of the chart, right-click on the chart and
select Chart Type:
The Chart Type window will be displayed:
Make your selection, e.g. Pie.
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The selected chart will be displayed on the worksheet:
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Inserting Chart Labels
To insert percentages and/or values in charts, right-click in
the chart area of the chart and select
Chart Options:
The Chart Options window will be displayed:
Click on the Data Labels tab. Select (b tick) the relevant
option in the Lable Contains field, e.g. Percentage.
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The percentages will be applied and will be displayed on the
chart:
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Formatting the Chart Area
To format the area within a chart, right-click in the chart area
of the chart and select Format Chart
Area:
The Format Chart Area window will be displayed:
Make the necessary changes to the Chart Area by selecting the
applicable options in the Border and Area fields.
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Hide Pivot Data Field Columns Add-in Function The Hide Pivot
Data Field Columns Add-in function is very useful when you are
creating generic
Reports that you want to use in more than one company. In VIP
BIM this function is used to hide any
fields in a Pivot Table that are undefined. For example, a VIP
company can have up to 36 Earning, Deduction and Company
Contribution fields in the Essentials and Classic Systems, and up
to 72 of
these fields in the Premier System. In practice however, it is
very common that not all of these lines are actually used.
Therefore, if you want to create a generic Report that displays
all the Earnings, Deductions and
Company Contributions you will be able to select all 36 (or 72)
Earning, Deduction and Company
Contribution lines (even though you might not use all of them),
and the Pivot Table will automatically hide any lines that are not
defined if you use this function. This also means that the Report
will not
have to be modified each time a new Earning, Deduction or
Company Contribution line is defined, because the Report will
already be set up to include all the fields.
VIP Field Aliasing must be activated in order for the Hide Pivot
Data Field Columns Add-In function to work correctly.
Activating the Hide Pivot Data Field Columns Add-in
function:
Activate the field on the Report Properties.
Click on next to the Run Add-Ins field.
Select Specify a New Add-In Function:
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Make the following selections:
Enter the Add-In Function:
Type ALL in the following fields:
A list of Work Sheets
Al list of Pivot Tables
Type in the Pattern string to check for Field Names as: *_?.
(For VIP Premier, it will be *_??) Select Yes for the following
fields:
Forces all Columns in the Data Body Range
Foces the Add-In to continue if errors occur
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The Add-In function will be displayed:
Activate the field.
Click on .
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AAssssiiggnn aa PPaasssswwoorrdd ttoo aa WWoorrkkbbooookk To
allow only authorised users to view or modify your data, you can
help secure your entire MS Excel
workbook file with a password.
MS Excel passwords can be up to 255 letters, numbers, spaces,
and symbols. You must type
uppercase and lowercase letters correctly when you set up and
enter passwords.
Steps to follow to assign a password to a workbook:
1. Save the MS Excel workbook.
On the File menu, click Save As.
2. On the Tools menu, click Options and then click on the
Security tab.
If you want users to enter a password before they can view the
workbook, type a password in the Password to open box.
If you want users to enter a password before they can save
changes to the workbook, type a password in the Password to modify
box.
Example:
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3. When prompted, retype your passwords to confirm them.
After assigning a password to a workbook, when a user tries to
access such a workbook, he/she will be prompted to enter the
required password(s):
If a Password to modify has also been entered, the user will be
given the option to enter
the modification password or to open the file as :
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Chapter 5 General Information
In this Chapter:
Access Control
Backup for VIP BIM
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AAcccceessss CCoonnttrrooll To ensure the confidentiality of VIP
Report data, an access level must be assigned to each
customised
Report. VIP users will only be able to print Reports if the
users assigned access level is equal to or
higher than the level that is assigned to the Report. Five
levels of access are available, where Level 5 is the highest and
Level 1 is the lowest.
Those standard Reports that are included in the VIP BIM Module
have pre-defined access levels. All
VIP users will be able to print the standard Reports that make
use of demo data, because they are for
demonstration purposes only. The standard Reports that make use
of live VIP data, will only be able to be printed by those VIP
users who have Level 5 access to the 1st Reports Menu (1 100).
Assigning Access Levels to Reports
Steps to follow when assigning Access Levels to Reports:
1. Click on the relevant Report, then click on the Properties
tab.
2. Select (b tick) the Show Advanced option.
3. Click on the drop-down arrow for the User Access Level
required to Run Report Combo
box and select the applicable access level, e.g. Level 5:
4. Click on .
5. Un-tick the Show Advance option, to return to the normal
Properties v