Excel Format Maintenance

Menu Path: System Administration $Images\bluerarw.gif$ Tools $Images\bluerarw.gif$ Customization $Images\bluerarw.gif$ Excel Format Maintenance

Note You can also access Excel Format Maintenance by clicking the Format Maintenance button on the Print Options tab in a window that outputs reports to Excel.

Purpose

Set up and maintain Excel formats.

Overview

Use Excel Format Maintenance to create, update, and delete Excel formats for exported reports. You can use an Excel format to specify the fields to export to Excel so that only the data you need is exported.

Example You want to output the Open Payable Report to Excel, but you want to exclude three fields from the output spreadsheet. You can create an Excel format that excludes those specific three fields. Then, when you run the report. you can select the Excel format to output the spreadsheet.

You can also set up Excel formats to change the order of fields on the output Excel spreadsheet and to select the sort order of the spreadsheet.

Setting Up Excel Formats

To set up Excel formats:

Click the New button in the ribbon.
Enter the screen name associated with the program for which you want to set up the Excel format in the Screen Name field. The associated report name appears in the Report Name field.
If the screen name you entered in step 3 is associated with multiple reports, enter the report for which you want to set up an Excel format in the Report Name field.
If the Excel format is for a specific user only, select the User radio button, and enter the user ID of the user in the User ID field.
Enter a name for the Excel format in the Excel Format Name field.
Enter a description of the Excel format in the Description field.
Double-click the fields you want to include in the report format, or click the Add All button to add all fields.
Use the up and down arrow buttons to specify the order of fields.
Specify up to three fields to use for sorting data for the report.
Click the OK button in the ribbon. The Excel format is set up.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Excel Format Maintenance window.
New	Click this button to create a new Excel format.
Update	Click this button to update the selected Excel format.
Delete	Click this button to delete the selected Excel format.
OK	Click this button to accept an action. This button is only available if you click the New, Update, or Delete button in the ribbon.
Cancel	Click this button to cancel an action. This button is only available if you click the New, Update, or Delete button in the ribbon.
Reset Report Fields	Click this button to reset report fields for a selected report.

Fields and Buttons

Field or Button	Description
Screen Name	Enter a screen name of the program for the Excel format, or click the Lookup button to select a screen name.
Report Name	Enter a report name for the Excel format, or click the Lookup button to select a report name. If you enter a screen name in the Screen Name field that only is associated with one report, this field is automatically populated.
System/User	Select whether the Excel format is available for a specific user or all users. NOTE You can only create system Excel formats if your user ID is allowed to access Excel Format Maintenance from the menus.
User ID	Enter a user ID for the Excel format, or click the Lookup button to select a user ID. This field is only available if you select the User radio button.

Main Tab Fields and Buttons

Field or Button	Description
Excel Format Name	Enter a name for the Excel format. Note If a screen is associated with multiple reports and you want to use Excel formats for all the reports, you must use the same Excel format name for each of the Excel formats.
Description	Enter a description of the Excel format. It is best to use a description that indicates the purpose of the Excel format.
Available Fields	This grid displays available fields for the Excel format. To add a field to an Excel format, double-click it, or select it, and then click the right-arrow button.
Selected Fields	This grid displays selected fields for the Excel format. To remove a field from an Excel format, double-click it, or select it, and then click the left-arrow button. You can change the order for fields in the Excel format using the up and down arrow buttons. You can also specify the sort order for data on the report by selecting the check box in the First Sort, Second Sort, or Third Sort columns for fields that you want to sort by.
Hide excel title	Select this check box if you do not want to include the Excel title for the Excel format.
Hide Excel Extra Information Worksheet	Select this check box if you do not want to include a worksheet for general report information in the output spreadsheet for the Excel format.