Fuel Good 2018: Jet Reports Pre-Conference Training
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A presentation on how to use Jet Reports to its full potential without needing programming skills or loads of time on your hands.
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Fuel Good 2018: Jet Reports Pre-Conference Training
- 1. Jet Reports Pre-Conference Training Michael Kaptein & Ken Traynor
- 2. #FUELGOOD18 YOUR PRESENTERS Michael Kaptein Business Systems Analyst Sparkrock Ken Traynor Senior Financial Application Consultant Sparkrock
- 3. #FUELGOOD18 AGENDA Int ro O v e r v i e w D emo Miscellaneous Topics
- 4. #FUELGOOD18 Participants Introductions & Wishes • Tell us who you are, your job, & your reporting challenges • Tell us what you know about Jet. Nothing is okay • Tell us your Excel skill level • Tell us your NAV skill level • Tell us about something specific you’d like to learn today • Mike’s story
- 5. #FUELGOOD18 Overview of Jet Reports • What is Jet Reports? • Examples of SQL code that Jet replaces • Easy ways to get started in Jet • The Jet Ribbon • Two broad areas of Jet: Tables & Reports • Help menu • Tools and Wizards to get you started
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- 7. #FUELGOOD18 What did you get when you bought JET? Four new Excel functions added to the standard ones: 1) =NL(…) NL is your workhorse. Learn it and you’re done! 2) =NF(…) NF works with NL – 3% 3) =GL(…) GL is a special instance of NL – 2% 4) =NP(…) NP is a bag of utility functions – 1%
- 8. #FUELGOOD18 How Jet Professional Works • Jet Professional reads SQL data and puts what you want, where you want it, into Excel. • SQL – Structured Query Language • It is a database product developed and owned by Microsoft
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- 11. #FUELGOOD18 How you can do SQL with Jet
- 12. #FUELGOOD18 Look at the JET Ribbon
- 13. #FUELGOOD18 Two Broad Divisions of Jet • Strong analytics • One style – what you see is what you get Data deep dive • Any design and structure you want • Meant for external consumptionDesigned reports NL(Table) NL(Rows)
- 15. #FUELGOOD18 “Tables” in Excel Table has a special meaning in Excel, and it’s a powerful one. These are the properties of an Excel Table: • Titles across the top in the first row are “fields” • Many rows of data below with each type being the same as the one above • No missed rows or columns when sorting • Column filters for easy searching • A dynamic range name that adjusts as your data does This means you can use Pivot Tables
- 16. #FUELGOOD18 Sample of a Table • Note the Field names in row one and similar data below • All of NAV is run on tables • You will learn which tables to use for various reports
- 18. #FUELGOOD18 Table Builder: Make a Pivot Table • Once you have a table, click on any cell • Then use Insert/Pivot Table to add a Pivot Table • Drag and drop data into the four available boxes: Filters, Rows, Columns & Data
- 19. #FUELGOOD18 Exercise: Using the Table Builder 1. The NAV table is VENDOR 2. The fields are: 1. Vendor Posting Group 2. Name 3. City 4. State (Province) 5. Zip 6. Country/Region Code 7. Purchases ($) 8. Balance 3. Insert a Pivot Table 4. Explore your data through drag and drop Make an Excel Table with the Table Builder using the following details:
- 21. #FUELGOOD18 Finding Data in NAV 1. Using the browser 2. Common file names 3. Common naming conventions 4. Using NAV itself 5. Using NL(Table)
- 22. #FUELGOOD18 Finding Data in NAV
- 23. #FUELGOOD18 Common Finance Table Names
- 24. #FUELGOOD18 NAV Field Naming Conventions • The unique identifier in: Customer, Vendor, G/L Account, Item, is: No. • In the transaction tables, the unique identifier is called by the name you would expect: Customer No., Vendor No., G/LAccount No., Item No. • This is important when you are trying to relate different tables to each other to look up data.
- 25. #FUELGOOD18 The Browser 1. Find tables of interest 2. See how many records are in a table 3. See fields in a table 4. See samples of the data in each field 5. See details about how to link tables to others 6. Create reports
- 26. #FUELGOOD18 Finding Data in NAV
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- 31. #FUELGOOD18 The Jet Report Player Download from the Jet Website. Use your Jet Help to find it in Resources/Downloads About 100 reports that you can use out of the box.
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- 34. #FUELGOOD18 Rows, Columns & Sheets • You will get as many rows, columns and sheets as fit the filters you’ve put on the query. If new account, vendor, etc. has been added, you’ll get that automatically. If one is deleted, you will no longer see it • Rows are usually accounts, clients, vendors or invoices • Columns are usually months or department • Sheets are usually departments, regions or funders • Any of rows, columns or sheets can be whatever you want and filtered however you want
- 35. #FUELGOOD18 The GL(…) Function • GL(…) is one of your four new Jet functions added to Excel • Each instance of it retrieves a number from the G/L according to what filters you specify, generally the row and column reference. • This function can retrieve both Actual and Budget information as well as only debits or only credits.
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- 39. #FUELGOOD18 END OF DAY 1!
- 41. #FUELGOOD18 Dates in JET • Dates follow the format used in your Windows Xontrol Panel • Everyone who uses a JET workbook created by someone else should re-enter any dates in their Windows formst when first using the Operations page • Remember to use NP(DateFilter) to help you create date ranges
- 42. #FUELGOOD18 Date Formulas to Help You
- 43. #FUELGOOD18 Regions of your Worksheet • Row one indicates which columns you want hidden and which ones you want to automatically fit to your data • Column A indicates which rows you want hidden and which ones you want to automatically fit to your data • Row 2 and Column 2 indicate conditional hiding of data • Cell A1 is special • The rest of the sheet is yours to enjoy!
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- 45. #FUELGOOD18 Cell A1 is Special • Auto+Hide is always entered there by Jet • You can choose to add: • +values --affects the whole workbook • +lock --affects whole workbook • +hidesheet --affects only this sheet
- 46. #FUELGOOD18 Drilldown on Results • Once you have run a JET report, you can drilldown on any Flowfield • Make your choice in the Data Source Settings
- 47. #FUELGOOD18 Find the Report Wizard
- 48. #FUELGOOD18 Report Wizard Michael • Run through the steps of the Wizard Clients • Run through the steps to produce: • A list of customers: numbers, names, phone number & email, grouped by City of Region
- 49. #FUELGOOD18 NF(…) • A simple function to learn and use • Point to the NL(Rows) record key and select the field you want. • You can add, delete, move & copy NFs easily.
- 50. #FUELGOOD18 Options Tab • This tab is for end users of your reports. That could be you. • It helps pick filters & options to suit what they want to see. • We will learn how to construct and use this tab • If you save this to your snippets, you will never have to remember or recreate it. • If you have the latest version of Jet – 16.1.17 or higher, you will have a new tool to help construct the Options Tab.
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- 52. #FUELGOOD18 Statistical Accounts • You can create them by having a debit and credit offsetting it in two adjacent accounts & using Jet to only read the debit. • If you entered the number of customers, students, miles driven, etc. each month, you could use Jet to relate those amounts to dollars of sales, costs, salaries, etc. to provide some compelling analysis.
- 53. #FUELGOOD18 Statistical Accounts (con’t) • Sales per customer • Maintenance per square foot • Salaries per department • Inventory on hand per dollar of sale What are some of the statistics that would work for your organization?
- 54. #FUELGOOD18 Design – Report – Refresh Buttons • Design = for designing reports • Report & Refresh buttons run the report What’s the difference? • Jet keeps a cache of all report data in memory using hidden sheets • Report uses that cache to speed representation • Refresh gets fresh data from Jet
- 55. #FUELGOOD18 Snippets • The unsung hero of JET • Stores commonly used JET constructs so you don’t have to remember or type them • Learn to use it often & well How? • To create a snippet – highlight your text and press NEW • To use a snippet – select the one you want & drag to your sheet. • Practice!
- 57. #FUELGOOD18 NP(…) (con’t) NP(Eval) – Evaluates off sheet or volatile expressions once & fixes their values. NP(Datefilter) – Adds a beginning and ending date together into a proper date filter. NP(Dates) – Creates rows or columns of dates.
- 58. #FUELGOOD18 Miscellaneous Topics Designer versus Viewer licenses • You have unlimited Viewer licenses • Viewers can change Options but nothing else JET uses up one NAV license but only when running • Use a demo database and restore a current backup into it. Your licenses are good for each database. JET is read-only, so you data can never be damaged.
- 59. #FUELGOOD18 THANK YOU! Mike Kaptein mkaptein@Sparkrock.com All presentations will be made available after the conference.
- 60. #FUELGOOD18 Please take 5mins to fill out your session evaluations One lucky winner will win an Amazon Echo!
- 61. #FUELGOOD18 www.sparkrock.com @sparkrockinc Nonprofit, Human Services & K12 software to help you serve more people, with less effort, stress & expense.
Editor's Notes
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