Topics:
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Pivot Table Component Help File
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Copying information to Excel
System Requirements
- Microsoft Great Plains or Small Business
Financials (Version 8.0 or 9.0).
- Microsoft Office Web Components
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Download and
install the following file “owc10.exe”.
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Follow link
below: http://www.microsoft.com/downloads/details.aspx?familyid=7287252C-402E-4F72-97A5-E0FD290D4B76&displaylang=en
- Supported Operating Systems
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Windows 95,
Windows 98, Windows ME, Windows NT, Windows 2000, Windows XP
- Requires one or all of the following Office
applications.
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Office XP, Excel
2002, Access 2002 and FrontPage 2002
How to install?
1. Unzip and save the install file on your desktop.
2. Double click on the “InstallBusinessDashboard.exe”
file.
3. Select “Next”
4. Select “I accept the terms in the license agreement”
and then select “Next”.
5. Enter your user name and email address. Select “Next”.
6. On the SQL Server Login select the location on your
network where the Microsoft SQL server is installed and running. You will need to use the “sa”
login ID and password. Select “OK”.
7. Select the company / database that you want to use
with the “Business Dashboard”. Select
“OK”.
8. To install the “Business Dashboard” in the default
location. Select “Next”. Otherwise select “Change” to install to a
different location.
9. If you want to control what views are seen on a
workstation, select the “Restrict” button and choose your preferences. If you want to go with all possible views
select “Next”.
10. Select from
each tab the views that you want to be available on each workstation. Unselect any check boxes that you do not want
to include as available views. There are a total of six tabs to set your
preferences; (Sales Data, Expense Data, Financial Data, Inventory Data,
Purchasing Data and Work Capital Data).
Select “OK” and then select “Next”.
11. Select
“Install”.
12. After install
is complete select “Finish”. You should
now be able to use the “Business Dashboard”.
How to change preferences?
1. Select “Preferences” under “Edit” in the main menu.
2. Select from each tab the views that you want to be
available. Unselect any check boxes that
you do not want to include as available views. There are a total of six tabs to
set your preferences for; (Sales Data, Expense Data, Financial Data, Inventory
Data, Purchasing Data and Work Capital Data).
Select “OK”.
Menu Options
- File
o Print [ Cntrl
P ]
o Print Setup
o Refresh [ F5 ]
o Exit
- Edit
o Copy
[ Cntrl
C ]
o Select All [
Cntrl A ]
o Preferences
- Navigate
o Back [
Alt Left ]
o Forward [
Alt Right ]
o Home [
Alt Home ]
o Go to a specific screen
- Help
o Help [
F1 ]
o Pivot Table Help
o Pivot Table Exercise
o Technical Support
o About Business Dashboard
Home Page
The purpose of the home page
is to provide a real time, quick snap shot of your company’s business
performance. It is made up of seven major
sections; Sales Summary, Working Capital Summary, Sales Data, Expense Data,
Financial Data, Inventory Data and Purchasing Data. Each area has sub pages that will allow
additional analysis of the detail through pivot tables. (Pivot table is a three
dimensional view of data that allows quick analysis and displays information in
meaningful formatted lists and tables.)
Sales Summary Information:
A quick
look at your quotes, orders and sales for yesterday, month to date and year to
date.
Working Capital Summary:
A quick look at your current
balances for accounts payable, accounts receivable, cash and inventory.
Buttons
Accounts Payable “Button” – Opens a current
accounts payable aging list.
Accounts Receivable “Button” – Opens a current
accounts receivable aging list.
Cash “Button” – Opens a current checking
account balance table and check register detailed list.
Inventory “Button” – Opens a detailed
inventory listing with costs.
Sales Data:
- Quotes Taken “Graph” – Displays monthly quoting
activity levels.
“Button” – Opens a list of all open
quotes.
- Orders Taken “Graph” – Displays monthly order
activity levels.
“Button” – Opens a list of past due
sales orders.
“Button” – Opens a list of all open
sales orders.
- Monthly Sales “Graph” – Displays monthly sales
activity levels.
“Button” – Opens a list of all invoice
history by customers and items.
“Button” – Opens a list of current
customers.
Expense Data:
- Cost of Goods Sold “Graph” – Displays monthly
cost of goods sold levels.
“Button” – Opens a detailed list by
month of all cost of goods sold accounts.
- Operating Expenses “Graph” – Displays monthly
operating expense levels.
“Button” – Opens a detailed list by
month of all operating expense accounts.
Financial Data:
- Net Profit “Graph” – Displays monthly net profit
levels.
“Button” – Opens a detailed list of all
balance sheet account activity by month.
“Button” – Opens a detailed list of all
profit & loss account activity by month.
“Button” – Opens a detailed list of all
general ledger transactions.
“Button” – Opens a page that displays
profitability ratios.
Inventory Data:
- Inventory Levels
“Graph” – Displays monthly inventory levels
“Button” – Opens a detailed inventory
listing with current quantities and cost.
“Button” – Opens a list of items that on
hand quantity is below the reorder quantity.
“Button” – Opens a list of items on back
order.
- Inventory Turnover “Graph” – Displays the
average number of times that inventory is turning over.
“Button” – Displays the list of
transactions by serial or lot number.
“Button” – Opens a list of all invoice
history by customers and items.
“Button” – Opens a list of all usage
history for every item.
“Button” – Opens a list of item master
information.
“Button” – Opens a bill of material list
for assembled or manufactured items.
Purchasing Data:
- No graphs for the purchasing data.
“Button” – Displays a list of all open
purchase orders.
“Button” – Displays a list of past due
purchase orders.
“Button” – Displays a list of purchasing
history for all items.
“Button” – Opens a list of current
vendors.
Working Capital Pages:
Working capital measures the
liquid assets a
company has available to build its business. The number can be positive or
negative, depending on how much debt the company is carrying. In general,
companies that have a lot of working capital will be more successful since they
can expand and improve their operations. Companies with negative working
capital may lack the funds
necessary for growth. It is important to monitor how your company
is doing in these four main categories:
1.
Cash [Checking Information Screen]
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Lists current
balance of all your checking accounts.
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A complete check
register list. (With complete pivot table
functionality. See pivot table help!)
2.
Accounts Receivable [Accounts Receivable Information
Screen]
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Monthly accounts
receivable level graph.
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Average days sales level graph.
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Accounts
receivable aging list by customer.
3.
Inventory [Inventory
(On Hand) Quantities and Cost Screen]
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List inventory
on hand, on order, allocated and available inventory quantities with current
costs.
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(With complete pivot table functionality. See pivot table help!)
4.
Accounts Payable [Accounts
Payable Aging List]
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Accounts payable
aging list including open payables and dollars on purchase orders.
Sales Data Pages:
Sales is the revenue from the shipments of goods or
delivering of billable services. It is
important to monitor the entire pipeline of your sales generation, which starts
with quotes turning into orders and ending with sales.
1.
Open Quotes [Current Open
Quotes Screen]
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List of all open
quotes by quote number, customer, items, date, sales person and more.
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(With complete pivot table functionality. See pivot table help!)
2.
Open Orders [Current Open
Orders Screen]
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List of all open
orders by order number, customer, items, date, sales person and more.
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(With complete pivot table functionality. See pivot table help!)
3.
Past Due Orders [Back
Ordered – Sales Orders and Items Screen]
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List of all
orders on back order by number, customer, items, date, sales person and more.
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(With complete pivot table functionality. See pivot table help!)
4.
Sales & Profit Analysis [Sales
& Profit Analysis – By Customer and Items Screen]
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List of all
invoice history by invoice number, customer, items, date, sales person and
more.
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(With complete pivot table functionality. See pivot table help!)
5.
Customer List [Customer
List Screen]
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List of customer
master information.
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(With complete pivot table functionality. See pivot table help!)
Expense Data Pages:
Cost of goods sold
is the cost of purchasing materials and preparing goods for sale during a
specific accounting period. Costs include labor, materials, overhead and
depreciation. Operating expenses are
costs incurred in transacting normal business operations. Operating expenses
include administrative and selling expenses but exclude interest, taxes and
cost of goods sold. The following
screens will help you monitor and manage your company’s key expenses.
1.
Cost of Goods Sold [Cost of Goods Sold Screen]
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Detailed list of
cost of goods sold accounts with monthly balances.
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(With complete pivot table functionality. See pivot table help!)
2.
Operating Expenses [Operating Expenses
Screen]
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Detailed list of
operating expense accounts with monthly balances.
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(With complete pivot table functionality. See pivot table help!)
Financial Data Pages:
A balance sheet is a
quantitative summary of a company's financial condition at a specific point in
time, including assets,
liabilities
and net worth. A profit and loss statement is a financial
document published by a company,
showing earnings,
expenses and net profit. The following four screens will allow you to
monitor and analyze your company’s financial position.
1.
Balance Sheet [Balance
Sheet Screen]
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Detailed list of
balance sheet accounts with monthly balances.
2.
Profit & Loss Statement [Profit
& Loss Statement Screen]
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Detailed list of
sales and expense accounts with monthly balances.
3.
Account Analysis [Analysis By
Account Number Screen]
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Detailed list of
general ledger transactions.
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(With complete pivot table functionality. See pivot table help!)
4.
Ratio Analysis [Profitability
Ratios Screen]
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Display a graph
of gross profit and net profit margins by month.
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Display your
company’s return on equity and return on assets by month.
Inventory Data Pages:
Inventory is a company's merchandise,
raw materials, and finished and unfinished products which have not yet been
sold. These are considered liquid assets, since they can be
converted into cash quite easily. The
purpose of the following screens is to help you better able monitor and manage
your inventory.
1.
On Hand Quantities [Inventory (On Hand) Quantities and Cost Screen]
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List inventory
on hand, on order, allocated and available inventory quantities with current
costs.
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(With complete pivot table functionality. See pivot table help!)
2.
Below Reorder Points [Inventory
– Below Reorder Point Screen]
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List inventory that
on hand balance is below the reorder quantity.
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(With complete pivot table functionality. See pivot table help!)
3.
Items on Back Order [Back Ordered –
Sales Orders and Items Screen]
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List of all
items on back order by item number, customers, date, sales person and more.
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(With complete pivot table functionality. See pivot table help!)
4.
Serial & Lot Inquiry [Serial
/
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List of
transactions by serial or lot number.
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(With complete pivot table functionality. See pivot table help!)
5.
Sales & Profit By Item [Sales & Profit Analysis – By Customer and Item
Screen]
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List of all
invoice history by invoice number, customers, items, date, sales person and
more.
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(With complete pivot table functionality. See pivot table help!)
6.
Usage Information [Item Usage Screen]
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List usage
history for all items.
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(With complete pivot table functionality. See pivot table help!)
7.
Item List [Item List Screen]
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List of item
master information.
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(With complete pivot table functionality. See pivot table help!)
8.
Bill of Material List [Bill of Material Inquiry Screen]
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List of parent
and component items with quantities for assembled or manufactured items.
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(With complete pivot table functionality. See pivot table help!)
Purchasing Data Pages:
A purchase order is a
written authorization for a supplier to ship products at a specified price,
which becomes a legally binding contract once the supplier accepts it. The purpose of the following screen is to
help you better monitor and manage the purchasing aspects of your company.
1.
Open Purchase Orders [All
– Open Purchase Orders and Items Screen]
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Displays a list
of all open purchase orders by vendor, item, date, quantity and more.
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(With complete pivot table functionality. See pivot table help!)
2.
Past Due Purchase Orders [Back
Ordered - Purchase Orders & Items
Screen]
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Displays a list of
past due purchase orders by vendor, item, date, quantity and more.
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(With complete pivot table functionality. See pivot table help!)
3.
Purchasing History [Material Purchase
History Screen]
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Displays a list
of purchase order and receipt history for every item, vendor and more.
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(With complete pivot table functionality. See pivot table help!)
4.
Vendor List [Vendor List Screen]
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List of vendor
master information.
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(With complete pivot table functionality. See pivot table help!)
Pivot Table Training:
The best way to learn how to
use a pivot table is by actually creating a pivot table from scratch. In the link below we will go through step by
step how to create a pivot table, modify, sort, group, add summary totals and
more. Please spend a few minutes going
through this exercise to fully understand and utilize the power of a pivot
table.
Step 1: Print
the followinghtml document and have it next to you as
you build a sample pivot table.
Step 2:
Launch the Business Dashboard and open the pivot table exercise screen under
the “Help” menu.
Pivot Table Concepts
A pivot table is made up
of 4 primary areas.
1. Detail Area (DISPLAY) – Where
you place the fields that you want to see information about.
2. Row Area (GROUP) – Where you
can group information and create summary totals for in a row view.
3. Filter Area (FILTER) – Where
you can set entire page filters
4.
Column Area (Group) - Where you can
group information and create summary totals for in a columnar view. [NOT USED
MUCH]
Pivot table menu options
For more detail information
about the pivot functionality and tool bar options, select the help icon 
on the pivot table tool bar.
Pivot Table Component Help:
Copying Information to Excel:
1. Using the mouse click in the title area “SALES AND
PROFIT ANALYSIS – BY CUSTOMER AND ITEM”.
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After clicking on
the title area the entire pivot table should appear shaded.
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See below.
2. Select the copy button 
on the tool bar.
3. Open Excel and select the paste button
.
4. Now you can format and work with the data in
Excel. It is also much easier to print
pivot table information from Excel.