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In this case study discussion formatted course with an already developed Graph template, you’ll learn how to translate unwieldy files of financial data into a single compact scattergraph, pie chart, or overlay—and then to pick out the key items that merit sampling and follow-up. Pivot Charts, multi-axis charts, data label issues, and other graph topics will all be discussed with a unique focus on the audit aspects of graphing. Graphing is only one piece of this course and starting with Pivots Charts, Pivot Tables can be used to unearth almost any audit finding within seconds. A full discussion of the capabilities of Pivot Tables will be explored with sample data and audit situations. As regulatory changes sweep the globe, auditors, risk management, and compliance professionals are using more sophisticated tools, and methods. Using a live/video training library approach, we help companies of all sizes use audit and assurance software to improve business intelligence, increase efficiencies, identify fraud, test controls, and bottom line savings. AuditNet and Cash Recovery Partners Webinar recording available at auditsoftwarevideos.com and AuditNet.tv (registration required) Recording free to view. Sample Data Files for All Courses are available for $49 To purchase access to all sample data files, Excel macros and ACL scripts associated with the free training visit AuditSoftwareVideos.
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Excel Pivot Tables and Graphing for Auditors
June 25, 2014
AuditNet and AuditSoftwareVideos.com Collaboration
Brought to you by AuditSoftwareVideos.com and AuditNet®, working together to provide:Practical audit software training
Resource links
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Tools to improve audit software usage
Today focused on providing practical data analysis training
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About Jim Kaplan, CIA, CFE
President and Founder of AuditNet®, the global resource for auditors (now available on Apple and Android devices)
Auditor, Web Site Guru,
Internet for Auditors Pioneer
Recipient of the IIA’s 2007 Bradford Cadmus Memorial Award.
Author of “The Auditor’s Guide to Internet Resources” 2nd Edition
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About AuditNet® LLC
• AuditNet®, the global resource for auditors, is available on the Web, iPad, iPhone and Android devices and features:
• Over 2,000 Reusable Templates, Audit Programs, Questionnaires, and Control Matrices
• Training without Travel Webinars focusing on fraud, audit software (ACL, IDEA, Excel), IT audit, and internal audit
• Audit guides, manuals, and books on audit basics and using audit technology
• LinkedIn Networking Groups
• Monthly Newsletters with Expert Guest Columnists
• Book Reviews
• Surveys on timely topics for internal auditors
Introductions
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Webinar Housekeeping
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This webinar and its material are the property of Cash Recovery Partners LLC. Unauthorized usage or recording of this webinar or any of its material is strictly forbidden. We are recording the webinar and you will be provided with a link to that recording as detailed below. Downloading or otherwise duplicating the webinar recording is expressly prohibited.
Webinar recording link will be sent via email within 5‐7 business days.
NASBA rules require us to ask polling questions during the Webinar and CPE certificates will be sent via email to those who answer ALL the polling questions
The CPE certificates and link to the recording
will be sent to the email address you registered with in GTW. We are not responsible for delivery problems due to spam filters, attachment restrictions or other controls in place for your email client.
Submit questions via the chat box on your screen and we will answer them either during or at the conclusion.
After the Webinar is over you will have an opportunity to provide feedback. Please complete the feedback questionnaire to help us continuously improve our Webinars
If GTW stops working you may need to close and restart. You can always dial in and listen and follow along with the handout.
Disclaimers
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The views expressed by the presenters do not necessarily represent the views, positions, or opinions of AuditNet® or the presenters’ respective organizations. These materials, and the oral presentation accompanying them, are for educational purposes only and do not constitute accounting or legal advice or create an accountant‐client relationship.
While AuditNet® makes every effort to ensure information is accurate and complete, AuditNet® makes no representations, guarantees, or warranties as to the accuracy or completeness of the information provided via this presentation. AuditNet® specifically disclaims all liability for any claims or damages that may result from the information contained in this presentation, including any websites maintained by third parties and linked to the AuditNet® website
Any mention of commercial products is for information only; it does not imply recommendation or endorsement by AuditNet®
Richard B. Lanza, CPA, CFE, CGMA
• Over two decades of ACL and Excel software usage• Has written and spoken on the use of audit data analytics for
over 20 years.• Received the Outstanding Achievement in Business Award by
the Association of Certified Fraud Examiners for developing the publication Proactively Detecting Fraud Using Computer Audit Reports as a research project for the IIA
• Recently was a contributing author of:• Global Technology Audit Guide (GTAG #13) Fraud in an
Automated World – Institute of Internal Auditors.• Data Analytics – A Practical Approach - research whitepaper
for the Information System Accountability Control Association.
• Cost Recovery – Turning Your Accounts Payable Department into a Profit Center – Wiley and Sons.
Please see full bio at www.richlanza.com
Learning Objectives
Learn to create basic PivotTables and stratify your data using a Pivot tableSee how to complete specific audit tests in a variety of areas using Pivot TablesUnderstand graph types and their different analytical strengths from an audit perspectiveUtilize percentiles, strata, and other simple statistical tools in graphs for assessing whether an item is unusual See how to quickly turn a graphing exercise into a sampling one by sampling multiple categories to identify highest-risk itemsLearn how to obtain an entire data set for a Pivot Table that dynamically recalculates itself as you add dataUsing named ranges for auto-formatting an entire Pivot Table area or graph range so that the graph range will auto-update based on the data in that sheetBe able to operate a graph template for creating numerous audit-report ready presentations of payables and general ledger data (although the techniques can be used in almost every audit area).
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Pivot Tables and Charts> The Basics Explained
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Query Viewpoints
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Getting Started:Pivot to New Sheet
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Getting Around The Pivot-
Right click on the amount fields (data part) to see field list and edit various Pivot Table options
Select from the Top Ribbon Menu the Options and Design menus for Pivot Tables (Excel creates them when a Pivot Table is created) –best and easiest way to make changes
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Change Number Format and Type
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Graphing the Data
With your mouse pointer anywhere in the Pivot, select the Pivot Chart button
Whatever is in the Pivot will be added to the Chart
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Grouping Date Ranges
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Polling Question #1
Where do you change your value formats in a PivotTable?Grouping
Value Field Settings
Pivot Chart
Active Field Format
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Stratifying Data in a Pivot Table
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Stratify Your Data – Ver 1
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=IF(B4>1000,“3. Over $1000",IF(B4>100,“2. Over $100 to $1,000",IF(B4<=100,“1. Up to $100")))
This will create three strata:1. Up to $1002. Over $100 to $1,0003. Over $1,000
Start from highest to lowest – Excel picks the first matching item
Stratify Your Data – Ver 2
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Polling Question #2
Where function improves the ease of calculating a stratification report?OFFSET
COUNTIF
SUMIF
VLOOKUP
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Specific Accounts Payable Tests
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Specific Accounts Payable Tests
(What) Summarize activity on the amount field (absolute value of debit or credit) to identify the top occurring amounts. Then summarize activity by vendor and the amount identified for the top 25 appearing.
(What) Extract payables that equate to round multiples of 10,000, 100,000, and 1,000,000.
(When) Extract transactions posted on weekends and holidays.
(When) Summarize activity by day, month, and year.
(Who) Summarize activity by user and month
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Calculating an Average DPO
Create a calculated field for check less invoice date (DPO) – in data or the Pivot
Add sum of Invoice Amount and Average of newly calculated field
Identify the Longest Time to Enter a Vendor Invoice
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Scatter Graph
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Scatter Graph Explanation
1 – high dollar change and low count (outliers)
2 – charges that make sense
3 – changes that don’t make sense
4 – inefficiency that is developing
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Polling Question #3
What Value Field Setting is used to obtain the largest item in a Pivot Table ?Min
Over
More
Max
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Specific General Ledger Tests
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Entries By Day Analysis
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Specific General Ledger Tests
Summarize journal entries by the persons entering to determine if they’re authorized.
Summarize on enterer over a timeframe (3 D graphical analysis)
Extract journal entries that equate to round multiples of 10,000, 100,000, and 1,000,000.
Extract journal entries that don’t net to zero (debits less credits).
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3 D Rotation of Enterer/Month
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Polling Question #4
What function is used to determine if a cell is a round number?OFFSET
MOD
MID
ROUND
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Building Dynamic Ranges for Use In Your Pivot Table Analysis
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Capturing All Data Named Range Formula
If PivotData is where you have your data:
=OFFSET(PivotData!$A$1,0,0,COUNTA(PivotData!$A:$A),COUNTA(PivotData!$1:$1))
…will ensure the entire sheet is mapped for pivoting.
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Capturing All Graph Data Named Range Formula
If Sheet1 and column G is where you have your data:
=OFFSET(‘Sheet1'!$G$2,0,0,COUNTA('Sheet1'!$A:$A)-1)
Just replace the Excel formula part starting with $ with the named range:
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Polling Question #5
What function allows you to grab all data for a PivotTable which can be updated dynamically?VLOOKUP
OFFSET
SUM IF
REPLACE
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Questions?
Any Questions?Don’t be Shy!
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In the Queue
Building Simple Continuous Monitoring in ACL – July 2
Sampling in Excel and Other Simple Add-In Products – Aug 13
Financial Statement Analysis to Journal Reviews With Excel Tools – Oct 7
AuditSoftwareVideos.com
Videos accessible for FREE subscriptions
Repeat video and text instruction as much as you need
Sample files, scripts, and macros in ACL™, Excel™, etc. available for purchase
Bite-size video format (3 to 10 minutes)
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>> Professionally produced videos by instructors with over 20 years experience in ACL™, Excel™ , and more
Thank You!
Jim KaplanAuditNet® LLC
1-800-385-1625Email:[email protected]
http://www.auditnet.org
Richard B. Lanza, CPA, CFE, CGMACash Recovery Partners, LLC
Phone: 973-729-3944Cell: 201-650-4150Fax: 973-270-2428
Email: [email protected]://www.richlanza.com
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