VIP BIM User Reference Guide 1st Edition - Softcopy

i

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.

iii

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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

VIP BIM User Reference Guide 2007 Softline VIP

1

Chapter 1 Introduction

In this Chapter:

Introduction to VIP BIM

Support Tools

Contact Details

Conventions


2


3

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.


4

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:


5

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]


6

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:


8

Tick Box:

Windows:


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Buttons:

Tabs:

Entry Field:


10

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.


18

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.


19

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 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 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


34


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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.


41

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:


42

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:


43

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.


44

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.


45

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.


46

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:


47

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.


48

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:


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:


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.


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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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:


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:


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:


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:


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


80


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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.


84

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.


85

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.


86

4. Click on and the Pivot Table will be created.

On the Format tab, change the settings for the Pivot Table, if required.


87

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.


88

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:


89

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:


90

2. Run the Report:

3. Create the Pivot Table:

Click on Data:

Select Pivot Table and Pivot Chart Report.


91

Step 1 of 3 of the Pivot Table Wizard will be displayed:

Click on .


Click on .


Click on .


92

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 .


93

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:


94

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:


95

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:


97

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:


99

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:


103

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:


104

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:


105

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:


106

The chart will be displayed on Sheet 5:

Click and drag the chart to the required position within the worksheet.


107

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.


108

The new chart title as well as descriptions for the x and y axises will be displayed:


109

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

Documents

VIP BIM User Reference Guide 1st Edition - Softcopy