Tyler NWERP Pulling and Exporting Reports from Tyler into a CSV File

Overview

This guide walks through the process of pulling a report from Tyler's Financial Management system, specifically the Open Purchase Order Report, and exporting the report into a CSV file. This CSV file can then be opened and edited in Microsoft Excel for further data analysis or presentation. We will cover both methods for exporting CSV files: a direct export and an export followed by data loading in Excel, which formats the file into a table.

Glossary

  • Tyler Financial Management: A comprehensive financial management software that allows users to manage and report on financial data.
  • CSV (Comma Separated Values): A simple file format used to store tabular data, such as a spreadsheet or database.
  • Purchase Order: A document sent from a buyer to a supplier, requesting a purchase of goods or services.
  • Excel: A spreadsheet application by Microsoft that allows users to organize, format, and calculate data.

Tools and Materials Needed

  • Access to Tyler Financial Management System
  • Microsoft Excel
  • Access to the appropriate purchase order types and department permissions within Tyler

Steps to Follow

  1. Log into Tyler Financial Management: Begin by logging into the Tyler Financial Management system with your credentials.

  2. Navigate to the Report Section: In the top navigation bar, go to:

    • Financial Management => Reports => Purchasing => Open Purchase Order Report.

  3. Select the Appropriate Fields:

    • Under the Departments tab, choose the relevant department(s) from the list.
    • Select the appropriate Purchase Order Types under the respective tab.
    • Optional: If necessary, apply any other filtering criteria.

  4. Run the Report:

    • After selecting the relevant fields, click on the "Print" button to generate the report.
    • The system will display the report in a new window.

  5. Export the Report to CSV (Comma Delimited):

    • Once the report is displayed, click on the Export Drop-down Menu located in the toolbar.
    • Select the first CSV (comma delimited) option from the menu to download the report directly in CSV format.
    • Alternatively, you can select the second CSV (comma delimited) option to download the report for further manipulation in Excel.

  6. Open the File in Excel:

    • If you chose the first CSV option, simply open the file in Excel by double-clicking on it. This will display the report in a spreadsheet format, ready for editing.
    • If you used the second CSV option:
      1. Open Excel.
      2. Go to the Data tab in the top navigation.
      3. Click From Text/CSV.
      4. Locate and select the txt file you downloaded.
      5. Press Load to import the data into Excel in table format.
      • Note: This method may remove leading zeros, so further editing may be required for specific data fields such as Purchase Order numbers.

Troubleshooting

  • Data not appearing correctly in Excel: If the data appears misaligned or in the wrong columns, verify that the correct CSV format was chosen during export. You may also need to adjust column delimiters when importing.
  • Zeros missing in fields like PO numbers: When loading a CSV in table format, Excel may remove leading zeros. To avoid this, format these columns as text after importing the data.
  • Permissions issues: Ensure you have the correct permissions for accessing the necessary departments and purchase order types.

FAQs

Q: Can I filter the report further before exporting?
A: Yes, you can filter the report by various fields such as PO Number, Vendor, and Date Range before clicking "Print."

Q: Why are some purchase orders missing after export?
A: Ensure that you have selected the correct departments and purchase order types. Also, check that there are no additional filters applied that could exclude certain data.

Q: How do I format the CSV file after opening in Excel?
A: If data such as Purchase Order numbers appear incorrectly, you can format the column as "Text" by selecting the column, right-clicking, and choosing Format Cells => Text.

Additional Resources

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