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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
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Log into Tyler Financial Management: Begin by logging into the Tyler Financial Management system with your credentials.
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Navigate to the Report Section: In the top navigation bar, go to:
- Financial Management => Reports => Purchasing => Open Purchase Order Report.
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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.
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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.
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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.
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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:
- Open Excel.
- Go to the Data tab in the top navigation.
- Click From Text/CSV.
- Locate and select the txt file you downloaded.
- 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