HOW TO EXPORT DPHS STATEMENTS TO LOTUS OR EXCEL

Overview	The following procedure steps you through an export of statements created in the Data Plus General Ledger into a Lotus or Excel spreadsheet. This document assumes a knowledge of spreadsheets and general knowledge of DOS files, records and fields.
Delimiters	A delimiter is the character that separates fields within a record. Because Lotus or Excel uses a comma as its delimiter, we need to specify this in the DPHS software.
	MENU: 'General Ledger' - 'File Maintenance' - 'Parameters'
	On the second screen of the General Ledger Parameters file, in the field named 'Statement Export Delimiter', enter a comma (,) and save by pressing <F2>.
Set Up	Before exporting any statements, we first need to enter pertinent information such as directories and file names. This is done in the "Statement Definition" file.
	MENU: 'General Ledger' - 'Statements' - 'File Maintenance' - 'Definition'
	Enter the "Definition Code" of the statement to be exported. Once this is displayed, enter the following fields:
	“Export” - Must be "YES". “Export Directory” - Enter the path where you want Lotus or Excel to find this file (for example: h:\user\Linda\). “File Name” - Enter the name of the file, up to 8 characters, no spaces or symbols. (for example: rooms) “Extension” - Enter the file extension, up to 3 characters, no spaces or symbols. (for example: CSV) Note: Do not use the extensions .WK1 or .WK4! The export file will be a comma delimited file, not a worksheet file.
	If you are in a multi-user environment, make sure you specify a path to a directory in which you have permission. Check with your System Administrator if you are unsure about the correct path to enter. NOTE: This export overwrites any existing file of the same name. Be sure to use a unique file name for each statements definition.
Export	Exporting of statements occurs in a similar manner to the printing of statements; a file is created with the financial information and is then available for importing into a spreadsheet.
	MENU: 'General Ledger' - 'Statements' - 'Export Statements'
	The names of all existing statements are displayed when this option is taken. Tab to the statement(s) you wish to export and press <ENTER>. This adds an asterisk (*) in front of each selected statement. When your choices are finalized, press <F2>.
	A window is displayed with "Perform Column Calculations". Change the default of "NO" to "YES" and press: < F2 >.
	The statement is being calculated and exported. When done, the statement menu reappears. A file has been created for Lotus or Excel to import.
Import Into Lotus 1-2-3	Start 1-2-3 and display the menu. Choose these menu options:
	(F)ile (I)mport (N)umbers Enter the full path and file name (ex: \user\linda\rooms.csv) Press: <ENTER>
	The file now appears on the screen, using Lotus' default of nine character fields. Make any changes using standard Lotus commands.
Import Into Excel	Open Excel and display the menu. Choose these menu options:
	File Open Change “files of type” to “All Files” Find the file you created in the export directory Press: <ENTER>
	The Excel text import wizard will come up on your screen. You will see the word “delimited”. This circle should be filled in. Choose “next” at the bottom of the wizard box. The next page lets you choose your delimiter and preview your file. Choose “next” again to set the formats and finish. Your excel spreadsheet is now set-up.
Summary	If you are familiar with Lotus or Excel, exporting a file from DPHS and importing into a spreadsheet provides additional flexibility in reporting on data. The export portion of this process also applies to any DOS package that can import ASCII delimited files. If you have any questions or receive any error messages during this process, call Data Plus Support.