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RACAR FALL MEETING 2009 1 Topics of Discussion System Requirements Linking to SCT Banner® Tables using ODBC data sources Creating queries and tables Exporting data Student Invoices Third Party Contract Invoices Emailing Invoices 2 System Requirements Access and Excel should be installed locally on each user’s computer. Access uses ODBC (Open Database Connectivity) drivers to connect to SCT Banner® Tables. Users install ODBC drivers locally via a network application. 3 Why MS Access for Banner Reporting/Invoices? Banner reports lack data you need Desire greater flexibility to sort Export data to Excel Merge data to Word or e-mail Use Banner Views created by SGHE 4 Important Information MS Access cannot update Banner data Banner data is read-only IT department may need to grant additional Banner privileges – ODBC roles Limit what data you can see 5 How do you link the ODBC Drivers to SCT Banner® “File” “Get External Data” “Link Tables” 6 Locating the ODBC Database Change “Files of type” to ODBC Database 7 Data Source Name Select “Machine Data Source” tab Select the appropriate “Data Source Name” Click OK 8 Login Screens Enter your username and password if prompted 9 SCT ® Banner Tables • Select the table(s) containing the appropriate data • Click OK 10 Table Object List The selected tables appear in Access under the “Table Object” list as a linked table. 11 Main Accounting Tables TBRACCD – Accounting Data (TSAAREV) SPRIDEN – Person Information (SPAIDEN) SPRADDR – Address Information (SPAIDEN) GOREMAL – E-mail Tables are linked by “PIDM” record (Relationships) 12 Relationships Setting Up Table & Query Relationships 13 Queries Setting up the Query 14 Using Main Switchboard Organized Form of Previously Developed Queries and Reports Point & Click to retrieve data Query Parameters to limit population to what you need Additional Queries and Reports can be added 15 Using Main Switchboard 16 Query Sample 17 Extract Query Data to Word or Excel 18 Creating Student Invoices All invoices use the Bill Date to determine what invoice type should be created (1st notice, 2nd notice, etc.) Initial query is executed and data is compiled in a “Make-Table” – Invoice Worksheet Data can be changed – not linked to Banner When initial query is executed – pop-up prompts will be displayed requesting the bill dates. Once data is verified – invoices can be created 19 Invoice Worksheet 20 STUDENT INVOICE EXAMPLE 21 Creating Third Party Contract Invoices Invoices are created based on three tables: AS_THIRD_PARTY_CONTRACTS AS_STUDENT_ATTRIBUTE TBRACCD All data is combined into one invoice for each student 22 THIRD PARTY CONTRACT INVOICE EXAMPLE 23 Total Access Emailer Designed specifically for MS Access Runs as an add-in and includes an interactive, Wizard-like user interface, making it easy to customize your email blasts Ability to send personalized emails and attach files 24 Total Access Emailer Unlimited Custom Emails Send Email to Everyone Personalize Email Attach Files to Email (PDF format) Send Your Email Again Send to People You Have not Emailed Send HTML and/or Text Messages Show Custom FROM Address Schedule Email Blasts 25 Total Access Emailer Approved by State Accounting Office Optional Audit Log Feature – keeps track of who received an email along with the date and time. Saves money on labor, postage, paper, and envelopes http://www.fmsinc.com/MicrosoftAccess/Emails.asp 26 Total Access Emailer 27 Total Access Emailer 28 Total Access Emailer 29 E-mail and Attachment Sent to Student 30 Questions ???? 31