Quick Guide on Database Management

System for BA with Analytics

Smartbooks
Database Management
System for BA with
Analytics
Quick guide on ERP and PBI

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TABLE OF CONTENTS

TABLE OF CONTENTS..................................................................................................................................... 2
Chapter 1: Smartbooks on a Cloud Platform ................................................................................................ 6
What is an ERP System? ............................................................................................................................ 6
What is Cloud Computing? ....................................................................................................................... 6
Types of Cloud Deployment .................................................................................................................. 7
Key Features of Cloud Computing ........................................................................................................ 7
Smartbooks on Cloud Performance .......................................................................................................... 8
Technical Specifications ........................................................................................................................ 8
Getting Started with Smartbooks ............................................................................................................... 10
Challenges for SMEs ................................................................................................................................ 10
Smartbooks Framework .......................................................................................................................... 10
Basic Navigation ...................................................................................................................................... 11
Logging-in ................................................................................................................................................ 11
Smartbooks User Interface ..................................................................................................................... 15
Header................................................................................................................................................. 15
Modules Menu / Main Menu .............................................................................................................. 15
User Info.............................................................................................................................................. 17
Extension Button ................................................................................................................................. 17
Theme Button ..................................................................................................................................... 17
Logout Button ..................................................................................................................................... 17
Operation Modes in Smartbooks ........................................................................................................ 17
Functions in a Form............................................................................................................................. 17
Customize User Credentials ................................................................................................................ 17
Exercises .................................................................................................................................................. 19
Chapter 2: Introduction to DBMS ............................................................................................................... 19
COMPONENTS OF A DBMS ................................................................................................................. 20
ADVANTAGE OF DBMS ........................................................................................................................ 21
DMBS ACTORS ..................................................................................................................................... 24
Different DBMS Software.................................................................................................................... 25

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Chapter 3 Getting Started with MYSQL ..................................................................................................... 26
Introduction to MYSQL ....................................................................................................................... 26
Getting started with XAMP and Mysql ............................................................................................... 27
Chapter 4 Database Administration ........................................................................................................... 28
Database Users ................................................................................................................................... 28
Chapter 5 Relational Database Management System ‘RDMS’ ................................................................... 29
Relationship Types .............................................................................................................................. 32
Chapter 6: Getting Started with Smartbooks .............................................................................................. 33
Enterprise resource planning (ERP) .................................................................................................... 33
Login to Smartbooks ........................................................................................................................... 34
Credentials Changing Guide ................................................................................................................ 37
Password Change (FOR ALL STUDENT ROLES) .................................................................................... 37
Naming convention of tables for SMARTBOOKS ................................................................................ 39
Chapter 7: SMARTBOOKS Basic Transactions and Database Information in Marketing Documents ......... 39
Master Data ............................................................................................................................................ 39
Types of Master Data .............................................................................................................................. 40
Activity 1: Exercises Master Data ........................................................................................................ 41
Activity 2: ITEM MASTER DATA SMARTBOOKS ................................................................................... 42
Marketing Documents ................................................................................................................................ 44
Purchasing Documents ............................................................................................................................... 44
Purchase Order ....................................................................................................................................... 44
Activity 3: How to Create a Purchase Order ........................................................................................... 44
Activity 4: How to Create a Receiving ..................................................................................................... 47
Activity 5: How to Create a AP Voucher ................................................................................................. 50
Activity 6: How to Create a Cash Outflows ............................................................................................. 52
Sales Documents ......................................................................................................................................... 56
Sales Order .............................................................................................................................................. 56
Activity 7: How to Create a Sales Order .................................................................................................. 56
Activity 8: How to Create Shipment........................................................................................................ 59
Activity 9: How to Create Invoice............................................................................................................ 62
Activity 10: How to Create a Cash Inflows .............................................................................................. 65

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Chapter 8. Customization Tool................................................................................................................... 70
Activity 11: SQL Select............................................................................................................................. 71
Activity 12: Using SQL Where ................................................................................................................. 74
Activity 13: Relational operators ............................................................................................................ 77
Activity 14: < Less Than ........................................................................................................................... 77
Activity 15: Using Logical Operators on SMARTBOOKS .......................................................................... 78
Activity 16: Logical Operator OR ............................................................................................................. 79
Activity 17: Aggregate function Using SMARTBOOKS............................................................................. 80
Activity 18: SQL Having ........................................................................................................................... 83
Activity 19: SQL JOIN ............................................................................................................................... 84
User-Defined Fields ..................................................................................................................................... 84
Activity 20: User Defined Fields Set-up................................................................................................... 84
Data Migration ............................................................................................................................................ 88
Activity 21: Preparing the BP Import Fields (Customers) ....................................................................... 88
Activity 22: Finalizing BP Migration ........................................................................................................ 89
Activity 23: Check the Result of the Import ............................................................................................ 90
SIO: BP Master Data Upload ................................................................................................................... 92
Activity 24: Master Data (Data Migration – Items) ................................................................................. 92
Activity 25: Preparing the Item Import Fields ......................................................................................... 92
Activity 26: Finalizing Item Migration ..................................................................................................... 93
Activity 27: Verifying the migrated data ................................................................................................. 94
Activity 28: Data Import .......................................................................................................................... 95
Activity 29: Data Export .......................................................................................................................... 96
Chapter 9: Introduction to Business Analytics ............................................................................................ 97
What is Business Analytics ...................................................................................................................... 97
Metrics and KPIs.................................................................................................................................. 98
Enterprise Dataflow .......................................................................................................................... 100
Enterprise Data Warehouse .............................................................................................................. 102
Reporting Tools ................................................................................................................................. 105
Data Visualization ............................................................................................................................. 105
Representing Data with Charts ......................................................................................................... 108

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Effective Visualization ....................................................................................................................... 113
Microsoft Power BI ............................................................................................................................... 119
What is Microsoft Power BI? ............................................................................................................ 119
Ways to access Microsoft Power BI .................................................................................................. 120
Capstone Activity .............................................................................................................................. 124
Exercises ................................................................................................................................................ 138

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Quick Guide on Database Management System
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Chapter 1: Smartbooks on a Cloud Platform
At the end of this chapter, students will be able to:
• Know what is an ERP System
• Understand the difference between on premise and on cloud system experience.
• List the benefits of cloud computing
• Know the Smartbooks on cloud performance

What is an ERP System?

ERP stands for Enterprise Resource Planning, and an ERP system is a type of software that integrates a
variety of business processes and functions into a single system. An ERP system typically includes modules
for areas such as accounting, human resources, customer relationship management, supply chain
management, inventory management, and production planning.

Image from: www.projectline.ca

The primary objective of an ERP system is to provide a single source of truth for all business data, making
it easier for companies to manage their operations more efficiently and effectively. By consolidating data
from different departments, an ERP system can eliminate the need for multiple, disconnected software
applications, and help to streamline business processes, improve collaboration between departments,
and increase data accuracy and consistency.

What is Cloud Computing?

Cloud computing represents a new way to deploy computing technology to give users the ability to access,
work on, share, and store information using the internet. The ideal way to describe Cloud Computing
would be to term it as 'Everything as a Service' (abbreviated as XaaS). The cloud itself is a complex network
of data centers, each composed of thousands of computers working together that can perform and
achieve the functions of a software on a personal or business computer units by providing users access to
a vast number of applications, platforms and services delivered over the Internet.

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Types of Cloud Deployment

PRIVATE CLOUD
Private Cloud, also known as Internal Cloud, is a cloud-based infrastructure operated exclusively for a
single organization with all data protected behind an internal firewall. This is usually physically located at
the company's on-site data center or can also be managed and hosted by a third-party provider.

PUBLIC CLOUD
Public Cloud, also known as External Cloud, is available to the public where data are created and stored
on third-party servers. Service infrastructure belongs to service providers that manage them and
administer pool resources. The need for user companies to buy and maintain their own hardware is
eliminated. It is based on a shared cost model for all the users or in the form of a licensing policy such as
pay per use.

HYBRID CLOUD
Hybrid Cloud encompasses the best features of the above-mentioned cloud computing deployment
models. It allows companies to mix and match the facets of public and private cloud that best suit their
requirements.

Key Features of Cloud Computing

The characteristics of Cloud Computing express its significance in the current business market. It has
already been proven that Cloud Computing is a model for enabling universal, convenient and on-demand
network access. Below are the key features of Cloud Computing:

• Agility -helps in rapid and inexpensive re-provisioning of resources

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• Location Independence - resources can be accessed anywhere (except on limitations set by
company's internal control)

• Multi-Tenacity - resources are shared amongst a large pool of users

• Reliability - dependable accessibility of resources and computation

• Scalability - dynamic provisioning of data helps in avoiding various bottleneck scenarios

• Ease of Maintenance - users (companies/organizations) have less work in terms of resource

upgrades and management, handled by service providers of cloud computing

Smartbooks on Cloud Performance

Smartbooks is a purely web-based ERP system for small and medium sized enterprises. Smartbooks is a
software that easy to use, has deep functionality, is accessible and is compliant with BIR reporting
requirements. It is best for small- and medium-sized companies with their unique qualities and special
needs.

And because Smartbooks is based in the cloud, other IT costs are eliminated, such as the cost of putting
up and maintaining servers, hiring and maintaining an IT team, upgrading the software and spending for
other support expenses.

Technical Specifications
Smartbooks has minimal requirements when it comes to technical specifications so it can offer a simpler,
more cost-effective and more reliable solution for businesses. The following are the technical
specifications needed in order to access Smartbooks:

Can be accessed on various operating systems like:

Through web browsers like:

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The optimal performance of the system is on an internet speed of 5 mbps and higher but can be accessed
on a minimum speed of 1 mbps.

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Getting Started with Smartbooks
Challenges for SMEs
SME companies often acquire multiple solutions to meet specific needs as business expands; for example,
an accounting application to manage general ledgers and invoices, or a Storage Location management
solution to keep track of inventory.

Keeping this combination of applications up to date, integrated, and running seamlessly can be
challenging. To get a picture of what is happening in every part of the business, it takes a lot of time and
effort to extract and reconcile data across many solutions. While such applications may be effective for a
time, ultimately your business needs a more flexible and integrated solution.

With SMARTBOOKS, it is now possible to have a complete and real-time picture of your financial position.
Having this information readily available gives you more time to focus on growing your business.

Smartbooks Framework

Smartbooks Cloud ERP system is composed of multiple modules. The above illustration shows the
structure of the system. Smartbooks accepts data entry, called transactions, which are converted through
various processes into output information that goes out to the users. Sales of products from customers,

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purchases of inventory from Suppliers, and cash disbursements and receipts are the common type of
transactions.

Smartbooks is composed of three major units:

1. Transaction Processing
This supports daily business operations with numerous reports, documents, and messages from users
throughout the organization. Transaction processing consists of three different cycles: the revenue, the
expenditure, and the project management. Each cycle captures and processes different types of financial
transactions;

2. General Ledger/Financial Reporting

This produces the traditional Financial Statements, such as Income Statement, Balance Sheet, Statement
of Cash Flow, Tax Returns, Reports / Schedules, and other reports mandated by the government.

3. Management Reporting
This provides internal management reports needed for decision making.

Basic Navigation
Smartbooks was designed with the most comprehensive User Interface in mind. You don’t need expert
technical knowledge to navigate through the portal because it was designed with utmost simplicity.

Logging-in
1. Go to https://portal.fitacademy.ph

2. Click Register > Fill up registration form >”University Code” will be provided by instructor > Click
Register

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3. Check your email for account activation and activate your account.

4. Input your credentials (email and password) and login.

5. Go to Dashboard. “Section Code” will be provided by your instructor.

6. Click Add Code.

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7. Once the code has been added, your user ID and password will appear.
8. Click Open Smartbooks URL to access Smartbooks.

9. Click Reset Password should you forgot your password.

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10. Input the User ID and Password provided by the portal on Smartbooks Login Page.

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Smartbooks User Interface

Header
The header of the Smartbooks User Interface contains the logo of Smartbooks and the name of the
company.

Modules Menu / Main Menu

Navigation in Smartbooks is done using the Modules Menu/Main Menu. It arranges the functions of the
individual process and applications in a tree-like structure. This menu contains a list of all modules with
their related options.

The features for this menu:

1. Are arranged accustomed to per user basis and need of access.

2. May be inactive for unauthorized users and will not modify some of the transactions.

The following modules are the primary content of the system:

Favorites

▪ This feature displays the most commonly-used transactions of certain items, content, or actions
by clicking the star button beside each submodule.

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Admin

▪ This is used for setting-up and customization of the database. In this module, we can use this for
modifying user credentials, branches and company details, and other general settings.

Financials & Accounting

▪ Generate different financial reports

▪ Inquire about any account over any period
▪ Post transactions automatically without undergoing a separate process
▪ Generate BIR Reports
▪ Other features include: producing journal narratives, posting journals to any number of periods,
reversal of journal entries.

Inventory Management

▪ Maintain unlimited number of warehouses and stock quantities

▪ Set selling prices, even for specific branched or individual customers
▪ Manually maintain standard costs or automatically determine weighted average costs
▪ Other features include: allowing the invoicing, pricing and costing of dummy service or stock
items without recording them, maintaining maximum and minimum stock level quantities and
unlimited user-defined field specific to each inventory category for additional important
information required to be stored item

Sales & Distribution

▪ Enter and maintain customer orders and reference back to the order numbers
▪ Invoice orders directly with little or no additional input
▪ Give the user information and options on inventory location
▪ Present a full analysis of outstanding balance and aging of receivables
▪ Other features include: showing transactions settled at any given month or outstanding
transactions, calculating discounts across a range of products, viewing sequence of invoices,
credit notes & receipts entered in the transaction inquiries & processing collection applied to
specific invoice.

Purchasing

▪ Covers complete procurement cycle from PO generation to goods receiving

▪ Show comprehensive subsidiary ledger on supplier’s account
▪ Show an aged listing of accounts payable balances
▪ Enable payment run to create payment transactions

And other modules for the day-to-day business activities.

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User Info
Displays the information of user’s profile (user name and ID, options to change password and logout).

Extension Button
It displays other features of Smartbooks such as theme color, change password, and messages.

Theme Button
Allows the users change the theme color of Smartbooks easily.

Logout Button
Lets the user sign out from Smartbooks.

Operation Modes in Smartbooks

FIELD USAGE
Copy From Copy records from another module to current module
Preview Preview the record in pdf, excel, or crystal report viewer
First Navigate to first recorded document
Previous Navigate to previously recorded document
Next Navigate to next recorded document
Last Navigate to last recorded document
Add Add a new record / document
New Open a new document to make a new transaction
Update Modify the data of an existing record / document

Functions in a Form
These functions provide you with extensive support in searching for objects.
Ss
1. Document Link
This function is normally linked with the master data and documents. Using it will open the detailed
information.

2. Selection List
While entering data into a document, user can easily look-up for customer/supplier data, or
item data using this button, or simply place your cursor on the field which has SL button and
then press Tab key.

Customize User Credentials

For a more personalize experience when using the system, you can change your user name and
password in Smartbooks.

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1. Go to Administration module
2. Setup
3. Click on Define Users. User Listing will appear on your window.
4. On the list of users, click your student account
5. Click edit. User Profile will appear on your window.

6. Take note that User ID is not editable. This is what you use in logging in.
7. On the User Name field, input your name.
8. On the Password field, input your preferred new password.
9. Repeat your new password on the re-enter password field.
10. Click Update.

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Exercises
Refer to Exercise on the workbook provided by your instructor.

Chapter 2: Introduction to DBMS

Definition of DBMS

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A database management system (DBMS) is system software for creating and managing databases. The
DBMS provides users and programmers with a systematic way to create, retrieve, update and manage
data.

A DBMS makes it possible for end users to create, read, update and delete data in a database. The
DBMS essentially serves as an interface between the database and end users or application programs,
ensuring that data is consistently organized and remains easily accessible.

COMPONENTS OF A DBMS
A database system has four components. These four components are important for understanding and
designing the database system. These are:

1. Data
2. Hardware
3. Software
4. Users

4. Data

Data is made up of data item or data aggregate. A Data item is the smallest unit of named data: It may
consist of bits or bytes. A Data item is often referred to as field or data element. A Data aggregate is the
collection of data items within the record, which is given a name and referred as a whole. Data can be
collected orally or written. A database can be integrated and shared. Data stored in a system is partition
into one or two databases. So if by chance data lost or damaged at one place, then it can be accessed
from the second place by using the sharing facility of data base system. So a shared data also can be
reused according to the user’s requirement. Also data must be in the integrated form. Integration
means data should be in unique form i.e. data collected by using a well-defined manner with no
redundancy, for example Roll number in a class is non-redundant form and so these have unique
resistance, but names in class may be in the redundant form and can create lot of problems later on in
using and accessing the data.

5. Hardware

Hardware is also a major and primary part of the database. Without hardware nothing can be done. The
definition of Hardware is “which we can touch and see”, i.e. it has physical existences. All physical
quantity or items are in this category. For example, all the hardware input/output and storage devices
like keyboard, mouse, scanner, monitor, storage devices (hard disk, floppy disk, magnetic disk, and
magnetic drum) etc. are commonly used with a computer system.

6. Software

Software is another major part of the database system. It is the other side of hardware. Hardware and
software are two sides of a coin. They go side by side. Software is a system. Software are further

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subdivided into two categories, First type is system software (like all the operating systems, all the
languages and system packages etc.) and second one is an application software (payroll, electricity
billing, hospital management and hostel administration etc.). We can define software as which we
cannot touch and see. Software only can execute. By using software, data can be manipulated organized
and stored.
7. Users

Without user all of the above said components (data, hardware & software) are meaningless. User can
collect the data, operate and handle the hardware. Also operator feeds the data and arranges the data
in order by executing the software. Other components

4. People - Database administrator; system developer; end user.

5. CASE tools: Computer-aided Software Engineering (CASE) tools.
6. User interface - Microsoft Access; PowerBuilder.
7. Application Programs - PowerBuilder script language; Visual Basic; C++; COBOL.
8. Repository - Store definitions of data called METADATA, screen and report
formats, menu definitions, etc.
9. Database - Store actual occurrences data.
10. DBMS - Provide tools to manage all of this - create data, maintain data, and
control security access to data and to the repository, etc.

ADVANTAGE OF DBMS

One of the major advantages of using a database system is that the organization can be
handled easily and have centralized management and control over the data by the DBA. Some
more and main advantages of database management system are given below:

The main advantages of DBMS are:

1. Controlling Redundancy

In a DBMS there is no redundancy (duplicate data). If any type of duplicate data arises, then DBA
can control and arrange data in non-redundant way. It stores the data on the basis of a primary
key, which is always unique key and have non-redundant information. For example, Roll no is
the primary key to store the student data.

In traditional file processing, every user group maintains its own files. Each group independently
keeps files on their db
e.g., students. Therefore, much of the data is stored twice or more. Redundancy leads to several
problems:

a. Duplication of effort

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b. Storage space wasted when the same data is stored repeatedly

Files that represent the same data may become inconsistent (since the updates are applied
independently by each users group).We can use controlled redundancy.

2. Restricting Unauthorized Access

A DBMS should provide a security and authorization subsystem.

1. Some DB users will not be authorized to access all information in the DB

(e.g., financial data).

2. Some users are allowed only to retrieve data.

3. Some users are allowed both to retrieve and to update database.

1. Providing Persistent Storage for Program Objects and Data Structures

Data structure provided by DBMS must be compatible with the programming language’s data
structures. E.g., object oriented DBMS are compatible with programming languages such as C++,
SMALL TALK, and the DBMS software automatically performs conversions between
programming data structure and file formats.

2. Permitting Inference and Actions Using Deduction Rules

Deductive database systems provide capabilities for defining deduction rules for inference new
information from the stored database facts.

3. Inconsistency can be reduced

In a database system to some extent data is stored in, inconsistent way. Inconsistency is another
form of delicacy. Suppose that an employee “Janet” work in department “Computer” is
represented by two distinct entries in a database. So way inconsistent data is stored and DBA
can remove this inconsistent data by using DBMS.

4. Data can be shared

In a database system data can be easily shared by different users. For example, student data can
be share by teacher department, administrative block, accounts branch arid laboratory etc.

5. Standard can be enforced or maintained

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By using database system, standard can be maintained in an organization. DBA is overall

controller of database system. Database is manually computed, but when DBA uses a DBMS and
enter the data in computer, then standard can be enforced or maintained by using the
computerized system.

6. Security can be maintained

Passwords can be applied in a database system or file can be secured by DBA. Also in a database
system, there are different coding techniques to code the data i.e. safe the data from
unauthorized access. Also it provides login facility to use for securing and saving the data either
by accidental threat or by intentional threat. Same recovery procedure can be also maintained
to access the data by using the DBMS facility.

7. Integrity can be maintained

In a database system, data can be written or stored in integrated way. Integration means
unification and sequencing of data. In other words it can be defined as “the data contained in
the data base is both accurate and consistent”. ‘Data can be accessed if it is compiled in a
unique form. We can take primary key ad some secondary key for integration of data.
Centralized control can also ensure that adequate checks are incorporated in the DBMS to
provide data integrity.

8. Confliction can be removed

In a database system, data can be written or arranged in a well-defined manner by DBA. So

there is no confliction between the databases. DBA select the best file structure and accessing
strategy to get better performance for the representation and use of the data.

9. Providing Multiple User Interfaces

For example query languages, programming languages interfaces, forms, menu-

driven interfaces, etc.
10. Representing Complex Relationships among Data

It is used to represent Complex Relationships among Data

11. Providing Backup and Recovery

The DBMS also provides backup and recovery features.

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DMBS ACTORS

A Database Administrator (short form DBA) is a person responsible for the installation, configuration,
upgrade, administration, monitoring and maintenance of databases in an organization. The role includes
the development and design of database strategies, monitoring and improving database performance
and capacity, and planning for future expansion requirements. They may also plan, co-ordinate and
implement security measures to safeguard the database.

A Systems Analyst researches problem, plans solutions, recommends software and systems, and
coordinates development to meet business or other requirements. They will be familiar with a variety
of programming languages, operating systems, and computer hardware platforms. Because they often
write user requests into technical specifications, the systems analysts are the liaisons between vendors
and information technology professionals. They may be responsible for developing cost analysis, design
considerations, and implication time-lines.

DBMS developers design and build the DBMS product, and the only ones who touch its code. They are
typically the employees of a DBMS vendor (e.g., Oracle, IBM, Microsoft, Sybase), or, in the case of Open
source DBMSs (e.g., MySQL), volunteers or people supported by interested companies and
organizations. They are typically skilled systems programmers. DBMS development is a complicated
task, and some of the popular DBMSs have been under development and enhancement (also to follow
progress in technology) for decades.

Application's end-users (e.g., accountants, insurance people, medical doctors, etc.) are people who
know the application and its end-user interfaces, but need not know nor understand the underlying
DBMS. Thus, though they are the intended and main beneficiaries of a DBMS, they are only indirectly
involved with it.

Server Database Systems

Server based database systems are designed to run on a central server, so that multiple users can access
the same data simultaneously. The users normally access the database through an application.

For example, a website could store all its content in a database. Whenever a visitor views an article, they
are retrieving data from the database. As you know, websites aren't normally limited to just one user.
So, at any given moment, a website could be serving up hundreds or even thousands of articles to its
website visitors. At the same time, other users could be updating their personal profile in the members'
area, or subscribing to a newsletter or anything else that website users do.

Generally, it's the application that provides the functionality to these visitors. It is the database that
stores the data and makes it available. Having said that, SQL Server does include some useful features
that can assist the application in providing its functionality.

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Different DBMS Software

Database Management Software in those software’s which help in keeping the data guarded and safe.
These tools help in reducing data redundancy and maintaining the efficiency and throughput of data.
Some of them are open source some are commercial with specific features.

Based on our usage and work and requirement we chose a software tool which gives us the
desired output for our day to day work in the software industry.

Here are the TOP 3 Best RDBMS on the Industry today

1. Oracle RDBMS

Oracle database is the most widely used object-relational database management software. The
latest version of this tool is 12c where c means cloud computing.

2. IBM DB2

Latest release 11.1.Developed in the year 1983.The language used is Assembly

Language, C, C++ for writing it. It supports multiple Windows, UNIX, and Linux
versions.

3. Microsoft SQL Server

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Developed in the year 1989.Latest updated version came in 2016.The language used is
Assembly C, Linux, and C++ for writing it. Works on Linux and windows operating
system.

Chapter 3 Getting Started with MYSQL

Introduction to MYSQL

MySQL is the world's most popular open-source database. Despite its powerful features, MySQL is
simple to set up and easy to use. Below are some instructions to help you get MySQL up and running in
a few easy steps. We also explain how to perform some basic operations with MySQL using the mysql
client.

The SQL part of “MySQL” stands for “Structured Query Language”. SQL is the most common
standardized language used to access databases. Depending on your programming environment, you
might enter SQL directly (for example, to generate reports), embed SQL statements into code written in
another language, or use a language-specific API that hides the SQL syntax.

MySQL is a database management system.

A database is a structured collection of data. It may be anything from a simple shopping list to a picture
gallery or the vast amounts of information in a corporate network. To add, access, and process data
stored in a computer database, you need a database management system such as MySQL Server. Since
computers are very good at handling large amounts of data, database management systems play a
central role in computing, as standalone utilities, or as parts of other applications.

MySQL databases are relational.

A relational database stores data in separate tables rather than putting all the data in one big
storeroom. The database structures are organized into physical files optimized for speed. The logical
model, with objects such as databases, tables, views, rows, and columns, offers a flexible programming
environment. You set up rules governing the relationships between different data fields, such as one-to-
one, one-to-many, unique, required or optional, and “pointers” between different tables. The database
enforces these rules, so that with a well-designed database, your application never sees inconsistent,
duplicate, orphan, out-of-date, or missing data.

XAMMPP

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To enable us to access and use MySQL without on a web browser we will use an application named
XAMPP , a free and open source cross-platform web server solution stack package developed by Apache
Friends, consisting mainly of the Apache HTTP Server, MariaDB database, and interpreters for scripts
written in the PHP and Perl programming languages. XAMPP stands for Cross-Platform (X), Apache (A),
MariaDB (M), PHP (P) and Perl (P). It is a simple, lightweight Apache distribution that makes it extremely
easy for developers to create a local web server for testing and deployment purposes. Everything
needed to set up a web server – server application (Apache), database (MariaDB), and scripting
language (PHP) – is included in an extractable file. XAMPP is also cross-platform, which means it works
equally well on Linux, Mac and Windows. Since most actual web server deployments use the same
components as XAMPP, it makes transitioning from a local test server to a live server extremely easy as
well.

Getting started with XAMP and Mysql

1. Download the installer on : https://www.apachefriends.org/index.html
2. Choose the appropriate installer for your OS
3. Go through the setup process
4. Once the setup has been completed run you XAMPP panel on your start up
menu.

5. Install the Apache and MySQL on your XAMP control panel.

a Click the X icon button on the Modules on the left side to download and
install Apache and MySQL
b After the installation has been completed for both Apache and MySQL,
on the Action column click start to launch the modules as displayed on
the image below.

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Apache is another cross-platform web server to enable us to access MySQL on a web

browser, thus it will run on a page created using PHP called phpMyAdmin.

PhpMyAdmin is a free software tool written in PHP, intended to handle the administration
of MySQL over the Web. phpMyAdmin supports a wide range of operations on MySQL and
MariaDB. Frequently used operations (managing databases, tables, columns, relations,
indexes, users, permissions, etc) can be performed via the user interface, while you still have
the ability to directly execute any SQL statement.

PHP (recursive acronym for PHP: Hypertext Preprocessor) is a widely-used open source general-purpose
scripting language that is especially suited for web development and can be embedded into HTML

Chapter 4 Database Administration

Database administration refers to the whole set of activities performed by a database
administrator to ensure that a database is always available as needed. Other closely related
tasks and roles are database security, database monitoring and troubleshooting, and
planning for future growth.

Database Users
They are considered as the acting agent of all the component of the system. Without
user all of the above said components (data, hardware, procedure and software) are
meaningless. User can collect the data, operate and handle the hardware and manipulate
the software based on the constraints given.

Also, user feeds the data and arranges the data in order. A typical database system
has users with different rights and permissions who use it for different purposes. Some users
retrieve data and some back it up. The users of a DBMS can be broadly categorized as
follows:

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1. Administrators
Administrators maintain the database system and are responsible for
administrating the database. They create access profiles for users and apply
limitations to maintain isolation and enforce security.

2. Designers
Designers are the group of people who actually work on the designing part
of the database. They keep a close watch on what data should be kept and
in what format. They identify and design the whole set of entities, relations,
constraints, and views.

3. End Users
End users are those who actually earn the benefits of having a database
system. End users can range from simple viewers who pay attention to the
logs or market rates to sophisticated users such as business analysts.
Chapter 5 Relational Database Management System ‘RDMS’
An RDBMS is a DBMS designed specifically for relational databases. Therefore, RDBMSes are a subset of
DBMSes. A relational database refers to a database that stores data in a structured format, using rows and
columns. This makes it easy to locate and access specific values within the database. It is "relational" because the
values within each table are related to each other. Tables may also be related to other tables. The relational
structure makes it possible to run queries across multiple tables at once.

Basic Terminology used in Relational Model

The figure shows a relation with the formal names of the basic components which will be used throughout this
module.

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Relation: Customer

It is important to name a relation based on what values it holds. The relation or table is named Customer
since it contains information about customer. The primary key of the table is the CustomerID denoted by an
underline. Each CustomerID uniquely identifies each customer inside the table. To further elaborate each
terminology, listed below are the definition:

• A tuple corresponds to a row of a table and an attribute or field to a column. For example, the
second row in the example above is a tuple. A tuple is synonymous to a row or a record.
• A relation is composed of fields (attributes) and tuples. Relations are stored as tables in a relational
database system. Attributes are individual characteristics, and tuples form the unordered set of
characteristics that describe a particular entity.

• A primary key is also called a major key. It is a key field that serves as the unique identifier of a
specific tuple in a relation. Generally speaking, it is a field which occupies the first column within a
certain relation. A domain is a pool of legal values for a given attribute. For example, the domain
for CustomerID might be a list of unique, five-digit numeric codes assigned to every customer.

• A foreign key is a field in one table whose values are constrained to be values of the primary key in
another table. To further elaborate this key, see how the tables below got their relationship to each
other.

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Above tables shows three different relations: Customer, Items, and Sales Summary. The primary key of relation
Customer is CustomerID, while the primary key of relation Items is ItemID. These primary keys can be used to link
another relation with the relation to whom they belong. The primary key of another table that is used to do this is
referred to as a foreign key.

Entity-Relationship (ER) Model is based on the notion of real-world entities and relationships among them. While
formulating real-world scenario into the database model, the ER Model creates entity set, relationship set, general
attributes and constraints. The following are the basic building blocks of this model:

• Entity is a real-world entity about which data are to be collected and stored. It represents a
particular kind of object that may either be a physical or conceptual object. For example, in a
SMARTBOOKS B1 database under Business Partners, a VENDOR is considered as an entity.
• Attribute is the characteristic of an entity. In other words, it describes an entity. Based on our
example above, a VENDOR entity may have attributes such as Vendor Reference Number, Contact
Person, Posting Date and Status
• Relationship describes the association among entities. For example, a VENDOR to PRODUCT
relationship may be described as: a VENDOR may sell one or more PRODUCT. There are three types
of relationships used by database models and these are:

• one to one
• one to many many to one many to many

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Relationship Types
One to one

When only one instance of an entity is associated with the relationship, it is marked as '1:1'.
The image below reflects that only one instance of each entity should be associated with the
relationship. It depicts one-to-one relationship.

One to many

When more than one instance of an entity is associated with a relationship, it is marked as
'1:N'. The image below depicts that only one instance of entity on the left and more than one
instance of an entity on the right can be associated with the relationship. It depicts one-to-
many relationship.

Many to one

When more than one instance of entity is associated with the relationship, it is marked as 'N:1'.
The following image reflects that more than one instance of an entity on the left and only one
instance of an entity on the right can be associated with the relationship. It depicts many-to-
one relationship.

Many to many

The following image reflects that more than one instance of an entity on the left and more than
one instance of an entity on the right can be associated with the relationship. It depicts many-
to-many relationship.

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Below is a sample ER Model using an Entity-Relationship Diagram (ERD) for a day-to-day

process of the entities like the Warehouse, Products, Customers and Vendor? Observe how
the relationship works on each entity. We can also include an attributes on each entity. This
will be discussed on the succeeding chapter but to give you an overview let us cite the entity
PRODUCT having the PROD_ID, PROD_NAME, PROD_DESC, PROD_PRICE as its underlying
attributes.

Chapter 6: Getting Started with Smartbooks

Enterprise resource planning (ERP)
Enterprise resource planning (ERP) is a platform companies use to manage and integrate the
essential parts of their businesses. Many ERP software applications are critical to companies
because they help them implement resource planning by integrating all the processes needed
to run their companies with a single system.

An ERP software system can also integrate planning, purchasing inventory, sales, marketing,
finance, human resources, and more. ERP applications also allow the different departments to
communicate and share information more easily with the rest of the company. It collects

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information about the activity and state of different divisions, making this information available
to other parts, where it can be used productively.

ERP applications can help a corporation become more self-aware by linking information about
production, finance, distribution, and human resources together. Because it connects different
technologies used by each part of a business, an ERP application can eliminate costly duplicates
and incompatible technology. The process often integrates accounts payable, stock control
systems, order-monitoring systems, and customer databases into one system.

Login to Smartbooks

1. Open any web browser (e.g. Google Chrome, Mozilla Firefox, Microsoft Edge,etc)

2. Input on the address bar of the web browser the URL provided by your instructor.

3. Press Enter.
4. You will be directed to the Smartbooks log-in page.

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Database Information in SMARTBOOKS are unaware that there is a powerful and simple SQL query
available within the standard product. The SQL query is a tool that makes it easy for authorized users to
extract information from the company databases. There are many reasons why companies would want
to query the database but generally the requirement is to produce a view of the data that does not exist
in one of the standard reports offered by SMARTBOOKS or to present the data in a customized format.
Take for example the common requirement to extract a business partner listing. This is a simple task
using the SQL query. Let’s take a look how SMARTBOOKS supports this requirement.

1. Select MAIN
2. Click Select

Or double click the MAIN

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3. Go to Tools
4. Click SQL Query

Expected Output:

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Credentials Changing Guide

Password Change (FOR ALL STUDENT ROLES)

Go to Admin (1)>Setup (2)>Click Define Users (3)

4. On the User Listing, Select the Student # assigned.

5. Click Edit

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6. On the User Profile, change password

7. Re-enter the password
8. Click update

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9. The will require you to relogin after the system restart, Click OK

Naming convention of tables for SMARTBOOKS

To help you understand the previous mentioned data dictionary quickly, we will be going through the
naming conventions for the table in SMARTBOOKS. Three letter words Most tables for SMARTBOOKS
Business One have four letters. The only exceptions are number- ending tables, if the numbers are
greater than nine. Those tables will have five letters. To understand table names easily, there is a three
letter abbreviation in SMARTBOOKS. Some of the commonly used abbreviations are listed as follows:

1. customers
2. suppliers
3. items
4. purchaseorders
5. purchaseordersitems

Chapter 7: SMARTBOOKS Basic Transactions and Database Information

in Marketing Documents

Master Data

One of the most useful features of Smartbooks is the ability to create documents such as invoices,
purchase orders, using master data records. When creating a target document, you have to specify which
items are copied from the base document. This feature helps reduce data entry errors and speeds up the
creation of new documents.

Most of the documents in Smartbooks can be created from one or more master data records. This is
possible because an initial document can be created from one kind of master data record but completed
by adding others. For example, let’s say that a purchase order is created for an item. The supplier
information is drawn into that purchase order and other items can be drawn in as well.

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Master Data is essential to getting the most out of Smartbooks. These includes:
✓ data describing business partners such as customers and suppliers
✓ descriptions of items that are kept in inventory or manufactured by the company
✓ G/L accounts which are used to post transactions

When a new document such as Purchase Order, AP Voucher or Item Receipt is created, master data
provides much of the necessary information.

Types of Master Data

1. Customer Data

Describes people and organizations to whom your company sells products and services. Customer master
data records are used as the foundation for documents related to processing and fulfilling orders for
customers and for the wizard for dunning letters.

2. Supplier Data

Describes people and organizations from which your company buys products and services. Supplier
master data records are used to create documents related to payable and accepting delivery of goods and
services; and processing payment to suppliers.

3. Item Data

Records that are used to create Sales Orders, Purchase Orders, Bill of Materials, and other documents
which are necessary to move goods in and out of the company.

How to Add/ Create a Master Data (Customer Data)

1. Go to Module Menu>Customers/Supplier>Click Customers

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2. On the Customer window input the following information

3. Corporation

Code: STXX – ‘Use your student account number to replace XX’

Group (Dropdown list): Customer

Name: 1128 ‘Your last name ‘Digital Hub.

4. You can input additional information on the General tab, Contact Persons, Addresses, Payment
Terms, etc.
5. Click Add.

Activity 1: Exercises Master Data

Instructor: Select one of your students or one per table row to perform the following task. Add the
following.

V001 PC EXPRESS
V002 PC Bodega
V003 Easy PC
V004 CompLink
C500 Lebron James
C600 Kobe Bryant
C1000 Dwane Wade
C2000 Jefferson Prado

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Activity 2: ITEM MASTER DATA SMARTBOOKS
SMARTBOOKS, therefore, provides optimum support for your business processes. In Sales, it helps you
create orders, delivery notes, and outgoing invoices because prices, sales units and gross profit calculate
automatically. Using the item data in the system, you can optimize stockholding. You have complete
control over stock quantities at all times and can also analyze the financial aspects of stockholding at the
same time. The system allows you to control production based on the items that are used for production
and based on the finished product and any by-products created.

How to Add an Item Master Data

1. Go to Modules Menu > Inventory > Items

2. In the Items Window, Input on the following information:

a. Manual
b. Item Code: ITMXX– ‘Use your student account number to replace XX’
c. Item Name: PC Memory
d. Item Category: Items
e. Item Class: Merchandise Inventory
f. Price List (Price w/ VAT Installment): 800.00
3. Click Add

Expected Output:

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EXERCISES

Instructor: Select one of your students or one per table row to perform the following task.

Add the following Item Master Data.

Item
No Description Unit Price
ITM001 Dlink 24ports Cat5e NPP-5E1BLK241 Patch Panel 1650
ITM002 Dlink 24ports Cat6 Fully Loaded Patch Panel 1880
ITM003 Dlink 48ports Cat5e NPP-5E1BLK48 Patch Panel 3280
ITM004 Dlink 48ports Cat6 Fully Loaded Patch Panel 3400
ITM005 Prorack 24 ports Cat5e Fully Loaded Patch Panel 1200
ITM006 Prorack 24 ports Cat6 Fully Loaded Patch Panel 1370
ITM007 Prorack 48 ports Cat5e Fully Loaded Patch Panel 2250
ITM008 Prorack 48 ports Cat6 Fully Loaded Patch Panel 2450

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Marketing Documents
All the documents in purchasing and in sales share a similar structure. The documents for sales and
purchasing are also often called “Marketing Documents”. Much of the data appearing in these tabs
defaults from the master data. The values can be changed while working in the documents. These
changes will affect the document, but do not change the master data records.

Purchasing Documents
Purchase Order
The purchase order is a document used to request items or services from a vendor at an agreed upon
price. When you enter a purchase order in SMARTBOOKS, no value-based changes are posted in the
accounting system. However, the order quantities are listed in inventory management. This information
is important for optimizing ordering transactions and stockholding.

Activity 3: How to Create a Purchase Order

1. Go to Modules Menu > Purchases >Purchase Order
2. Input the following information on the Purchase Order header:
a. Supplier: SXXV001

3. Input the following information on the Contents tab.

a. Item No: SXXITM001
b. Quantity: 500

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4. Click Add

5. Click Save

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Expected Output:

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Activity 4: How to Create a Receiving
You create this document when you receive goods from the supplier. When you create a goods
SMARTBOOKS receives the goods into the warehouse, updates the quantities, and creates an accounting
journal if you manage the perpetual inventory.

1. Click on the to view the Supplier No.

2. Select the Supplier.

3. Click OK

4. Click on the to view the Item Code

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9. After clicking the Save, a system message will appear. Click OK

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Expected Output:

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Activity 5: How to Create a AP Voucher
The A/P voucher is a request for payment. It also records the cost in the profit and loss statement. You
can create an A/P voucher from multiple purchase orders and receiving document you cannot change it
since it is the legal accounting document that generates entries in the general ledger.

When you receive an A/P voucher, SMARTBOOKS posts the related accounts for the vendor in the
accounting system. If no delivery for a purchase order precedes the A/P voucher, and if you are
purchasing items managed in the warehouse, the stocks are increased when the you post the invoice.

1. Click on the to view the Supplier No.

2. Select Supplier
3. Click OK

4. Click on the to view the Item Code

5. Select the Item
6. Click OK

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7. Click Add
8. Click Save

9. After clicking the Save, a system message will appear. Click OK

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Expected Output:

Activity 6: How to Create a Cash Outflows

After the A/P Voucher has been sent to the Supplier, it’s time to actually pay the money owed for the
goods and/or services rendered.

1. Go to Treasury>Cash Outflows> Cash Outflows-Supplier

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8. Go to Cash Tab
9. On the Cash Tab, choose petty cash

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10. Input the Total Amount Paid
11. Click Save

Expected Output:

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Sales Documents
Sales documents is the collection of materials that help move prospects along the sales funnel and close
deals. These include sales pitches and scripts to guide reps during interactions with potential buyers.
They also include sales collaterals that inform and educate prospects about things like pricing and the
benefits of your products.

Sales Order
The sales order is a commitment from a customer or lead to buy a product or service. The document
serves as a foundation for planning production or purchase orders. Creating sales orders does not post
valuerelated changes in the accounting system. However, if the sales order is created for items, the
ordered quantities are listed in Inventory Management as reserved for the customer. You can view the
ordered quantities in various reports, such as the Inventory report, as well as other windows in
SMARTBOOKS.

This information is important for: Optimizing ordering transactions and stockholding and ensuring that
customer requirements are dealt with quickly and satisfactorily.

Activity 7: How to Create a Sales Order

Go to Modules Menu > Sales > Sales Order. Sales Order window will open.

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Input the following information on the Sales Order header:

a. Customer: STUDENT1-C00001
b. Delivery Date:<date today>

Input the following information on the Contents tab

c. Item No. CMOITM0001

d. Item Name: Assorted Large Ballons Bundle

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e. Qty: 1

Expected Output:

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Activity 8: How to Create Shipment

Go to Menu> Sales (1) > Shipment (2). Shipment window will appear

3. Click on the to view the Customer’s List

4. Select the Customer No.
5. Click OK

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6. Click on the to view the Items list on the Contents tab

7. Select of the Items to be sell
8. Click OK

9. On the contents Tab, Click Add

10. Click Save

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11. After clicking the Save, The system will prompt a notification. Click OK

Expected Output:

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Activity 9: How to Create Invoice

Go to Menu> Sales (1)> Invoice (2)> Click invoice. Invoice window will appear.

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3. Click on the to view the Customer’s List

4. Select the Customer No.
5. Click OK

6. Click on the to view the Items list on the Contents tab

7. Select of the Items to include on the invoice
8. Click OK

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9. On the contents Tab, Click Add

10. Click Save

11. After clicking the Save, The system will prompt a notification. Click OK

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Expected Output:

Activity 10: How to Create a Cash Inflows

Go to Main module>Treasury (1) > Cash Inflows (2) > Cash Inflows-Customer (3) > Click Cash Inflows-
Customer. A Cash Inflows-Customer window will appear

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4. Select Receivables/Payables on Payments for list box

5. Click on the to view the Customer’s List

6. Select the Customer No.
7. Click OK

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8. On the Cash Tab, Select Petty Cash on the G/L Account
9. Input the amount to be collected.
10. Click Save.

11. After clicking the Save, The system will prompt a notification. Click OK

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Expected Output:

Exercises

Instructor: Select one of your students per item to perform the following task.

Complete a whole purchase process on the following exercises. From a Purchase Order > Receiving > AP
Voucher.

A.

VENDOR ITEM CODE QTY

V300 ITM002 40

B.

VENDOR ITEM CODE QTY

ITM003 20
ITM004 20
V400
ITM005 20
ITM006 20

C.

VENDOR ITEM CODE QTY

V200 ITM001 20

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D.

VENDOR ITEM CODE QTY

ITM007 10
V500
ITM008 10

2. Create Purchase Order only on the following exercises.

A.

VENDOR ITEM CODE QTY

V200 ITM001 20

B.

VENDOR ITEM CODE QTY

ITM005 10
V100
ITM006 10

3. Complete a whole sales process on the following exercises. From a Sales Order > Shipment
Invoice.

A.

CUSTOMER ITEM CODE QTY

ITM003 5
C800 ITM004 5 B.

ITM005 5
CUSTOMER ITEM CODE QTY
ITM004 3
C900 ITM005 3
ITM006 3

C.

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CUSTOMER ITEM CODE QTY
ITM004 1
C600
ITM005 1
CUSTOMER ITEM CODE QTY
ITM007 2
C888
ITM008 1
4. Create Sales Order only on the following exercises.

Chapter 8. Customization Tool

Customization allows users to make selections and set preferences in a system, with the intent of giving
users more control over the user experience. Customization allows users to select the content, layout,
functionality or design that appeals to them. However, customization tools require work and input from
users, so need to be designed in a way that entices and attracts usage, and provides adequate payoff for
the work invested by the user.

SQL Query is a feature of SMARTBOKS that will enable end user to create a customized report using SQL
commands.

For this course we will just use the following SQL Commands

a. SQL Select - use to select data from a database.

b. SQL Where – use with SQL select to filter or have a conditions for more accurate query results

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c. SQL Relational Operators – use with SQL Where to further enhance queries

d. SQL logical operators – use to combine to expression and have a Boolean result.

e. SQL Joins – use to retrieve data from two or more tables.

Activity 11: SQL Select

How to access and use SQL Query and perform SQL Select:

Go to the Menu Module> Tools (1) > SQL Query (2) > Click SQL Query. SQL Query window will open

3. On the SQL Query Window, to show all the list of the table.
Input command: Show Tables.

4. Click Execute

Expected Output:

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Table Name: customers

Field Column Name

Customer No. CUSTNO
Document ID DOCID
Customer Name CUSTNAME
Order Balance ORDERSBALANCE SQL
INPUT:

Expected Output:

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Table Name: supppliers

Field Column Name

Supplier No. SUPPNO
Supplier Name SUPPNAME
Order Balance ORDERSBALANCE
Payment Terms Code PAYMENTTERM

SQL INPUT:

Expected Output:

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Activity 12: Using SQL Where

SQL Where we can add conditions on our queries, for example we just need to have a report of all of our
Supplier with the payment terms.

Let’s access first all of payment terms using the SQL Query

Go to the Menu Module> Tools (1) > SQL Query (2) > Click SQL Query. SQL Query window will open

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3. On the SQL Query Window, to show all the list of the table.
Input: Show Tables.

4. Click Execute

On the Query 1, find the table name for the payment terms.

Provide the SQL Statement to view all of the payment terms in SMARTBOOKS

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6. Provide the SQL Statement: Select * from paymentterms

7. Click Execute

Expected Output:

Let’s view all the supplier with COD status. Provide the SQL Statement to view all of the supplier with
COD status

SQL INPUT:

Expected Output

Exercise

Create a customized report that has the following conditions:

A. Supplier with payment terms of 15 days

B. Supplier with payment terms of 120 days
C. Customer with payment terms of 30 days
D. Customer with payment terms of COD

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E. Customer with payment terms of 15 days

Activity 13: Relational operators

Relational operators are used to compare the values of two expressions. Relational operators are binary
operators because they require two operands to operate.

1. < : less than

2. <= : less than or equal to

3. > : greater than

4. > =: greater than or equal to

5. = : equals

6. != : not equal to Let’s try to use some of the Relational Operators.

Activity 14: < Less Than

Example: We are trying to identify what are the Purchase Orders that do not exceed the amounts of
1000

a. Using query generator use the Table for Purchase Order

Table Name: purchaseorders

Field Column Name

Document No. DOCNO
Supplier Code BPCODE
Supplier Name BPNAME
Document Total TOTALAMOUNT
SQL INPUT:

Expected Output:

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Activity 15: Using Logical Operators on SMARTBOOKS

As discussed on the previous chapter we have the following logical Operators:

A. AND
B. OR
C. NOT

Logical Operator AND Example: Create an SQL Query that will display all of the closed Purchase Order
and a specific date.

Open query generator and SELECT the following rows of Purchase Orders

Table Name: purchaseorders

Doc No. DOCID
Business Partner Code BPCODE
Business Partner Name BPNAME
Total TOTALAMOUNT
Document Status DOCSTATUS
Document Date DOCDATE
SQL INPUT: select DOCID, BPCODE, BPNAME, TOTALAMOUNT, DOCSTATUS, DOCDATE from
purchaseorders

where DOCSTATUS='C' AND DOCDATE= '2023-02-02'

Expected Output:

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Activity 16: Logical Operator OR

Example: Create an SQL on query generator that will Display all of the Purchase Order that is close or the
document total is greater than 3000.

Table Name: purchaseorders

Doc No. DOCID

Business Partner Code BPCODE
Business Partner Name BPNAME
Total TOTALAMOUNT
Document Status DOCSTATUS
Document Date DOCDATE

SQL:

Expected Output

Logical Operator NOT

Example: Create an SQL on query generator that will Display all of the Purchase Order that the total
amount is not equal to 3000.

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SQL:

Expected Output:

Using multiple Logical Operator on Query

Example: We are to create a report of Purchase order that has the following condition:

Document Status: Close Date: Must be within two separate days example October 1, 2021 to October
30, 2021

So using SQL Query:

Activity 17: Aggregate function Using SMARTBOOKS

A. Group by
SQL:

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Expected Output:

B. Group by + Count Function

Example: Create a query that will display all of the Customer Group Code and Counting How
Many BP are currently using that specific Code.

SQL:

Expected Output:

Note: We also use alias or ‘ AS ‘ on this query to change the Column Label of the Result.

C. Group by + AVG
Example: Create a query that will display the Average Total of all Purchase Order per Business
Partner
SQL:

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Expected Output:

D. Group by + SUM
SQL:

Expected Output:

E. Group by + MIN or MAX

SQL MIN:

Expected Output:

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SQL MAX:

Expected Output:

Activity 18: SQL Having

Example: Create a SQL that will display a consolidated report of open Purchase Order for each specific
Business Partner.

Expected Output:

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Activity 19: SQL JOIN
SQL joins or join is the command used to combine two or more tables together to create a more
complex and detailed query result. Example: We need to have a detailed report on what specific items
are included on a Purchase Order.

As a result purchase order table Document ID and Business Partner Name are combine with the Table
purchase order items with the fields of the item code and its description.

Expected Output:

User-Defined Fields

User Defined Fields are a way you can store information in addition to the standard fields in the system.
The User Defined Fields provides a way for you to capture information in the system in addition to the
standard fields shipped in the system. User Defined Fields Setup allows the user to specify fields to
display in a User Field Tab or in a pop-up form that appears when you click a link in the system. Use the
Item drop-down on the User Defined Fields Setup screen to select the location in the system where you
want to add User Defined Fields.

Activity 20: User Defined Fields Set-up

Go to Tools>User Defined>User Defined Fields>Manage User Fields

Click Manage User Fields

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Upon double clicking the business partner, a field data window will appear.

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Name: SXXVATTYPE
Description: SXXVAT TYPE
Format: Alphanumeric
Width: 10
Valid Values
Value Description
VAT VAT
NONVAT NON VAT
VATEXEMPT VAT EXEMPT

After inserting all the necessary values. This will be the expected output.

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Click Add.

To verify the inserted user defined fields, Go to Customers/Suppliers>Suppliers>General (UDF)

Note: UDF is also available in the Customers Business Partner.

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Data Migration
Master Data (Data Migration – Business Partners) As part of the Blueprinting phase, Computer Express
Corporation has provided us with an Excel File (Computer Express Business Partners and Items)
containing their list of their business partners. The list contains Business Partners and Items that we will
need to input into the system.

They can be manually added one by one, but this is not a tenable solution, as the input process can
become tedious and because it’s done manually, is prone to human error. In order to lessen the
tediousness, we will be preparing an Upload File that will then be imported into the system. Typically,
the maintenance of a company’s master data is handled by a specific person/team/department.

Activity 21: Preparing the BP Import Fields (Customers)

1. On Menu module, Go to Admin > System Configuration > Data > Data Migration

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2. On the migration template of Smartbooks, place the necessary information coming from the
Excel File (Computer Express Business Partners and Items).

Expected Output:

Activity 22: Finalizing BP Migration

3. Select Customers on Data to Upload List
4. Choose the Filename to import Click Upload

Expected Output:

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Note: If you encounter error: Please try to save the file type as Text (tab delimited) after editing the
excel template.

Activity 23: Check the Result of the Import

Go to Main module > Customers/Suppliers (1) > Customers (2) > Click Customers. Customer window will
appear.

3. In the customer window, Click Find

4. Select the Customer No. C1000
5. Click OK

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Expected Output:

NOTE: Keep in mind that these inputs are the assumed output of the Blueprinting Phase. If the client
requires more data, of course, the upload file and import fields would need to be adjusted, but the
process remains the same. Although the number of input considerations will be even greater due to the
additional fields.

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SIO: BP Master Data Upload

1. The instructor will assign two Business Partners to each user. Use the Excel File (Computer Express
Business Partners and Items) to do the assignment.

2. The students will then follow all the steps described from Activity 13 -14 to upload their assigned
items.

Activity 24: Master Data (Data Migration – Items)

After uploading the Business Partners, the next step is to import the item master data. In the
same file that was given to us (Computer Express Business Partners and Items) we can see the list of
items under the Inventory Items worksheet. These are the products and services that Computer Express
buys from vendors and renders to customers.

Like the Business Partners before it, we will need to follow the same steps in order to import the
list of items into the system.

Activity 25: Preparing the Item Import Fields

1. On Menu module, Go to Admin > System Configuration > Data > Data Migration

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Note: On the Items you need to fill up 2 tabs.

1. For the Item Information.

2. It is for the item price list and item price.

Activity 26: Finalizing Item Migration

1. Select Customers on Data to Upload List
2. Choose the Filename to import
3. Click Upload

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4. A notification will appear for successful upload.

Activity 27: Verifying the migrated data

Main module > Inventory (1) > Items (2) > Click Items. Items window will appear.

3. Click Find
4. Select an item that is migrated

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5. Click OK
6. After Clicking OK, Item information will be displayed. Go to Price List Tab.
7. It will display the pricelist of that particular item.
8. Click Updtade

Activity 28: Data Import

Data import is a feature that enables and allows you to connect disparate data sources to one
application – especially for the purpose of data cleansing, matching, deduplication, or merge/purge.

Data import option must support multiple data inlets, such as local files (text files, CSV, excel sheets),
databases (SQL Server, Oracle, Teradata), cloud stores (CRMs such as Salesforce), APIs, and other
databases using ODBC connection.

Go to Main module > Tools (1) > SQL Query (2) > Click SQL Query. SQL Query window will appear.

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9. Input command “backup database advance into <filename>|<directory>[-gz]”
10. Change the directory path of the location of the data being backed up (C:/)
11. Click Execute.

Note: The data being backed up will be located on the system server not on the user’s location.

Activity 29: Data Export

Data export is the extraction and conversion of raw data from their existing format into a format
required by another application. Exporting data is also a way of backing up data or moving it between
two different versions of programs. This process usually contains information such as user ID, user app
key, individual ID, IP address, and custom user variables (custom var name).

Exporting data can prove as a part of a backup strategy. This helps in extracting data and storing it
separately. Data export saves a huge chunk of costs incurred in organizing and tracking data.

Go to Main module > Tools (1) > SQL Query (2) > Click SQL Query. SQL Query window will appear.

1. Input command “restore database <dbname> from <filename>[-gz]”

2. Change the directory path of the location of the data being backed up (C:/)
3. Click Execute.

Note: The data being restored will be located on the system server not on the user’s location

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Chapter 9: Introduction to Business Analytics

Everyone makes decisions. A graduating Senior High School might want to decide on what
college to enroll to. He might choose to forego college for now and find a part-time job. He might even
decide to have a “gap” period to collect his thoughts and plan out his future more. Not every decision is
as potentially life-altering as the above example. A mother will be making groceries and is torn between
two milk brands. Which should she choose? An office worker has the choice to use Grab to hail a ride to
work or he can commute to work using public transportation. He might even opt for a taxi, whichever
might come first. Whichever he chooses would be the result of a quick opportunity cost analysis in his
head: he might go for Grab if he has an urgent meeting, for example.

Everyone makes decisions. This is doubly so for businesses. Businesses fail and prosper with the
decision making of its leaders. The question then becomes: How would the leaders make the best,
most sound decision? There was a time when managers and executives just went with decision-making
using their “gut feeling” based off their past experiences. Wouldn’t it be better when decisions are made
based off quantifiable parameters, supported by facts? This way, the ability to create decisions is always
backed by the company’s numbers: past, present, and projected future. This venture, while sound, is
easier said than done. A company in today’s internet-connected world generates tons of data daily. How
do you make sense of it all? What is relevant, and what is unnecessary noise? How do you cut the wheat
from the chaff? This is where Business Analytics comes in.

What is Business Analytics

Business Analytics, or just analytics, is the use of data, information technology, statistical
analysis, quantitative methods, and mathematical or computer-based models to help managers gain
improved insight about their business operations and make better, fact-based decisions1. The term is
often used interchangeably with Business Intelligence. In some cases, Business Intelligence is used to
refer to the overall practice of data analysis in a business context, while Analytics refers to the deeper,
more advanced methods of analyzing data. Either way, it is a process that involves data, the tools to
gather and interpret it. In practice, the tool to properly disseminate the information to the key
stakeholders is also included.

Business Analytics is primarily a decision-making tool. Some common decisions include:

1. Pricing Decisions
2. Decisions to target consumer segments (age, gender, etc.)
3. Merchandising Decisions (what brands, quantity to buy, etc)
4. Location Decisions (where to establish a new branch, for example)
And many others that affects a business’ operations, supply chain, distribution, finance, human
resources, and more2.

1
James Evans, Introduction to Business Analytics, (Pearson Education, 2013), 3.

2
Evans, Intro to BA, 4

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Business Analytics is used to gather data and churn it into actionable items to create strategic and
tactical decisions. Here are some uses of Business Analytics:
1. Measure the “Customer Service Level” of a distribution firm. It measures the company’s
ability to service their customers from the moment the sales order has been placed, up to the
moment the goods arrive at their doorstep.
2. Measure the “Overall Equipment Efficiency”. It measures the effectiveness of a production
line of machines.
3. Quantify the abilities of athletes to make a championship-ready team.

The above is a list of just some examples where data is taken and transformed into a measurable and
quantifiable markers with which to base strategies off. These measurable and quantifiable items are
called Metrics.

Metrics and KPIs

As described in the previous section, Metrics are measures of quantitative assessment
commonly used for assessing, comparing, and tracking performance or production3. Simply put, it takes
whatever Measure in the organization’s data and applies calculations and comparisons to them.
Measures, in turn, are the raw numerical data. Any data item that can be subject to the four basic
arithmetic operations is considered a measure. This is an important distinction, as data can come in
many forms, and even if a piece of data is purely numerical, it does not automatically mean that it is a
measure. For example, Employee Codes can be purely numerical to denote hiring order. Even if it is
purely numerical, it makes no sense to add up Employee Numbers.

Metrics come in a wide range and can vary between companies and industries. There are some
that are industry standards, but more often than not, they are customized to an individual company’s
specific needs and outcomes. Executives, and managers, in particular, use them to create strategic and
tactical decisions in order to achieve their goals. Because a metric can come from nearly any data point
in an enterprise, its ability to state a quantifiable target, and the company’s position in relation to that
target at any given point in time is one of the most important characteristics a metric should have.

Generally, executives and managers seek to have a dashboard, where different Key
Performance Indicators are gathered in the same place. These are specific metrics that help measure a
company’s success. This helps simplify analysis and opens up discussions in strategy meetings by having
a single interactive page displaying all the relevant metrics.

Examples of Commonly Used Metrics

1. Sales vs. Targets – one of the most universal basic metrics. It simply shows the difference
between actual sales numbers against the target figure. If the Sales Figure is below the Target
Figure, then something needs to be done.

2. Current Period Sales vs. Previous Period Sales – used as a measure of sales over various
periods of time. Due to economic forces like inflation, Sales Figures are usually expected to

3
Julie Young, ‘Metrics’, Investopedia.com, https://www.investopedia.com/terms/m/metrics.asp, (accessed 6th
May, 2019).

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grow over time to counter act it, however, it still depends on the targets set during the
planning meeting usually done near the start of the company’s year. Examples include Year-
to-Date Sales vs. Year-to-Date Last Year Sales and Year-on-Year Sales Analysis.

3. Sales vs. Returns – when a product that has been sold is returned at an unsellable state (rat
bites, packaging is too deformed, water damaged, etc.) it will automatically count as a loss to
the company. This metric will allow the company to monitor how much of the products sold
actually get delivered without issue to its customers. Too many returns on a particular product
make and model might point to a problem from the supplier/warehouse/delivery process or
too many returns from a particular customer might indicate a problem with that customer.
This is separate from the Returns vs Target Returns metric.

4. Sales vs. Invoice – for large companies, the sales process is more than just the face-to-face
exchange of money and goods between two parties. In this way, we can think of the Sales
numbers as the “expected sales” value, while the Invoice numbers are the “actual sales” value
that will count towards the company’s profits. There is usually a time difference between the
time an order is placed and the actual billing of said order. Because billing will only be counted
for actual goods/services delivered, there will be instances where only partial billing will be
done while the remaining goods/services will be delivered on a later date. This metric will
help keep track of those partial billings so that 100% fulfillment can be achieved.

5. Truck Utilization – distribution companies deliver products from their warehouse to their
clients. Using a truck for deliveries represent an expense in terms of labor, vehicle
maintenance, and fuel. Each truck has its own rated dimensions and maximum weight rating.
This metric will help maximize how each truck is used: making sure that it is close to full
capacity (in terms of dimensions and weight) and have routes that will serve the most
customers coming to and from the distribution center.

6. Customer Segmentation – knowing the customer is one of the quickest ways to expand a
business’ earning potential. This metric will enable the business to know which of their
customers make up the bulk of sales. Customers can be segmented by Gender, Age, Location,
Industry, etc. Knowing the customer segmentation and the performance of each segment will
help create a more focused marketing campaign.

7. Hiring Rates – Hiring Managers and Staff are usually evaluated at the rate they are able to
process applicants from initial interview to final contract signing. This metric will help them
monitor applicants and how they get past each stage of hiring to figure out if new hiring
practices should be relaxed or be more stringent.

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8. Occupancy Rate – measures the rate at which rooms are reserved in Hotels. This helps the
management figure out just how much of their rooms are used by customers. At the same
time, if expressed as a function of time, it will help determine lean and peak seasons for the
business, which helps set expectations and help ease preparations when a sudden influx of
occupants appear.

9. Service Level Agreement – SLA’s are used in IT Support Organizations to keep track of support
tickets and team utilization. It gives an idea of how effective the organization is by getting the
number and kind of tickets (from low priority to show stopper) and the average response
time. Each kind of ticket has its own window wherein it will need to be solved. An effective
organization is one where each kind of ticket is resolved within this window. Any misses will
open up discussion on what exactly happened and what will need to be done to avoid such
misses in the future.

10. Lead Summary – a marketing campaign will have different ways to generate leads when trying
to drum up interest on a product and/or brand awareness. Methods include internet ads,
television ads, print ads, on-premise events, etc. Knowing which method yields the most
responses will help focus company resources in the method with most impact.

These metrics will typically be expressed from the Top Level, that is, the total number for the
whole company. They can then be drilled down to multiple levels. For example, the Sales vs. Target
Metric can be drilled down to a Per Brand level to evaluate the performance of account managers, then
drilled down again to Per Item to see which items or SKU (Stock Keeping Unit, pronounced “skew”) are
actually turning a profit.

Enterprise Dataflow
While we have so far discussed the importance of the analytical/analysis aspect of Business
Analytics, we must not forget that it is only a part of the whole process. As the saying goes, “The
numbers don’t lie”. But what if they can? One thing that should be kept in mind, especially when
working with computers is this: Garbage In, Garbage Out. When you input a garbled mess, expect
output that will be less than useful. In our end goal of data analysis, this basically means putting the
veracity of our data to the test. How sure are we that the data we are analysing is correct? It may seem
to be an obvious concept, but in the real world, making sense of what data is needed in our analysis and
whether that data is correct is not 100% guaranteed, and thus we should take a bird’s eye view of how
data travels inside an enterprise. This can be easily done through the use of a basic System Landscape
Diagram:

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While ultimately the focus of this courseware is going to be on the analysis aspect, it still would
be a good idea to learn about the data’s journey through the enterprise. As you can see, a lot has to
happen even before we can attempt analysis. Let us now walk through each part of the landscape,
starting from the left:

Data Sources
An enterprise’s data needs grow bigger and bigger as the business scales up. Due to this, the
machines (servers and clients) bought to address data needs a few years ago might no longer be enough
to address the need today, yet they are system-critical that taking them offline even for a bit could
create an operational scenario where the business users won’t be able to transact, which makes the
data for reporting to the higher ups no longer accurate or no longer available. There are three main
categories of data sources in an Enterprise.

ERP Systems
In an ideal world, ALL of an enterprise’s data is fed into its ERP System and all reports are
obtained directly from it. However, the real world makes it difficult because in the end, ERP Systems are
still just machines, with their limited (not infinite) capacity and processing power. An ERP System might
also not be able to address an enterprise’s needs as the company grows larger. This means that the
company will then have to procure a new ERP System, or upgrade its current one, which requires a
significant investment.

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An ERP System makes extensive use of Master Data to help keep track of Business Partners and
Items. Usually the maintenance of these is assigned to key people, who will be the ones to manage the
creation of new Master Data or the updating of such. Lastly, when new equipment is bought or an
existing ERP System is upgraded, the company might need to schedule a little bit of down time to
implement them. The ERP System is unavailable at these times, so these will need to be scheduled
ahead of time, and concerned parties will need to be informed so they can work around it (adding
System Memory, for example, requires for the system to be shut down first before new Memory
Modules can be installed).

Other Databases
Sometimes, due to geographical or cost constraints, a branch of the company might be
physically impossible to connect to the corporate network. This means that they can’t use the ERP
System without resorting to workarounds. One such workaround is to maintain a separate database that
records all transactions for the day. At the end of the day, the database will upload the collected data to
the ERP system.

In other instances, databases might be part of a legacy system that is still being used. It might be
integrated into a Business Process that is system-critical, and current Cost/Time/Technical constraints
mean that they can’t be assimilated to the ERP system just yet. In order to be able to decommission
these systems, the business process and the data they produce must be integrated to the ERP. If this is
impossible, then an Enterprise Data Warehouse will be required to consolidate their data. This will
require additional cost in time and manpower, as it is a project that will require specialized knowledge in
both the legacy system AND the ERP/EDW (This is an example of Data Migration).

Flat Files
As mentioned before, in a perfect world, all of an enterprise’s data is going to be present in the
ERP, for instant extraction and reporting. However, in reality, there is a process in place so that data
within it cannot be tampered with. Transactions will usually have an approval process to help keep out
doubtful and fraudulent records, while Master Data is managed by key employees. However, there are
some instances where a branch is in such a remote location that an internet connection is not available.
This is where Flat Files come in. Transactions for that branch will be recorded in a flat file, later to be
sent to the Head Office for processing and consolidation.

Flat files are usually Excel or delimited text files that business users create in order to make their
own reports when needed. Delimited text files are usually either tab-delimited or comma-separated
value (CSV) files. These files can still be opened in Excel, though tab-delimited files might need a few
extra steps before it can be read (though because they are text files, Notepad will also do). In order to
keep an accurate enterprise-wide report, these will have to be formatted in such a way that it can be
uploaded back into the ERP or Enterprise Data Warehouse.

Enterprise Data Warehouse

While the ERP system has some built-in reporting functionality, it is far from a complete
solution. The most obvious limitations are the fact that custom reports are difficult to create, and data
visualization capabilities are lacking, if present at all. What’s more, the reporting functionality will also
consume system memory in order to be processed. This can have an adverse impact on its ability to

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transact, especially if large, detailed reports (per customer or per item, or worse, both) are needed. An
Enterprise Data Warehouse is needed in order to work around these limitations.

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The Enterprise Data Warehouse is built in order to consolidate the disparate data sources so
that only the data necessary for reporting will actually be used. Consolidating data is an important
aspect of Business Analytics, because first and foremost, above even facilitating data analysis, is
concerned with delivering “a single version of the truth”. That is, an accurate representation of the
business, from any view point. From an implementation standpoint, this will require the following:

1. New hardware that will become the server hosting the Data Warehouse. It must be connected
to the corporate network.
2. A dedicated project team from the Enterprise Side made up of Business Users.
3. A dedicated project team either from the Enterprise IT Team or an external organization who
will be responsible for setting up the environment.

Building an Enterprise Data Warehouse is a massive undertaking that can take weeks, months,
even years to complete, depending on how large the target scope is. In order to build an Enterprise
Data Warehouse:

1. The Business Users will need to determine the reports they want to derive from their data
sources.
2. The Business Users will then convene with the IT Team in order to iron out the technical
requirements (Blueprinting). This includes providing information on business processes and
where the data can be obtained. This could take a few days to a few weeks.
3. Once the IT Team has worked out the actual requirements needed by the Business Users, it is
time to implement the EDW to those specifications.
4. Testing will follow for data accuracy with the help of the Business Users.

Because it is on separate hardware, it usually follows a daily “load schedule” during off-peak
hours, usually midnight or very early morning, where the previous day’s transactions will be loaded into
it. It is scheduled during off-peak hours because those times are usually the ones where the ERP
especially, is not being used.

Note that the EDW is at its core a large database. If the scope starts becoming too large, it may
be advisable to create another one that will have its own purpose, but uses the same Data Sources.
Hardware may be powerful enough to host multiple Data Warehouses in the same machine.
SMARTBOOKS Warehouse is a tool to help build Data Warehouses, as is SMARTBOOKS Data Services.
Note that the actual implementation is highly technical, so the Business Users are not expected to
actually help build the EDW, rather the IT Team might defer to them occasionally to ensure correctness
and accuracy, and clarify some other things that did not come up during Blueprinting.

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Reporting Tools
Once the Enterprise Data Warehouse has consolidated and sorted out the individual data
elements required by the Business Users, it is time to recombine them into a report that will then allow
analysis by the Business Users to help keep track of the status of the business. Because the Enterprise
Data Warehouse is essentially a large Database, it is likely that technical column names are still used
instead of more common, Business-friendly terms. For example, a database column that represents a
Business Partner’s last name is called “INDIV_FNM” or some such. This doesn’t really make sense from
the Business User’s perspective, as the name doesn’t immediately make sense. To help alleviate this, a
Semantic Layer is set up as a sort of “translator” so that the Business User can immediately understand
what the data is, by allowing them to see technical terms as business terms.

One other bottleneck in reports creation and Data Analysis is the complexity of extracting data
from the EDW for analysis. It used to be that the Business User will have to request data from the IT
Team. This provides a lot of delays in information. For one, the actual extraction might take some time,
and the fact that the IT person may not be all that well-versed in Business Lingo, which will affect the
quality of data. If it’s wrong, he will have to re-extract the data. All of those delays, and that’s not even
counting the delays from having to wait for response E-mails!

One of the defining features today in Business Analytics Tools is what’s called Self-Service BI. In
addition to the Semantic Layer, reporting tools are created with an easy to understand interface (usually
drag-and-drop actions make up the majority of interactions) so that the Business User will be
empowered to create their own reports. It covers easy extraction from the Data Warehouse to Report
Creation to Publishing, without or with minimal help from IT. This helps with the timely flow of
information, as reports can be created in an instant by the Business User alone.

Another aspect of Business Intelligence is the quick dissemination of reports to their intended
audiences. It is for this reason that specialized tools also usually come with the ability to log in to a
platform where reports can be published.

Data Visualization
A typical company will process a lot of data, and because of that, the ability to sift through a lot
of data in order to be able to do timely analysis and from that analysis bring forth insights to steer the
company into making the best decision at any impasse. As we have seen in the previous topic, the
enterprise’s data can essentially be displayed like so:

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The above table contains 72 individual data points that shows GPU Sales by the brands that we
are carrying in our shops. In preparation for a business strategy meeting, you were tasked with finding
out the following information:

1. The brand with the highest sales and when

2. The brand with the lowest sales and when
3. The bottom 3 brands in terms of sales in February

How long did it take you to come up with the answers? Were you immediately able to discern
the information at 100% accuracy? Now contrast the difficulty and timeliness when analyzing something
like the following:

Take note, as well: the GPU Sales table only contains 72 data points. A real company, even the
smallest one, will generate a whole lot more. Now with that said, we should take care on how we
visualize data, as there are a lot of different charts and graphs we can use, but not everything is

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universal. Some charts lend themselves to better convey a specific type of information or message than
others.

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Representing Data with Charts

Using charts allows users to transform tabular data into a graphical representation. It makes
analyses easier to digest and helps retain audience’s attention. There are many different types of charts,
and not all of them are created equal. Some are more suited to display certain types of information
compared to others. For example, a chart best for monitoring trends over time might not be the best
choice to show contributions to a whole. The following are just some of the different charts that can be
used to display data:

Bar/Column Charts

Bar charts represent data using horizontal rectangles. They are invaluable for quickly conveying
a comparison between values of a series of data. In the above example, we can infer at least two
important pieces of information: which genre of movie generates the most revenue relative to other
genres (going by the size of the bar), and on which state relative to other states (going by the color of
the bar). Column charts convey the same information, only the orientation is different:

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Stacked Bar/Column charts display the contribution of each data point to the total value:

In the above example, the revenue is expressed as a 100% value for each genre, and shows the
contribution of each genre to the total.

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Line Charts

Line Charts provide a useful means for displaying data over time4. You may put more than one
line in the chart to monitor multiple data sets in the same time frame. Be sure to do so sparingly
because it can make the chart look cluttered, and defeat the purpose of simplifying data analysis.

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Combination Column-Line Charts

The Combination Column-Line Chart combines the properties of both line charts and column
charts. They allow for analyzing trends and comparisons at the same time. The most common usage is
to monitor sales performance over time. In the example above, the target is expressed as a line chart
while the revenue is expressed as a column chart. If the column exceeds the line chart, then the
performance was great because the target was surpassed.

Pie Charts
For any given set of data, we are usually interested in finding out the relative proportion of each
data source to the total5. For this Pie Charts are used. This is done by expressing the total as a circle,
then partitioning it into different slices. The bigger the slice, the greater the contribution to the whole.

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Be very particular with the data being analyzed when using a pie chart. If there are too many
slices, it will look cluttered, and you will also have to factor data labels if necessary.

Scatter Charts
Scatter Charts show the relationship between two variables. To construct a scatter chart, we
need observations that consist of pairs of variables (numeric data points)6. For example, a college
student will have different grades per semester per subject, midterms and finals, in particular. The chart
will show if the grade for the midterms is an indication of the grade in the finals.

Bubble Charts
Bubble Charts are a type of scatter chart, in which the size of the data marker corresponds to
the value of a third variable. It is a way to plot three variables in two dimensions. 7

6
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There are many other kinds of charts used for analyses. Some charts even use geographical data
so that any of the other kinds are laid out on a map to see a quick summary for the different regions
used by the business. Some of these charts will be seen in the later topic, which is the hands-on activity
on how to use Microsoft Power BI.

Effective Visualization
Now that we have the building blocks on how we can visualize data, how can we make good use
of them? Let’s go back to the saying: “The numbers don’t lie”. Even if after all of the data
transformations in the System Landscape has been tested for accuracy and we are 100% sure that the
data is correct, the presentation of data can have a huge impact on how insights can be derived from it.
That is to say, the way we present our findings have an effect on how the “objective truth” that the raw
numbers dictate. In this topic, we will see some examples on what to avoid so that we can build
effective visuals. Take for example the following column charts:

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Objectively speaking, they tell the same thing. The Blue Column is not as high as the Orange
column. The chart on the right says that the gap is not really that big. However, if we go with the chart
on the left, it seems that the gap is astronomical at first glance. That is, until you take a look at the axis
labels and see that the right chart starts at zero, and the one on the left starts at 50. As you can see, the
way we present our data can have an impact on the conclusion that we can obtain or present. The chart
on the left did not technically lie, but it manipulates the “severity” of the message in order to mislead its
audience.

The above is not the only reason to be careful with our data presentation. Keep in mind that
nowadays, enterprise data is used to create “stories” that will be used on Business strategy meetings
and even marketing materials. It is in our best interest to make sure that the way data is presented
promotes easy readability while making sure that the messaging is accurate and does not mislead. When
it comes to readability, take note of the following:

1. Keep it simple. Use a uniform color scheme to minimize items having the same shade and
avoid using 3-d versions of charts when 2-d ones will suffice. 3-d charts usually skew the
perspective and may present inaccuracies. Take the example below.

Item Sales

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The blue slice seems to be smaller than the green slice due to the 3-d effect, but if we turn
on data labels or convert the chart into its 2-d equivalent, we’ll see that it not the case:

Item Sales

Item Sales

Simple is almost always better than fancy.

2. Speaking of data labels, they can also affect readability. Make sure to use readable fonts
(usually ones without serifs). Also, the location of the labels are important. Take the following
example:

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The labels are supposed to be inside the slices, but because there are slices that are close in
value, there are places in the chart where it is hard to discern which label corresponds to
which slice. Finally, the formatting of the label Number, Percent with the number
portion using comma separators is confusing. This type of information might have been
better preserved as a table instead of forcing it into a pie chart.

In enterprise reporting, individual charts are rarely used to convey information. Usually, multiple
analyses and KPIs are monitored in one page known as the Dashboard. Dashboards are single-page
interactive documents used to track different aspects of the business. Note that when you create a
dashboard, keep in mind the direction people read. People read from left to right, top to bottom. As
such, on top of the above considerations, we must also mind the way we lay these visualizations out to
ensure maximum readability. You can’t just lay individual charts haphazardly:

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This means that effective design involves placing the most important KPI’s near the top left of the page,
such as below. Another thing to keep in mind is to keep the interactive elements near the top of the
page in a single location. Make sure to group together KPI’s that deal with the same business aspect
together as well.

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Microsoft Power BI
What is Microsoft Power BI?
Microsoft Power BI is a Self-Service BI Solution developed by Microsoft. It was first released in 2011 and
is now one of the premier BI Solutions in the world, implemented across over 35,000 companies all over
the world spanning multiple different industries. It offers a lot of flexibility of access to report creation,
data analysis, and report publication.

It is a collection of software services, apps, and connectors that work together to turn your
unrelated sources of data into coherent, visually immersive, and interactive insights. Whether your data
is a simple Microsoft Excel workbook, or a collection of cloud-based and on-premises hybrid data
warehouses, Power BI lets you easily connect to your data sources, visualize (or discover) what's
important, and share that with anyone or everyone.

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Ways to access Microsoft Power BI

There are multiple ways to use Power BI:

1. Power BI Desktop – the application is installed in the local machine, either by using a dedicated
installer or downloading from the Microsoft Store. It offers some advanced utilities such as data
clean up, data modelling, and other advanced analysis options (such as the usage of DAX functions
to enable more advanced Statistical Analysis) and the like. All of these on top of the ability to
create and publish reports.

2. Power BI Service – the application is accessed via the Power BI Portal. The user will need to log
on using his/her account and from there access the report creator. It is cloud-based, so for as long
as the user has an internet connection, he can access his work through a web browser (even
mobile devices). This is also where the main collaborative functions, such as Workspaces are
found.

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3. Power BI Mobile App – a free-to-download app (available in both iOS and Android platforms)
where the user can log in using the same account he uses for Power BI Service. This mobile app
is one of the main ways users can consume (not create) published reports. This will allow
managers and other employees of an enterprise to be able to check up on different reports even
if their computer is unreachable.

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For this courseware, we will be using Power BI Service and the Mobile App.

Getting Started
In order to start using Power BI Service and its collaboration options, you will need a Power BI
Account with a Pro License (this should have already been provided via e-mail). For a Power BI Business
user, there are 5 building blocks they will need to get familiar with. These are:

1. Visualizations – a type of chart built in Power BI.

2. Data Sets – a container of data. These can come from a variety of sources, including files and
databases.
3. Reports – one or more pages of interactive visuals, text, and graphics. A single page is often
dedicated to answering a central area of interest.
4. Dashboards – a single page that uses visualizations to tell a story. It contains much of the
same elements as a Report. However, t is different from a Report in that the single page can
contain visuals from different separate reports. This allows different key areas from different
reports to be much more easily seen in a single page.
5. Apps – a way to bundle and share related dashboards and reports together.

Collectively, these building blocks are referred to as Content. Report creation in Power BI
Service usually has the following workflow:

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A typical workflow will usually involve all the building blocks. A designer
(yellow boxes) collects data from a dataset and creates a report. After
which, the designer will publish the findings via creation of dashboards
and apps so that the business user (black box) can take action.

It is important to note that designer and business user in this context refer
to roles as seen from Power BI. The designer is responsible for the
creation of content and the business user is responsible for its
consumption and analysis. In most cases, the business user relates
requirements to the designer so that the report can be built to certain
specifications. In some cases, employees in an organization are trained on
how to use Power BI so that said employees can act as BOTH designer and business user.
This allows the enterprise to save up a bit on licensure expenses.

Screenshot and Mobile Device Disclaimer

Please note that because Power BI is under continuous development by Microsoft so that new
features will be implemented, there might be some discrepancies with the screenshots and there might
not be an exact match with what can be seen on-screen. The screenshots are taken using Google
Chrome web browser, so when following along, it would be best to use it on the user’s end as well (be it
on a computer or mobile device). Also, please note that the user experience was designed for usage
with a computer’s web browser in mind. There will be some differences in usability when Power BI
Service is accessed via the browser on a mobile device. If a mobile device will be used for creating
reports, it will have to be used in landscape mode, and please note that for almost all mobile devices,
right-click is mapped to the tap-and-hold gesture, with the right-click menu appearing after the user lets
go of the screen.

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Capstone Activity
We will now be using Microsoft Power BI to create our reports and analyses based on our
sample data.

Setting up your account

# Activity Expected Outcome
1 Check your e-mail for the
message about your Power BI
Account

2 Open your browser and go to the

following link:
https://powerbi.microsoft.com

Click on “Power BI Service” and

log in using your credentials

2.1 For Mobile Users, click on the

button with three horizontal
lines then select “Power BI
Service” and log in using your
credentials.

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2.2 It is also advisable to request the
desktop version of the site. Go to
the browser settings and turn on
Desktop site.

Notes:

This is to try and make the on-screen elements adjust

automatically.

The exact name and location of this option might change

depending on the make and model of the device, the
browser used, and the version of the browser.

3 After supplying your username

and password, you will
encounter this message. Click on
Next.

Notes:

The next steps will involve using both the browser and the
Authenticator App.

4 You will be redirected to the

“Keep your account secure”
page.

On your mobile phone,

download and install Microsoft’s
Authenticator App.

After the app is installed in your

phone, click next on the web
browser.

Notes:

The bottom screenshot is from Google Play Store. The

phone used for the screenshot already has Authenticator
installed, which is why there is no “install” option.

If you are having trouble finding the app, simply search for
“Microsoft Authenticator”, without the quotes.

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5 In the Authenticator App, click

on the three dots on the upper
right hand corner of the screen,
then set up a “Work or School”
Account, then click Next on the
browser.

6 You will be presented with a QR

code on the browser.

On the Authenticator App, select

“Scan a QR Code”. Scan the QR
Code on the screen, then once
the scan is complete, click Next
on the browser.

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6.1 If you can’t scan the QR Code for

any reason, there should be an
option to enter the code
manually at the bottom of the
Authenticator App.

You will then be prompted to

manually type a Code and URL.

The Code and URL can be found

in the Web Browser, by clicking
the Can’t Scan Image? Button.

Click Next on the browser when

you are done inputting the code
and URL.

7 You will then be testing the sign

in. Approve the sign in on the
mobile app in order to get the
following screenshot.

Click on Next

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8 Click on Done

9 If an error is encountered, simply

restart the browser, then try
logging in again.

Creating a Sample Report

Logging In and Creating a Workspace
# Activity Expected Outcome
1 Launch your web browser

Notes:

Majority of log in steps are a repeat of the initial account

setup process in the previous section. Ignore this section if you
are already logged in.

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2 Go to the following link:
https://powerbi.microsoft.com

Click on “Sign In” and log in using

your credentials

2.1 For Mobile Users, click on the

button with three horizontal lines
then select “Power BI Service” and
log in using your credentials.

2.2 It is also advisable to request the

desktop version of the site. Go to
the browser settings and turn on
Desktop site.

Notes:

This is to try and make the on-screen elements adjust

automatically.

The exact name and location of this option might change

depending on the make and model of the device, the browser
used, and the version of the browser.

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3 After logging in, you should be
redirected to the Home Page on a
new browser tab.

Note: what you see on your screen will differ from the
screenshot here. If it is the first time you logged in, you will
not see any Favorites + frequents entries, for example.

4 We will now start the report

creation process by making a
Workspace.

On the left-hand side of the

screen, click on “Workspaces”
then click on “New Workspace”

The workspace feature will require a PRO License. Accounts

given to students will have a PRO License attached. Power BI
has many different licensing schemes that are out of the scope
of the discussion in this courseware.

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5 A new panel will open to the right
of the screen. On this new panel,
give the Workspace a Name and
Description. You can also give it an
optional icon, which may help you
identify the workspace by sight
when you start managing multiple
of them.

Click Save once done.

This will redirect us to the

Workspace itself.

The Workspace is a place for multiple users to collaborate with each other. All content inside a
workspace can be interacted with by all the different users that are granted access to it. The kind of
interaction users have available to them will depend on the kind of membership that has been granted
to them by the Workspace Creator.

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Uploading a Data Set

# Activity Expected Outcome
6 We need to upload the data
that we will analyze into Power
BI.

In the Workspace, click on New

then click on Dataset

7 We can upload either an Excel

or CSV File, or manually paste
the data. In this case, we will be
uploading a Sample File.

Click on Excel

8 A new window will open.

Navigate to where you saved
the sample file, then select
Smartbooks with BA sample
data.xlsx file. Click on Open

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9 A message will appear in the
upper right hand corner of the
screen. Wait for the data upload
to finish.

You will know that the upload is

finished when you get
redirected to a “Summary Page”
of sorts regarding the statistics
of the uploaded data.

Click on the Workspace Link to

go back to the workspace.

10 You should now see the

uploaded data set. A report can
now be created based on this
uploaded data. Hover the
mouse on the Smartbooks with
BA Sample Data dataset, click
on the More Options Button,
then click Create Report

11 The Report Creation Interface

should appear

Before proceeding with the creation of the sample report, let us familiarize ourselves with the
different parts of the interface.

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1. Menu Bar – save the report using the File option, and the ability to change how the report is
being viewed, along with allowing the user to insert some other elements in the report such
as text boxes and editing how the different visualizations interact with each other.
2. Report Canvas – this is where visualizations are laid out and formatted.
3. Filters Pane – sets options on limiting the displayed data in the report.
4. Visualizations Pane – contains two parts: The first one is where the user can select
visualizations to put into the Report Canvas. The bottom part is where the properties of the
selected visualizations can be changed. This bottom part is context-sensitive (options change
depending on the selected Visualization). It can contain up to three tabs: Fields, Format, and
Analytics.
5. Data Pane – contains all the data fields that were in the dataset. Power BI automatically
assigns the field names as they appear in the top row of the data source.
6. Page Options – allows to add, delete, rename, and duplicate pages.
7. Workspace Link – allows the user to quickly go access the currently selected workspace.

The report creation process is as follows:

1. Select the visualization by clicking on the desired type in the Visualizations Pane.
2. Select data to be included in the visualization by ticking the checkbox in the Fields Pane. If
the user needs more control over the order of fields, drag and drop the Field from the Fields
Pane to the Field Tab of the Visualizations Pane.
3. Resize and format the visualization.
4. Repeat steps 1 to 3 until all desired visualizations are complete. Be sure to save often!
5. Publish the Report.

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6.

Let’s now proceed with creating a sample report with two visualizations.

Creating the Sample Report

# Activity Expected Outcome
12 First, we want to see the
contribution of each Sub Revenue
Stream to for the month of May.

For this, we will need to add a Pie

Chart.

In the Visualizations Pane, select

Pie Chart.

A chart template should appear in

the report canvas.
Notches on the sides of the template indicates that the visual is
selected.

13 In the Data Pane, put a check on

the Revenue Streams and May
(Actual) Fields.

This should update the chart

template in the canvas with the
proper visuals.

14 Resize the Visualization so that it

takes up roughly 1/2 of the canvas,
positioned at the right.

You will sometimes see dotted red lines while resizing and
moving visualizations around. This helps in getting the proper
alignment of the report’s visual elements.

15 Click on any empty space in the

canvas to make sure that there are
no visuals selected, then add a Line
and Clustered Column Chart. A
Chart Template should appear on
the left side of the canvas.
This Graph will show the compare the Actual Revenue Stream
on the Month of April and May

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16 Move this chart to the lower left

quadrant of the canvas then check
the Data Revenue Stream,
April (Actual) and May (Actual).

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17 Click on any empty space in the
canvas to make sure that there are
no visuals selected, then add a (3)
three Cards. Position the 3 cards at
the upper left part of the canvas.

18 While the 1st card is selected,

check the May (Actual) then select
the 2nd card, check April (Actual)
lastly select the 3rd card, check
Difference.

19 The final report should look like

this.

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20 With the sample Report
completed, click on File in the
Menu Bar and then click on Save.
A new window should open up.
Give it a name, then click on Save.
This is the only time in this guide that you will be explicitly
instructed to save your report. As Power BI Service has no auto-
save function at the time of writing, make sure to save often to
minimize the risk of lost progress.

21 Because this is the first time we

saved, the report will be redirected
into the Reading View. In order to
continue working on and editing
the report, on the Menu Bar, click
on Edit.

22 Identify Patterns and Trends on the See Sample Analysis Below

Report and conduct a more in-
depth analysis then finally draw a
conclusion or recommendation on
each visualization.

Exercises
Refer to Exercise on the workbook provided by your instructor.

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***Nothing follows***

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