Export SRS Results to a Spreadsheet

You or your practice’s accountant may use financial data from reports to analyze profits and make policy decisions for the future of your practice. srs can produce thousands of different reports, and you may wish to export those reports to another program, such as a spreadsheet, in order to make graphs or combine the numbers with other information.

Watch a Video: You can learn the steps in this article by watching the SRS Reports video.

Contents

1 Transfer an SRS Report to Your Computer
2 Load an SRS File into a Spreadsheet Program

Transfer an SRS Report to Your Computer

You can use e-mail to send yourself a “Comma Separated” e-mail attachment containing srs data. You can then save the e-mail to a file on your computer and open it in a spreadsheet program.

Select and Run the srs Report

Run srs, choose the category and report you need, and enter the desired date range. You can retrieve or add criteria to limit the output, if desired.

Select “E-mail”, Enter an Address, and Select “Spreadsheet (Excel)”

On the Report Output Selection screen, choose “E-mail” as the destination and “Spreadsheet (Excel)” as the output format. If the default e-mail address is not correct, enter a different address. Press F1 – Generate Report to continue.

Check Your E-Mail

After a few minutes, the report should appear in your e-mail inbox.

Save the E-Mail to a File

Click on the “File” menu and select “Save As…”

Pick a Save Location

Use the standard Windows save dialog to save your report in an appropriate location. If a “File Type” or “Save as type” option is visible, change it to “Text File” as shown.

Load an SRS File into a Spreadsheet Program

Follow the procedure below to load a saved report output into a spreadsheet application, such as Excel or OpenOffice.

Launch Your Spreadsheet Program

First, run your spreadsheet program. There are many different spreadsheet programs. The most common one is Microsoft Excel™. Another popular program that is compatible with Microsoft Excel is Calc, which is part of OpenOffice.org’s office program suite. PCC recommends OpenOffice to its clients and can provide some assistance with installing and using it.

Click on the “File” Menu and Select “Open…”

From within your spreadsheet program, choose the Open option from the File menu:

Find Your srs File

If you saved the report from an e-mail message, look in your My Documents folder, or wherever you saved the message.

Select Your File and Click “Open”

PCC’s srs program gives the file a name that is based on the date you ran the report. Click on a file to select it and then click “Open.”

Confirm Data Formatting Details

Some spreadsheet programs, including OpenOffice’s Calc, will show you a brief summary of how the data will be imported. There may be options on the screen allowing you to import the data in a different way.

The default settings should work fine, but you should double-check that “Comma” or “Comma Separated” is selected.

View Your Data, Make Adjustments

Your spreadsheet program should load the data from the file into a new spreadsheet.

You may wish to make adjustments to the column widths if the contents of the fields do not fit perfectly. Once your data is in a spreadsheet, you can manipulate it using the various calculation features of the spreadsheet, generate graphs and charts, and create attractive, printable reports for presentations.

If you want to learn more about using a spreadsheet program, there are many books and online resources available. For help with OpenOffice, visit OpenOffice.org or contact PCC for installation assistance.

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Transfer an SRS Report to Your Computer

Load an SRS File into a Spreadsheet Program

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