XLConnect

Epicor ERP
Epicor XL Connect
10.0.700
Disclaimer
This document is for informational purposes only and is subject to change without notice. This document and its
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Epicor XL Connect Contents
Contents
Epicor XL Connect...................................................................................................................5
Before You Begin....................................................................................................................6
Audience.........................................................................................................................................................6
Prerequisites....................................................................................................................................................6
Environment Setup..........................................................................................................................................7
Workshop Constraints..............................................................................................................................7
Overview.................................................................................................................................8
Application Setup...................................................................................................................9
System Requirements.......................................................................................................................................9
Installation.....................................................................................................................................................10
User Types.....................................................................................................................................................11
User Interface........................................................................................................................12
Navigation Pane.............................................................................................................................................12
Ribbon Menu and Toolbar.............................................................................................................................14
Right-Click Menu...........................................................................................................................................15
Formula Editor...............................................................................................................................................16
Application Settings.......................................................................................................................................16
Support Tools................................................................................................................................................18
Working with Epicor XL Connect.........................................................................................19
Epicor XL Connect and Excel Access...............................................................................................................20
Workshop - Launch Epicor XL Connect...................................................................................................20
Functions.......................................................................................................................................................20
Function Groups.....................................................................................................................................20
Month to Date................................................................................................................................21
Year to Date....................................................................................................................................21
Budget............................................................................................................................................21
Information.....................................................................................................................................21
Working with Functions..........................................................................................................................21
Cell Referencing.....................................................................................................................................22
Anchoring..............................................................................................................................................24
Workshop - Create a Sample Worksheet.................................................................................................26
Wildcard Characters...............................................................................................................................26
Lists and Ranges.....................................................................................................................................27
Lists.................................................................................................................................................27
Ranges............................................................................................................................................28
Complex Ranges..............................................................................................................................28
Workshop - Create a Complex Range.......................................................................................30
Workshop - Build a Profit and Loss Report..............................................................................................31
Add Cell Reference Anchors............................................................................................................31
Build the Report Using Excel Formula Language...............................................................................32
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Contents Epicor XL Connect
Create the Sums in the Report.........................................................................................................33

Extend the Report............................................................................................................................33
Drill Down..............................................................................................................................................35
Workshop - Work with the Drill Down Function...............................................................................36
Analysis Sets..................................................................................................................................................37
Data Set Filters........................................................................................................................................37
Fill Down Formulas.................................................................................................................................37
Removing Extra Columns........................................................................................................................37
Workshop - Create a Dynamic Report.....................................................................................................38
Set Up Your Report.........................................................................................................................38
Create a Data Set Filter....................................................................................................................38
Create Fill Down Formula................................................................................................................39
Remove Columns............................................................................................................................40
Templates......................................................................................................................................................41
Workshop - Add a New Template...........................................................................................................41
Working Offline.............................................................................................................................................42
Useful Excel Capabilities......................................................................................................43
Data Validation..............................................................................................................................................43
Workshop - Create a Data Validation List................................................................................................43
VLOOKUP Function........................................................................................................................................46
Workshop - Use VLOOKUP Function.......................................................................................................46
Suppressing Zero Rows..................................................................................................................................48
Workshop - Suppress Zero Rows.............................................................................................................48
Protecting Worksheets...................................................................................................................................50
Workshop - Protect Worksheet...............................................................................................................51
Creating Virtual Rollups of Data.....................................................................................................................52
Workshop - Create Virtual Rollups of Data..............................................................................................52
Conclusion.............................................................................................................................55
4 Epicor ERP | 10.0.700

Epicor XL Connect Epicor XL Connect
Epicor XL Connect
This course focuses on the main features of Epicor XL Connect and how to use this Excel-based application to
design initial reports and review completed reports, entirely in Microsoft® Excel®.
Upon successful completion of this course, you will be able to:
• Identify the functions of Epicor XL Connect.
• Create a simple Profit and Loss statement using an XL Connect template.
• Create a dynamic Epicor XL Connect report from scratch.
• Create an Epicor XL Connect template.
Epicor ERP | 10.0.700 5

Before You Begin Epicor XL Connect
Before You Begin
Read this topic for information you should know in order to successfully complete this course.
Audience
Specific audiences will benefit from this course.

• Cost Accountant
• CFO/Controller
• AP Clerk
• AR Clerk
• COO/Operations Manager
• Production Manager
• Engineer
• Sales Manager
• Customer Service Representative
• Account Manager
• Sales Representative
• System Administrator
• IT/Technical Staff
Prerequisites
To complete the workshops in this course, the necessary modules must be licensed and operating in your training
environment. For more information on the modules available, contact your Epicor Customer Account Manager
at EpicorCAM@epicor.com. It is also important you understand the prerequisite knowledge contained in other
valuable courses.
Recommended Industry Knowledge - You must have a solid knowledge of Microsoft Excel concepts and
reporting functionality.
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Epicor XL Connect Before You Begin
Environment Setup
The environment setup steps and potential workshop constraints must be reviewed in order to successfully
complete the workshops in this course.
Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience
Epicor functionality in action but does not affect data in your live, production environment.
The following steps must be taken to successfully complete the workshops in this course.
1. Verify the following or ask your system administrator to verify for you:
• Your Epicor training icon (or web address if you are using Epicor Web Access) points to your
Epicor training environment with the Epicor demonstration database installed. Do not complete
the course workshops in your live, production environment.
Note It is recommended that multiple Epicor demonstration databases are installed. Contact
Support or Systems Consulting for billable assistance.
• The Epicor demonstration database is at the same service pack and patch as the Epicor
application. Epicor's education team updates the Epicor demonstration database for each service pack
and patch. If your system administrator upgrades your Epicor application to a new service pack or patch,
he or she must also download the corresponding Epicor demonstration database from EPICweb > Support
> Epicor > Downloads and install it. If this is not performed, unexpected results can occur when completing
the course workshops.
• Your system administrator restored (refreshed) the Epicor demonstration database prior to
starting this course. The Epicor demonstration database comes standard with parts, customers, sales
orders, and so on, already defined. If the Epicor demonstration database is shared with multiple users
(that is, the database is located on a server and users access the same data, much like your live, production
environment) and is not periodically refreshed, unexpected results can occur. For example, if a course
workshop requires you to ship a sales order that came standard in the Epicor demonstration database,
but a different user already completed this workshop and the Epicor demonstration database was not
restored (refreshed), then you will not be able to ship the sales order. Epicor's education team has written
the course workshops to minimize situations like this from occurring, but Epicor cannot prevent users
from manipulating the data in your installation of the Epicor demonstration database.
2. Log in to the training environment using the credentials manager/manager. If you are logged in to your
training environment as a different user, from the Options menu, select Change User.
3. From the Main menu, select the company Epicor Education (EPIC06).
4. From the Main menu, select the Main site.
5. Install Epicor XL Connect and configure it to use the supplied training data.
6. Ensure that the user participating in the course has the Designer license.
Workshop Constraints
The workshops in this course can be performed only once in each instance of a restored (refreshed) database. If
a user has already completed these workshops in the database, the database must be restored (refreshed) before
another user can complete this course.
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Overview Epicor XL Connect
Overview
Epicor XL Connect is a powerful tool that can be used to report on data currently stored in your Epicor application.
XL Connect is an add-in to Microsoft Excel™ and is accessed from within Excel. XL Connect is the data retrieval
engine.
When in Excel, you will use delivered Functions and Analysis Sets to build reports that will retrieve your Epicor
data. Once the data is retrieved into Excel, you can use all of Excel's capabilities to create a report that meets
your business needs: financial statements, budget reports, sales analysis, invoice analysis and dashboards.
XL Connect content packs provide the data retrieval instructions to build the reports from templates. All database
mapping is handled behind the scenes. Once the data is pulled back using XL Connect, retrieval is done using a
memory cache. This means you don't have to wait for a response from the database to see the data in your
report.
Epicor XL Connect provides the following financial and operational reporting features:
• Reduce time to create/distribute reports - Links Excel to the data for quick report creation. Reports can
be saved to shared directories on the network or emailed to others.
• Shorten monthly closing process - Allows refreshing of reports created using XL Connect, instead of being
recreated, saving time at the end of each period.
• Reduce dependency on reporting specialists - Allows report recipients to refresh their own reports, add
periods, and change years, without requesting updates from the reporting specialist. Drilling down to the
underlying data of the summary report, also answers many questions.
• Increase real-time access to information - Links reports to the data, so they can be refreshed on a regular
basis with the click of a button.
• Reduce time reconciling discrepancies - Gives insight into summary numbers by allowing drilling down to
the details of a report, making reconciliation of the main report easier.
• Reduce repetitive processes - Allows the update of reports with latest data from the Epicor application by
simply refreshing your Epicor XL Connect report. Rebuilding the same report for each reporting period is not
needed.
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Epicor XL Connect Application Setup
Application Setup
This section describes the Epicor XL Connect user interface components and functions.
System Requirements
This section identifies the minimum system and client workstation requirements to be met in preparation for
training.
Client Workstation
• Software
• Microsoft Windows XP SP2 or higher, Windows Vista or Windows 7
• Microsoft Internet Explorer 7 or higher
• Microsoft .NET Framework 3.5
• 32-bit Microsoft Excel 2007 Service Pack 2 or higher, Excel 2010
Note: Class instruction will be done in Excel 2007.
• Adobe Reader (for viewing PDF documentation)
• Minimum Hardware (recommended)

• 2 GB RAM
• 3 Ghz single processor or 1. GHz or higher dual processor
• 32-bit
Server
• Epicor version 9.05 or higher
• Microsoft SQL Server 2005 Reporting Services or Microsoft SQL Server 2008 Reporting Services. It is
recommended that Reporting Services resides on a separate server from the Epicor database to minimize
contention for server resources.
Terminal Services/Citrix Environments
Installing Epicor XL Connect in a Terminal Services/Citrix environment is supported, but each client connection
must meet the recommended RAM specifications for a client workstation.
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Application Setup Epicor XL Connect
Installation
This section describes the high-level process of creating and installing a new XL Connect environment.
Note For further details on installing a new, or upgrading an existing XL Connect environment, refer to
the Epicor XL Connect Installation Guide.
Server
1. Create a shared directory.
2. Run the XL Connect Content Installer.
3. Run database scripts from Microsoft SQL Server Management Studio.
4. Enable TCP/IP and add Windows firewall exceptions.
Client Workstation
1. Install XL Connect.
2. Configure XL Connect.
3. Verify the XL Connect installation.
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Epicor XL Connect Application Setup
User Types
This section describes the three user type licenses that come with Epicor XL Connect.
• Designer - With the Designer license, you have full access to all XL Connect Reporting components and the
capability to create, modify or edit XL Connect functions and analysis set objects. You have the ability to enter
new formulas using XL Connect functions or copy and paste existing formulas which contain XL Connect
functions. You can alter XL Connect input arguments (parameters) which gives you the capability to change
the input arguments and have the XL Connect functions refresh against the database in real-time. You can
also refresh the entire workbook including refreshing any or all formulas containing XL Connect functions.
You can also perform drill-down on any formula containing an XL Connect function.
• Power (or Viewer) - With the Power license, you have the capability to refresh XL Connect functions but
you cannot add new XL Connect functions, nor can you copy formulas which contain XL Connect functions.
You have the capability to change input arguments (parameters) when they are provided via a cell reference,
and have the XL Connect functions refresh against the database in real-time. While you are restricted in your
ability to add new functions, you have the ability to add XL Connect analysis set objects to perform ad hoc
data analysis. You can also perform drill-down on any formula containing an XL Connect function and have
full access to the pivot table created during drill-down.
• Drill Down - With the Drill Down license, you can refresh a workbook containing XL Connect functions and
can perform drill-down on any formula containing a XL Connect function. You have full access to the pivot
table created during drill-down. You can change XL Connect input arguments that are provided via a cell
reference. Attempts to change an XL Connect function results in an error message and the cell contents being
cleared.
Each of these user types has different levels of access and capabilities in the product. The following table lists
the different user types and their capabilities within the product:
Functionality Drill Down User Power User Designer

Modify Navigation Pane No No No
Access to Navigation Pane No Yes Yes
Access to Functions No No Yes
Access to Analysis Sets No Yes Yes
Refresh Yes Yes Yes
Drilldown Yes Yes Yes
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User Interface Epicor XL Connect
User Interface
This section describes the user interface elements that Epicor XL Connect adds to Excel.
Navigation Pane
The navigation pane contains buttons that allow you to easily access the different functional elements of Epicor
XL Connect.
Tip You can resize the navigation pane by clicking on the right edge and dragging it to the left. Do not
collapse the navigation pane by clicking on the vertical dots on the right edge. This can cause errors in XL
Connect. If you inadvertently do this, be sure to click on the vertical dots again to re-expand the navigation
pane. The contents of the navigation pane can vary by XL Connect content pack.
The XL Connect button contains the elements necessary for report design and ad hoc analysis. This button
contains several sub-groups:
• Functions - Use the pre-delivered functions for report design. These functions return summarized data based
on the parameters provided to the function. The available functions retrieve Month to Date and Year to Date
data based on base parameters. Base parameters can be CompanyID, Fiscal Year, Fiscal Period, Account
segment, and any additional parameters pertinent for your Epicor system.
Note: These functions are only available to Designer users.
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Epicor XL Connect User Interface
• Analysis Sets - Drag and drop objects that display data from the Epicor system as lists or pivots. Unlike
functions, the data is not summarized. Instead, all data that match the parameters are returned and displayed.
Analysis Sets allow you to filter and pivot on the data to perform on-the-fly analysis of the data. Some analysis
sets already have parameters established but other analysis sets will prompt for parameters so that you can
retrieve data for the exact year and period you want.
Note: Analysis Sets are only available to Designer and Power users.
• Templates - Use the XL Connect templates to create reports you can drag and drop into Excel with functions
that retrieve live data. You can adjust these reports to meet your business needs. Because they contain XL
Connect functions, you can refresh the functions at a later date to retrieve updated data from your Epicor
system.
Note: All user types can drag and drop Templates into an Excel workbook. Only Developer and Designer
users, however, can add new Templates to the Navigation pane.
In addition to the XL Connect button, there are the following additional buttons in the Navigation pane:
• Reports - Make any existing Reporting Services report available by adding it to the Reports button of the
Navigation Pane. To run a Reporting Services report that has been added to this button, double-click on the
report and it is added to an Excel worksheet.
• Administration - Click this button to set system-wide paths and variables to be used by XL Connect. Many
of these properties are the same as those displayed in the Application Settings dialog. Used only in rare
circumstances.
Note: This button is only accessible by Designer users.
• Properties - This button is reserved for future features.
• Report Explorer - This button is reserved for future features.
Epicor ERP | 10.0.700 13

Ribbon Menu and Toolbar
The XL Connect ribbon menu and toolbar contains buttons that allow you to easily access functional elements.
In Excel 2007 and 2010, the following tab and ribbon displays.
The ribbon menu contains the following buttons:

• Epicor XL Connect - Reopens the navigation pane after it has been closed.
Note: At the time of this release, closing the navigation pane is disabled. You can resize the navigation pane
to free up space in your Excel window.
• Application Settings - Provides access to configure several key configuration paths used by the application.
Configuration of this dialog is described in detail in the Installation Guide located on the XL Connect installation
media or in the XL Connect installation directory.
• Data Caches - Provides information about your in-memory data caches. This button will mostly be used by
XL Connect Support.
• Expression Editor - Opens the XL Connect Expression editor tool. This tool is described in more detail in the
section titled
• Online - Allows you to switch between Online and Offline mode. Click this button to toggle between Online
and Offline modes.
• In Online mode - Select XL Connect Refresh from the right-click menu to go back to the Epicor system
and retrieve the latest data for the functions and analysis sets in all open XL Connect reports.
• In Offline mode - Select Excel Refresh from the right-click menu to refresh all functions and analysis set
objects in the report against what has already been cached in memory.
If data is not already cached for a function or analysis set when performing an Excel Refresh, the function
or analysis set object displays #OFFLINE. Simply go back to Online mode and perform an XL Connect
Refresh to retrieve data from your Epicor system for these objects.
• Save Changes to XL Connect Explorer - Allows Designer users to save changes they have made to the
navigation pane.
• Scan for Content - Used to automatically copy and enable XL Connect Content client files. When clicked, a
process will launch that closes Excel, scans the directory specified by the Configuration Path in the Application
Settings dialog, copies all XL Connect Content client files found (.dll, .dna and .xll) to the local workstation
and then registers the content files. This option can be used to re-register XL Connect Content add-ins if they
have been unregistered as a result of re-registering XL Connect or Excel unexpectedly closing. In addition, as
new content packs are released, users can simply scan for new content once the new content files have been
copied to the directory specified by the Configuration Path in Application Settings
• About - Displays the version of the XL Connect product, information about when your license expires, and
what XL Connect user type you have been assigned.
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Right-Click Menu
Epicor XL Connect adds additional items to the right-click menu in Excel. The options displayed on the right-click
menu vary depending upon what is being clicked.
When you right-click a cell that contains an XL Connect function, the following items display:
• XL Connect Refresh - Causes the entire workbook to refresh. All data that is cached is removed and new
data is retrieved from the Epicor system.
• XL Connect Drill Down - Displays the list of available drill down targets for the selected function.
• Excel Refresh - When in Offline mode, the XL Connect Refresh option on the right-click menu changes to
Excel Refresh. A refresh in Offline mode recalculates all open workbooks using the data that is cached in
memory. The caches will not be updated with new data from the Epicor system.
When you right-click a list, you will see two options:
• XL Connect Refresh List - Retrieves updated data from the Epicor system only for the selected list with what
is cached in memory. Use XL Connect Refresh to retrieve new data.
• XL Connect Refresh All Lists - Retrieves updated data from the Epicor system for all list objects in all open
Excel workbooks from the data stored in memory. Use XL Connect Refresh to retrieve new data.
When you right-click a pivot table, you will see two options:
• Save Pivot Layout - Saves the pivot layout for your login ID only. This pivot layout takes precedence over a
default layout that might exist for that pivot table.
• Save Pivot Layout for All Users - Allows a Developer user to save a default pivot layout that is available to
all users, until a user saves a layout of their own.
Epicor ERP | 10.0.700 15

Formula Editor
The Formula Editor provides the ability to adjust a pre-defined function so that it retrieves the desired data. The
Formula Editor opens automatically when you drag and drop a function into an Excel worksheet. If you do not
want the product to work this way, uncheck the Enable Formula Editor pop-up check box located in the
Application Settings dialog.
Values provided in the Formula Editor are used to specify exactly what data is retrieved by the function. The
Formula Editor dialog presents all of the parameters of a function that you can modify, if you are a Designer user.
The available parameters vary depending on the function that you select.
Note The Enable Formula Editor pop-up setting is ignored for XL Connect installations running on Windows
XP and will be disabled in the Application Settings dialog. For those installations, the Formula Editor must
be opened by clicking on the Excel ƒx button.
A useful feature of the Formula Editor is that the contents of the cell are displayed to the right of the parameter
when a cell reference is being used for that parameter. This is very useful for ensuring that the correct cell is
selected and that the cell is formatted appropriately for its value to be passed correctly to the function.
Important The Formula Editor is only accessible by Designer users.
Application Settings
The Application Settings screen contains fields for storing key configuration paths and options that allow you
to customize your Epicor XL Connect experience.
The Application Settings screen contains the following fields, check boxes, and buttons:
• Configure SQL - Click this button to specify a SQL Server instance that has SQL versions of the BizInsight
and BizInsightDB.biz files created.
• Configuration Path - Contains the path to the shared network directory that contains the XL Connect
Content files (the .biz files and the XL Connect Content client files --.dll, .dna and .xll)
• Administration Path - Contains the path to the shared network directory where the XL Connect license and
.users files are located.
16 Epicor ERP | 10.0.700

• Enable Formula Editor Pop-up - Controls whether the Function Arguments dialog is automatically opened
when a function is dragged and dropped into an Excel cell. By default, this feature is disabled.
Note This feature is disabled on workstations running Windows XP.
• Enable Refresh Timer - Enables a pop-up message that displays the total time taken to refresh the report.
• Enable Cache information Dialog - Enables a dialog that displays the data caches being built when a report
is refreshed. When this feature is not enabled, an hour glass displays as the report is being refreshed.
Important For Excel 2013 users, this feature is disabled by default because it cannot be enabled at
the same time as the Formula Editor Pop-up feature. If you would like this feature turned on, you must
turn off the Enable Formula Editor pop-up feature to avoid an Excel crash when retrieving data.
• Enable XMLFAST - Turns on a feature that allows for faster retrieval of data from the accounting system
database.
Important In order to use this feature, the XL Connect Content data source published to the Report
Server must not use stored user credentials. Windows authentication or user supplied SQL credentials
must be used when this feature is enabled.
• Use Advanced Expression Editor - Configures the product to open the Advanced Expression Editor by
default when the Expression Editor button on the XL Connect ribbon or toolbar is selected.
• Persist SQL Authentication (Session Only) - Allows user supplied SQL credentials to be persisted for the
current Excel session. Without this option enabled, users will be prompted to supply their credentials for each
data call to the accounting system database.
• Clear Credentials - Click this button to clear SQL credentials that have been persisted for the current Excel
session. This causes the user to be re-prompted to supply new SQL credentials.
• Local Content Path - Click this button to copy the XL Connect Content client files locally when the Scan for
Content button is used to register XL Connect Content Excel add-ins on a client workstation. The default
directory is the user's Documents directory. This option provides the ability to change the local directory to
which the files are copied. It is essential to change this path when the user's profile directory is redirected to
a network location. XL Connect Content Excel add-in files will be copied to a subdirectory named BizContent
of the path specified.
• Calculation Settings - Click this button to provide access to options that allows more control over Excel's
calculation behavior.
• Refresh - Controls whether an Excel Workbook Calculate Full or a Workbook Calculate Full Rebuild
is used when a XL Connect report is refreshed. The default option of Workbook Calculate Full is
recommended unless the report is not refreshing all functions. Choosing the Workbook Calculate Full
Rebuild will cause Excel to rebuild the dependency tree before recalculating functions. This results in a
more complete recalculation but the recalculation time is slower.
• Refresh Analysis Set Lists - Controls whether XL Connect analysis set lists contained in a report are
refreshed when XL Connect performs a refresh. Unchecking this option results in a faster refresh but
analysis lists will not be refreshed.
• Refresh Pivot Tables - Controls whether Excel pivot tables contained within the XL Connect workbook
are refreshed.
Important Any pivot tables that use an external data source for their data source could cause an
Excel crash if that external data source is not accessible.
Epicor ERP | 10.0.700 17

Support Tools
The Support Tools are accessible from the About button on the XL Connect ribbon menu and provides access
to information and capabilities that will be useful for supporting the product.
The Support Tools screen contains the following options:
• View Events - Use this button to view a file with logged information related to XL Connect's functioning.
Scroll to the bottom of the file to see the most current entries.
• Delete Events - Use this button to delete events from the event log.
• SysInfo - Use this button to display system information gathered from the client workstation. This is information
that may be asked for when you contact Epicor Support for help with the product.
• Compact DBs - Use this button to manually compact and repair XL Connect Content .biz files that may have
become corrupt. By default XL Connect will try to detect corruption in these files on startup of XL Connect
and will automatically attempt to compact and repair the files.
Note This option is disabled if XL Connect is configured to use SQL versions of the .biz files.
• Query Timeout - Use this option to increase the timeout setting (in seconds) used by XMLFast when retrieving
data from the Epicor database if timeouts are occurring during data retrieval.
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Epicor XL Connect Working with Epicor XL Connect
Working with Epicor XL Connect
This section describes how to work with Functions, Analysis Sets, and Templates within Epicor XL Connect. Access
to these objects varies depending on the assigned user type.
Epicor ERP | 10.0.700 19

Working with Epicor XL Connect Epicor XL Connect
Epicor XL Connect and Excel Access
You can launch Epicor XL Connect and Microsoft Excel© automatically every time Excel is started or you can load
XL Connect from within Excel.
In this course, you will set up XL Connect to load automatically when Excel is started. By default, Epicor XL
Connect is designed to load On Demand, which means you start it up within Excel prior to performing any other
tasks in Excel. This allows Excel to start quickly as the XL Connect add-in is not loaded automatically with Excel.
When XL Connect is in On Demand mode, click on the Epicor XL Connect button of the Epicor XL Connect
ribbon or toolbar to start XL Connect. The Navigation Pane will open and the product is ready for use.
Important When XL Connect is configured to start On Demand, it is essential that the Navigation Pane
is opened immediately when Excel is started. Otherwise, If you do work in Excel before loading the Navigation
Pane, an error message is received.
Workshop - Launch Epicor XL Connect

In this workshop, launch Epicor XL Connect and Microsoft Excel© and set it up for XL Connect to load automatically
every time Excel is started. Select a template you will use in a future workshop.
1. Navigate to: Start > All Programs > Epicor XL Connect and click Re-Register XL Connect for Excel
2007 Load at Startup.
This sets up XL Connect to load automatically every time Excel is started.
2. Navigate to: Start > All programs > Microsoft Office > Microsoft Office Excel 2007 to start Excel.
3. If you are using the Epicor University hosted image, select the C:\XL Connect Templates folder.
4. Drag and drop the E9 Demo Templates.xltx file onto your desktop.
Functions
Epicor XL Connect functions are the primary tools you use to build your business reports. These functions retrieve
data from the General Ledger module of the Epicor application, including balances, budgets, transactions and
statistical data.
Function Groups
The Epicor XL Connect functions are grouped in the navigation pane. The name of the group indicates what type
of data the function retrieves. The Balances and Budget functions are grouped by Month to Date (MTD) and Year
to Date (YTD).
Functions are similar to formulas that tell Epicor XL Connect what type of data you want to pull from the ERP
system into your report. For example, if you are doing a report across one or more periods, you would use a MTD
function. If you are doing a report with columns representing full years, you would use a YTD function. If you
want to pull Debits and Credits into their own columns, you would use a Debit function in one column and a
Credit function in the other column.
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Month to Date
The Month to Date group contains the following functions:
• MTDNET - Net Amount of Debits and Credits for a Period for an Account
• MTDDB - Debit Amount for a Period for an Account
• MTDCR - Credit Amount for a Period for an Account
• MTDNETUNP - Unposted Net Amount of Debits and Credits for a Period for an Account
Year to Date
The Year to Date group contains the following functions:
• YTDNET - Net Amount of Debits and Credits Year to Date for an Account
• YTDCR - Credit Amount Year to Date for an Account
• YTDDB - Debit Amount Year to Date for an Account
• YTDENDBAL - Ending Balance through a Period for an Account for the year
• YTDBEGBAL - Beginning Balance of a Period for an Account for the year
• YTDNETUNP - Unposted Net Amount of Debits and Credits for Year to Date
Budget
The Budget group contains the following functions:
• BUDMTD - Budget Amount for an Account for a period
• BUDYTD - Budget Amount for an Account Year to Date
Information
The Information group contains the following functions:
• BOOKDESC - Description of a Book ID
• ACCTCATDESC - Account Category Description
• COMPANYNAME - Company Name
Working with Functions
Using XL Connect is as simple as dragging and dropping a function into an Excel worksheet and modifying that
function to return the desired data. In the Navigation pane, locate the function you need, click on it, and drag
and drop the function into the desired cell in Excel.
Note Only Designer users can add XL Connect functions to an Excel worksheet. If a Power or Drill Down
user attempts to add a function to an Excel worksheet, an error message displays.
Once a function is dropped into a worksheet, the Formula Editor will open and provide you the opportunity to
set your parameters for your function. For all operating systems except for Windows XP, you can also add functions
to an Excel worksheet by typing the function name into an Excel cell. For example:
Epicor ERP | 10.0.700 21

Additionally, an XL Connect function can be added by clicking the Excel ƒx button and choosing the desired XL
Connect function group.
Important The Formula Editor pop-up window is disabled for XP systems due to stability problems.
Once a function is dropped into a worksheet, the Formula Editor opens and allows you to set the parameters for
your function. If the function was manually typed into the cell, the cell displays #PARAMETER. Click on the Excel
ƒx button to open the Formula Editor.
Tip When designing an XL Connect report, Epicor recommends that you enter the parameter values in
cells and reference those cells for the function parameters.
Once you have provided cell references for the parameters, click OK. If the function was manually typed into the
cell and parameters are not already supplied for the function, the cell will display a message indicating that
parameters need to be entered, for example #Company Needed#.
To edit the parameters for a function after the Formula Editor is closed, click on the cell that contains the function.
Then, click the Excel ƒx button to reopen the Formula Editor.
Once you have provided cell references for all required parameters, XL Connect will start the caching process.
XL Connect will check the in memory cache to see if the data requested has already been cached. If the data
that matches the parameters of the function has not been cached, XL Connect retrieves the data from the Epicor
system. A message displays indicating that the data retrieval process is starting.
Cell Referencing
You can enter specific values into your parameter fields, or you can provide those values via cell references to
specific cells on the report. Using cell references, instead of hard coding the values into the functions, makes the
Epicor XL Connect report more flexible and reusable.
For example, instead of entering a hard value for the Fiscal Period in the Formula Editor dialog, you can use a
cell reference to a cell on the report that contains a period. Then, to quickly change the report so that it retrieves
data for another period, change the period in the cell you referenced in the function. Otherwise, you have to
open the function and make the change in the Formula Editor.
For example, the cells B2 through B5 are being used to provide the parameters for the MTDNET function in cell
B8. By setting up the function this way, the Company ID, Book, Fiscal Period, or Fiscal Year function parameters
can be updated by changing the values in cells B2 through B5.
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To add a cell reference as a parameter's value, click in the value field for the parameter, and then click in the cell
on the Excel worksheet that contains the value to pass into the function.
Excel range names can be supplied to any function parameter instead of a cell reference. This is useful when
working with lists.
Important Use text formatting on any cells containing parameters that the Epicor system allows to contain
alpha-numeric data. If the value is hard-coded in the function, be sure to include any alpha-numeric data
in double quotes (""). This ensures that Excel interprets the value as a text value and not a cell reference.
Epicor ERP | 10.0.700 23

Anchoring
Another way to make your Epicor XL Connect report more powerful and flexible is to use Excel's cell anchoring.
When a dollar sign ($) is used in front of the column letter, row number, or both in a cell reference, that part of
the cell reference is considered to be anchored. When that cell's function/formula is copied to other cells on the
report, any parts of the cell reference that are anchored are not changed to reflect the new cell reference.
For example, if you want a report that provides the balances for a certain list of accounts for a certain year and
period, you can build the report with a function in each cell and the period and the Segment1 value hard-coded.
Or, you could use cell references and anchoring to simplify building the report.
In this example, the requirements are as follows:

• Each function always gets the company from cell B2.
• Each function always gets the year from cell B4.
• Each function always gets the period from row 6 but the column reference adjusts as the function is copied
across the columns.
• Each function always gets the Segment1 value from Column A but the row number adjusts as the function
is copied down the rows.
To do this, the cell references should be anchored according to which part of the cell reference should not change
as the function is copied to other cells.
Requirement Cell Reference with Anchoring

Each function always gets the company from cell =$B$2
B2 and year from cell B4.
=$B$4
Fully anchored: When the function is copied to other cells,
neither the column nor the row will change.
Each function always gets the period from Row 6 =B$6

of the appropriate column.
Row anchored: When the function is copied to other cells,
the column will change but not the row.
Each function always gets the Account number =$A7

from Column A of the appropriate row.
Column anchored: When the function is copied to the other
cells, the row will change but not the column.
When finished, your Formula Editor would look like this:
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After anchoring, you can easily copy the function with a drag and drop to adjacent columns and rows. It will
update to reflect the correct row and column based on the cell referencing and anchoring used.
If you open the Formula Editor for one of the cells that was copied, you will see that the non-anchored cell
references changed appropriately and the anchored columns and rows did not change.
Tip If you need to adjust the sign of the data returned by a function, add a *-1 at the end of the function.
Do not place a minus sign between the equal sign and the function name, as this will disable the drill down
option for the function.
Epicor ERP | 10.0.700 25

Workshop - Create a Sample Worksheet
It is often the best approach to establish the main parameters for your report at the top of the worksheet using
cell referencing within Microsoft Excel. In this workshop, create a sample worksheet you can use to practice using
XL Connect functions, such as anchoring, lists, and ranges.
1. Create a New Excel worksheet and select Sheet 1.
2. In cell B2, enter Company.
3. Tab to cell C2 and enter EPIC03 as the company id.
4. Repeat, entering the following data into the corresponding cells:
Cell Reference Data

B2 BOOK
C3 Main
B4 Fiscal Year
C4 2010
B5 Fiscal Period
C5 9
5. Save the workshop as XXX_Sample (where XXX are your initials) to your desktop.
Wildcard Characters
A wildcard character is a special symbol that stands for one or more characters. XL Connect functions recognize
the asterisk (*) wildcard.
Note For backwards compatibility with earlier integrations, a percent sign (%) is also supported and
behaves the same way as the asterisk.
You can use the asterisk (*) wildcard character when defining a segment value to reference a group of segment
values rather than a single segment value.
The asterisk (*) symbol represents zero or more characters in a string. For example, if you want all balances for
all accounts with a 100 to be combined, you can use 100* as the formula argument. If you use only an asterisk
for the account parameter, data is retrieved for all accounts.
Important XL Connect does not support the ? wildcard which is commonly used to represent a single
character in a string. Note that 11??1 can also be represented as a range, 11001 through 11991, which
is supported by XL Connect.
26 Epicor ERP | 10.0.700

Lists and Ranges
It is possible to retrieve data for a non-contiguous list of values or a range of values with XL Connect. Typically,
lists and ranges are used for accounts or account segments, but they can also be used for other function
parameters.
Note By default, lists cannot be supplied to Report Server parameters. This is to ensure optimal data
retrieval performance. The most common report server parameters are Company, Year, and Period. However,
depending on the amount of data in particular tables, there may be other parameters for any function.
Refer to the Object Reference document in your Epicor Content Pack for information on which function
parameters are report server parameters. You can customize the product to allow lists to be supplied to a
Report Server parameter. For information on customizing your integration to allow lists for a report server
parameter, contact your Epicor representative.
The following accounts will be used to illustrate the definitions of lists and ranges:
• 1000
• 1010
• 1100
• 1111
• 1120
• 1125
• 1200
• 1210
• 1500
• 1505
A list is a collection of different values that may not be sequential. Using the list above, an example list might
be 1000, 1110, and 1210.
A range consists of two values for which you want to retrieve data for every value in between those two values.
An example range would be accounts 1000 through 1210.
Lists
When supplying a list of non-contiguous values to a function, enter your discrete values into adjacent cells in
your worksheet and then reference that range of cells for the function parameter.
In the example below, a discrete list of accounts is being passed into the MTDNET function:
Epicor ERP | 10.0.700 27

A list must consist of three or more cells since XL Connect treats two cells as a range. In the instance you have
only two discrete values for your list, you simply repeat one of those values in a third cell. Values supplied to a
function for a list can be entered in cells vertically or horizontally.
Ranges
To retrieve data for a range of accounts, enter the beginning and ending values in consecutive cells in your
workbook and then select those cells in the Formula Editor for the Account parameter.
For example, if you want to retrieve the MTD Net Balance for the range of accounts 1000 through 1210, you
enter the beginning account number into one cell and the ending account number into an adjacent cell.
A range must always consist of two cells in your Excel worksheet. You can enter the ranges vertically or horizontally.
You can also assign a range name to the cells and use that range name in your function.
Complex Ranges
You use a complex range when you need to retrieve data for accounts that do not easily fall within a standard
range. For example, use a complex range when you want to retrieve data for a particular range of accounts, but
want to exclude the balances for one account that falls within that range.
There are two key concepts to understand when working with complex ranges:
• Logical Operators
• Operator Precedence
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Logical Operators
When working with complex ranges, the logical operators you may need to use are: AND, OR, NOT. These
operators will be illustrated using the following example chart of accounts:
• 1000
• 1010
• 1100
• 1111
• 1120
• 1125
• 1200
• 1210
• 1500
• 1505
The use and meaning of the operators are as follows:
• AND
When using AND, the data must satisfy both sides of your equation.
For example, you want to retrieve data from accounts 1100 through 1200. The accounts that satisfy these
criteria are: 1100, 1111, 1120, 1125 and 1200.
This can be expressed as "SegValue1>=1100 AND SegValue1<=1205". Data will be retrieved only for accounts
that satisfy both sides of this equation.
• OR
When using OR, the data must satisfy at least one side of the equation. This operator is most commonly used
when combining data from two different ranges.
For example, you want to retrieve data from accounts 1100 through 1205 as well as from accounts 1310
through 1430.
This can be expressed as "(SegValue1>=1100 and SegValue1<=1205) OR (SegValue1>=1310 and
SegValue1<=1430)".
• NOT
You can use the NOT operator to provide criteria for exclusion from the data being retrieved. This operator
is mos commonly used to exclude accounts that fall within a range.
For example, you want to retrieve data from accounts 1100 through 1205 but you do not want to include
the data for account 1110.
This can be expressed as "(SegValue1>=1100 and SegValue1<=1205) AND NOT (SegValue1=1110)". Notice
the use of AND between the two equations. By using AND with NOT, you are specifying that the data retrieved
must satisfy both sets of equations.
Important In the above examples the parameter name used is "SegValue1". This is the actual column
name in the underlying data set. In the Function Arguments dialog, the parameter user friendly name is
Segment1. It is important that the column name from the data set is used in the Complex Range and not
the display name for the parameter in the Function Arguments dialog. To determine the appropriate column
name to use, drag and drop the relevant analysis set.
The column names for the data set are displayed by analysis set objects. Column names for data sets will vary by
XL Connect content pack, so always verify that you are using the correct column name.
Epicor ERP | 10.0.700 29

Operator Precedence
Operator precedence is a mathematical rule used to clearly indicate which operations to perform first in a
mathematical expression. The standard order of operations is:
1. Terms inside brackets
2. Exponents and roots
3. Multiplication and division
4. Addition and subtraction
This means that in any mathematical expression, operations that are contained within brackets are evaluated
first, any exponents and roots are evaluated second, and so on, with addition and subtraction performed last.
Without the parentheses in the previous examples for the OR and the NOT operators, it is not clear in what order
to evaluate the items. The parentheses are added to indicate the order in which evaluations should take place.
Workshop - Create a Complex Range

In this workshop, use the steps provided to create a complex range on a report that retrieves data for Segment1
values between 1100 and 1210 and excludes the single Segment1 value 1125.
1. Open up the XXX_Sample worksheet (where XXX are your initials).
2. In a cell on your worksheet, build the mathematical expression of your complex range.
((SegValue1>=1100 and SegValue1<=1210) and NOT (SegValue1=1125))
Notice the use of parentheses to group the range definition and the use of the NOT operator to exclude
Segment1 value 1125. Also notice that the entire expression is enclosed in parentheses.
3. Add square brackets ("[]") around the mathematical expression.

Use the square brackets to instruct XL Connect to take what you pass without trying to parse it. After adding
the square brackets, the complex range syntax is:
[((SegValue1>=1100 and SegValue1<=1205) and NOT (SegValue1=1110))]
4. Select the MTDNET function from the Navigation Pane and drag and drop into the desired cell location in
the worksheet.
5. In the Formula Editor window that displays, point the Segment1 parameter of the function to the cell
containing the complex range.
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6. Click OK.
Workshop - Build a Profit and Loss Report
This workshop provides the steps that will help you build a Profit and Loss report. In this workshop, you will use
the template you opened in Workshop - Launch Epicor XL Connect to build the report.
The workshop steps to guide you through this process are:
• Set up report using cell reference anchors.
• Build the report using Excel Formula Language.
• Create the sums in the report.
• Extend the report.
Add Cell Reference Anchors
These steps start the process for building the sample Profit and Loss report. The first part of the process is to
set up the report using cell reference anchors.
Specific values can be typed into the parameter fields or values can be provided via cell references to specific cells
of the workbook. Using cell references instead of hard coding the values into the functions, makes the XL Connect
report more flexible.
1. Click into the Excel worksheet to activate.
2. Click on the Sample2 tab.
Epicor ERP | 10.0.700 31

3. In the Navigation Pane, select Functions > Month-to-Date > MTDNET.
4. Drag and drop the function into the Sales cell (H8).
The variable #PARAMETER displays in the cell.
5. Select the #PARAMETER cell, and then select the ƒx button on the Excel Formula bar.
The Function Argument window displays.
6. In the Function Argument window, select the CompanyID field. In the spreadsheet, click the Company
field (H2).
7. Press F4 to set an Excel Anchor.

The Excel Anchor allows the parameters to be copied into other cells without changing the formula.
8. In the Function Argument window, select the BookID field. In the spreadsheet, click the Book ID cell (H4)
and set the anchor.
9. In the Function Argument window, select the FiscalYear field. In the spreadsheet, click the Year cell (H3)
and set the anchor.
10. In the Function Argument window, select the FiscalPeriod field. In the spreadsheet, click the Period cell
(H5) and set the anchor.
11. In the Function Argument window, scroll down to the Segment1 field and set the cursor.
12. In the spreadsheet, drag the mouse over B8 through F8.

This selects a range of fields for the formula. Set the anchor when complete.
13. Click on the Formula Bar, and add *-1 at the end for the formula.
This will reverse the sign to a positive number.
Tip Your formula should look like =MTDNET($H$2,$H$4,$H$3,$H$5,,$B$8:$F$8)-1.
14. Format the field to be a Number with no decimals.
15. Click OK to accept.

XL Connect displays a window indicating the data is being retrieved.
16. Click Save.
Build the Report Using Excel Formula Language
1. Copy the formula in Sales cell (H8) and paste it in Sales Default cell (H9).
2. Select the Sales Default cell (H9), set the cursor in the MTDNET formula, then click ƒx on the Formula bar
to adjust the formula.
a. In the Parameters screen, scroll down to the Segment1 value.
b. Delete the existing entry, and then select H9 to set the single value.
c. Anchor the value and then click OK.
32 Epicor ERP | 10.0.700

3. Copy the Sales Default (H9) cell, and paste it into the Cost of Goods cell (H12).
4. Select the Cost of Goods cell (H12), set the cursor in the MTDNET formula, then click ƒx on the Formula
bar.
a. In the Parameters screen, scroll down to Segment1.
b. Delete the existing entry, and then select cells D12-F12. Do not anchor the values.
c. From the Formula bar, delete the *-1 entry at the end of the formula.
Your formula should be: =MTDNET ($H$2,$H$4,$H$3,$H$5,,D12:F12).
5. Copy the Cost of Goods cell (H12), and drag over the Expenses cells (H17-H23). Right click and select
Paste Special.
6. From the PasteSpecial value listing, select Formula and number formats.
This holds the formatting of the copied field.
7. Click Save.
Create the Sums in the Report
Use Excel's Formula Language to create all the sums in the report.
1. In the Total Sales field, select AutoSum from the Excel tool bar and press Enter.
2. In the Total field of the Expense section, select AutoSum and ensure cells H17-H23 are in the formula.
3. In the Gross Profit cell (H14), enter the formula: =H10-H12 (Total Sales - Cost of Goods).
4. In the Net cell (H26), enter the formula: =H14-H24 (Gross profit - Total Expenses).
5. Click Save.
Extend the Report
The XL Connect data populates from a memory cache. This means the data is loaded one time and held in memory
for quick access. Use Excel's Copy feature to extend the report to several fiscal periods.
1. Select the existing column from the Fiscal Period value field down through the Net entry value field.
2. Once the fields are outlined, drag the outline to extend over four columns.
Your finished Profit and Loss report should look similar to the following example:
Epicor ERP | 10.0.700 33

XL Connect will configure the next four periods from the existing report data.
34 Epicor ERP | 10.0.700

Drill Down
Epicor XL Connect provides the ability to drill down to view the detail of the data being returned by a function
in either a list or pivot table format. Drill Down is available for all XL Connect user types (Designer, Power, and
DrillDown users).
When drilling down on a function, the drill down data is placed in a new Excel worksheet named DrillDown(n),
where n represents the number of existing Drill Down sheets in the Excel workbook.
Important: Any adjustments to the design of the data displayed by the function are not reflected in the Drill
Down.
Additional rows, columns, and values can be selected for display in the Drill Down Pivot. To do this, click inside
the pivot table to open the Pivot Table Field List.
To add a field to a row, column, or the values section, select the field from the top pane and drag it into the
appropriate lower quadrant of the Pivot Table Field List.
If you have a customized pivot layout, you can save that layout by right-clicking on the pivot table and selecting
Save Pivot Layout. The Save Pivot Layout for All Users option is enabled only for Developer users so they
can create default pivot layouts for all users.
A list format displays the supporting detail for the function on which you have drilled down.
You can use the Excel filter capability with a List to filter the results as desired.
Important: DrillDown pivots and lists do not refresh when you select XL Connect Refresh. To refresh any drill
down objects, you need to drill down again.
Epicor ERP | 10.0.700 35

Workshop - Work with the Drill Down Function
The pivot tables included in the content packs can be modified to meet your specific needs. In this workshop,
use the XXX_Sample sheet to create a new layout for the existing GL Balances Pivot.
1. Ensure the XXX_Sample worksheet (where XXX are your initials) is open.
2. Drag and drop onto the worksheet the GL Balances Pivot analysis set.
The Pivot table opens in a new worksheet labeled DrillDown(X) (where X is an incremental number).
3. In the Report Parameters screen that displays, enter EPIC03 for Company and 2010 for Fiscal Year.
4. Set the cursor inside the GL Balances Pivot report.

The Pivot Table Field List opens.
5. From the field list, select SegValue1 and drag down into the Row Labels quadrant.
SegValue1 populates below the existing entry for Seg1Name.
6. Select Balances from the Row Labels quadrant and delete.
7. Save the XXX_Sample workbook.
36 Epicor ERP | 10.0.700

Analysis Sets
Use analysis set objects to view some of the non-transactional data from the Epicor application, such as account
lists and descriptions. You can also use analysis set objects to perform ad hoc analysis of the General Ledger (GL)
data in the Epicor application.
Note Analysis set objects are only accessible by Designer and Power users.
Analysis set objects work just like functions: You can drag and drop an object into your Excel worksheet. Analysis
sets are grouped by the format in which they return their data (either List or Pivot format).
When adding an analysis set to an Excel worksheet that requires parameters, you are prompted to enter them
in the Report Parameters window. This occurs because the analysis set is not tied to a function that is supplying
the necessary parameters. Enter the parameters for which you want to retrieve data to populate the analysis set.
The analysis set pivot tables and lists work the same as the drill down pivot tables and lists. As with drill down
objects, pivot layouts can be saved for these objects.
Data Set Filters

Analysis set lists can be configured to provide additional filter criteria. For example, a Segment1 list can be
configured to only display certain Segment1 values instead of all of them.
Select DataSetFilter in the left pane of the Parameter dialog box to set data filters options.
Fill Down Formulas

Analysis Set lists come with an additional, valuable feature. When using a list, you can place functions (or standard
Excel formulas) in columns adjacent to the list. They are automatically added to any new rows that come into
the list when it is refreshed.
Removing Extra Columns

Sometimes an analysis set that contains the values you want to use in your report contains more columns than
you want displayed. Columns should not be deleted because when the report is refreshed, the columns will be
re-inserted and cause your cell anchoring to be incorrect.
When using such an analysis set in your report design, you have two choices regarding the extra columns you
don't want to see:
• Hide the columns you do not want to see
• Make the list static
Columns can be hidden by selecting them and then choosing Hide from the right-click menu. Refer to the Remove
Columns instructions in Workshop - Create a Dynamic Report to see how to change a list so that it is static.
Epicor ERP | 10.0.700 37

Workshop - Create a Dynamic Report
In this workshop, create a dynamic report so that it reflects the current state of the data in the database. Use an
analysis set, add a data set filter and a fill down formula, and remove extra unwanted columns from the report.
Set Up Your Report

Set up your report using the GL Period Balances List analysis set. Add 1000 to 1999 as the range of accounts to
bring in. Create your Excel CONCATENATE string.
1. Open an Excel worksheet.
2. Create your navigation pane at the top of the worksheet.

For example:
Company Epic03
Book MAIN
Year
Period
3. Drag and drop onto the worksheet the analysis set you want to use for your report. Use the GL Period
Balances List analysis set.
The data is added to a new tab in the workbook.
4. In the Report Parameters window that displays, enter the parameters for which you want to retrieve data
and click OK. Use EPIC03 for the Company, MAIN for the Book, 2010 for the Fiscal Year, and 12 for the
Fiscal Period.
5. Type the range of accounts you want to bring into the analysis set in consecutive cells on your worksheet.
For this workshop, use 1000 and 1999 for the range of accounts.
6. Create your Excel CONCATENATE string on the worksheet. =CONCATENATE("Company=",$C$1,

"|BookID="$C$2, "|SegValue1>=",$B$3, "|SegValue1<=",$C$3).
Create a Data Set Filter
1. Right-click anywhere inside the table and select Data Range Properties.
The External Data Range Properties window displays.
2. Select the Insert entire rows for new data, clear unused cells radio button and the Fill down formulas
in columns adjacent to data check box.
3. Right-click anywhere inside the analysis set and select Parameters.

The Parameters window displays.
4. From the Parameter name box, select DataSetFilter.
5. Select the Get the value from the following cell: radio button.
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6. Select the cell that contains the CONCATENATE formula.
7. Right-click anywhere inside the analysis set and select XL Connect Refresh List to apply your new filter
parameters .
8. Drag over the function you want in your report and fill in the necessary parameters in the Function
Arguments window that displays.
9. Click Save. Use any file name you want for your report.
Create Fill Down Formula

The following steps of the workshop use the SegValue1 list to illustrate the Fill Down Formulas feature.
1. Drag and drop the SegValuet1 list into a worksheet.

Notice that in the first row of cells adjacent to the list, new functions have been added.
2. Right-click on the list and choose Data Range Properties.
3. From the External Data Range Properties window, select the Insert entire rows for new date, clear
unused cell radio button and the Fill down formulas in columns adjacent to data check box.
4. Click OK.
5. Right-click on the list and select XL Connect Refresh List.

The adjacent cells update with the functions from the first row.
Epicor ERP | 10.0.700 39

If a new SegValue1 is added to the Chart of Accounts in the Epicor application, the list automatically updates
with that new value, and the adjacent columns automatically fill in with the formulas.
Note: To add white space between your formulas, enter the formula = "" to ensure that there is no blank
column between formulas.
Remove Columns
The following steps of the workshop show how to remove extra columns from your list and to make the list
static.
1. Right-click on the list and select Data Range Properties.
2. Clear the Save query definition check box in the External Data Range Properties dialog box.
3. To the warning message that indicates the action permanently removes the query definition, click OK.
4. Once the list is converted to a static object, remove any columns you do not want to display and link your
functions to the desired values in the list.
5. Click Save.
40 Epicor ERP | 10.0.700

Templates
Templates are pre-built XL Connect reports that you can drag and drop into an Excel workbook. All XL Connect
user types can drag and drop templates.
The reports you see in the Navigation pane depend on the Content Pack you are using. When you drag and drop
a template into an Excel workbook, a new workbook is created with that report.
You can create templates from any Excel worksheet. They can contain XL Connect functions or just be a template
worksheet such as an expense report template. When the report contains XL Connect functions, it is a fully
functional XL Connect report with live connectivity to the Epicor application.
Note Only Designer users have the ability to add new templates to the XL Connect Navigation pane.
Workshop - Add a New Template

In this workshop, create a template from the report you created in Workshop - Create a Dynamic Report.
1. Open the report you created in Workshop - Create a Dynamic Report.
2. Save the report as an Excel template (.xlt or .xltx) to the Templates directory of your XL Connect shared
network directory.
3. If a message displays asking whether you want to clear the data before saving the template, select No.
4. Right-click on the Templates node in the navigation pane and select Insert.
Note If you do not see a node in the navigation pane named Templates, right-click on the node in
the navigation pane at the same level that you want the templates to display and select Insert.
Right-click on the new node that was added and choose Properties. Type Templates in the
Description property field and click OK.
5. On the new node that was added, right-click and select Properties.
6. From the CustomPropertiesDialog window that displays, enter a <Template> name in the DropEvent
field.
7. In the Formula field, enter a file name (<filename>.xltx).

If you do not save the template to the Templates subdirectory, you must provide the full path in addition
to <filename>.xltx.
8. In the Description field, enter the name to display in the navigation pane.
9. Click OK.
10. Navigate to the XL Connect tab, and click the Save Changes to Explorer button to save the changes.
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Working Offline
Working offline refers to working without a connection to the Epicor database. All refresh actions are performed
against data that has already been cached in memory. You can switch to Offline mode by selecting the Online
button on the Epicor Software ribbon in Excel 2007 or on the XL Connect toolbar in Excel 2003.
The primary purpose for the offline mode is to allow you to work with your report design without being interrupted
by trips back to the Epicor database. If you add an object to your report design for which data has not already
been cached, the function will return the #OFFLINE message. To go back into Online mode and retrieve the latest
data from the Epicor database, click the Offline button on the Epicor Software ribbon or the XL Connect toolbar
to switch back to online mode and then right-click and select XL Connect Refresh.
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Epicor XL Connect Useful Excel Capabilities
Useful Excel Capabilities
Since Epicor XL Connect runs within Excel, you can use all of the functionality available in Excel for your reports.
There are several Excel capabilities that are very useful when building Epicor XL Connect reports.
This section describes the following Excel capabilities and how to use them effectively:
• Data Validation
• VLOOKUP Function
• Suppressing Zero Row
• Protecting Worksheets
• Creating Virtual Rollups
Data Validation
You can use the Data Validation capability in Excel to add a dropdown (or pick list) of options in a cell to your
report design. For example, you can provide the users of your report with a valid list of Fiscal Years or Periods to
which all formulas are anchored so that they can easily change the years or periods for which data is displayed.
Workshop - Create a Data Validation List

In this workshop, create a data validation list.
1. Locate an analysis set that contains the data you want. For this workshop, Segment3Description is used.
You can also create a list of the data you want as your pick list.
2. Drag and drop the Segment3Description analysis set into your spreadsheet to create a pick list.
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Useful Excel Capabilities Epicor XL Connect
3. Select the empty cell next to the Department cell in your worksheet and choose Data > Data Validation
> Data Validation from the menu.
4. In the Data Validation dialog box, select List from the Allow drop down list.
5. In the Source field, select your range of values to display in the pick list.
Note If you want your source data to display on a different tab of your workbook, assign an Excel
range name to the range of values and set your Source to the Excel range name.
6. Click OK.
7. Click the drop down arrow next to the cell containing your pick list to confirm that your values display
properly.
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VLOOKUP Function
The VLOOKUP function provided in Excel allows you to look up a value based on the value in another cell.
Tip A common use for the VLOOKUP capability in Epicor XL Connect reports is to provide header/title text
that changes based on the period or year, for example, As of January.
Workshop - Use VLOOKUP Function

In this workshop, use VLOOKUP to create a report title that changes based on the period or year.
1. Create the reference table that you want VLOOKUP to use. In this example, look up the Period in the table
and return the phrase As of <month>.
2. Create the VLOOKUP formula cell. For this example, use a concatenate string to create the entire title. Type
the following formula in the cell where you want the title to display:
="Report" & VLOOKUP($C$4,$J$2:$K$13,2,FALSE)
The arguments provided to the VLOOKUP formula are:
Argument Meaning
"$C$4" Cell containing the value to be looked up. (Period)
"J2:K13" Range containing the lookup values.
"2" Column containing the value to be returned.
"False" Indicates that you want an exact match to the period.
3. Test the VLOOKUP by changing the period in the cell and confirming that the description changes
appropriately.
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Suppressing Zero Rows

A common requirement in a report is to suppress the display of rows that are all zeroes. You can use the Excel
filter capability to accomplish this task.
Workshop - Suppress Zero Rows
In this workshop, suppress all the zero rows of a report.

Suppress the four rows that have no data across all three columns in the following report.
1. Create a column labeled Chk Rows to check whether rows are all zeros.
2. In the Chk Rows column, enter the formula: =COUNTIF($D8:$F8, ">0") + COUNTIF($D8:$F8, "<0") and
copy the formula to each cell in the Chk Row column.
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3. Create a filter on the Chk Rows column H. Select the Chk Rows cell and click on Home > Sort & Filter >
Filter.
4. Click on the drop down next to Chk Rows, select Number Filters, and then select Does Not Equal...
5. In the Custom AutoFilter dialog, filter out numbers equal to 0, and click OK.
6. Check your sample data table to confirm that the four rows that had all zeroes no longer display.
Note: Remember that as you work with XL Connect, you have all of Excel's capabilities at your disposal. It
is possible to create a macro that will reapply the filter after Excel recalculates. There are many web sites
with information on creating macros and using the AutoFilter method in Excel.
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Protecting Worksheets
Excel provides the ability to protect worksheets so that users cannot change them. This capability can be very
useful for protecting XL Connect reports from accidental changes by users. More importantly, you can also use
this capability in conjunction with cell references to restrict the data that non-Designer users can see in a report.
Below is an example report that will be used in the following workshop to show how to protect a report from
being changed.
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Workshop - Protect Worksheet
In the example report, you want non-Designer users to be able to drill down on the functions but not be able to
change the Location, the Company, or any accounts listed in column B in the report.
Note Excel 2007 is used in this workshop.
1. Design the report so that the functions in the report use cell references with appropriate anchoring for the
input parameters, in this case:
Field Anchoring Code

CompanyCode $C$2
FiscalYear $C$3
FiscalPeriod D$6
Segment1 $B7
Location which is Segment3 $C$4
2. For each cell that you want users to be able to change, right-click on the cell and choose Format Cells and
clear the Locked checkbox on the Protection tab of the Custom Lists window that displays. For this workshop
turn off the Locked property for the cell containing Fiscal Year (B3) and for each of the cells that contain
functions (D7 through F51). This allows users to be able to change the year only, and to be able to drill
down on the functions.
3. After unlocking all the cells that you want your users to be able to change, click the Protect Sheet button
on the Review tab.
4. In the Protect Sheet dialog, clear the Select locked cells check box.
5. Enter a password in the Password to unprotect sheet field to prevent users from being able to unprotect
the report.
6. Click OK.
Users will not be able to select any cells except those that have been unlocked. This report can now be distributed
to non-Designer users and they will only be able to refresh and change the year parameter for functions.
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Creating Virtual Rollups of Data
With XL Connect, you can create virtual rollups of your data. You accomplish this by combining the Excel VLOOKUP
function, Excel Data Validation functionality, and creating ranges that define the rollups you will feed into your
XL Connect functions.
Workshop - Create Virtual Rollups of Data

In this workshop, create a virtual rollup:
1. Create your list of entities on the worksheet, formatting as desired to achieve the look you want.
In this example, the entities are the different regions for your company:
• All Regions
• Region A
• East
• Central
• Region B
• West
• Corp
2. Create your data validation list and use your list as the input. Click Data > Data Validation.
3. Choose List from the Allow drop down list and select your entity list for the Source field. Click OK.
Note The list is on the same tab as the report. You can put it on a separate tab but be sure to assign
a range name to your list.
4. Check that your Data Validation list works correctly.
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5. To the right of the entities, enter the range of valid values for the entity.
Notice the use of "99" to complete the range for entities that only consist of a few values. The value "99"
is arbitrary; it must be a value that does not exist in your COA.
6. Add VLOOKUP functions below your range definitions to look up the appropriate range values based on
the selection made in the data validation list.
7. Adjust the number of the column to return as you add the function below each column of your range
definitions.
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8. Add the functions to your report and supply the range of VLOOKUP cells as the segment parameter for
which you want to supply these values.
9. Change the selection in your Data Validation list and confirm that the function updates appropriately.
10. If you add a virtual rollup to the same sheet as your report, you may want to group the columns containing
your range definitions to hide them.
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Epicor XL Connect Conclusion
Conclusion
Congratulations! You have completed the Epicor XL Connect course.
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Additional information is available at the Education and
Documentation areas of the EPICweb Customer Portal. To access
this site, you need a Site ID and an EPICweb account. To create an
account, go to http://support.epicor.com.

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Create the Sums in the Report.........................................................................................................33

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Before You Begin

Specific audiences will benefit from this course.

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4. From the Main menu, select the Main site.

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• Minimum Hardware (recommended)

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1. Create a shared directory.

2. Run the XL Connect Content Installer.

3. Run database scripts from Microsoft SQL Server Management Studio.

4. Enable TCP/IP and add Windows firewall exceptions.

3. Verify the XL Connect installation.

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Functionality Drill Down User Power User Designer

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Ribbon Menu and Toolbar

The ribbon menu contains the following buttons:

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Working with Epicor XL Connect

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Epicor XL Connect and Excel Access

Workshop - Launch Epicor XL Connect

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Working with Functions

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In this example, the requirements are as follows:

Requirement Cell Reference with Anchoring

Each function always gets the period from Row 6 =B$6

Each function always gets the Account number =$A7

When finished, your Formula Editor would look like this:

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Workshop - Create a Sample Worksheet

1. Create a New Excel worksheet and select Sheet 1.

2. In cell B2, enter Company.

3. Tab to cell C2 and enter EPIC03 as the company id.

4. Repeat, entering the following data into the corresponding cells:

Cell Reference Data

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Lists and Ranges

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1. Terms inside brackets

2. Exponents and roots

3. Multiplication and division