Time Sheets

[AlonzoB]

How can I pull Information from a time sheet to populate data based on the client, service, and dates. It will need to capture the notes from the 1st through 30 (31st) of each month from spread sheet.

[Robu1]

Hi AlonzoB,

Certainly! Extracting data from a time sheet based on criteria like client, service, and dates can be done using various methods in Excel.

Here are a few approaches you could consider:

Advanced Filter:
In your spreadsheet, you can use the Advanced Filter feature to extract data based on specific criteria.
Here’s how:
Open the second spreadsheet where you want to populate the data.
Go to the Data tab in the ribbon.
Select Advanced from the Sort & Filter group of commands.
In the dialog box, choose Copy to another location.
Select the List range from the source sheet (your time sheet).
Specify the Criteria range with the conditions you want to apply (e.g., client, service, and date range).
Click OK to extract the relevant data to the new sheet1.

Power Query (Get & Transform):
If you’re using Excel 2016 or later, you can use Power Query (now called Get & Transform) to transform and load data.
Here’s how:
Go to the Data tab and click on Get Data.
Choose From File > From Workbook and select your time sheet.
In the Power Query Editor, filter the data based on your criteria (client, service, and date range).
Click Close & Load to load the filtered data into a new sheet.
PivotTable:
Create a PivotTable from your time sheet data.
Drag the relevant fields (client, service, and date) to the appropriate areas in the PivotTable.

Use filters to narrow down the data based on your criteria.
Remember to adjust the steps based on your specific spreadsheet layout and data structure. If you need further assistance or have additional questions, feel free to ask! 😊.

If this post helps, then Click on the Thumbs Up below and Accept it as the solution to help others.

Thanks,

Robu1.

[AlonzoB]

Can this be populated to a .pdf invoice file

[Robu1]

Yes, it is possible to populate this to a .PDF invoice file .

To populate the extracted data onto a PDF invoice file, you can follow these steps:

1. Create an Excel Template:

   • First, create an Excel template that includes the necessary fields for your invoice (e.g., client name, service description, dates, notes, etc.). You can design this template to match your desired invoice layout.
   • Make sure the template has placeholders where the extracted data will be populated.

2. Populate the Excel Template:

   • Use the methods mentioned earlier (Advanced Filter or Excel formulas) to extract the relevant data from your time sheet and populate the Excel template.
   • Ensure that the data is correctly placed in the appropriate cells within the template.

3. Save the Excel File as PDF:

   • Once your Excel template is populated, save it as a PDF file.
   • In Excel, go to File > Save As and choose the PDF format.
   • This will create a PDF version of your invoice with the extracted data.

4. Automate the Process (Optional):

   • If you want to automate this process, consider using VBA (Visual Basic for Applications) macros in Excel.
   • You can create a macro that runs the extraction, populates the template, and saves it as a PDF automatically whenever you update your time sheet.

5. Review and Customize:

   • Before finalizing the PDF invoice, review it to ensure all data is accurate and properly formatted.
   • Customize the appearance of the PDF (e.g., add a company logo, adjust fonts, etc.).

Remember to adjust these steps based on your specific requirements and tools available to you. If you need further assistance or have additional questions, feel free to ask! 😊

[AlonzoB]

I’m trying to strict data from a custom table within the environment every 30 days and send it back into the system to create an invoice. Can you assist with a solution for this 

[Robu1]

Let’s explore a couple of solutions for extracting data from your custom table every 30 days and creating invoices:

1. Power Automate (Flow) Solution:

   • Scheduled Flow:
     • Create a scheduled Power Automate (formerly Flow) flow that runs every 30 days.
     • Set the trigger to be a recurring schedule (e.g., every 30 days).
     • Within the flow:
       • Connect to your custom table (e.g., SharePoint list, SQL database, or other data source).
       • Use appropriate actions (such as “Get items” or “List rows present in a table”) to retrieve the relevant data.
       • Format the extracted data as needed for your invoice (e.g., combine fields, calculate totals).
       • Create a new invoice record in your target system (e.g., another SharePoint list, accounting software, or database).
       • Populate the invoice record with the extracted data.
     • Test the flow to ensure it runs successfully on the specified schedule.

2. AI Builder Solution (For Invoice Data Extraction):

   • If your custom table contains invoices with structured data (e.g., invoice numbers, dates, amounts), consider using AI Builder to extract relevant information.
   • Here’s a high-level overview:
     • Train an AI Builder model to recognize key fields in your invoices (e.g., invoice number, date, total amount).
     • Set up a flow triggered by new items in your custom table.
     • Use the AI Builder prediction action to extract invoice details (e.g., invoice number, date, total) from the custom table.
     • Create a new invoice record in your target system and populate it with the extracted details.
     • This approach automates the extraction process and ensures accuracy.

Remember to adapt these solutions to your specific environment, data sources, and target systems. If you need further guidance or have additional questions, feel free to ask! 😊

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I’ve provided two potential solutions—one using Power Automate (Flow) and another leveraging AI Builder for invoice data extraction. Feel free to explore these options, and let me know if you need further assistance! 🌟

[AlonzoB]

Can you have a look at what I have set up and let me know what is missing or needs fixed

[AlonzoB]

I need the extracted table data to export a custom data in the environment, can you send an example that I can follow or suggest the changes that need to be made.

Thanks, you are appreciated

[Robu1]

Hi @AlonzoB ,

Based on the screenshot you provided, here’s an analysis of your workflow automation setup:

1. Recurrence Settings:

   • You’ve configured the recurrence interval to run every week on Mondays at 9:00 AM Central Time.
   • Ensure that this schedule aligns with your intended frequency.

2. Data Extraction:

   • You’re retrieving tables from a specific location (Group - OPUS Project) and document library (Opus/Sample Timesheet.xlsx).
   • Confirm that the file path and document library are accurate.

3. List Rows Action:

   • You’re listing rows present in the specified table.
   • Verify that the table name and other parameters are correctly set.

4. Apply to Each:

   • This section likely contains additional actions to perform on each row from the previous step.
   • Ensure that the actions within this loop are relevant and correctly configured.

5. Create CSV Table:

   • You’re creating a CSV table with columns named ‘Frequency’ and ‘Name.’
   • Confirm that the output format meets your requirements.

To identify any missing or incorrect elements, review each step thoroughly and test the workflow to ensure it behaves as expected. If you encounter any issues, adjust the settings accordingly. 

[Robu1]

Thank you for your kind words! I’m here to help. 😊

To export the extracted table data and create custom data in your environment, follow these steps based on your existing workflow:

1. Data Extraction:

   • Ensure that the “Get tables” action retrieves the correct table from your specified location (Group - OPUS Project) and document library (Opus/Sample Timesheet.xlsx).

2. List Rows Action:

   • Confirm that the “List rows present in a table” step correctly lists the rows from the table you extracted.
   • If you need to filter specific rows, add relevant conditions (e.g., filter by date, name, or other criteria).

3. Custom Data Transformation:

   • Within the “Apply to each” loop, perform any necessary custom data transformations.
   • You can use expressions, conditions, or additional actions to modify the extracted data.

4. Export Data:

   • After processing each row, decide how you want to export the data.
   • Options include creating new records in another table, updating existing records, or generating files (e.g., CSV, Excel).

5. Create CSV Table (if applicable):

   • If you’re creating a CSV table, ensure that the output columns match your custom data requirements.
   • Adjust the column names and values accordingly.

Remember to test your workflow thoroughly to verify that it produces the desired results. If you encounter any issues or need further assistance, feel free to ask! 🚀🔍