In this case study discussion formatted course with an already developed Graph template, you’ll learn how to translate unwieldy files of financial data into a single compact scattergraph, pie chart, or overlay—and then to pick out the key items that merit sampling and follow-up. Pivot Charts, multi-axis charts, data label issues, and other graph topics will all be discussed with a unique focus on the audit aspects of graphing.
Graphing is only one piece of this course and starting with Pivots Charts, Pivot Tables can be used to unearth almost any audit finding within seconds. A full discussion of the capabilities of Pivot Tables will be explored with sample data and audit situations.
As regulatory changes sweep the globe, auditors, risk management, and compliance professionals are using more sophisticated tools, and methods.
Using a live/video training library approach, we help companies of all sizes use audit and assurance software to improve business intelligence, increase efficiencies, identify fraud, test controls, and bottom line savings.
AuditNet and Cash Recovery Partners Webinar recording available at auditsoftwarevideos.com and AuditNet.tv (registration required) Recording free to view.
Sample Data Files for All Courses are available for $49
To purchase access to all sample data files, Excel macros and ACL scripts associated with the free training visit AuditSoftwareVideos.
Reconciling Conflicting Data Curation Actions: Transparency Through Argument...
Excel Pivot Tables and Graphing for Auditors
1. Excel Pivot Tables and
Graphing for Auditors
June 25, 2014
AuditNet and AuditSoftwareVideos.com
Collaboration
Brought to you by AuditSoftwareVideos.com
and AuditNet®, working together to provide:
Practical audit software training
Resource links
Independent analysis
Tools to improve audit software usage
Today focused on providing practical data
analysis training
Page 1
2. About Jim Kaplan, CIA, CFE
President and Founder of AuditNet®,
the global resource for auditors (now
available on Apple and Android
devices)
Auditor, Web Site Guru,
Internet for Auditors Pioneer
Recipient of the IIA’s 2007 Bradford
Cadmus Memorial Award.
Author of “The Auditor’s Guide to
Internet Resources” 2nd Edition
Page 2
About AuditNet® LLC
• AuditNet®, the global resource for auditors, is available on the
Web, iPad, iPhone and Android devices and features:
• Over 2,000 Reusable Templates, Audit Programs,
Questionnaires, and Control Matrices
• Training without Travel Webinars focusing on fraud, audit
software (ACL, IDEA, Excel), IT audit, and internal audit
• Audit guides, manuals, and books on audit basics and using
audit technology
• LinkedIn Networking Groups
• Monthly Newsletters with Expert Guest Columnists
• Book Reviews
• Surveys on timely topics for internal auditors
Introductions
Page 3
4. Richard B. Lanza, CPA, CFE, CGMA
• Over two decades of ACL and Excel software usage
• Has written and spoken on the use of audit data analytics for
over 20 years.
• Received the Outstanding Achievement in Business Award by
the Association of Certified Fraud Examiners for developing
the publication Proactively Detecting Fraud Using Computer
Audit Reports as a research project for the IIA
• Recently was a contributing author of:
• Global Technology Audit Guide (GTAG #13) Fraud in an
Automated World – Institute of Internal Auditors.
• Data Analytics – A Practical Approach - research whitepaper
for the Information System Accountability Control
Association.
• Cost Recovery – Turning Your Accounts Payable Department
into a Profit Center – Wiley and Sons.
Please see full bio at www.richlanza.com
Learning Objectives
Learn to create basic PivotTables and stratify your data using a Pivot table
See how to complete specific audit tests in a variety of areas using Pivot
Tables
Understand graph types and their different analytical strengths from an audit
perspective
Utilize percentiles, strata, and other simple statistical tools in graphs for
assessing whether an item is unusual
See how to quickly turn a graphing exercise into a sampling one by sampling
multiple categories to identify highest-risk items
Learn how to obtain an entire data set for a Pivot Table that dynamically
recalculates itself as you add data
Using named ranges for auto-formatting an entire Pivot Table area or graph
range so that the graph range will auto-update based on the data in that
sheet
Be able to operate a graph template for creating numerous audit-report
ready presentations of payables and general ledger data (although the
techniques can be used in almost every audit area).
Page 7
5. Pivot Tables and Charts
> The Basics Explained
Page 8
Query Viewpoints
Page 9
6. Getting Started:
Pivot to New Sheet
Page 10
Getting Around The Pivot-
Right click on the amount fields (data part) to
see field list and edit various Pivot Table options
Select from the Top Ribbon Menu the Options
and Design menus for Pivot Tables (Excel
creates them when a Pivot Table is created) –
best and easiest way to make changes
Page 11
7. Change Number Format
and Type
Page 12
Graphing the Data
With your mouse pointer anywhere in the
Pivot, select the Pivot Chart button
Whatever is in the Pivot will be added to the
Chart
Page 13
8. Grouping Date
Ranges
Page 14
Polling Question #1
Where do you change your value formats in a
PivotTable?
Grouping
Value Field Settings
Pivot Chart
Active Field Format
Page 15
9. Stratifying Data in a Pivot Table
Page 16
Stratify Your Data – Ver 1
Page 17
=IF(B4>1000,“3. Over $1000",IF(B4>100,“2. Over
$100 to $1,000",IF(B4<=100,“1. Up to $100")))
This will create three strata:
1. Up to $100
2. Over $100 to $1,000
3. Over $1,000
Start from highest to lowest – Excel picks the first
matching item
10. Stratify Your Data – Ver 2
Page 18
Polling Question #2
Where function improves the ease of
calculating a stratification report?
OFFSET
COUNTIF
SUMIF
VLOOKUP
Page 19
11. Specific Accounts Payable Tests
Page 20
Specific Accounts Payable Tests
(What) Summarize activity on the amount field (absolute
value of debit or credit) to identify the top occurring
amounts. Then summarize activity by vendor and the
amount identified for the top 25 appearing.
(What) Extract payables that equate to round multiples of
10,000, 100,000, and 1,000,000.
(When) Extract transactions posted on weekends and
holidays.
(When) Summarize activity by day, month, and year.
(Who) Summarize activity by user and month
Page 21
12. Calculating an Average DPO
Create a calculated field for check less invoice date
(DPO) – in data or the Pivot
Add sum of Invoice Amount and Average of newly
calculated field
Identify the Longest Time to
Enter a Vendor Invoice
13. 24
Scatter Graph
Page 24
Scatter Graph Explanation
1 – high dollar change and low count (outliers)
2 – charges that make sense
3 – changes that don’t make sense
4 – inefficiency that is developing
Page 25
14. Polling Question #3
What Value Field Setting is used to obtain
the largest item in a Pivot Table ?
Min
Over
More
Max
Page 26
Specific General Ledger Tests
Page 27
15. Entries By Day Analysis
Page 28
Specific General Ledger Tests
Summarize journal entries by the persons entering to
determine if they’re authorized.
Summarize on enterer over a timeframe (3 D graphical
analysis)
Extract journal entries that equate to round multiples of 10,000,
100,000, and 1,000,000.
Extract journal entries that don’t net to zero (debits less
credits).
Page 29
16. 3 D Rotation of Enterer/Month
Page 30
Polling Question #4
What function is used to determine if a cell is
a round number?
OFFSET
MOD
MID
ROUND
Page 31
17. Building Dynamic Ranges for Use In Your
Pivot Table Analysis
Page 32
Capturing All Data
Named Range Formula
If PivotData is where you have your data:
=OFFSET(PivotData!$A$1,0,0,COUNTA(Piv
otData!$A:$A),COUNTA(PivotData!$1:$1))
…will ensure the entire sheet is mapped for
pivoting.
Page 33
18. Capturing All Graph Data
Named Range Formula
If Sheet1 and column G is where you have
your data:
=OFFSET(‘Sheet1'!$G$2,0,0,COUNTA('
Sheet1'!$A:$A)-1)
Just replace the Excel formula part starting with
$ with the named range:
Page 34
Polling Question #5
What function allows you to grab all data for
a PivotTable which can be updated
dynamically?
VLOOKUP
OFFSET
SUM IF
REPLACE
Page 35
19. Questions?
Any Questions?
Don’t be Shy!
Page 36
In the Queue
Building Simple Continuous Monitoring in
ACL – July 2
Sampling in Excel and Other Simple Add-In
Products – Aug 13
Financial Statement Analysis to Journal
Reviews With Excel Tools – Oct 7
20. AuditSoftwareVideos.com
Videos accessible for FREE subscriptions
Repeat video and text instruction as much as
you need
Sample files, scripts, and macros in ACL™,
Excel™, etc. available for purchase
Bite-size video format (3 to 10 minutes)
Page 38
>> Professionally
produced videos by
instructors with over 20
years experience in
ACL™, Excel™ , and
more
Thank You!
Jim Kaplan
AuditNet® LLC
1-800-385-1625
Email:webinars@auditnet.org
http://www.auditnet.org
Richard B. Lanza, CPA, CFE, CGMA
Cash Recovery Partners, LLC
Phone: 973-729-3944
Cell: 201-650-4150
Fax: 973-270-2428
Email: rich@richlanza.com
http://www.richlanza.com
Page 39