MS_Excel_VBA_Reporting_Template/Manual

**User Manual for Excel Filtering System**

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## **Introduction**
This manual provides step-by-step instructions on how to use the Excel-based filtering system to generate reports based on selected criteria, such as Year, Program, and County. It also explains how to reset filters and clear reports.

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## **1. System Components**

### **1.1 Dashboard Sheet**
- The main interface for interacting with the data.
- Contains filter options and action buttons.
- Displays filtered results from the "Datasheet".

### **1.2 Datasheet**
- Stores the raw data that is used for filtering and reporting.
- Contains columns such as ID, Beneficiary Name, Program, Year, Business Type/Course, and County of Residence.

### **1.3 VBA Code Module**
- Automates data extraction based on selected filters.
- Provides functionalities such as generating reports, resetting filters, and clearing reports.

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## **2. Using the System**

### **2.1 Applying Filters**
1. **Navigate to the Dashboard sheet.**
2. **Select filter values:**
   - Choose a Year from the dropdown under "Year".
   - Select a Program from the dropdown under "Program".
   - Select a County from the dropdown under "County".
3. **Click the "Apply Filters" button.**
   - The system will filter data from the "Datasheet" and display results in the Dashboard.
   - If no matching records are found, a message box will notify you.

### **2.2 Resetting Filters**
1. **Click the "Reset Filters" button.**
2. This will remove all applied filters and display the entire dataset in the Dashboard.

### **2.3 Generating County Reports**
1. **Ensure filters are correctly set (Year, Program, County).**
2. **Click the "Generate County Reports" button.**
3. The system will extract and display relevant data in the Dashboard.

### **2.4 Clearing Reports**
1. **Click the "Reset/Clear Reporting" button.**
2. This will clear all previously displayed data from the Dashboard.

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## **3. Technical Details**

### **3.1 VBA Code for Filtering Data**
The VBA macro automatically applies filters and copies the relevant data to the Dashboard.

```vba
Sub FilterAndExtractData()
    Dim wsData As Worksheet, wsDash As Worksheet
    Dim lastRow As Long, headerRow As Long
    Dim yearFilter As String, programFilter As String, countyFilter As String
    Dim filterRange As Range, copyRange As Range
    
    ' Set references to sheets
    Set wsData = ThisWorkbook.Sheets("Datasheet")
    Set wsDash = ThisWorkbook.Sheets("Dashboard")

    ' Define last row of data
    lastRow = wsData.Cells(wsData.Rows.Count, 1).End(xlUp).Row
    headerRow = 1

    ' Get filter values from Dashboard
    yearFilter = wsDash.Range("B7").Value
    programFilter = wsDash.Range("C7").Value
    countyFilter = wsDash.Range("D7").Value

    ' Clear previous results
    wsDash.Range("A10:L35").ClearContents

    ' Set filter range
    Set filterRange = wsData.Range(wsData.Cells(headerRow, 1), wsData.Cells(lastRow, wsData.UsedRange.Columns.Count))

    ' Apply AutoFilter
    filterRange.AutoFilter Field:=3, Criteria1:=yearFilter
    filterRange.AutoFilter Field:=2, Criteria1:=programFilter
    filterRange.AutoFilter Field:=5, Criteria1:=countyFilter

    ' Check if visible cells exist
    On Error Resume Next
    Set copyRange = filterRange.Offset(1, 0).Resize(filterRange.Rows.Count - 1).SpecialCells(xlCellTypeVisible)
    On Error GoTo 0

    If Not copyRange Is Nothing Then
        wsData.Rows(headerRow).Copy Destination:=wsDash.Rows(9)
        copyRange.Copy
        wsDash.Cells(10, 1).PasteSpecial Paste:=xlPasteValues
        wsDash.Cells(10, 1).PasteSpecial Paste:=xlPasteFormats
        Application.CutCopyMode = False
    Else
        MsgBox "No records found for selected filters!", vbExclamation
    End If

    ' Turn off AutoFilter
    wsData.AutoFilterMode = False
End Sub
```

### **3.2 VBA Code for Clearing Reports**
```vba
Sub ClearReportsButton()
    Dim ws As Worksheet
    Application.ScreenUpdating = False
    Application.DisplayAlerts = False
    
    For Each ws In ThisWorkbook.Sheets
        If ws.Name <> "Dashboard" And ws.Name <> "Datasheet" And ws.Name <> "Code" Then
            ws.Delete
        End If
    Next ws

    Application.DisplayAlerts = True
    Application.ScreenUpdating = True
    MsgBox "All county reports have been cleared!", vbInformation
End Sub
```

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## **4. Troubleshooting**

| **Issue** | **Solution** |
|-----------|-------------|
| "No records found for selected filters!" | Ensure the selected filter values exist in the "Datasheet". |
| "Error when applying filters" | Check if the headers in "Datasheet" match the VBA filter fields. |
| "Clear Reports button not working" | Ensure the correct sheet names are being referenced in the code. |

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## **5. Conclusion**
This Excel filtering system allows users to efficiently filter and extract data based on selected criteria. With the provided VBA scripts, users can automate data extraction, reset filters, and clear reports easily. If any modifications are needed, update the VBA code accordingly.

For further assistance, please contact the system administrator.