Spreadsheet Server - Release V14 R3 M54 - Global Software, Inc.
Spreadsheet Server - Release V14 R3 M54 - Global Software, Inc. Spreadsheet Server - Release V14 R3 M54 - Global Software, Inc.
Global Software, Inc.'s Spreadsheet Server User Manual Release V14 R4 M140 Worldwide Headquarters 3201 Beechleaf Court Raleigh, NC 27604 USA +1.919.872.7800 www.globalsoftwareinc.com EMEA/APAC Headquarters 100 Saint Paul's Churchyard London, EC4M 8BU UK +44.203.102.7655
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<strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.'s<br />
<strong>Spreadsheet</strong> <strong>Server</strong><br />
User Manual<br />
<strong>Release</strong> <strong>V14</strong> R4 M140<br />
Worldwide Headquarters<br />
3201 Beechleaf Court<br />
Raleigh, NC 27604 USA<br />
+1.919.872.7800<br />
www.globalsoftwareinc.com<br />
EMEA/APAC Headquarters<br />
100 Saint Paul's Churchyard<br />
London, EC4M 8BU UK<br />
+44.203.102.7655
<strong>Spreadsheet</strong> <strong>Server</strong><br />
All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic, or<br />
mechanical, including photocopying, recording, taping, or information storage and retrieval systems - without the written<br />
permission of the publisher.<br />
Microsoft, Excel, Windows, Outlook, Office, Word, Access, and SQL <strong>Server</strong> are all registered trademarks of Microsoft<br />
Corporation. IBM, DB2, iSeries and Lotus are trademarks or registered trademarks of International Business Machines<br />
Corporation. GroupWise is a registered trademark of Novell. BPCS and INFINIUM are registered trademarks of Infor<br />
<strong>Global</strong> Solutions in the United States and/or other countries. JACK HENRY trademarks are owned by Jack Henry &<br />
Associates, <strong>Inc</strong>. Lawson and Movex are registered trademarks of Lawson <strong>Software</strong>, <strong>Inc</strong>. and its affiliates. Oracle, JD<br />
Edwards, and PeopleSoft are registered trademarks of Oracle Corporation and/or its affiliates. Salesforce is a<br />
trademark of salesforce.com, inc. and is used here with permission. SAP is a registered trademark of SAP AG. Trade<br />
names referenced are the service marks, trademarks, or registered trademarks of their respective manufacturers in the<br />
United States and/or other countries. <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>. is not associated or affiliated in any manner with the<br />
respective owners of the foregoing trademarks, trade names or service marks unless expressly stated otherwise. The<br />
respective owners of the foregoing trademarks, trade names or service marks have not endorsed, certified or approved<br />
any of <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.'s products for use in connection with their respective products.<br />
While every precaution has been taken in the preparation of this document, the publisher and the author assume no<br />
responsibility for errors or omissions, or for damages resulting from the use of information contained in this document<br />
or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be<br />
liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly<br />
by this document.<br />
Printed: July 2014
Contents<br />
I<br />
Table of Contents<br />
Part I <strong>Spreadsheet</strong> <strong>Server</strong> Introduction 1<br />
1 General ................................................................................................................................... Ledger Reporting Overview<br />
2<br />
2 Query /................................................................................................................................... Query Designer Overview<br />
3<br />
3 Distribution ................................................................................................................................... Manager Overview<br />
4<br />
4 Profile ................................................................................................................................... Scheduler Overview<br />
5<br />
Part II Installation and Registration 6<br />
1 Additional ................................................................................................................................... Components<br />
6<br />
2 Register ................................................................................................................................... Add-In<br />
9<br />
3 Uninstall ................................................................................................................................... Process<br />
10<br />
Part III Navigation 11<br />
1 S<strong>Server</strong> ................................................................................................................................... Menu<br />
12<br />
2 SS Toolbar ................................................................................................................................... 14<br />
3 SS Ribbon ................................................................................................................................... 15<br />
Part IV Sign On 17<br />
Part V Control Panel 18<br />
Part VI SS Settings 22<br />
Part VII GL Reporting 34<br />
1 Build ................................................................................................................................... a Template<br />
35<br />
Build a Template .......................................................................................................................................................... GXL Using Clear / Do Not Clear Worksheet<br />
40<br />
Build a Template .......................................................................................................................................................... GXL Using Insert Column Data Only<br />
41<br />
Build a Template .......................................................................................................................................................... GXL Using Shift Worksheet Data<br />
42<br />
2 Formula ................................................................................................................................... Assistant<br />
43<br />
3 GXL Formula ................................................................................................................................... for Account Values<br />
49<br />
4 Account ................................................................................................................................... Segment Syntax<br />
50<br />
5 List Accounts ................................................................................................................................... for a GXL Formula<br />
51<br />
6 Expand/Collapse ................................................................................................................................... Row for a GXL Formula<br />
52<br />
7 Locate ................................................................................................................................... Segment<br />
54<br />
8 <strong>Spreadsheet</strong> ................................................................................................................................... <strong>Server</strong> Segment Lists<br />
56<br />
Create/Maintain .......................................................................................................................................................... Segment Lists<br />
56<br />
Using Segment .......................................................................................................................................................... Lists or Hierarchy Values in a GXL Formula<br />
60<br />
SSLDESC Formula .......................................................................................................................................................... 61<br />
View or Modify .......................................................................................................................................................... Segment List Values from w ithin Excel<br />
62<br />
9 Calculations ................................................................................................................................... 63<br />
© 2014 ... <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.<br />
Calculation Options .......................................................................................................................................................... 63
II<br />
<strong>Spreadsheet</strong> <strong>Server</strong> - <strong>Release</strong> <strong>V14</strong> R4 M140<br />
View /Refresh.......................................................................................................................................................... Local Cache<br />
64<br />
View /Refresh.......................................................................................................................................................... <strong>Global</strong> Cache<br />
65<br />
Disable/Enable .......................................................................................................................................................... Formula Calculations<br />
67<br />
10 Drill Down ................................................................................................................................... Functionality<br />
68<br />
General Grid Features .......................................................................................................................................................... 68<br />
Copy/Export ......................................................................................................................................................... Records<br />
71<br />
Drill Dow n to Detailed .......................................................................................................................................................... Account Balances<br />
72<br />
Drill Dow n to Summarized .......................................................................................................................................................... Account Balances<br />
73<br />
Drill Dow n to Multi-Column .......................................................................................................................................................... Account Balances<br />
74<br />
Drill Dow n to Journals .......................................................................................................................................................... per Account(s)<br />
75<br />
Drill Dow n to Journal .......................................................................................................................................................... Entry Lines<br />
77<br />
Drill Dow n to Detail .......................................................................................................................................................... Journal Entry Lines<br />
78<br />
Drill Dow n to Subsystem .......................................................................................................................................................... Detail<br />
79<br />
Drill Dow n to Selected .......................................................................................................................................................... Ad Hoc<br />
80<br />
11 Miscellaneous ................................................................................................................................... Features<br />
81<br />
List Accounts .......................................................................................................................................................... 81<br />
Account Security .......................................................................................................................................................... 82<br />
SS Validation .......................................................................................................................................................... 84<br />
Generate Account .......................................................................................................................................................... Detail for Current Sheet<br />
85<br />
Expand Detail .......................................................................................................................................................... Reports (GXE)<br />
86<br />
Expand to Account ......................................................................................................................................................... Balances<br />
87<br />
Expand to Journals ......................................................................................................................................................... 90<br />
Hide Row s w ith .......................................................................................................................................................... Zero Balances<br />
93<br />
Reset Host <strong>Server</strong> .......................................................................................................................................................... Connection<br />
94<br />
SS View Log .......................................................................................................................................................... 95<br />
Upgrade Segment .......................................................................................................................................................... List<br />
97<br />
Upgrade Workbook .......................................................................................................................................................... 98<br />
12 Analyst ................................................................................................................................... 99<br />
Analyst Sign On .......................................................................................................................................................... 99<br />
Analyst Build .......................................................................................................................................................... a Template for GXL<br />
101<br />
Analyst GXL .......................................................................................................................................................... 102<br />
Analyst GXD .......................................................................................................................................................... 104<br />
13 BPCS ................................................................................................................................... 105<br />
BPCS Sign On .......................................................................................................................................................... 105<br />
BPCS 4.05 Ledger .......................................................................................................................................................... Specifics<br />
106<br />
BPCS 6.02 Ledger .......................................................................................................................................................... Specifics<br />
108<br />
BPCS 6.04+ Ledger .......................................................................................................................................................... Specifics<br />
110<br />
BPCS Build a .......................................................................................................................................................... Template for GXL<br />
112<br />
BPCS GXL .......................................................................................................................................................... 113<br />
BPCS GXD .......................................................................................................................................................... 115<br />
BPCS 6+ GSV .......................................................................................................................................................... 116<br />
BPCS GXA .......................................................................................................................................................... 117<br />
BPCS Load Local .......................................................................................................................................................... Data<br />
120<br />
14 Data ................................................................................................................................... Warehouse<br />
121<br />
Data Warehouse .......................................................................................................................................................... Sign On<br />
121<br />
Data Warehouse .......................................................................................................................................................... Ledger Specifics<br />
122<br />
Data Warehouse .......................................................................................................................................................... Build a Template for GXL<br />
123<br />
Data Warehouse .......................................................................................................................................................... GXL<br />
124<br />
Data Warehouse .......................................................................................................................................................... GXD<br />
126<br />
15 Designer ................................................................................................................................... GL<br />
127<br />
Designer GL .......................................................................................................................................................... Sign On<br />
127<br />
Designer GL .......................................................................................................................................................... Ledger Specifics<br />
128<br />
© 2014 ... <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
Contents<br />
III<br />
Designer GL .......................................................................................................................................................... Build a Template for GXL<br />
130<br />
Designer GL .......................................................................................................................................................... GXL<br />
131<br />
16 Infinium ................................................................................................................................... 133<br />
Infinium Sign .......................................................................................................................................................... On<br />
133<br />
Infinium Ledger .......................................................................................................................................................... Specifics<br />
134<br />
Infinium Build .......................................................................................................................................................... a Template for GXL<br />
135<br />
Infinium GXL .......................................................................................................................................................... 137<br />
Infinium GXD .......................................................................................................................................................... 140<br />
17 Jack ................................................................................................................................... Henry<br />
141<br />
JH Sign On .......................................................................................................................................................... 141<br />
JH Ledger Specifics .......................................................................................................................................................... 142<br />
JH Build a Template .......................................................................................................................................................... for GXL<br />
143<br />
JH GXL .......................................................................................................................................................... 144<br />
JH GXD .......................................................................................................................................................... 146<br />
18 JD Edwards ................................................................................................................................... 147<br />
JDE Sign On .......................................................................................................................................................... 147<br />
JDE Ledger Specifics .......................................................................................................................................................... 148<br />
JDE Build a Template .......................................................................................................................................................... for GXL<br />
150<br />
JDE Formula .......................................................................................................................................................... Assistant for GXL<br />
151<br />
JDE Formula .......................................................................................................................................................... Assistant for GXSALES<br />
153<br />
JDE GXL .......................................................................................................................................................... 154<br />
JDE GXD .......................................................................................................................................................... 156<br />
JDE GXSALES .......................................................................................................................................................... 158<br />
JDE GXSALES .......................................................................................................................................................... Drill Dow n<br />
160<br />
JDE Fixed Asset .......................................................................................................................................................... Balances<br />
161<br />
JDE FASTR Report .......................................................................................................................................................... Conversion<br />
162<br />
19 Lawson ................................................................................................................................... 164<br />
Law son Sign .......................................................................................................................................................... On<br />
164<br />
Law son Build .......................................................................................................................................................... a Template for GXL<br />
165<br />
Law son GXL .......................................................................................................................................................... 166<br />
Law son GXD .......................................................................................................................................................... 168<br />
20 Movex ................................................................................................................................... 169<br />
Movex Sign On .......................................................................................................................................................... 169<br />
Movex Ledger .......................................................................................................................................................... Specifics<br />
170<br />
Movex Build .......................................................................................................................................................... a Template for GXL<br />
171<br />
Movex GXL .......................................................................................................................................................... 172<br />
Movex GXD .......................................................................................................................................................... 174<br />
21 Oracle ................................................................................................................................... 175<br />
Oracle Sign On .......................................................................................................................................................... 175<br />
Oracle Ledger .......................................................................................................................................................... Specifics<br />
177<br />
Oracle Build .......................................................................................................................................................... a Template for GXL<br />
179<br />
Oracle GXL .......................................................................................................................................................... 181<br />
Oracle GXD .......................................................................................................................................................... 183<br />
Segment Mapping .......................................................................................................................................................... 184<br />
22 PeopleSoft ................................................................................................................................... 185<br />
.......................................................................................................................................................... 185<br />
PSoft Sign On<br />
.......................................................................................................................................................... 187<br />
PSoft Ledger Specifics<br />
.......................................................................................................................................................... 188<br />
PSoft Build a Template for GXL<br />
.......................................................................................................................................................... 189<br />
PSoft GXL<br />
.......................................................................................................................................................... 191<br />
PSoft GXD<br />
23 SAP ................................................................................................................................... 192<br />
© 2014 ... <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
IV<br />
<strong>Spreadsheet</strong> <strong>Server</strong> - <strong>Release</strong> <strong>V14</strong> R4 M140<br />
SAP Sign On .......................................................................................................................................................... 192<br />
SAP Ledger .......................................................................................................................................................... Specifics<br />
193<br />
SAP Build a Template .......................................................................................................................................................... for GXL<br />
194<br />
SAP GXL .......................................................................................................................................................... 195<br />
SAP GXD .......................................................................................................................................................... 198<br />
Part VIII Query 200<br />
1 Build ................................................................................................................................... a Template for Queries<br />
201<br />
2 Formula ................................................................................................................................... Assistant for Queries<br />
205<br />
3 GEXQ ................................................................................................................................... Formula<br />
210<br />
4 GEXD ................................................................................................................................... Formula<br />
213<br />
GEXD Targeting .......................................................................................................................................................... a Cell<br />
216<br />
GEXD Targeting .......................................................................................................................................................... a Range<br />
218<br />
GEXD Targeting .......................................................................................................................................................... a Table<br />
220<br />
5 GEXS ................................................................................................................................... Formula<br />
222<br />
Explore .......................................................................................................................................................... 225<br />
6 GEXI ................................................................................................................................... Formula<br />
226<br />
7 Download ................................................................................................................................... Queries from Query Exchange<br />
229<br />
Part IX Query Designer 231<br />
1 Query ................................................................................................................................... Designer Architecture<br />
231<br />
Ribbon Menu .......................................................................................................................................................... 232<br />
Explorer File .......................................................................................................................................................... System Panel<br />
235<br />
Query Menu ......................................................................................................................................................... 236<br />
Query View Panel .......................................................................................................................................................... 237<br />
Table Menu ......................................................................................................................................................... 238<br />
Parameters .......................................................................................................................................................... Panel<br />
239<br />
Field List Panel .......................................................................................................................................................... 240<br />
Field List Menu ......................................................................................................................................................... 241<br />
Builder Panel ......................................................................................................................................................... 242<br />
Custom Buttons......................................................................................................................................... 245<br />
SQL Text Panel .......................................................................................................................................................... 246<br />
2 QD Settings ................................................................................................................................... 247<br />
3 Connections ................................................................................................................................... 250<br />
Update Query .......................................................................................................................................................... Connections<br />
251<br />
4 Create ................................................................................................................................... a New Query<br />
252<br />
5 Save ................................................................................................................................... the Query for the First Time<br />
253<br />
6 Add Tables ................................................................................................................................... 254<br />
7 Create ................................................................................................................................... Relationships<br />
256<br />
8 Select ................................................................................................................................... or Create Query Fields<br />
258<br />
Fields Used Direct .......................................................................................................................................................... from Source Table<br />
259<br />
Assign Aliases .......................................................................................................................................................... to Fields<br />
260<br />
Create/Edit Calculated .......................................................................................................................................................... Fields<br />
262<br />
Select Fields ......................................................................................................................................................... from a Table<br />
263<br />
Create Date ......................................................................................................................................................... Fields<br />
265<br />
Use the CASE ......................................................................................................................................................... Builder<br />
267<br />
GEXD Row......................................................................................................................................................... 272<br />
Get Values ......................................................................................................................................................... 274<br />
© 2014 ... <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
Contents<br />
V<br />
9 Add Criteria ................................................................................................................................... 276<br />
Hard Coded Criteria .......................................................................................................................................................... 276<br />
Create and Use .......................................................................................................................................................... Parameters<br />
277<br />
Parameters ......................................................................................................................................................... in Query Designer vs Excel<br />
277<br />
Standard ......................................................................................................................................................... Parameters in the Query Designer<br />
278<br />
Smart Parms ......................................................................................................................................................... Criteria Entry Rules<br />
280<br />
Smart Parms ......................................................................................................................................................... in the Query Designer<br />
281<br />
Parameters ......................................................................................................................................................... in Excel<br />
283<br />
Sub Query Column .......................................................................................................................................................... 284<br />
Assign Query .......................................................................................................................................................... 286<br />
GEXD Limit .......................................................................................................................................................... 287<br />
10 Create ................................................................................................................................... a Totals Query<br />
288<br />
11 Create ................................................................................................................................... the GEXQ Field<br />
290<br />
12 SQL ................................................................................................................................... SHELL Function<br />
291<br />
13 Execute ................................................................................................................................... Query<br />
292<br />
14 Legacy ................................................................................................................................... Ad Hoc Queries<br />
293<br />
15 Query ................................................................................................................................... Management<br />
294<br />
Dow nload or .......................................................................................................................................................... Publish Query Exchange Queries<br />
295<br />
Textual Query .......................................................................................................................................................... Definition<br />
296<br />
16 QD View ................................................................................................................................... Log<br />
298<br />
Part X Distribution Manager 299<br />
1 DM Navigation ................................................................................................................................... 299<br />
DistMgr Menu .......................................................................................................................................................... 300<br />
DM Toolbar .......................................................................................................................................................... 301<br />
DM Ribbon .......................................................................................................................................................... 302<br />
2 DM Settings ................................................................................................................................... 303<br />
3 Create ................................................................................................................................... a Distribution Control Worksheet<br />
307<br />
4 Add Specification ................................................................................................................................... Rows<br />
315<br />
5 Maintain ................................................................................................................................... Specification Rows<br />
316<br />
6 Distribute ................................................................................................................................... Specifications<br />
317<br />
7 Miscellaneous ................................................................................................................................... DM Items<br />
318<br />
Merge Data .......................................................................................................................................................... 318<br />
Cache Address .......................................................................................................................................................... Book<br />
320<br />
Local Address .......................................................................................................................................................... List<br />
321<br />
DM View Log .......................................................................................................................................................... 322<br />
Part XI Profile Scheduler 324<br />
1 Address ................................................................................................................................... Book Cache<br />
326<br />
2 Distribution ................................................................................................................................... Manager Profile<br />
327<br />
3 Load ................................................................................................................................... Local INF<br />
330<br />
4 Load ................................................................................................................................... Local JDE<br />
333<br />
5 Schedule ................................................................................................................................... Profile Task<br />
336<br />
6 Define ................................................................................................................................... Mapped Drives<br />
339<br />
7 Miscellaneous ................................................................................................................................... PS Items<br />
340<br />
© 2014 ... <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
VI<br />
<strong>Spreadsheet</strong> <strong>Server</strong> - <strong>Release</strong> <strong>V14</strong> R4 M140<br />
PS View Log .......................................................................................................................................................... 340<br />
Database Management<br />
.......................................................................................................................................................... 342<br />
Index 343<br />
© 2014 ... <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
<strong>Spreadsheet</strong> <strong>Server</strong> Introduction 1<br />
1 <strong>Spreadsheet</strong> <strong>Server</strong> Introduction<br />
<strong>Spreadsheet</strong> <strong>Server</strong>, Powered by the QueryExchange (formerly known as Executive Dash or EDASH) is the<br />
backbone of <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.'s Microsoft ® Excel-based Automation Roadmap that allows organizations to gain live<br />
and dynamic access from their respective ERP or relational database from within Excel ® to data such as: GL, AP, AR,<br />
PO, Inventory, Manufacturing, Rent Roll, Sales, Projects, Time & Attendance information and more…<br />
<strong>Spreadsheet</strong> <strong>Server</strong> converts Excel into a tightly integrated analytical tool for any ERP system. Users can leverage the<br />
strength of their spreadsheets with seamless dynamic integration to their information, along with powerful drill-down<br />
capability to the lowest level of detail. It allows users to build a range of reports from simple ad hoc workbooks to<br />
complex dashboard-type views of critical business data. <strong>Spreadsheet</strong> <strong>Server</strong> eliminates the re-keying or downloading<br />
of data into the spreadsheet and makes the spreadsheet an integral part of the application.<br />
While maintaining the full functionality of their Excel spreadsheet application, <strong>Spreadsheet</strong> <strong>Server</strong> allows the user to<br />
mix GL and Non-GL data in a single worksheet. The combination of powerful spreadsheet functions (charting, graphing,<br />
text formatting and sorting) and dynamic information provides the basics for building accurate, elegant income<br />
statements, balance sheets, and other critical statements.<br />
<strong>Spreadsheet</strong> <strong>Server</strong> Components<br />
The <strong>Spreadsheet</strong> <strong>Server</strong> application consists of four components:<br />
Excel Add–In for Financial Reporting across ERP platforms -- <strong>Spreadsheet</strong> <strong>Server</strong> formulas used in Excel allow<br />
users to create reports using familiar business and accounting terms, not technical specifications.<br />
Query Designer -- A user friendly tool which enables users to design and maintain queries over any relational<br />
database. These queries can be combined with pre-configured formulas in a single Excel spreadsheet.<br />
Query Exchange -- An online repository of queries from which the user may download selected queries to the Query<br />
Designer and then utilize them in Excel. Utilized in the Query Exchange, the SmartPak feature is way to group<br />
pre–configured queries together.<br />
Distribution Manager -- Eliminating the time-consuming tasks of printing, copying, or creating email attachments<br />
just to get information to your end-users, this tool automates the scheduling of report distribution from directly within<br />
Excel.<br />
Profile Scheduler -- This component allows for scheduling various tasks such as caching the Distribution Manager<br />
address book, refreshing workbooks, distributing Distribution Manager workbooks, and loading local database files.<br />
<strong>Spreadsheet</strong> <strong>Server</strong> Licensed Features<br />
Access to each component is based upon the licensed features assigned to a user.<br />
General Ledger -- access to General Ledger related formulas in the Excel Add-in component.<br />
Query -- access to query related formulas in the Excel Add-In component and access to Query Exchange.<br />
Query Designer -- access to the Query Designer and Query Exchange components.<br />
Distribution Manager -- access to the Distribution Manager component.<br />
Limited Licensing -- restricts access to various <strong>Spreadsheet</strong> <strong>Server</strong> features (i.e. Build a Template, Formula<br />
Assistant, Segment Lists, Locate Segment, List Accounts, Data Validation, and Upgrade Workbook).<br />
<strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
2<br />
<strong>Spreadsheet</strong> <strong>Server</strong> - <strong>Release</strong> <strong>V14</strong> R4 M140<br />
1.1 General Ledger Reporting Overview<br />
The General Ledger (GL) Reporting feature of <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.'s <strong>Spreadsheet</strong> <strong>Server</strong> converts familiar spreadsheet<br />
software (Excel) into a tightly integrated analytical tool for financial systems. <strong>Spreadsheet</strong> <strong>Server</strong> uses specific<br />
formulas to retrieve General Ledger data on the spreadsheet, and gives the user the ability to drill-down to detail.<br />
Features (*)<br />
Retrieve dynamic balances based on ledger specific formats and time periods (Period, Quarter, Year-to-Date, etc.)<br />
Retrieve balances using single value, mask, range, value list, segment list, hierarchy value or @ field<br />
Retrieve account descriptions<br />
Drill down to detailed account balances<br />
Drill down to journal detail for selected accounts<br />
Drill down to journal lines for a selected journal entry<br />
Drill down to subsystem detail for a selected journal entry<br />
Copy drill down data and paste into spreadsheets or other documents<br />
(*) Available features vary based upon the selected ledger being processed.<br />
Benefits<br />
Leverage spreadsheet skills and write reports within minutes<br />
Eliminate requirement for IT or super-users to create/change financial reports<br />
No more downloading or re-keying of spreadsheet data<br />
Reduce number of days to close financial books; save just 3 hours per month per user and the investment is paid for<br />
in less than 12 months<br />
Publish executive-quality reports from current spreadsheet software<br />
<strong>Inc</strong>rease the efficiency and timeliness of the budgeting process<br />
Build a complete Executive Information System<br />
Create ad hoc reports or perform account analysis within minutes<br />
Save financial user's time by combining reporting, account inquiry, and journal inquiry into one application; free up<br />
time for true business analysis<br />
Perform corporate consolidations with instant access to dynamic data<br />
Reduce external audit time by allowing easier, instant access to financial data with full drill down capabilities<br />
Reconcile accounts<br />
Print or email spreadsheets quickly and easily from a single, central application
<strong>Spreadsheet</strong> <strong>Server</strong> Introduction 3<br />
1.2 Query / Query Designer Overview<br />
As an integral part of <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.'s <strong>Spreadsheet</strong> <strong>Server</strong>, Query Designer allows users to build queries which<br />
are then used in Excel to seamlessly retrieve critical business data and return the data for use within a spreadsheet.<br />
When using queries in <strong>Spreadsheet</strong> <strong>Server</strong>, three components work in conjunction with each other:<br />
Query Designer, a visual tool, is used to design and maintain queries.<br />
Query Exchange, an online depository of queries, is used to download selected queries to the Query Designer and<br />
then utilize them in Excel.<br />
The Excel Add-In component allows the user to execute the Query Designer queries on a spreadsheet, returning<br />
dynamic business data.<br />
Access to each component is based upon the licensed features assigned to a user.<br />
Features and Benefits<br />
Retrieve dynamic data within the company's enterprise databases (including Microsoft ® Access, DSN system<br />
databases, IBM ® iSeries , Oracle ® , Salesforce ® , SAP ® and Microsoft ® SQL <strong>Server</strong>)<br />
Build a query using system provided designer tool<br />
Import/export pre-configured queries from various sources, including <strong>Global</strong>'s Query Exchange<br />
Execute a query on the fly to ensure data is presented as business needs dictate<br />
Simple file system for storing and listing queries in a tree structure, similar to Windows ® Explorer<br />
Use data from a spreadsheet as parameters for a query<br />
Easily create formulas in spreadsheets using system provided Build a Template and Formula Assistant<br />
Perform dynamic calculations with multi-level drill downs to view associated detail<br />
Copy and paste drill down data into spreadsheets<br />
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1.3 Distribution Manager Overview<br />
As an integral part of <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.'s <strong>Spreadsheet</strong> <strong>Server</strong>, Distribution Manager is a powerful tool used to<br />
automate document distribution via email, print, or file archive.<br />
Distributing spreadsheets can be a very time-consuming and laborious task. Consider the following issues:<br />
A workbook has many worksheets but only select ones are to be distributed.<br />
A workbook has external references to other workbooks needed for calculating the proper figures, but linked sheets<br />
are not to be distributed.<br />
Worksheets to be distributed contain formulas derived from a specific Excel add-in (such as <strong>Spreadsheet</strong> <strong>Server</strong>) or<br />
from a special Excel macro.<br />
The recipients do not have the add-in or macro installed on their PC.<br />
Workbooks need to be encrypted to allow/disallow opening or altering of contents.<br />
Hours are spent organizing, assembling, calculating, copying and pasting worksheets every reporting cycle.<br />
Distribution Manager takes into account each of the above issues and provides users with an easy and time-saving<br />
solution.<br />
Distribution Manager assembles Distribution Controls directly in workbooks. The number of distribution entries is<br />
limited only by the number of rows in a spreadsheet. Once the distribution rows are created, users can visually see<br />
and manage "who gets what" from one worksheet.
<strong>Spreadsheet</strong> <strong>Server</strong> Introduction 5<br />
1.4 Profile Scheduler Overview<br />
The Profile Scheduler component in <strong>Spreadsheet</strong> <strong>Server</strong> allows for scheduling various tasks such as caching the<br />
Distribution Manager address book, refreshing workbooks, distributing Distribution Manager workbooks, and loading<br />
local database files.<br />
Available Profile Types:<br />
Address Book Cache - caches the address book lists used in Distribution Manager in order to reduce the time<br />
required to load the email address book.<br />
Distribution Manager - refreshes selected workbooks with specified replacement values and/or distributes selected<br />
Distribution Manager workbooks.<br />
Load Local Database Files - downloads account balance information into local databases allowing for optimized<br />
calculation speeds. This is an excellent option for producing <strong>Spreadsheet</strong> <strong>Server</strong> reports once books have been<br />
closed and the analytical tasks have been performed in real time. The time spent loading the local databases is<br />
greatly offset by the dramatically reduced spreadsheet calculation times.<br />
As Profile Scheduler works with the Microsoft Windows Task Scheduler, reference the chart below for required user<br />
right assignments:<br />
Profile Type<br />
Creating and<br />
manually running a<br />
Profile<br />
Scheduling a<br />
Profile<br />
Running a<br />
scheduled Profile<br />
while logged on<br />
Running a<br />
scheduled Profile<br />
while logged off<br />
-OR- while logged<br />
on and running a<br />
Profile under<br />
another account<br />
other than the<br />
logged on account<br />
Address Book Cache<br />
No special<br />
requirements<br />
No special<br />
requirements<br />
No special<br />
requirements<br />
No special<br />
requirements<br />
Distribution Manager<br />
No special<br />
requirements<br />
Administrator<br />
Privileges<br />
Administrator<br />
Privileges<br />
User security must<br />
have the "Run as<br />
Batch" policy added<br />
(see Note below)<br />
Load Local<br />
No special<br />
requirements<br />
No special<br />
requirements<br />
No special<br />
requirements<br />
No special<br />
requirements<br />
Note:<br />
To verify if a user is part of the Administrator group, from the desktop go to Control Panel>Administrative<br />
Tools>Computer Management. On the Computer Management panel in the tree view go to Local Users and<br />
Groups>Groups. Select Administrator and view the properties. Verify that the user is in the group or add the user<br />
to the group if necessary.<br />
To verify a user's security, from the desktop go to Control Panel>Administrative Tools>Local Security Policy. On<br />
the Local Security Policy panel in the tree view to go Local Policies>User Rights Assignment. From the list of<br />
policies, select "Log on as a batch job" and view the properties. Verify that the user is part of the policy group or<br />
add the user if necessary. If missing, Profile Scheduler will try to add the privilege for the user when saving the<br />
profile.<br />
Mapped drives used in any part of the Profile Scheduler process, including Distribution Manager (i.e. File Save<br />
Folder) or <strong>Spreadsheet</strong> <strong>Server</strong> (i.e. File Locations), must be defined on the Mapped Drives tab when running and<br />
scheduling certain profile types.<br />
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2 Installation and Registration<br />
2.1 Additional Components<br />
REQUIRED COMPONENTS<br />
Application Configurator<br />
A single installation of the Application Configurator for <strong>Spreadsheet</strong> <strong>Server</strong> must be completed by the administrator, and<br />
each user must be established and assigned a valid license key in the Configurator prior to using <strong>Spreadsheet</strong> <strong>Server</strong>.<br />
Contact the security administrator for the network location of the security and connections file.<br />
Microsoft ® .Net Framework<br />
Microsoft .Net Framework 4.0 is a prerequisite for <strong>Spreadsheet</strong> <strong>Server</strong>. This component must be installed prior to<br />
running the <strong>Spreadsheet</strong> <strong>Server</strong> setup program.<br />
Microsoft ® Visual Studio Tools for Office<br />
Microsoft Visual Studio 2010 Tools for Office Runtime is a prerequisite for <strong>Spreadsheet</strong> <strong>Server</strong>. If it is not installed,<br />
then the <strong>Spreadsheet</strong> <strong>Server</strong> setup program will force the install.<br />
Microsoft ® Access Database Engine 2010<br />
Microsoft Access Database Engine for 2010 Redistributable is a prerequisite for <strong>Spreadsheet</strong> <strong>Server</strong>. If it is not<br />
installed, then the <strong>Spreadsheet</strong> <strong>Server</strong> setup program will force the install.<br />
Microsoft ® Visual C++ 2010<br />
Microsoft Visual C++ 2010 Redistributable is a prerequisite for <strong>Spreadsheet</strong> <strong>Server</strong>. If it is not installed, then the<br />
<strong>Spreadsheet</strong> <strong>Server</strong> setup program will force the install.<br />
OPTIONAL COMPONENTS when using DISTRIBUTION MANAGER<br />
Distributor Outlook Add-In<br />
For Excel 2010 (or above) users utilizing Outlook, Distributor Outlook Add-In is a prerequisite for Distribution Manager.<br />
If it is not installed, then the Distribution Manager Settings function will force the installation of Distributor Outlook Add-<br />
In prior to allowing the user to select Microsoft ® Outlook Exchange as the Email <strong>Server</strong> option.<br />
Microsoft ® Collaboration Data Objects<br />
For Excel 2007 users utilizing Outlook, Microsoft Collaboration Data Objects (alias CDO) is a prerequisite for<br />
Distribution Manager. If it is not installed, then the Distribution Manager Settings function will force the installation of<br />
CDO prior to allowing the user to select Microsoft Outlook Exchange as the Email <strong>Server</strong> option.<br />
OPTIONAL COMPONENTS<br />
Based upon the database type to which <strong>Spreadsheet</strong> <strong>Server</strong> and/or Query Designer is connecting to, additional<br />
software components may be required prior to processing. Contact your IT department to determine what is required to<br />
be installed.<br />
Microsoft ® Access Database<br />
No further software needs to be loaded to provide connectivity to an Access database (.mdb) file.<br />
Data Source Name (DSN) Database<br />
From the desktop, select Start>Control Panel>Administrative Tools>Data Sources (ODBC) to create the DSN.
Installation and Registration 7<br />
iSeries DB2 ® Database<br />
Both the ODBC and the OLEDB Provider components of the IBM ® iSeries Access for Windows ® (formerly named<br />
Client Access Express) must be installed onto each user's PC. Run the setup program within IBM iSeries Access for<br />
Windows to determine that the ODBC and OLEDB Provider components are installed.<br />
Oracle ® Client<br />
No further software needs to be loaded to provide connectivity to an Oracle database, as <strong>Global</strong> provides a direct<br />
connection. This direct connection must be used when processing the Query and Query Designer features. However,<br />
when processing the GL Reporting feature if you desire to connect to the Oracle database via the Oracle Client ODBC<br />
provider, then the Oracle Client software must be installed on each user's PC. Within Oracle Client configure the local<br />
service name, and assign the appropriate host name and port number.<br />
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SAP ® Database<br />
To access a SAP database using the GL Reporting feature, SAP <strong>R3</strong> Version 4.7 or higher is required (note that both<br />
versions handle Unicode and Non-Unicode). However, to access a SAP database using the Query and Query Designer<br />
features, SAP Netweaver 7.0 or higher must be installed on each PC.<br />
Disk space requirements on the server are negligible (less than 10 Meg).<br />
The SAP adapter is imported to the system via an SAP transport in the "/ZGLBSOFT/" reserved namespace. This is<br />
an SAP approved mechanism for third party software which ensures no standard/custom code is overwritten on the<br />
customer system.<br />
No additional servers or server hardware is required.<br />
Microsoft ® SQL <strong>Server</strong> Database<br />
No further software needs to be loaded to provide connectivity to a SQL <strong>Server</strong> database, as the ODBC driver used is<br />
already loaded with Windows ® .
Installation and Registration 9<br />
2.2 Register Add-In<br />
During the install process the system automatically registers and initiates the <strong>Spreadsheet</strong> <strong>Server</strong> add-in for Excel. If<br />
for any reason <strong>Spreadsheet</strong> <strong>Server</strong> is not registered during installation, then it must be manually registered. In addition,<br />
if multiple users are using <strong>Spreadsheet</strong> <strong>Server</strong> on the same PC, then subsequent users must manually register the<br />
add-in. The registration process registers and initiates the add-in for Excel.<br />
Note: If the add-in is not registered on the PC, then <strong>Spreadsheet</strong> <strong>Server</strong> will not appear in the list of available add-ins<br />
for Excel.<br />
1. From the desktop, click Start>All Programs><strong>Global</strong> <strong>Software</strong> <strong>Spreadsheet</strong> <strong>Server</strong>>Register Add-In. The Register<br />
<strong>Spreadsheet</strong> <strong>Server</strong> Add-In panel appears.<br />
2. Click OK to register the add-in. A panel appears indicating that the registration process is complete.<br />
3. Click OK.<br />
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2.3 Uninstall Process<br />
Generally it is not necessary to uninstall <strong>Spreadsheet</strong> <strong>Server</strong> prior to installing new versions. An uninstall should only<br />
be performed in order to completely remove the product from the PC.<br />
1. Ensure that Excel is not open.<br />
2. From the desktop, click Start>Control Panel>Add or Remove Programs, -or- Programs and Features.<br />
3. Select the <strong>Spreadsheet</strong> <strong>Server</strong> program and click Change/Remove -or- Uninstall.
Navigation 11<br />
3 Navigation<br />
<strong>Spreadsheet</strong> <strong>Server</strong> uses the following navigation methods for processing functions on an Excel spreadsheet. Each<br />
function is not always available from each method.<br />
S<strong>Server</strong> Menu (see S<strong>Server</strong> Menu)<br />
<strong>Spreadsheet</strong> <strong>Server</strong> Toolbar (see SS Toolbar)<br />
<strong>Spreadsheet</strong> <strong>Server</strong> Ribbon (see SS Ribbon)<br />
NAVIGATION TIPS:<br />
Throughout the manual navigation tips, noted by the convention "NAV TIP", will be listed indicating the various paths<br />
available to access a function.<br />
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3.1 S<strong>Server</strong> Menu<br />
After <strong>Spreadsheet</strong> <strong>Server</strong> is installed and initiated as an add-in to Excel, the S<strong>Server</strong> menu is added to Excel. The<br />
S<strong>Server</strong> menu is used to access/process various functions within the application.<br />
Note: For Excel 2003, the S<strong>Server</strong> menu is accessible from the Excel menu bar.<br />
For Excel 2007 (and above), the S<strong>Server</strong> menu is accessible from the Add-Ins ribbon.<br />
Menu Item<br />
Drill Down<br />
List Accounts<br />
Locate Segment<br />
View Cache<br />
Settings<br />
Description<br />
Based upon the formula in the current active cell:<br />
Opens the Drill Down panel, displaying account balances which make<br />
up the calculated amount (see Drill Down to Detailed Account Balances<br />
and Drill Down to Multi-Column Account Balances).<br />
Opens the Drill Down panel, displaying detail records for the specified<br />
query (see GEXQ Formula and GEXI Formula).<br />
Opens the Select Item panel, displaying values for the associated query<br />
(see GEXS Formula).<br />
Opens the List Accounts panel, listing the accounts used in the GXL<br />
formula (see List Accounts for a GXL Formula) or allowing the user to<br />
generate a list of existing accounts (see List Accounts).<br />
Opens the Locate A Segment panel, displaying the valid values, @ fields<br />
or hierarchy values for each account segment (see Locate Segment).<br />
Opens the Local Cache panel or <strong>Global</strong> Cache panel, listing cached<br />
records (see View/Refresh Local Cache or View/Refresh <strong>Global</strong> Cache).<br />
Opens the Settings panel, allowing the user to define various criteria to<br />
control processing (see SS Settings).
Navigation 13<br />
Menu Item<br />
Hide Rows with Zero Balances<br />
Restore Hidden Rows<br />
Generate Account Detail For<br />
Current Sheet<br />
Generate All Detail Reports<br />
(GXE)<br />
Generate All Detail Reports<br />
(GEXD)<br />
Clear Cache and Recalculate /<br />
Recalculate<br />
Formula Assistant<br />
Build a Template<br />
Refresh Queries<br />
Fix Broken Links<br />
Upgrade Workbook<br />
Disconnect All Open<br />
Connections<br />
Disable <strong>Spreadsheet</strong> <strong>Server</strong><br />
Description<br />
Hides any row in the workbook containing GXL formulas in which the net<br />
result is zero for all cells (see Hide Rows with Zero Balances).<br />
Displays previously hidden rows in the workbook (see Hide Rows with Zero<br />
Balances).<br />
Opens the Generate Account Detail Options panel, allowing the user to<br />
create an audit trail listing the individual accounts and balances included in<br />
the GXL formulas on the worksheet (see Generate Account Detail for<br />
Current Sheet).<br />
Generates detail reports for all GXE formulas in the workbook (see Expand<br />
to Account Balances and Expand to Journals).<br />
Executes all GEXD formulas in the workbook (see GEXD Formula).<br />
Clears and recalculates the local cache or recalculates the global cache<br />
(see View/Refresh Local Cache or View/Refresh <strong>Global</strong> Cache).<br />
Opens the Formula Assistant panel, allowing the user to maintain<br />
parameters for a formula (see Formula Assistant and Formula Assistant for<br />
Queries.<br />
Opens the Build a Template panel, allowing the user to quickly create a<br />
template on a worksheet (see Build a Template and Build a Template for<br />
Queries.<br />
Refreshes query data from Query Designer. Query data should be<br />
refreshed prior to using a new or modified query in Excel.<br />
Corrects all broken links to the .xla in the workbook.<br />
Opens the Upgrade Workbook Options panel, allowing the user to convert<br />
various legacy <strong>Spreadsheet</strong> <strong>Server</strong> and EDASH formulas in a workbook to<br />
revised <strong>Spreadsheet</strong> <strong>Server</strong> formulas (see Upgrade Workbook).<br />
Disconnects all open connections for <strong>Spreadsheet</strong> <strong>Server</strong> and queries.<br />
Closes the connection and disables <strong>Spreadsheet</strong> <strong>Server</strong> formulas (see<br />
Disable / Enable <strong>Spreadsheet</strong> <strong>Server</strong> Formula Calculations).<br />
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3.2 SS Toolbar<br />
After <strong>Spreadsheet</strong> <strong>Server</strong> is installed and initiated as an add-in to Excel, a <strong>Spreadsheet</strong> <strong>Server</strong> (SS) toolbar is added to<br />
Excel. The SS toolbar may be used as a convenient alternative to access/process various functions in the application.<br />
Note: For Excel 2003, the SS toolbar is accessible in the standard toolbar section.<br />
For Excel 2007 (and above), the SS toolbar is accessible from the Add-Ins ribbon.<br />
Menu Item<br />
Formula Assistant<br />
Data Validation<br />
Clear Cache and<br />
Recalculate / Recalculate<br />
Drill Down<br />
Hide Zero Lines<br />
Unhide Zero Lines<br />
Segment Lists<br />
Settings<br />
Description<br />
For Oracle ledgers only, identifies the default ledger for GXL formulas,<br />
unless the value is overridden in the formula. Upon signing onto<br />
<strong>Spreadsheet</strong> <strong>Server</strong>, the ledger defaults the value assigned in the user's<br />
settings (see Oracle Ledger Specifics). Click the down arrow and select<br />
from a list of available ledgers.<br />
Opens the Formula Assistant panel, allowing the user to maintain<br />
parameters for a formula (see Formula Assistant and Formula Assistant for<br />
Queries.<br />
Opens the Data Validation panel, allowing the user to create a validation<br />
list for a specific cell in Excel (see SS Validation).<br />
Clears and recalculates the local cache or recalculates the global cache<br />
(see View/Refresh Local Cache or View/Refresh <strong>Global</strong> Cache).<br />
Based upon the formula in the current active cell:<br />
Opens the Drill Down panel, displaying account balances which make<br />
up the calculated amount (see Drill Down to Detailed Account Balances<br />
and Drill Down to Multi-Column Account Balances).<br />
Opens the Drill Down panel, displaying detail records for the specified<br />
query (see GEXQ Formula and GEXI Formula).<br />
Opens the Select Item panel, displaying values for the associated query<br />
(see GEXS Formula).<br />
Hides any row in the workbook containing GXL formulas in which the net<br />
result is zero for all cells (see Hide Rows with Zero Balances).<br />
Displays previously hidden rows in the workbook (see Hide Rows with Zero<br />
Balances).<br />
Opens the Segment List Maintenance panel, allowing the user to create<br />
and/or maintain segment lists (see Create/Maintain Segment Lists).<br />
Opens the Settings panel, allowing the user to define various criteria to<br />
control processing (see SS Settings).<br />
Closes the connection and disables <strong>Spreadsheet</strong> <strong>Server</strong> formulas (see<br />
Disable / Enable <strong>Spreadsheet</strong> <strong>Server</strong> Formula Calculations).
Navigation 15<br />
3.3 SS Ribbon<br />
After <strong>Spreadsheet</strong> <strong>Server</strong> is installed and initiated as an add-in to Excel, a custom <strong>Spreadsheet</strong> <strong>Server</strong> (SS) ribbon is<br />
added for Excel 2007 (and above). The SS ribbon may be used as a convenient alternative to access/process various<br />
functions in the application.<br />
Note: For Excel 2003, the SS ribbon is NOT applicable.<br />
If the SS ribbon does not appear, go to Settings and click the Add Excel Ribbon button (see SS Settings).<br />
Menu Item<br />
Recalc<br />
Cache<br />
Generate Reports<br />
Drill Down<br />
Hide Rows<br />
Description<br />
Recalculates all formulas in the workbook. Click the down arrow to<br />
access additional functions (i.e. recalculate formulas for workbook,<br />
worksheet or selection, refresh queries, etc.).<br />
Opens the Local Cache panel or <strong>Global</strong> Cache panel, listing cached<br />
records (see View/Refresh Local Cache or View/Refresh <strong>Global</strong> Cache).<br />
Click the down arrow to access additional functions (i.e. list cache<br />
records, clear the cache and recalculate -or- recalculate).<br />
Note: When using Local Cache, the Cache icon will be yellow. When<br />
using <strong>Global</strong> Cache, the Cache icon will be red when items are pending<br />
and green when all items are calculated/completed.<br />
Generates detail reports for all GXE and GEXD formulas in the workbook<br />
(see Expand to Account Balances, Expand to Journals, and GEXD<br />
Formula). Click the down arrow to access additional functions (i.e. all or<br />
selected GXEs, account detail report (see Generate Account Detail for<br />
Current Sheet), all or selected GEXDs.<br />
Based upon the formula in the current active cell and the default action<br />
assigned for the Drill Down button in the user's settings:<br />
Opens the Drill Down panel or a worksheet, displaying account balances<br />
which make up the calculated GXL amount(s) (see Drill Down to Detailed<br />
Account Balances and Drill Down to Multi-Column Account Balances).<br />
Opens the Drill Down panel or a worksheet, displaying detail records for<br />
the specified query (see GEXQ Formula and GEXI Formula).<br />
Opens the Select Item panel, displaying values for the associated query<br />
(see GEXS Formula).<br />
Click the down arrow to access additional functions (i.e. drill down to panel<br />
or worksheet options (see Drill Down to Journals per Account(s) and Drill<br />
Down to Selected Ad Hoc), summary drill down (see Drill Down to<br />
Summarized Account Balances) and related summary drill down options).<br />
Hides any row in the workbook containing GXL formulas in which the net<br />
result is zero for all cells (see Hide Rows with Zero Balances). Click the<br />
down arrow to access additional functions (i.e. hide zero rows for<br />
worksheet or workbook).<br />
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Menu Item<br />
Restore Rows<br />
Expand GL Row<br />
Collapse GL Row<br />
Formula Assistant<br />
Build a Template<br />
Explore<br />
Segment Lists<br />
Locate Segment<br />
Tools:<br />
Data Validation<br />
Fix Broken Links<br />
Upgrade Workbook<br />
Disconnect All Open<br />
Connections<br />
View Log<br />
Settings<br />
Enabled / Disabled<br />
Description<br />
Displays previously hidden rows in the workbook (see Hide Rows with Zero<br />
Balances). Click the down arrow to access additional functions (i.e.<br />
restore hidden zero rows for worksheet or workbook).<br />
Expands the balances for the selected GXL formulas on a row into account<br />
details (see Expand/Collapse Row for a GXL Formula). Click the down<br />
arrow to access additional functions (i.e. expand row or all rows).<br />
Removes the expanded account detail rows in the selected section (see<br />
Expand/Collapse Row for a GXL Formula). Click the down arrow to access<br />
additional functions (i.e. collapse row, or all rows on the worksheet or in<br />
the workbook).<br />
Opens the Formula Assistant panel, allowing the user to maintain<br />
parameters for a formula (see Formula Assistant and Formula Assistant for<br />
Queries.<br />
Opens the Build a Template panel, allowing the user to quickly create a<br />
template on a worksheet (see Build a Template and Build a Template for<br />
Queries.<br />
Opens the Select Item panel with the values returned from the specified<br />
query, allowing the user to select values to be returned to the spreadsheet<br />
(see Explore).<br />
Opens the Segment List Maintenance panel, allowing the user to create<br />
and/or maintain segment lists (see Create/Maintain Segment Lists).<br />
Opens the Locate A Segment panel, displaying the valid values, @ fields<br />
or hierarchy values for each account segment (see Locate Segment).<br />
Opens the Data Validation panel, allowing the user to create a validation<br />
list for a specific cell in Excel (see SS Validation).<br />
Corrects all broken links to the .xla in the workbook.<br />
Opens the Upgrade Workbook Options panel, allowing the user to convert<br />
various legacy <strong>Spreadsheet</strong> <strong>Server</strong> and EDASH formulas in a workbook to<br />
revised <strong>Spreadsheet</strong> <strong>Server</strong> formulas (see Upgrade Workbook).<br />
Disconnects all open connections for <strong>Spreadsheet</strong> <strong>Server</strong> and queries.<br />
Opens the Log Viewer panel, where the user may view, filter or copy log<br />
entries, and email or clear the log file (see SS View Log). Click the down<br />
arrow to access additional functions (i.e. view log, clear log, or turn<br />
enhanced logging on/off).<br />
Opens the Settings panel, allowing the user to define various criteria to<br />
control processing (see SS Settings).<br />
Displays the current status. Click to toggle -or- click the down arrow to<br />
access individual Enable and Disable options (see Sign on).
Sign On 17<br />
4 Sign On<br />
Follow the steps below to start the add-in component of <strong>Spreadsheet</strong> <strong>Server</strong>.<br />
When user settings are set to start <strong>Spreadsheet</strong> <strong>Server</strong> during Excel start up, then step 2 is not applicable.<br />
When unattended (auto) sign on is activated, steps 3 and 4 are not applicable.<br />
1. Start Excel.<br />
2. In Excel from the S<strong>Server</strong> Disabled menu, select Start <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the ribbon equivalent (see SS<br />
Ribbon). The appropriate Login or Sign On dialog box appears based upon the selected ledger.<br />
Note: For Data Warehouse and most Designer GL ledgers, no dialog box appears.<br />
3. Enter the appropriate data on the Login or Sign On dialog box.<br />
4. Click Login or OK.<br />
Use the following links to access ledger specific sign on information:<br />
Analyst Data Warehouse Jack Henry 20/20 Oracle<br />
BPCS 4.05 Designer GL JD Edwards PeopleSoft<br />
BPCS 6.02 Infinium Lawson SAP<br />
BPCS 6.04 Jack Henry Silverlake Movex<br />
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5 Control Panel<br />
The <strong>Spreadsheet</strong> <strong>Server</strong> Control Panel is a central panel from which multiple functions can be accessed from outside<br />
the standard Excel interface. These same functions may also be accessed from the <strong>Spreadsheet</strong> <strong>Server</strong> menu,<br />
toolbar or ribbon within Excel.<br />
For example, from the Control Panel:<br />
GL reporting users may view account balances for a selected account string, and may subsequently drill down to the<br />
journals and journal entry lines which make up the balance.<br />
Query users may view the results of an GEXQ formula, and may also drill down to supporting detail.<br />
To Access the Control Panel:<br />
1. From the desktop, click Start>Programs><strong>Global</strong> <strong>Software</strong> <strong>Spreadsheet</strong> <strong>Server</strong>><strong>Spreadsheet</strong> <strong>Server</strong> Control Panel.<br />
The appropriate Login or Sign On dialog box appears based upon the selected ledger.<br />
Use the following links to access ledger specific sign on information:<br />
Analyst Data Warehouse Jack Henry 20/20 Oracle<br />
BPCS 4.05 Designer GL JD Edwards PeopleSoft<br />
BPCS 6.02 Infinium Lawson SAP<br />
BPCS 6.04<br />
Jack Henry Silverlake Movex<br />
2. Enter the appropriate data on the Login or Sign On dialog box, then click Login or OK. The <strong>Spreadsheet</strong> <strong>Server</strong><br />
Control Panel appears.
Control Panel 19<br />
3. Some of the fields on the GL Balances tab will vary based upon the selected ledger; however, basic processing is<br />
the same for all ledgers. Use the table as an overview for entering data on the <strong>Spreadsheet</strong> <strong>Server</strong> Control Panel -<br />
GL Balances tab, or to access other functions. Links are available at the bottom of the table to access ledger<br />
specific GXL information.<br />
Field<br />
Key 1<br />
Key 2<br />
Year<br />
Format<br />
Period<br />
Key 3 Data<br />
Designer GL Definition<br />
Account String<br />
GL Balances 0 - 15<br />
Function<br />
Generate - GXL<br />
Segment Lists<br />
Accounts Profile<br />
Settings<br />
Help<br />
Description<br />
This header and field value will vary based upon requirements for the<br />
selected ledger. Ex: Oracle - Key 1 = Balance Type<br />
This header and field value will vary based upon requirements for the<br />
selected ledger. Ex: Oracle - Key 2 = Budget/En Type<br />
Specify the reporting year.<br />
Displays PER, indicating the time range for which to retrieve data.<br />
Click the down arrow and select the corresponding period, quarter number,<br />
or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
These headers and field values will vary based upon requirements for the<br />
selected ledger. Ex: Oracle - Key 3 Data = Translated, Currency, Ledger<br />
(a.k.a. Book), and Summary Accts<br />
Click the down arrow and select a Designer GL Definition from which to<br />
retrieve data. After selecting a value, the system changes the parameters<br />
on the panel to match the selected definition.<br />
Key the value for each segment in the account string for the GXL formula<br />
or click the ellipse button to select from a list of valid segment values.<br />
Segments will vary based upon the selected ledger. Values may be single<br />
value, mask, range, value list, segment list, hierarchy value or @ field (see<br />
Account Segment Syntax).<br />
Displays the calculated period balances for the selected account string.<br />
Description<br />
Calculates period balances for the selected account string, and<br />
subsequently allows for drilling down to the supporting journals.<br />
Opens the Segment List Maintenance panel, allowing the user to create<br />
and/or maintain segment lists (see Create/Maintain Segment Lists).<br />
Opens the Accounts Profile panel, allowing the user to view and/or<br />
maintain the list of account strings to which they have access authority<br />
(see Account Security).<br />
Opens the Settings panel, allowing the user to define various criteria to<br />
control processing (see SS Settings).<br />
Accesses the online user manual.<br />
Use the following links to access ledger specific GXL information:<br />
Analyst Data Warehouse Jack Henry 20/20 Oracle<br />
BPCS 4.05 Designer GL JD Edwards PeopleSoft<br />
BPCS 6.02 Infinium Lawson SAP<br />
BPCS 6.04<br />
Jack Henry Silverlake Movex<br />
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4. To display balances for the account string, from the ribbon select Generate. Balances are displayed in Period 0 to<br />
15 fields.<br />
5. To view account balances, click the corresponding Drill button ( ). The Drill Down panel appears (see Drill Down<br />
to Detailed Account Balances).<br />
6. Use the table to enter data on the <strong>Spreadsheet</strong> <strong>Server</strong> Control Panel - Query tab, or to access other functions.<br />
Field<br />
Query Name<br />
Total Field<br />
Total Type<br />
Parameters:<br />
Display/Use<br />
Description<br />
When the query resides in the File System, click the Open From File<br />
button ( ) to navigate to and select the query to be executed.<br />
When the query resides in Query Exchange, click the Search Online<br />
button ( ) to navigate to and select the query to be executed (see<br />
Download Queries from Query Exchange).<br />
If the GEXQ summary field is to be defined within the formula, click the<br />
down arrow and select the field to be summarized.<br />
Note: Only fields assigned an alias appear in the drop down list.<br />
If the GEXQ summary field is to be defined within the formula, click the<br />
down arrow and select the summary type (i.e. SUM, COUNT, MIN, MAX).<br />
The parameter related fields only appear when parameters have been<br />
specified in the selected query definition.<br />
If selected, the query parameter is included in the formula.
Control Panel 21<br />
Field<br />
Value<br />
Results<br />
Function<br />
Generate - GEXQ<br />
Segment Lists<br />
Settings<br />
Help<br />
Description<br />
Specify the value (i.e. single value, a wildcard, list, range, or segment list)<br />
to be used when generating the query results.<br />
Displays the calculated value for the selected query.<br />
Description<br />
Calculates a single value from the GEXQ (summary) portion of the query in<br />
the Results field, and subsequently allows for drilling down to the<br />
supporting detail (see GEXQ Formulas).<br />
Opens the Segment List Maintenance panel, allowing the user to create<br />
and/or maintain segment lists (see Create/Maintain Segment Lists).<br />
Opens the Settings panel, allowing the user to define various criteria to<br />
control processing (see SS Settings).<br />
Accesses the online user manual.<br />
7. To display the result for the specified query, from the ribbon select Generate. The calculated value displays in the<br />
Results field.<br />
8. To view supporting detail, click the corresponding Drill button ( ). The Drill Down panel appears (see GEXQ<br />
Formulas).<br />
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6 SS Settings<br />
<strong>Spreadsheet</strong> <strong>Server</strong> (SS) Settings allow the user to define various criteria to control processing. The majority of the<br />
options define processing for all users on the PC; however, various options (auto-start, display tooltips, enhanced<br />
logging, and expand rows) are defined for each individual user. Settings for General Ledger Type, and Segment Lists,<br />
Ad Hocs Queries, Designer GL Definitions and EDQ Files locations may be set and/or overridden based upon<br />
parameters defined in Application Settings in the Configurator.<br />
Note: Various Settings panels are conditional and based upon the user's licensed features.<br />
1. In Excel from the S<strong>Server</strong> menu, select Settings. The Settings - General panel appears.<br />
Nav Tip: This panel may also be accessed by selecting the Settings button on the Control Panel -or- by selecting<br />
the toolbar or ribbon equivalent (see SS Toolbar or SS Ribbon).
SS Settings 23<br />
2. Use the table to enter data on the General panel, or to access other functions.<br />
Field<br />
General Options:<br />
General Ledger Type<br />
Label Language<br />
Connection Options:<br />
Description<br />
Click the down arrow and select the General Ledger type being used.<br />
When not licensed to use the General Ledger feature, the value is set to<br />
"None."<br />
Note: After a selection is made, the system automatically navigates to the<br />
associated ledger specific panel.<br />
Click the down arrow and select the language to be used to display labels<br />
on various panels (only applies to Build a Template, Formula Assistant,<br />
S<strong>Server</strong> Menu, SS Ribbon, and right click context menu).<br />
iSeries/DSN/SQL<strong>Server</strong>/Oracle Specify the connection protocol to be used to connect to the host system.<br />
Network Security &<br />
Connections Files<br />
Available Environments<br />
Standard Options:<br />
Start Automatically When<br />
Excel Starts<br />
Enhanced Logging<br />
Override List Separator With<br />
SQL Timeout<br />
Delimiter for Separating From/<br />
To Values in a Range<br />
Display Tooltips<br />
Disable SS Keyboard<br />
Shortcuts<br />
Drill Down Options:<br />
Drill Down<br />
Key the path or use the Browse button to select the location of the<br />
Security and Connections File as specified in the Configurator. This<br />
function is password protected.<br />
Note: When in demo mode, select the desired security and connections<br />
file in order to switch to standard mode.<br />
Specify the environment to be used for processing. This section only<br />
appears when the Network Security and Connection Files location is on<br />
the network and an available training environment exists.<br />
If selected, <strong>Spreadsheet</strong> <strong>Server</strong> automatically starts each time Excel is<br />
started. Otherwise, <strong>Spreadsheet</strong> <strong>Server</strong> must be manually started each<br />
time Excel is started.<br />
If selected, additional logging is recorded. For optimal processing, once<br />
an error has been resolved it is recommended to clear the log file and deselect<br />
the option (see SS View Log).<br />
Nav Tip: Use the View Log button to display, email or clear the log file.<br />
Specify the character to use to as the list separator in Excel formulas.<br />
Generally this value should be a comma unless using different regional<br />
settings. Contact <strong>Global</strong> for more information.<br />
Specify the maximum time allowed for a query to run on the host system.<br />
Specify the delimiter for separating from/to values in a range. This defaults<br />
to a period and should only be changed if periods exist within the account<br />
segment values.<br />
If selected, tooltips display on various <strong>Spreadsheet</strong> <strong>Server</strong> panels (only<br />
applies to Settings, Build a Template and Formula Assistant).<br />
If selected, all <strong>Spreadsheet</strong> <strong>Server</strong> keyboard shortcuts are disabled.<br />
Specify when displaying drill down results on a panel whether to use a<br />
single dialog panel per drill down or whether subsequent drill downs appear<br />
on a different tab within the same panel.<br />
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Field<br />
SSRibbon Drill Down Button<br />
Default Action<br />
Drill Down to Worksheet Goes<br />
To<br />
Drill Down to Worksheet Data<br />
Goes To<br />
Cache:<br />
Cache Type<br />
<strong>Global</strong> Cache URL<br />
Redis <strong>Server</strong> / Database ID /<br />
Password<br />
Use Shared Cache<br />
Auto Refresh Pending Items<br />
Button<br />
Demo<br />
View Log<br />
Maintain Segment Lists<br />
Add Excel Ribbon<br />
Description<br />
Specify whether the Drill Down button on the SSRibbon displays results on<br />
a panel or pushes results to a worksheet.<br />
Specify when pushing drill down results to a worksheet whether to create a<br />
new worksheet each time or to reuse the same drill down worksheet.<br />
Specify when pushing drill down results to a worksheet whether to place<br />
the drill down down in a table, range or cell.<br />
Click the down arrow and select whether to use Local, <strong>Global</strong> Cache, or<br />
<strong>Global</strong> Cache with Redis Technology. Additional options are available<br />
based upon the cache type selected. (see View/Refresh Local Cache or<br />
View/Refresh <strong>Global</strong> Cache).<br />
Note: Additional component(s) must be installed to implement either the<br />
<strong>Global</strong> Cache or <strong>Global</strong> Cache with Redis Technology options. Contact<br />
<strong>Global</strong> for more information.<br />
Specify the URL for the global cache.<br />
Specify the server, database ID and password associated with the Redis<br />
database.<br />
If selected, shared user data in the cache is used for processing. If not<br />
selected, cache records generated by the user are used for processing<br />
and user security remains intact.<br />
If selected, any items in the cache which are pending will refresh and<br />
continue to process. If not selected, any formulas which were pending will<br />
continue to display 'Pending' in the workbook until manually refreshed to<br />
bring in a value.<br />
Function<br />
Allows the user to switch from standard to demo mode. The button only<br />
appears when the user is in standard mode.<br />
Opens the Log Viewer panel, where the user may view, filter or copy log<br />
entries, and email or clear the log file (see SS View Log).<br />
Opens the Segment List Maintenance panel, allowing the user to create<br />
and/or maintain segment lists (see Create/Maintain Segment Lists).<br />
Registers and adds the SS ribbon in Excel. The button only appears when<br />
the ribbon is not currently registered for an Excel 2007 or above user.
SS Settings 25<br />
3. Use the table to enter data on the GL Reporting panel, or to access other functions.<br />
Field<br />
GL Reporting Options:<br />
Drill Down: <strong>Inc</strong>lude Zero<br />
Balance Accounts with Activity<br />
Summary Drill Down: Prompt<br />
for Processing Criteria<br />
GXL: Insert Trailing Dash<br />
Template: Default Currency<br />
GXE: Last Processing Column<br />
Delimiter for Separating<br />
Account Segments<br />
Expand GL Row Function<br />
Expands Detail Rows<br />
Description<br />
If selected, accounts with activity but zero balances are included on the<br />
account balances drill down panel, and in the expand row and GXE results.<br />
If selected, a prompt panel appears when the Summary Drill Down function<br />
is selected allowing the user to define processing criteria; otherwise,<br />
default selection criteria is used.<br />
If selected, a dash is appended at the end of the account string.<br />
Specify the currency value to default when using Build a Template.<br />
Specify the last column GXE formulas will process.<br />
Specify the delimiter for separating account segments.<br />
Specify whether the Expand GL Row function expands detail rows up or<br />
down.<br />
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Button<br />
Maintain Accounts Profile<br />
Function<br />
Opens the Accounts Profile panel, allowing the user to view and/or<br />
maintain the list of account strings to which they have access authority<br />
(see Account Security).<br />
Refresh Cached Segment Values Refreshes cached GL account segment values.<br />
4. Ledger Specific panels are used to maintain criteria specific to the ledger. Use the following links to access ledger<br />
specific settings information.<br />
Analyst (N/A) Data Warehouse Jack Henry 20/20 Oracle<br />
BPCS 4.05 Designer GL JD Edwards PeopleSoft<br />
BPCS 6.02 Infinium Lawson (N/A) SAP<br />
BPCS 6.04<br />
Jack Henry Silverlake Movex
SS Settings 27<br />
5. Use the table to enter data on the Quarters panel.<br />
Field<br />
Accounting Quarter Periods<br />
Description<br />
Specify the starting/ending period numbers for each of the four quarters.<br />
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6. Use the table to enter data on the Ad Hoc Queries panel.<br />
Field<br />
Ad Hoc Queries:<br />
Filter by GL<br />
SQL is Read Only<br />
Button<br />
Test<br />
Description<br />
If selected, only ad hoc queries associated with the selected ledger are<br />
listed on the panel and are included in the list of ad hoc queries in the drill<br />
down feature. De-select to list all available ad hoc queries.<br />
If selected, ad hoc queries may not be created, edited, copied or deleted.<br />
This function is password protected. Contact <strong>Global</strong> for more information.<br />
Function<br />
Runs the selected ad hoc query and displays the results in a Drill Down<br />
panel.
SS Settings 29<br />
7. Use the table to enter data on the Query panel.<br />
Field<br />
Query Options:<br />
Limit GEXD to 64K Rows/<br />
Sheet<br />
Query Timeout<br />
Description<br />
If selected, the output of a GEXD formula is limited to 64,000 rows per<br />
sheet and the query terminates when the output exceeds the limit.<br />
Note: For Excel 2003 and prior users, it is suggested to select this option.<br />
For Excel 2007 (.xlsx) users, it is suggested to not select this option to<br />
take advantage of the more than a million rows available.<br />
Specify the desired timeout limit for query process time.<br />
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8. The File Locations panel displays the location of various files used in the product. File locations which are<br />
highlighted have been preloaded based upon settings in the Configurator. Use the table to enter data on the File<br />
Locations panel.<br />
Field<br />
File Locations:<br />
Shared Documents<br />
Segment Lists<br />
Local Cache<br />
Ad Hoc Queries<br />
PC Local Database<br />
Description<br />
For Administrators in Citrix environments only, use the Browse button<br />
to select the location to which to move the basic folders. This function is<br />
password protected. Contact <strong>Global</strong> for more information.<br />
Key the path or use the Browse button to specify the location of the<br />
Segment Lists database and Segment Mapping objects. This may be a<br />
local or network drive.<br />
Key the path or use the Browse button to specify the location of the local<br />
cache database.<br />
Key the path or use the Browse button to specify the location of the ad<br />
hoc queries, this folder should be reserved for ad hoc queries only.<br />
For BPCS and Data Warehouse ledgers only, key the path or use the<br />
Browse button to specify the location of the local .mbd database. This<br />
location may also be updated from the Load Local PC Database or the<br />
Load Data Warehouse from GL panels.
SS Settings 31<br />
Field<br />
Budget Manager Balances<br />
Designer GL Definitions<br />
Drill Down Layouts<br />
EDQ Files<br />
Description<br />
For BPCS, Infinium and JDE ledgers only, key the path or use the Browse<br />
button to specify the location of the budget balances when using <strong>Global</strong>'s<br />
Budget Manager application.<br />
Key the path or use the Browse button to specify the location of the<br />
Designer GL definitions.<br />
Key the path or use the Browse button to specify the location of the userdefined<br />
drill down grid layouts.<br />
Key the path or use the Browse button to specify the location of the EDQ<br />
query files.<br />
9. The System Information panel displays various data related to the user's system and <strong>Spreadsheet</strong> <strong>Server</strong>. To<br />
email this information to the helpdesk, click the Email button. The system opens a new Outlook ® email panel with<br />
the contents of this panel in the body of the email. Modify the email address and/or text of the email body as<br />
necessary and click the Send button.<br />
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10. The Performance panel displays various performance counts and statistics with respect to how the product is<br />
processing. Use the table to enter data on the Performance panel, or to access other functions.<br />
Field<br />
SQL Execution Threshold<br />
Button<br />
Reset Statistics<br />
Email<br />
Description<br />
Specify the time limit (in seconds) for which to create an entry in the error<br />
log when a SQL statement exceeds the threshold specified.<br />
Function<br />
Clears the performance statistic values, thus allowing counts and statistics<br />
to start accumulating again.<br />
Opens a new Outlook ® email panel with system information and<br />
performance data in the body of the email. Modify the email address and/<br />
or text of the email body as necessary and click the Send button.
SS Settings 33<br />
11. The About panel displays <strong>Global</strong>'s contact information. Click the Online Manuals link to access the online user<br />
manual.<br />
12. Click OK. The system writes the changes made on the current panel and closes the panel.<br />
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7 GL Reporting<br />
<strong>Spreadsheet</strong> <strong>Server</strong> retrieves financial data from the General Ledger into Excel using the following formulas:<br />
Formula<br />
GXL<br />
GXD<br />
GXE<br />
GXC<br />
SSLDESC<br />
GXSALES<br />
Description<br />
Returns an account balance (see GXL Formula for Account Values and see links below to<br />
access ledger specific GXL information).<br />
Returns an account segment or account string description (see links below to access ledger<br />
specific GXD information).<br />
Explodes summary data line into detail data lines (see Expand to Account Balances and<br />
Expand to Journals).<br />
Customized formula. Contact <strong>Global</strong> for configuration of new formulas.<br />
Returns a segment list description (see SSLDESC Formula).<br />
For JDE ledgers only, returns sales totals based upon sales criteria (see JDE GXSALES).<br />
Note: Formulas available for processing are based upon the user's licensed features. See Query for query related formulas.<br />
These formulas can be used in a spreadsheet cell in the same manner as other spreadsheet functions.<br />
<strong>Spreadsheet</strong> <strong>Server</strong> provides tools for starting a spreadsheet (see Build a Template) and for entering formulas (see<br />
Formula Assistant).<br />
Use the following links to access ledger specific GXL information:<br />
Analyst Data Warehouse Jack Henry 20/20 Oracle<br />
BPCS 4.05 Designer GL JD Edwards PeopleSoft<br />
BPCS 6.02 Infinium Lawson SAP<br />
BPCS 6.04 Jack Henry Silverlake Movex<br />
Use the following links to access ledger specific GXD information:<br />
Analyst Data Warehouse Jack Henry 20/20 Oracle<br />
BPCS 4.05 Designer GL (N/A) JD Edwards PeopleSoft<br />
BPCS 6.02 Infinium Lawson (N/A) SAP<br />
BPCS 6.04 Jack Henry Silverlake Movex
GL Reporting 35<br />
7.1 Build a Template<br />
Build a Template is a tool used to aid in quickly creating a template on a <strong>Spreadsheet</strong> <strong>Server</strong> spreadsheet. This tool<br />
populates the necessary rows and columns with required parameters and account segment values as provided by the<br />
user. The tool inserts a GXL or GXE formula using the parameters and account segment values.<br />
Note: Formulas available in the Build a Template function are based upon the user's licensed features. See Build a<br />
Template for Queries for query related formulas.<br />
1. In Excel from the S<strong>Server</strong> menu, select Build a Template. The Build a Template panel appears opening to the last<br />
used formula.<br />
Nav Tip: This panel may also be accessed by pressing Shift+Ctrl+B -or- by selecting the ribbon equivalent (see<br />
SS Ribbon).<br />
2. Select the desired formula on the Formulas fly out window. The selected formula panel appears.<br />
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3. Some fields on the Build a Template - GXL panel will vary based upon the selected ledger; however, basic<br />
processing is the same for all ledgers. Use the table as an overview for entering data on the Build a Template -<br />
GXL panel. Links are available at the bottom of the table to access ledger specific Build a Template - GXL<br />
information.<br />
Field<br />
GXL:<br />
Worksheet<br />
Key 1<br />
Key 2<br />
Year<br />
Format<br />
Period<br />
Key 3 Data<br />
Ledger Specific Processing<br />
Options<br />
Starting Column<br />
Starting Row<br />
Available Designer GL<br />
Definitions<br />
Line Description<br />
Clear Worksheet /<br />
Do Not Clear Worksheet /<br />
Shift Worksheet Data<br />
Insert Column Data Only<br />
Skip a Row<br />
Invert Sign<br />
Description<br />
Returns a single balance from the ledger (see GXL Formula for Account<br />
Values).<br />
Click the down arrow and select the worksheet name which will receive the<br />
template.<br />
This header and field value will vary based upon requirements for the<br />
selected ledger. Ex: Oracle - Key 1 = Balance Type<br />
This header and field value will vary based upon requirements for the<br />
selected ledger. Ex: Oracle - Key 2 = Budget/En Type<br />
Click the down arrow and select the reporting year.<br />
Click the down arrow and select the time range for which to retrieve data.<br />
Basic valid formats are PER, QTR, YTD, LTD, and RANGE; however,<br />
some ledgers may have other valid formats.<br />
Click the down arrow and select the corresponding period, quarter number,<br />
or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
These headers and field values will vary based upon requirements for the<br />
selected ledger. Ex: Oracle - Key 3 Data = Translated, Currency, Ledger<br />
(a.k.a. Book), and Summary Accts<br />
These headers and field values will vary based upon requirements for the<br />
selected ledger. Ex: Oracle - FSG Templates and Convert Missing Values<br />
to Parent Hierarchies<br />
Specify the starting column for the template.<br />
Specify the starting row for the template.<br />
Click the down arrow and select a Designer GL Definition from which to<br />
retrieve data. After selecting a value, the system changes the parameters<br />
on the panel to match the selected definition.<br />
Specify a description for the account or group of accounts specified.<br />
Specify when inserting data whether to clear all cell data on the target<br />
worksheet, to not clear cell data on the target worksheet, or to insert the<br />
GXL formula in the target cell and then to insert the ledger and segment<br />
specific data to newly inserted columns and rows to the top and to the left<br />
of the existing worksheet data (see Build a Template GXL Using Clear / Do<br />
Not Clear Worksheet and Build a Template GXL Using Shift Worksheet<br />
Data).<br />
This option is enabled after data has been inserted using the Insert icon on<br />
the toolbar. If selected, an additional column of parameters is inserted<br />
(see Build a Template GXL Using Insert Column Data Only).<br />
If selected, an additional row is inserted between the last column<br />
parameter and the account segment title row.<br />
If selected, the account balance sign displayed is reversed.
GL Reporting 37<br />
Field<br />
Account Segments:<br />
Display/Use<br />
Row/Col<br />
Description<br />
Value<br />
Range Thru Value<br />
Description<br />
If necessary, use the scroll bar to access additional account segments.<br />
If selected, the account segment is included in the formula.<br />
Note: Segments may only be excluded from the bottom up.<br />
Select the button to toggle between Row and Col. This button determines<br />
if the account segment will be located in the template parameters column<br />
or by default, on the template account segment row.<br />
Specify the description to be used as the account segment title.<br />
Specify the value to default on the template for the account segment or<br />
click the ellipse button to select from a list of valid segment values. The<br />
value may be a single value, mask, segment list, hierarchy value, @ field<br />
or the first value in a range (see Account Segment Syntax).<br />
If applicable, select the check box and specify the ending range value for<br />
the account segment.<br />
Use the following links to access ledger specific Build a Template - GXL information:<br />
Analyst Data Warehouse Jack Henry 20/20 Oracle<br />
BPCS 4.05 Designer GL JD Edwards PeopleSoft<br />
BPCS 6.02 Infinium Lawson SAP<br />
BPCS 6.04<br />
Jack Henry Silverlake Movex<br />
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4. Use the table to enter data on the Build a Template - GXE panel.<br />
Note: Optionally use Formula Part 2 to add a second GXE calculation in a single GXE formula, thus allowing for<br />
both account and journal details to be expanded from one GXE formula.<br />
Field<br />
GXE:<br />
Starting Column<br />
Starting Row<br />
Source Worksheet<br />
Target Worksheet<br />
Source Detail Row<br />
Target Table, Range, or Row<br />
Headings<br />
Autofit<br />
Clear Sheet<br />
Journals Only Column<br />
Journals Ad Hoc Query<br />
Filter by GL<br />
GL for Filtering (no label)<br />
Description<br />
Fills detail account balances or journal details into the specified worksheet<br />
(see Expand to Account Balances and Expand to Journals).<br />
Specify the starting column for the template.<br />
Specify the starting row for the template<br />
Click the down arrow and select the name of the worksheet that contains<br />
the summary formulas to be expanded and onto which to insert the GXE<br />
formula.<br />
Click the down arrow and select the name of the new or existing worksheet<br />
that contains the final formatted worksheet and will receive the expanded<br />
detail.<br />
Specify the row number on the source worksheet that contains the<br />
summary formulas.<br />
Specify the target table, range name, or first row on the target worksheet<br />
to begin inserting the expanded detail.<br />
Click the down arrow and select whether or not to include column headings<br />
when expanding details. If not specified, N (No) is assumed.<br />
Click the down arrow and select whether or not to autofit columns when<br />
expanding details. If not specified, N (No) is assumed.<br />
Click the down arrow and select whether or not to clear the target<br />
worksheet before expanding details. If not specified, N (No) is assumed.<br />
Note: This value MUST be N when a TABLE or RANGE is specified for<br />
the Target Table/Range/Row parameter.<br />
Specify the column for which to generate journal detail (see Expand to<br />
Journals).<br />
Note: This function is not applicable for Analyst ledgers.<br />
If desired, click the down arrow and select the ad hoc query to be used to<br />
generate journal detail.<br />
Note: This function is not applicable for Analyst ledgers. An ad hoc<br />
query is required to expand journal detail for Data Warehouse and Designer<br />
GL ledgers.<br />
If selected, the queries listed in the Journals Ad Hoc Query drop down list<br />
are limited to the ledger specified in the associated field.<br />
Note: This function is not applicable for Analyst ledgers.<br />
If the Filter by GL option is selected, click the down arrow and select the<br />
ledger for which to list ad hoc queries in the Journals Ad Hoc Query drop<br />
down list.<br />
Note: This function is not applicable for Analyst ledgers.
GL Reporting 39<br />
Field<br />
Summarize Balance Level<br />
Total Journal Level<br />
Convert Journals to Table<br />
Description<br />
If desired, specify the account segment number (break level) to be used for<br />
summarizing data when expanding account balances. Ex: Account String<br />
= Company, Department, Account, Sub-Account. To summarize balances<br />
at the account level enter '3' (third account segment).<br />
In addition for JDE ledgers only, if desired specify an @ field alias or field<br />
name (as defined in the Configurator) for an AcctCatCode or BUCatCode to<br />
control how to group expanded data. This replicates the legacy SSJDE<br />
GXECC formula.<br />
If desired, specify the account segment number for which to generate<br />
subtotals when expanding journal entry details. Subtotals are generated at<br />
the selected level and each previous level. Ex: Account String =<br />
Company, Department, Account, Sub-Account. Enter a '3' (third account<br />
segment) to generate subtotals at the account, department, company and<br />
grand total level.<br />
Note: This function is not applicable for Analyst, Data Warehouse, or<br />
Designer GL ledgers. For SAP ledgers the maximum allowable segment<br />
number for totaling is '4'. If a segment level greater than the number of<br />
segments allowed by the ledger is entered, the system will use the<br />
maximum allowable number of segments.<br />
Note: For JDE ledgers only, when the Summarize Balance Level is an<br />
AcctCatCode or BUCatCode @ field alias or field name then an 'extra'<br />
account segment representing the category code is added to the front of<br />
the account string. This will need to be taken into consideration when<br />
specifying the account segment number for which to generate subtotals.<br />
Click the down arrow and select whether or not to place expanded journal<br />
entry details into a table. When this option is utilized, the system creates<br />
a new table on the specified target worksheet and assigns the next<br />
available standard Excel table name. The table includes headers and<br />
grand totals, except when a journals ad hoc query is used. This option is<br />
ignored if the specified Target is a range or table, or if Total Journal Level is<br />
not blank. If not specified, N (No) is assumed.<br />
Note: This function is not applicable for Analyst ledgers.<br />
5. After the appropriate data has been entered and verified, click one of the following toolbar icons or buttons.<br />
Insert (icon) -- inserts parameter labels and values, and the formula to the selected worksheet, increments<br />
Period and Starting Column/Row values for the next GXL formula, and keeps the panel open for additional<br />
inserts.<br />
Copy (icon) -- copies the formula to the Windows clipboard.<br />
Insert (button) -- inserts parameter labels and values and the formula to the selected worksheet and closes the<br />
panel.<br />
Cancel/Close (button) -- closes the panel.<br />
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7.1.1 Build a Template GXL Using Clear / Do Not Clear Worksheet<br />
The following example demonstrates using the Clear Worksheet and/or the Do Not Clear Worksheet options when<br />
processing a GXL formula from the Build a Template function.<br />
1. From an open worksheet in Excel, from the S<strong>Server</strong> menu -or- SS ribbon, select Build a Template. The Build a<br />
Template panel appears.<br />
2. Key the appropriate ledger parameters and account segment data.<br />
3. Click the Insert button at the bottom of the panel. The panel closes and the template is generated.
GL Reporting 41<br />
7.1.2 Build a Template GXL Using Insert Column Data Only<br />
The following example demonstrates using the Insert Column Data Only option when processing a GXL formula from<br />
the Build a Template function. This option is used to insert multiple columns onto a single worksheet.<br />
1. From an open worksheet in Excel, from the S<strong>Server</strong> menu -or- SS ribbon, select Build a Template. The Build a<br />
Template panel appears.<br />
2. Key the appropriate ledger parameters and account segment data.<br />
3. Click the Insert icon on the toolbar. The template is generated, but the panel remains open and the Period,<br />
Starting Column and Starting Row values are incremented, and the Insert Column Data Only check box is<br />
selected.<br />
4. Key any necessary changes to the ledger parameters.<br />
5. Click the Insert icon on the toolbar. The column data and GXL formula are added to the template, and the Period,<br />
Starting Column and Starting Row values are incremented.<br />
6. Repeat steps 4 and 5 until all desired columns are added.<br />
7. Click the Close button to close the panel.<br />
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7.1.3 Build a Template GXL Using Shift Worksheet Data<br />
The following example demonstrates using the Shift Worksheet Data option when processing a GXL formula from the<br />
Build a Template function. This option is used to insert the required rows and columns used for a GXL formula into an<br />
existing non-<strong>Spreadsheet</strong> <strong>Server</strong> worksheet.<br />
1. Start with an existing non-<strong>Spreadsheet</strong> <strong>Server</strong> worksheet in Excel. Select the first cell to be populated with a<br />
formula (i.e. B4 in the spreadsheet below), then from the S<strong>Server</strong> menu -or- SS ribbon, select Build a Template.<br />
The Build a Template panel appears.<br />
2. Select the option Shift Worksheet Data. The Starting Column and Starting Row fields are modified to display the<br />
cell previously selected on the worksheet.<br />
3. Enter the appropriate values on the Build a Template panel.<br />
4. Click the Insert icon -or- button. The panel closes and the column and row parameters, and formula are added to<br />
the existing worksheet.
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7.2 Formula Assistant<br />
The Formula Assistant is a tool used to aid in quickly creating formulas on a <strong>Spreadsheet</strong> <strong>Server</strong> spreadsheet.<br />
Note: Formulas available in the Formula Assistant function are based upon the user's licensed features and selected<br />
ledger. See Formula Assistant for Queries for query related formulas. See JDE Formula Assistant for<br />
GXSALES for JDE ledger specific GXSALES formula.<br />
1. In Excel from the S<strong>Server</strong> menu, select Formula Assistant. The Formula Assistant opens to the GXL panel -or- if<br />
Formula Assistant was launched while on a SS formula, the corresponding formula panel appears.<br />
Nav Tip: This panel may also be accessed by pressing Shift+Ctrl+F -or- by selecting the toolbar or ribbon<br />
equivalent (see SS Toolbar or SS Ribbon).<br />
2. Select the desired formula on the Formulas fly out window. The selected formula panel appears.<br />
Note: For efficient processing use cell references to identify individual formula parameters. However, if literal<br />
values are keyed in the entry boxes, they must be placed in double quotes (").<br />
Hint: Shortcut for selecting cell references:<br />
On the Formula Assistant panel, select the desired field.<br />
Press the Control Key. The Formula Assistant panel becomes transparent and is shifted up.<br />
On the worksheet, select the desired cell.<br />
Press the Control Key or click the Expand button. This system returns the selected cell to the field.<br />
Hint: If necessary, use F4 to lock either the row and/or column value of the cell reference.<br />
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3. Some fields on the Formula Assistant - GXL panel will vary based upon the selected ledger; however, basic<br />
processing is the same for all ledgers. Use the table as an overview for entering data on the Formula Assistant -<br />
GXL panel. Links are available at the bottom of the table to access ledger specific GXL information.<br />
Field<br />
GXL:<br />
Key 1<br />
Key 2<br />
Year<br />
Format<br />
Period<br />
Key 3 Data<br />
Invert Sign<br />
Account Segments:<br />
Description<br />
Returns a single balance from the ledger (see GXL Formula for Account<br />
Values).<br />
Note: This section assumes that the parameters will be laid out top down<br />
in a single column. Therefore, when entering a cell reference in the first<br />
field and moving to the next field, the system will populate the other fields<br />
sequentially thru the Period field.<br />
This header and field value will vary based upon requirements for the<br />
selected ledger. Ex: Oracle - Key 1 = Balance Type<br />
This header and field value will vary based upon requirements for the<br />
selected ledger. Ex: Oracle - Key 2 = Budget/En Type<br />
Specify the reporting year.<br />
Specify the time range for which to retrieve data. Basic valid formats are<br />
PER, QTR, YTD, LTD, and RANGE; however, some ledgers may have<br />
other valid formats.<br />
Specify the corresponding period, quarter number, or range of periods (i.e.<br />
1.5 for periods 1 thru 5) for the specified format.<br />
These headers and field values will vary based upon requirements for the<br />
selected ledger. If selected, the corresponding option and associated<br />
value is included in the formula. Ex: Oracle - Key 3 Data = Currency,<br />
Translated, Ledger (a.k.a. Book), Translated Flag, and Summary Accts<br />
If selected, the account balance sign displayed is reversed.<br />
Specify the cells containing the required account segments. This area<br />
assumes that the account segments will be on a row next to each other,<br />
so entering a value and clicking the down arrow will populate the rest of the<br />
fields (i.e. first account segment cell reference is A13, then clicking the<br />
down arrow for the parameter populates the following fields with B13, C13,<br />
etc.).<br />
Use the following links to access ledger specific GXL information:<br />
Analyst Data Warehouse Jack Henry 20/20 Oracle<br />
BPCS 4.05 Designer GL JD Edwards PeopleSoft<br />
BPCS 6.02 Infinium Lawson SAP<br />
BPCS 6.04<br />
Jack Henry Silverlake Movex
GL Reporting 45<br />
4. Use the table to enter data on the Formula Assistant - GXE panel.<br />
Note: Optionally use Formula Part 2 to add a second GXE calculation in a single GXE formula, thus allowing for<br />
both account and journal details to be expanded from one GXE formula.<br />
Field<br />
GXE:<br />
Source Worksheet<br />
Target Worksheet<br />
Source Detail Row<br />
Target Table, Range, or Row<br />
Headings<br />
Autofit<br />
Description<br />
Fills detail balances into the specified worksheet (see Expand to Account<br />
Balances and Expand to Journals).<br />
Specify the name of the worksheet that contains the summary formulas<br />
that will be expanded.<br />
Specify the name of the new or existing worksheet that contains the final<br />
formatted worksheet and will receive the expanded detail.<br />
Specify the row number in the source worksheet that contains the<br />
summary formulas.<br />
Specify the target table, range name, or first row on the target worksheet<br />
to begin inserting the expanded detail.<br />
Specify whether or not to include column headings when expanding<br />
details. If not specified, N (No) is assumed.<br />
Specify whether or not to autofit columns when expanding details. If not<br />
specified, N (No) is assumed.<br />
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Field<br />
Clear Sheet<br />
Journals Only Column<br />
Journals Ad Hoc Query<br />
Summarize Balance Level<br />
Total Journal Level<br />
Convert Journals to Table<br />
Description<br />
Specify whether or not to clear the target worksheet before expanding<br />
details. If not specified, N (No) is assumed.<br />
Note: This value MUST be N when a TABLE or RANGE is specified for<br />
the Target Table/Range/Row parameter.<br />
Specify the column for which to generate journal detail (see Expand to<br />
Journals).<br />
Note: This function is not applicable for Analyst ledgers.<br />
If desired, specify the ad hoc query to be used to generate journal detail.<br />
Note: This function is not applicable for Analyst ledgers. An ad hoc<br />
query is required to expand journal detail for Data Warehouse and Designer<br />
GL ledgers.<br />
If desired, specify the account segment number (break level) to be used for<br />
summarizing data when expanding account balances. Ex: Account String<br />
= Company, Department, Account, Sub-Account. To summarize balances<br />
at the account level enter '3' (third account segment).<br />
In addition for JDE ledgers only, if desired specify an @ field alias or field<br />
name (as defined in the Configurator) for an AcctCatCode or BUCatCode to<br />
control how to group expanded data. This replicates the legacy SSJDE<br />
GXECC formula.<br />
If desired, specify the account segment number for which to generate<br />
subtotals when expanding journal entry details. Subtotals are generated at<br />
the selected level and each previous level. Ex: Account String =<br />
Company, Department, Account, Sub-Account. Enter a '3' (third account<br />
segment) to generate subtotals at the account, department, company and<br />
grand total level.<br />
Note: This function is not applicable for Analyst, Data Warehouse, or<br />
Designer GL ledgers. For SAP ledgers the maximum allowable segment<br />
number for totaling is '4'. If a segment level greater than the number of<br />
segments allowed by the ledger is entered, the system will use the<br />
maximum allowable number of segments.<br />
Note: For JDE ledgers only, when the Summarize Balance Level is an<br />
AcctCatCode or BUCatCode @ field alias or field name then an 'extra'<br />
account segment representing the category code is added to the front of<br />
the account string. This will need to be taken into consideration when<br />
specifying the account segment number for which to generate subtotals.<br />
Click the down arrow and select whether or not to place expanded journal<br />
entry details into a table. When this option is utilized, the system creates<br />
a new table on the specified target worksheet and assigns the next<br />
available standard Excel table name. The table includes headers and<br />
grand totals, except when a journals ad hoc query is used. This option is<br />
ignored if the specified Target is a range or table, or if Total Journal Level is<br />
not blank. If not specified, N (No) is assumed.<br />
Note: This function is not applicable for Analyst ledgers.
GL Reporting 47<br />
5. Use the table to enter data on the Formula Assistant - GXC panel.<br />
Note: This panel is hidden when ad hoc processing is disabled via a setting in the Configurator.<br />
Field<br />
GXC:<br />
Query<br />
Parm 01-10<br />
Description<br />
Used to specify the values for a customized formula. Contact <strong>Global</strong> for<br />
configuration of the new formula.<br />
Click the down arrow and select the custom ad hoc query to be used for<br />
the customized formula.<br />
Specify the appropriate parameters for the customized formula. Field<br />
values will vary based upon the requirements for the customized formula.<br />
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6. Fields on the Formula Assistant - GXD panel will vary based upon the selected ledger; however, basic processing<br />
is the same for all ledgers. Use the table as an overview for entering data on the Formula Assistant - GXD panel.<br />
Links are available at the bottom of the table to access ledger specific GXD information.<br />
Field<br />
GXD:<br />
Parms<br />
Account Segments:<br />
Description<br />
Displays the description for an account segment or account string.<br />
These headers and field values will vary based upon requirements for the<br />
selected ledger. Ex: Oracle - Parms = Segment Num, Value and Ledger.<br />
May or may not be applicable for the GXD formula.<br />
Use the following links to access ledger specific GXD information:<br />
Analyst Data Warehouse Jack Henry 20/20 Oracle<br />
BPCS 4.05 Designer GL (N/A) JD Edwards PeopleSoft<br />
BPCS 6.02 Infinium Lawson (N/A) SAP<br />
BPCS 6.04<br />
Jack Henry Silverlake Movex<br />
7. The Results Box near the bottom left of the panel displays the formula as it is being built. Verify the data in the<br />
Results Box is correct, and then click one of the following toolbar icons or buttons.<br />
Insert (icon) or Insert (button) -- inserts the formula to the previously selected cell on the current worksheet and<br />
closes the panel.<br />
Copy (icon) -- copies the formula to the Windows clipboard.<br />
Cancel (button) -- closes the panel.
GL Reporting 49<br />
7.3 GXL Formula for Account Values<br />
Use the GXL formula to retrieve account balances for a specific format/reporting period. Parameters in the GXL formula<br />
will vary based upon the selected ledger; however, basic processing is the same for all ledgers. Use the following as<br />
an overview for the GXL formula. Links are available at the bottom to access ledger specific GXL information.<br />
Syntax:<br />
=GXL("Key 1","Key 2","Key 3","Year","Format","Period","Account Segment 1","Account Segment<br />
2","Account Segment 3","Account Segment 4","Account Segment 5"...)<br />
Note: It is most common to use cell references within GXL formulas to identify parameters.<br />
Parameters:<br />
Key 1<br />
Value will vary based upon requirements for the selected ledger. Ex: Oracle - Key 1 = Balance Type.<br />
Key 2<br />
Value will vary based upon requirements for the selected ledger. Ex: Oracle - Key 2 = Budget/En Type.<br />
Key 3<br />
Literals and values will vary based upon requirements for the selected ledger. If more than one variable needs to be<br />
defined, separate the variables by a semi-colon. Enter 0 or leave blank if not used. Ex: Oracle - Key 3 = Translated,<br />
Currency, Ledger (a.k.a. Book), and Summary Accts.<br />
Year<br />
Year identifier.<br />
Format<br />
Basic valid formats are listed below; however, some ledgers may have other valid formats:<br />
PER<br />
QTR<br />
YTD<br />
LTD<br />
RANGE<br />
Activity for a selected period or range of periods<br />
Activity for the periods included in the selected quarter number<br />
Activity for periods 1 thru the designated period number excluding the opening balance<br />
Activity for periods 1 thru the designated period number including the opening balance<br />
Activity for a range of periods specified<br />
Period<br />
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Account Segment 1 - nn<br />
Enter one parameter for each segment of the account number. The number of account segments will vary based<br />
upon the account structure for the selected ledger. May be a single value, mask, range, value list, segment list,<br />
hierarchy value or @ field (see Account Segment Syntax).<br />
Use the following links to access ledger specific GXL information:<br />
Analyst Data Warehouse Jack Henry 20/20 Oracle<br />
BPCS 4.05 Designer GL JD Edwards PeopleSoft<br />
BPCS 6.02 Infinium Lawson SAP<br />
BPCS 6.04 Jack Henry Silverlake Movex<br />
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7.4 Account Segment Syntax<br />
For parameters that allow a single value, mask, range, value list, segment list, hierarchy value (a.k.a. parent group) or<br />
@ field syntax examples are listed below:<br />
Criteria Type Syntax Results<br />
Single Value 8000 Retrieves value 8000<br />
Mask (wildcard) 85* -or- 85** (see Note) Retrieves values starting with 85<br />
Mask (wildcard) for All Values * Retrieves all values<br />
Mask (wildcard) for a Single Value 8*00 -or- 8_00 Retrieves values 8x00, where x is any character<br />
(i.e. 8100, 8200, 8300, ...)<br />
Range 8000.8599 Retrieves values 8000 thru 8599<br />
Blank Values (JDE ledgers only) BLANK Retrieves all blank values.<br />
Non Blank Values (JDE ledgers only) NOTBLANK<br />
Retrieves all non blank values.<br />
Note: JDE ledgers are case sensitive when specifying characters for a segment value.<br />
SAP ledgers must use 85** syntax -- one asterisk (*) for each digit/character being masked.<br />
Value List:<br />
A list of values may be entered for an account segment. The list of values may include single values, a range of values,<br />
a mask (wildcard) value, segment lists, hierarchy values, @ fields, or an excluded value (indicated by inserting '/' prior<br />
to the value). Enclose the value list in square brackets [ ] and use a comma (,) to separate values in the list.<br />
Criteria Type Syntax Results<br />
Value List - Single Values [8000,8250,8370] Retrieves values 8000, 8250 and 8370<br />
Value List - Range & Single Value [8000.8599,8750] Retrieves values 8000 thru 8599, and 8750<br />
Value List - Range & Exclude Value [8000.8599,/8375] Retrieves values 8000 thru 8599, excluding 8375<br />
Segment Lists and Hierarchy Values:<br />
Criteria Type Syntax Results<br />
Segment List ^CASH Retrieves all values in CASH segment list<br />
Hierarchy Value ^^1234 Retrieves all values in group 1234<br />
Note: SAP ledgers use a single caret (^) to identify SAP master data hierarchy sets and a double caret (^^) to identify other SAP set names<br />
(i.e. TCODE GS01 sets). If a master data hierarchy set and segment list are assigned the same name, the calculation uses the<br />
hierarchy set.<br />
@ Fields:<br />
The syntax for an @ field is @aaa:bbb (where aaa is the alias or field name (as defined in the Configurator), and bbb is<br />
the field value). The field value specified may be a single value, mask, range, value list, or segment list. An @ field<br />
may be used alone or embedded in a bracketed value list.<br />
Criteria Type Syntax Results<br />
@ Field - Single Value @myfield:2000 Retrieves myfield value 2000<br />
@ Field - using a Value List @myfield:[2000,3000] Retrieves myfield value 2000 and 3000<br />
@ Field - in a Value List [100,@myfield:2000,600] Retrieves value 100 or 600 or myfield value 2000<br />
Note: If necessary, may enter table qualifier (syntax = @table.field:value).<br />
Click the link to go to a related topic: Create/Maintain Segment Lists and Locate Segment.
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7.5 List Accounts for a GXL Formula<br />
This feature allows for listing account numbers which will be used in the calculation of a GXL formula.<br />
Note: This function is not applicable for Designer GL ledgers.<br />
1. Select the desired cell that contains the GXL formula in question, then from the S<strong>Server</strong> menu select List<br />
Accounts -or- right click and select <strong>Spreadsheet</strong> <strong>Server</strong>>List Accounts. The List Accounts window appears.<br />
2. Review the accounts listed in the grid to ensure the formula is retrieving the appropriate accounts.<br />
3. To modify the list of accounts being displayed on the List Accounts window, alter the value in the Filter field and<br />
click the List Accounts button.<br />
Note: Modifying the filter does not change the account segment values in the spreadsheet cell being referenced<br />
by the GXL formula.<br />
Click the link to go to a related topic: List Accounts, General Grid Features or Copy/Export Records.<br />
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7.6 Expand/Collapse Row for a GXL Formula<br />
The Expand GL Row feature allows the user to expand the balances for GXLs on a single row or for all GXLs on the<br />
worksheet into individual account details. This process is similar to the GXE formula, but expands into additional rows<br />
on the current worksheet instead of to another designated workbook location. A maximum of 80 columns may be<br />
expanded. The detail rows may expand up or down based upon an option in the user's settings.<br />
Note:<br />
For the Expand option to function properly, all parameters must be in a column and at least one account segment<br />
must be on the row, and a description field should follow the last account segment on the row -or- a blank column<br />
should exist between the last account segment and the GXL formula.<br />
When the original GXL contains an @ field, the expanded rows display the appropriate account segment and<br />
associated @ field value; however, calculated amounts may be overstated and may not foot to the original GXL<br />
calculated amount.<br />
To Expand a Single GL Row:<br />
1. On the desired row to be expanded, select any cell containing a GXL formula, then right click and select<br />
<strong>Spreadsheet</strong> <strong>Server</strong>>Expand GL Row -or- select the ribbon equivalent (see SS Ribbon). The system adds<br />
additional rows to the spreadsheet listing the account details for the selected GXL(s). The expanded data appears<br />
in blue italics.
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To Expand All GL Rows:<br />
1. Select any cell on the worksheet and from the SS ribbon click the Expand GL Row down arrow and then select<br />
Expand All GL Rows. The system adds additional rows to the spreadsheet listing the account details for all GXLs<br />
on the worksheet. The expanded data appears in blue italics.<br />
To Collapse GL Rows for a Single Expansion:<br />
1. Select any cell within the expanded rows section, then right click and select <strong>Spreadsheet</strong> <strong>Server</strong>>Collapse GL<br />
Row -or- select the ribbon equivalent (see SS Ribbon). The system removes the expanded GL rows in the<br />
selected section.<br />
To Collapse GL Rows for All Expansions on the Worksheet:<br />
1. Select any cell on the worksheet and from the SS ribbon click the Collapse GL Row down arrow and then select<br />
Collapse All GL Rows (Worksheet). The system removes all expanded GL rows on the worksheet.<br />
To Collapse GL Rows for All Expansions in the Workbook:<br />
1. Select any cell on the worksheet and from the SS ribbon click the Collapse GL Row down arrow and then select<br />
Collapse All GL Rows (Workbook). The system removes all expanded GL rows in the workbook.<br />
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7.7 Locate Segment<br />
The Locate Segment function is used to display a list of valid account segment values, @ fields (as defined in the<br />
Configurator), or hierarchy values (a.k.a. parent groups) for each account segment, and to enable the user to insert a<br />
selected value to the current active cell in Excel. Both @ fields and ledger specific hierarchy values may be used in a<br />
GXL formula by replacing any of the account segment values with the desired @ field or hierarchy value. An @ field or<br />
hierarchy value may be used alone or embedded in a bracketed value list.<br />
The syntax for an @ field is @aaa:bbb (where aaa is the alias or field name, and bbb is the field value), or if<br />
necessary may enter a table qualifier (syntax = @table.field:value). The field value specified may be a single<br />
value, mask, range, value list, or segment list.<br />
Insert two carets symbols (^^) prior to the hierarchy value in the formula for the system to recognize the hierarchy<br />
value.<br />
1. Select the cell to contain the segment value, right click and select <strong>Spreadsheet</strong> <strong>Server</strong>>Locate Segment. The<br />
Locate A Segment panel appears.<br />
Nav Tip: This step may be replaced by selecting a cell and selecting the menu or ribbon equivalent (see S<strong>Server</strong><br />
Menu or SS Ribbon).<br />
Note: The first time the Locate Segment function is accessed the system loads and caches VSegments. A<br />
message and progress bar appear indicating that this process may take a few moments.<br />
2. To toggle between displaying a list of segment values, @ fields, or hierarchy values, select the Value, @ Fields, or<br />
Hierarchy radio button.<br />
Note:<br />
For Data Warehouse and SAP ledgers, the Value and Hierarchy options are not applicable.<br />
For Designer GL ledgers, the Hierarchy option is disabled when HSegments are not preloaded.
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3. To filter for segment values or hierarchy values for a specific segment, select the desired segment(s) in the <strong>Inc</strong>lude<br />
Segments list. The system displays only the segment or hierarchy values for the selected segment(s). This<br />
feature does not apply when viewing @ fields.<br />
4. To filter the segment values, @ fields, or hierarchy values in the grid, enter the selection criteria into the appropriate<br />
column filter field. Alphanumeric fields filter character by character.<br />
5. To re-sort a column in ascending order, click the column heading. To re-sort a column in descending order, click<br />
the column heading a second time.<br />
6. To copy the list of values currently displayed in the list, click the Copy Segment Lists to Clipboard toolbar icon.<br />
7. To insert a value to the current cell process one of the following:<br />
For a Value or Hierarchy:<br />
Double click the desired value in the list -or- select the value and click the Insert button. The value is inserted<br />
and the panel closes.<br />
Select the desired value in the list and click the Insert to Current Cell toolbar icon. The value is inserted and the<br />
panel remains open.<br />
For an @ Field:<br />
Key the appropriate value (may be a single value, mask, range, value list or segment list), double click the<br />
desired alias in the list -or- select the alias and click the Insert button. The alias and assigned value is inserted<br />
and the panel closes.<br />
Key the appropriate value (may be a single value, mask, range, value list or segment list), select the alias and<br />
click the Insert to Current Cell toolbar icon. The alias and assigned value is inserted and the panel remains<br />
open.<br />
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7.8 <strong>Spreadsheet</strong> <strong>Server</strong> Segment Lists<br />
7.8.1 Create/Maintain Segment Lists<br />
<strong>Spreadsheet</strong> <strong>Server</strong> Segment Lists are used to create a hierarchy of individual segments which can be used in a GXL<br />
formula. A segment list may be used in a GXL formula by replacing any of the account segment values with the<br />
desired segment list name. A caret symbol (^) must be inserted prior to the segment list name in the formula for the<br />
system to recognize the segment list. A user's ability to create/maintain segment lists is determined by a parameter<br />
setting defined in User settings in the Configurator.<br />
To Create a New Segment List:<br />
1. In Excel from the toolbar or ribbon, select Segment Lists (see SS Toolbar or SS Ribbon). The Segment List<br />
Maintenance panel appears.<br />
Nav Tip: This panel may also be accessed by selecting the Segment Lists button on the Control Panel - GL<br />
Balances or Query tabs -or- by selecting the Maintain Segment Lists button on the Settings - General<br />
panel.<br />
2. To create a new segment list, enter a segment list name (no blank spaces or special characters), description, and<br />
optional user-defined group name, then click the Add List toolbar icon ( ). The segment list is added to the<br />
Segment List grid.
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3. Use the table to enter data in the Segment List Value section on the Segment List Maintenance panel.<br />
Field<br />
And/Or<br />
Group<br />
@ Field Alias<br />
Comparison<br />
Value<br />
Description<br />
Specify the transition logic between the values or groups, thus indicating<br />
whether or not the values in the grouping must meet both criteria (AND) or<br />
only meet one criteria (OR) to be included in the segment list.<br />
Note: The And/Or selection criteria is ignored for the first list value.<br />
Specify an ID number for grouping different lines in the list together. The<br />
value defaults to 1.<br />
If desired, click the down arrow and select the alias, for the @ field as<br />
defined in the Configurator, to be used in the segment list.<br />
Click the down arrow and select the operation to be applied to the value.<br />
Valid values are Between, Equal, Like, Not Between, Not Equal and Not<br />
Like. Use Between and Not Between when specifying a range, and Like<br />
and Not Like when using a mask (wildcard).<br />
Note: The system modifies the comparison value based upon the criteria<br />
entered in the Value field.<br />
Note: May not exclude (i.e. Not Equal) a segment list.<br />
Specify the value for the criteria. The value may be a segment value, mask<br />
(wildcard), range, existing segment list (nesting), full or partial account<br />
string, category code, user field value or custom @ field value.<br />
Note: For JDE ledgers only, the literals BLANK and NONBLANK are valid<br />
values.<br />
4. Click the Add Value icon ( ). The value criteria is added to the Segment List Value grid.<br />
5. Once the segment list is complete, click X. The panel closes.<br />
To Maintain an Existing Segment List:<br />
1. In Excel from the toolbar or ribbon, select Segment Lists (see SS Toolbar or SS Ribbon). The Segment List<br />
Maintenance panel appears.<br />
Nav Tip: This panel may also be accessed by selecting the Segment Lists button on the Control Panel - GL<br />
Balances or Query tabs -or- the Maintain Segment Lists button on the Settings - General panel.<br />
2. To sort the segment lists or segment list values in the grid, click on the desired column header. To re-sort in<br />
descending order, click the desired column header a second time.<br />
3. To filter the segment lists or segment list values in the grid, enter the selection criteria into the appropriate column<br />
filter field. Alphanumeric fields filter character by character.<br />
4. To modify an existing segment list, select the list and key over the description, group name and/or update the<br />
segment list values as necessary.<br />
5. To move a segment list value up or down in the grid, select the list, then select the value and click the appropriate<br />
Up or Down arrow icon ( or ).<br />
6. To remove a segment list value, select the list, then select the value in the grid and click the Remove Value icon (<br />
).<br />
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7. To copy a segment list, select the list and click the Copy List toolbar icon ( ). The Copy Segment List panel<br />
appears. Enter the name to be assigned to the new segment list and click OK.<br />
8. To delete a segment list, select the list and click the Remove List toolbar icon ( ).<br />
9. To paste a segment list(s) to the active cell on the spreadsheet, select the desired segment lists(s):<br />
To select a single segment list -- select the list and click the Insert List toolbar icon ( ).<br />
To select multiple segment lists -- press and hold the Ctrl key as lists are selected on the grid rows, and then<br />
click the Insert List toolbar icon ( ).<br />
To select multiple segment lists in a range -- select the first list in the range, press and hold the Shift key, and<br />
select the last list in the range, and then click the Insert List toolbar icon ( ).<br />
Note: If the active cell already contains a value, then the newly selected segment list(s) is added and the values in<br />
the active cell are formatted into a value list. If the active cell contains a mask (i.e. *), then the newly<br />
selected segment list(s) replaces the previous mask.<br />
10. To copy all segment lists (name, description, group name and values) to the clipboard, click the Copy Lists toolbar<br />
icon (<br />
). The data may then be pasted into Excel, Notepad, Word, etc. for review and/or printing.<br />
11. To lock a segment list, select the list and click the Lock toolbar icon ( ). The Password dialog box appears.<br />
Enter the desired password and click OK. Locking the segment list allows other users to access the segment list<br />
but prevents changes from being made.<br />
12. To unlock a segment list, select the list and click the Unlock toolbar icon ( ). The Password dialog box<br />
appears. Enter a valid password and click OK.<br />
Note: In the event the individual required passwords are lost or forgotten, contact your administrator for the override<br />
password.<br />
13. To unlock all segment lists, click the Unlock All toolbar icon ( ). The Password dialog box appears. Enter the<br />
override password and click OK.<br />
14. To purge balances in the cache file for a segment list, select the list and click the Purge List from Cache toolbar<br />
icon ( ). This action may be used when using local cache mode if a segment list is deleted or if list values are<br />
altered.<br />
15. To import segment lists from an ad hoc, Excel spreadsheet or a segment list .mdb file, click the Import Lists<br />
toolbar icon ( ). The Segment List Import panel appears. Select the appropriate source:<br />
Ad Hoc -- click the down arrow and select the appropriate ad hoc, and then click Import.<br />
Excel -- specify the starting cell and click the down arrow and select the worksheet from which to import, and<br />
then click Import.<br />
SegmentList.mdb -- click the ellipse button to browse and select the desired .mdb from which to import, and<br />
then click Import.<br />
Messages appear displaying the segment lists being imported and confirming when the import is complete. Click<br />
Close to close the panel.<br />
Note: When importing from an ad hoc or Excel spreadsheet, follow the supported format guidelines listed at the<br />
top of the Results window.
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16. To perform a mass clean up of the segment list .mdb file based upon filter criteria, click the Cleanup Lists<br />
Database toolbar icon (<br />
). This function is password protected. Contact <strong>Global</strong> for more information.<br />
17. To display a list of @ fields, click the View @ Field Aliases toolbar icon ( ). A list of @ fields, as defined in the<br />
Configurator, appears.<br />
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7.8.2 Using Segment Lists or Hierarchy Values in a GXL Formula<br />
A segment list or hierarchy value (a.k.a. parent group, set, etc.) may be used in a GXL formula by replacing any of the<br />
account segment values with the desired segment list or hierarchy value name.<br />
Insert a single caret symbol (^) prior to the segment list name in the formula.<br />
Note: For Infinium ledgers, the system supports the SSInfinium legacy process of inserting an at symbol (@) prior to a user list segment<br />
list name in the formula; however, a caret symbol may be used instead of an at symbol.<br />
Insert two carets symbols (^^) prior to the hierarchy value in the formula.<br />
Note: In the event a hierarchy value and segment list are assigned the same name -AND- a single caret (^) is used, the calculation will<br />
be based upon the hierarchy value instead of the segment list.<br />
Note: It is most common to use cell references within GXL formulas to identify parameters.<br />
Formula Example - Using a Segment List:<br />
=GXL("A",,"TRANSLATED="E";"&"CURRENCY="USD";","2003","PER","6","01","*","^MiscExp","*"."*")<br />
Retrieves actual activity for period 6 of 2003 for all accounts included in the segment list MiscExp.<br />
Formula Example - Using a Segment List for a User List (Infinium Ledgers Only):<br />
Note: A segment list referencing user field values may be used in conjunction with account segment parameters (see<br />
Infinium GXL).<br />
=GXL<br />
("M","Actuals","LIBRARY=";"CURRENCY=USD";"ANDUSERLIST=@Tax","2002","YTD","11","001","310","6*","*")<br />
Retrieves actual monetary year-to-date activity thru period 11 for accounts beginning with 6 which also meet the user<br />
field criteria in the TAX segment list.
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7.8.3 SSLDESC Formula<br />
Use the SSLDESC formula to retrieve the description for a segment list.<br />
Syntax:<br />
=SSLDESC("Segment List")<br />
Note: It is most common to use cell references within SSLDESC formulas to identify parameters.<br />
Formula Example:<br />
=SSLDESC("^MiscExp")<br />
Retrieves the segment list description for the MiscExp segment list.<br />
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7.8.4 View or Modify Segment List Values from within Excel<br />
<strong>Spreadsheet</strong> <strong>Server</strong> allows a user to view from a worksheet, the values contained in a specific segment list. The user<br />
may also modify the values "on the fly". Lists can be shared among all <strong>Spreadsheet</strong> <strong>Server</strong> users so caution should be<br />
exercised when making modifications.<br />
1. Select the desired cell that contains the segment list in question, then from the S<strong>Server</strong> menu select List Accounts<br />
-or- right click and select <strong>Spreadsheet</strong> <strong>Server</strong>>List Accounts. The Segment List Maintenance panel appears<br />
displaying the values for the selected segment list (see Create/Maintain Segment Lists).<br />
2. Segment list values may be added or removed as necessary.<br />
3. In the event values for the segment list were altered, it is suggested to purge the balances in the cache file for the<br />
segment list. To purge balances, Click the Purge List from Cache toolbar icon ( ).<br />
4. Once all modifications have been made, click X. The panel closes and returns focus to the spreadsheet.<br />
5. In the event balances were purged in the cache file for the segment list, the GXL formula -or- the local cache will<br />
need to be manually recalculated (see Calculation Options or View/Refresh Local Cache).
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7.9 Calculations<br />
7.9.1 Calculation Options<br />
Multiple options are available for retrieving and calculating data within <strong>Spreadsheet</strong> <strong>Server</strong>.<br />
1. By default, the calculation function within Excel is set to calculate automatically. <strong>Global</strong> strongly recommends<br />
setting this value to manual so that all required spreadsheet changes or additions can be completed prior to recalculating.<br />
Nav Tip: For Excel 2003, this setting is found on the Calculation tab within Excel's Tools>Options menu.<br />
Nav Tip: For Excel 2007 (and above), this setting is found in the Calculation Options section on the Excel's<br />
Options Formulas panel.<br />
Click the Office button. The Office Menu panel appears.<br />
Click the Excel Options button. The Excel Options panel appears.<br />
Select Formulas. The Excel Options Formula panel appears.<br />
2. The following options are available for calculating spreadsheets:<br />
F2+Enter<br />
F9<br />
Shift+F9<br />
Ctrl+Alt+F9<br />
Calculates the active cell.<br />
Calculates all worksheets in all open workbooks.<br />
Calculates the active worksheet.<br />
Calculates all worksheets in all open workbooks, regardless of whether they have changed<br />
since the last calculation.<br />
Nav Tip: The majority of these options are also available by selecting the ribbon equivalent (see SS Ribbon).<br />
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7.9.2 View/Refresh Local Cache<br />
When spreadsheets are calculated, <strong>Spreadsheet</strong> <strong>Server</strong> stores the account balances in the either the local or global<br />
cache database (based upon an option in the user's settings). <strong>Spreadsheet</strong> <strong>Server</strong> looks first at the cache for account<br />
balances prior to retrieving the information from the host. As a result, it may be necessary to clear and recalculate the<br />
cache file when any of the following occur:<br />
Data has changed on the host system since the prior calculation.<br />
A segment list has changed since the prior calculation.<br />
The accounts profile has changed since the prior calculation.<br />
To View/Refresh Local Cache:<br />
1. In Excel from the S<strong>Server</strong> menu, select View Cache -or- select the ribbon equivalent (see SS Ribbon). The Local<br />
Cache panel appears displaying cached records.<br />
2. To refresh the account balances during an Excel session, the cache records should be cleared.<br />
To clear all records in the cache -- click the Clear All button.<br />
To clear selected records -- select the desired records in the grid and click the Clear Selected Rows button.<br />
To clear cache for a selected worksheet -- click the down arrow and select the desired worksheet, and then click<br />
the Clear Selected Sheet button.<br />
3. After the cache records have been cleared, the system assigns a default Recalculation Option. If necessary, click<br />
the down arrow and select a different recalculation option. Value options are:<br />
Trigger Excel to automatically recalculate the entire workbook after closing the Local Cache panel.<br />
Trigger Excel to automatically recalculate the entire worksheet after closing the Local Cache panel.<br />
Do not trigger Excel to recalculate the after closing the Local Cache panel.<br />
4. To automatically trigger the Local Cache refresh, in Excel from the S<strong>Server</strong> menu select Clear Cache and<br />
Recalculate.<br />
Nav Tip: This refresh may also be launched by pressing Shift+Ctrl+R -or- by selecting the toolbar or ribbon<br />
equivalent (see SS Toolbar or SS Ribbon).<br />
Click the link to go to a related topic: General Grid Features or Copy/Export Records.
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7.9.3 View/Refresh <strong>Global</strong> Cache<br />
Two <strong>Global</strong> Cache cache types are available and require additional component(s) to be installed.<br />
<strong>Global</strong> Cache -- the <strong>Global</strong> SmartCache component must be installed on a web server or a server running Internet<br />
Information Services (IIS).<br />
<strong>Global</strong> Cache with Redis Technology -- both a Redis database and the <strong>Global</strong> SmartCache WRT component must be<br />
installed on a server.<br />
When GXL or GEXQ formulas are submitted to cache for calculation the system returns the value "Pending" as<br />
calculations occur. When items are pending the Cache icon on the ribbon is red, and when all items are completed<br />
the Cache icon is green. Pending items may be automatically refreshed in the workbook based upon an option in the<br />
user's settings.<br />
To View/Refresh <strong>Global</strong> Cache:<br />
1. In Excel from the S<strong>Server</strong> menu, select View Cache -or- select the ribbon equivalent (see SS Ribbon). The <strong>Global</strong><br />
Cache panel appears displaying cached records.<br />
2. To view the cache records that are pending, in progress, completed or failed select accordingly:<br />
To view completed records in the cache -- click the View Completed button.<br />
To view currently caching records -- select the View In-Process button.<br />
To view pending cache records -- select the View Pending button.<br />
To view failed cache records -- select the View Errors button.<br />
3. To refresh the account balances during an Excel session, the cache records should be cleared.<br />
To clear all records in the cache -- click the Clear Cache button.<br />
To clear selected records -- select the desired records in the grid and click the Clear Selected Rows button.<br />
To clear cache for a selected worksheet -- click the down arrow and select the desired worksheet, and then click<br />
the Clear Selected Sheet button.<br />
4. After the cache records have been cleared, the system assigns a default recalculation option. If necessary, click<br />
the down arrow and select a different recalculation option. Value options are:<br />
Trigger Excel to recalculate workbook after closing <strong>Global</strong> Cache.<br />
Trigger Excel to recalculate worksheet after closing <strong>Global</strong> Cache.<br />
Do Not Trigger Excel to recalculate after closing <strong>Global</strong> Cache.<br />
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5. To automatically trigger the <strong>Global</strong> Cache refresh, in Excel from the S<strong>Server</strong> menu select Recalculate.<br />
Nav Tip: This refresh may also be launched by pressing Shift+Ctrl+R -or- by selecting the toolbar or ribbon<br />
equivalent (see SS Toolbar or SS Ribbon).<br />
Click the link to go to a related topic: General Grid Features.
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7.9.4 Disable/Enable Formula Calculations<br />
Disabling calculations will effectively halt the various <strong>Spreadsheet</strong> <strong>Server</strong> formula calculations when Excel calculates<br />
spreadsheets. As a result of disabling calculations, GXD and GEXQ formulas will return <br />
values and GXL formulas will return zero values. When disabled, <strong>Spreadsheet</strong> <strong>Server</strong> does not communicate to the<br />
Host.<br />
Disabling <strong>Spreadsheet</strong> <strong>Server</strong> formula calculations can be extremely useful when:<br />
Discontinuing calculation of a complex or long-running spreadsheet. Press Shift+Ctrl+Z to quickly disable formula<br />
calculations.<br />
A workbook is inadvertently opened whose calculation option is set to automatic. Press Shift+Ctrl+Z to quickly<br />
disable formula calculations.<br />
Creating a new worksheet or modifying an existing worksheet by adding columns and/or rows with <strong>Spreadsheet</strong><br />
<strong>Server</strong> formulas, and switching a format to/from the range type period. In Excel from the S<strong>Server</strong> menu, select<br />
Disable <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the SS toolbar or ribbon equivalent (see SS Toolbar or SS Ribbon).<br />
To Enable Formula Calculations:<br />
1. In Excel from the S<strong>Server</strong> Disabled menu, select Start <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the ribbon equivalent (see SS<br />
Ribbon). The appropriate Login or Sign On dialog box appears based upon the selected ledger.<br />
Note: For Data Warehouse and most Designer GL ledgers, no dialog box appears.<br />
2. Enter the appropriate data on the Login or Sign On dialog box, and then click Login or OK.<br />
Note: When unattended (auto) sign on is activated, step 2 is not applicable.<br />
Use the following links to access ledger specific sign on information:<br />
Analyst Data Warehouse Jack Henry 20/20 Oracle<br />
BPCS 4.05 Designer GL JD Edwards PeopleSoft<br />
BPCS 6.02 Infinium Lawson SAP<br />
BPCS 6.04 Jack Henry Silverlake Movex<br />
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7.10 Drill Down Functionality<br />
7.10.1 General Grid Features<br />
Drill down panels in <strong>Spreadsheet</strong> <strong>Server</strong> offer the following features. Some of these basic grid features are also<br />
available in other functions (i.e. List Accounts, Local Cache, Execute Query).<br />
Feature<br />
Ad Hoc Drill<br />
Down<br />
Sub Queries<br />
Display SQL<br />
Statement<br />
Re-sort<br />
Columns<br />
Autosize<br />
Columns<br />
Re-size/Hide<br />
Columns<br />
Move Columns<br />
Copy<br />
Dynamic<br />
Column<br />
Groupings<br />
Description<br />
To drill down from a predefined drill down panel (i.e. Account Balances, Journals, etc.) to data<br />
retrieved by an ad hoc query, select the desired record(s) in the grid, right click and select Ad<br />
Hoc Drill Down. Then from the Ad Hoc Drill Down sub-menu select the query to be used for<br />
drilling down (see Drill Down to Selected Ad Hoc).<br />
The Ad Hoc Drill Down option is only available when the user is licensed to the General Ledger<br />
feature, ad hoc processing is allowed (a Configurator security setting), and ad hoc queries exist<br />
for the predefined drill down level.<br />
To drill down from one drill down grid to data retrieved by a user-defined query, select the<br />
desired record(s) in the grid, right click and select Sub Queries. Then from the Sub Queries<br />
sub-menu, select the query to be used for drilling down.<br />
The Sub Queries option is only available when the user is licensed to the Query or Query<br />
Designer feature, and sub queries exist for the drill down (see Sub Query Column).<br />
To display the execution time and SQL statement run for the current drill down tab/panel, click<br />
the information button ( ).<br />
To re-sort a column in ascending order, click the column heading. To re-sort a column in<br />
descending order, click the column heading a second time.<br />
To automatically resize column widths in a grid to the maximum length required for the header<br />
and/or data, right click and select Autosize.<br />
To re-size or hide a column, click and hold the left or right edge of the column header and drag<br />
to the desired width.<br />
To move a column, click and hold the column header and drag to the desired location.<br />
To copy records to the Windows clipboard, select the desired record(s) in the grid, right click<br />
and select Copy to Clipboard (see Copy/Export Records).<br />
To selectively group records and summarize amount columns by any column, drag the column<br />
heading into the summary section of the panel. To display detail records associated with a<br />
grouping, click the '+' next to the desired grouping level. Click the '-' to collapse the expanded<br />
view. Multiple levels of summary may be created.
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Feature<br />
Filter Row<br />
Description<br />
To filter data in the grid, enter the desired value in the appropriate column filter field.<br />
Alphanumeric fields filter character by character. Numeric fields filter upon entry of the full field<br />
value.<br />
Options Fly Out<br />
Window<br />
Use the Options fly out window to specify exporting options, to create and maintain custom<br />
grid layouts, and to control grouping and subtotaling options. The Options fly out window may<br />
be pinned to remain open.<br />
Export:<br />
Select All<br />
Copy/Export<br />
Grid Layouts:<br />
List Box<br />
To select all rows in the grid, select Select All.<br />
To copy or export the drill down/query results data, select the desired rows in the grid, and then<br />
select the the appropriate copy/export function (see Copy/Export Records).<br />
By default the basic grid layout is displayed. Alternate layouts may be created and applied at<br />
a later time, or set as the default.<br />
Displays the name of the layout currently being used. Click the down arrow and select the<br />
layout to be applied to the grid.<br />
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Feature<br />
AutoSize<br />
Save Current<br />
Layout<br />
Save Current<br />
Layout As<br />
Remove<br />
Layout From<br />
List<br />
Use Default<br />
Set Layout as<br />
Default<br />
Groups and<br />
Subtotals:<br />
Description<br />
To automatically re-size columns widths in a grid to the maximum length required for the<br />
header and/or data, select AutoSize Column Headers.<br />
To save the current grid layout, click Save Current Layout. If the layout is new, then specify the<br />
name to be assigned to the new layout and click OK.<br />
To save the current grid layout as a new layout, select Save Current Layout As. Specify the<br />
name to be assigned to the new layout and click OK.<br />
To remove a layout, click the down arrow and select the layout to be removed, and then select<br />
Remove Layout From List.<br />
To apply the default layout to the grid, select Use Default.<br />
Note: This feature only applies to the ResultsContainer grid panel.<br />
To set a default layout to be used for the drill down level and/or query, click the down arrow and<br />
select the desired layout, and then select Set Layout as Default.<br />
Note: Currently this feature only applies to Sub Query drill down and ResultsContainer<br />
grid panels.<br />
To apply subtotals to grouped data, select the check box next to the desired column header<br />
description(s). To remove a subtotal, clear the check box for the desired column.<br />
Note: Only numerical fields are allowed for subtotaling.<br />
Expand All<br />
Collapse All<br />
Sum Footers<br />
To expand all grouped data in the grid (thus showing all detail records within all groups), click<br />
the Expand All button.<br />
To collapse all grouped data in the grid (thus showing only group levels), click the Collapse All<br />
button.<br />
To display totals for numeric columns at the bottom of the drill down panel, select the Sum<br />
Footers check box.<br />
Click the link to go to a related topic: List Accounts, List Accounts for a GXL Formula, View/Refresh Local Cache, or<br />
Execute Query.
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7.10.1.1 Copy/Export Records<br />
<strong>Spreadsheet</strong> <strong>Server</strong> allows for copying or exporting records from various panels (i.e. drill down, List Accounts, Local<br />
Cache, ResultsContainer). Copying and/or exporting options may vary slightly for different functions; however, basic<br />
processing is the same.<br />
1. From the drill down or List Accounts grid, select the desired record(s):<br />
To copy/export a single record -- select the desired record.<br />
To copy/export select multiple records -- press and hold the Ctrl key as records are selected on the grid rows.<br />
To copy/export multiple records in a range -- select the first record in the range, press and hold the Shift key,<br />
and select the last record in the range.<br />
To copy/export all records in the grid -- right click and select Select All -or- on the Options fly out window select<br />
Select All.<br />
2. Right click and select the appropriate copy/export function -or- on the Options fly out window, select the<br />
appropriate copy/export function.<br />
Copy to Clipboard -- places data on Windows clipboard.<br />
Copy to Clipboard w/Headings -- places data including headings on Windows clipboard.<br />
Copy to Excel (Simple) -- displays the Copy into Excel panel. See step 3.<br />
Export to CSV, PDF, RTF, or Excel (Full Format) -- brings up Windows Explorer panel.<br />
Export to Excel -- displays the Copy into Excel panel. See step 3.<br />
3. On the Copy into Excel panel, specify the following processing criteria:<br />
<strong>Inc</strong>lude Headings -- if selected, column headings are included in the copy.<br />
Select the appropriate radio button to indicate whether to copy to a worksheet, range or table destination. When<br />
copying to a worksheet, enter the starting cell in which to place the data and the target worksheet (new or<br />
existing). When copying to a range or table, click the down arrow to select select the desired range or table.<br />
4. Click OK to copy the data onto the worksheet.<br />
Click the link to go to a related topic: List Accounts, List Accounts for a GXL Formula, View/Refresh Local Cache, or<br />
Execute Query.<br />
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7.10.2 Drill Down to Detailed Account Balances<br />
<strong>Spreadsheet</strong> <strong>Server</strong> allows drilling down from an amount on the spreadsheet to see what account balances make up<br />
the value. The drill down results can appear in a single panel, tabbed panel or worksheet, and exclude zero balance<br />
accounts based upon options in the user's settings.<br />
1. Select a cell containing a GXL formula, then right click and select <strong>Spreadsheet</strong> <strong>Server</strong>>Drill Down. The Account<br />
Balances drill down appears showing the balance for each individual account.<br />
Nav Tip: This panel may also be accessed by selecting a cell and then selecting the menu, toolbar or ribbon<br />
equivalent (see S<strong>Server</strong> Menu, SS Toolbar or SS Ribbon).<br />
Nav Tip: The drill down data may also be pushed directly to a worksheet by selecting the ribbon equivalent (see<br />
SS Ribbon).
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7.10.3 Drill Down to Summarized Account Balances<br />
<strong>Spreadsheet</strong> <strong>Server</strong> allows drilling down from an amount on the spreadsheet to see what account balances make up<br />
the value. Summary drill down functionality allows the user to select which account segments to use for grouping or<br />
summarizing the accounts when displaying the account balances which make up the value. The drill down results can<br />
appear in a single panel or tabbed panel, exclude zero balance accounts, and display or omit the Summary Drill Down<br />
prompt panel based upon options in the user's settings.<br />
1. Select a cell containing a GXL formula, then right click and select <strong>Spreadsheet</strong> <strong>Server</strong>>Summary Drill Down -orselect<br />
the ribbon equivalent (see SS Ribbon). The Summary Drill Down panel appears listing account segments<br />
based upon the GXL formula and defaulting selections based upon the last time the function was used.<br />
Nav Tip: This panel may be by-passed based upon an option setting in the user's setting or by selecting the<br />
ribbon equivalent (see SS Ribbon).<br />
2. On the Summary Drill Down panel, select the account segments to be used for summarizing.<br />
3. Click OK. The Summary Drill Down appears showing the balance for each detail account summarized based upon<br />
the account segments selected on the previous panel (i.e. company, department, account in the example below).<br />
Note: The Journal List for Selected/All Accounts and Ad Hoc Drill Down options are not available from the<br />
Summary Drill Down panel.<br />
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7.10.4 Drill Down to Multi-Column Account Balances<br />
<strong>Spreadsheet</strong> <strong>Server</strong> allows drilling down from multiple cells on the same row on a spreadsheet to see what account<br />
balances make up the values. A maximum of 80 columns may be selected. The drill down results can appear in a<br />
single panel, tabbed panel or worksheet, and exclude zero balance accounts based upon options in the user's settings.<br />
1. Select multiple cells on the same row containing GXL formulas, then right click and select <strong>Spreadsheet</strong><br />
<strong>Server</strong>>Drill Down. The Multiple Account Balances drill down appears showing detail account balances for each<br />
column. If only two columns were selected, a variance column will automatically be displayed.<br />
Nav Tip: This panel may also be accessed by selecting multiple cells and then selecting the menu, toolbar or<br />
ribbon equivalent (see S<strong>Server</strong> Menu, SS Toolbar or SS Ribbon).<br />
Nav Tip: The drill down data may also be pushed directly to a worksheet by selecting the ribbon equivalent (see<br />
SS Ribbon).
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7.10.5 Drill Down to Journals per Account(s)<br />
<strong>Spreadsheet</strong> <strong>Server</strong> allows drilling down to journals from detail account balances or directly from a GXL formula. The<br />
drill down results can appear in a single panel or tabbed panel based upon options in the user's settings or appear on a<br />
worksheet based upon the method used to execute the function.<br />
Note:<br />
Drill down to journals displays YTD journals when the specified Format is LTD.<br />
This function is not applicable for Analyst, Data Warehouse and Designer GL ledgers.<br />
For older versions of Infinium ledgers where the TXPJNO field does not exist, ensure that the exclude option is<br />
selected in the Configurator for the Infinium host configuration.<br />
To Drill Down to Journals from Detail Account Balances:<br />
1. From the Account Balances drill down, select the desired account(s):<br />
To select a single account -- double click the account. The Journals drill down appears displaying journals for<br />
the selected account.<br />
To select multiple accounts -- press and hold the Ctrl key as accounts are selected on the grid rows, and then<br />
right click and select Journal List for Selected Accounts. The Journals drill down appears displaying journals for<br />
all the selected accounts.<br />
To select multiple accounts in a range -- select the first account in the range, press and hold the Shift key and<br />
select the last account in the range, and then right click and select Journal List for Selected Accounts. The<br />
Journals drill down appears displaying journals for all the selected accounts.<br />
To select all accounts in the grid -- right click and select Journal List for All Accounts. The Journals drill down<br />
appears displaying journals for all accounts.<br />
From the Multiple Account Balances drill down, select the desired account(s):<br />
To select a single account/period -- double click the desired account, specify the desired column number and<br />
click OK -or- double click the desired amount. The Journals drill down appears displaying journals for the<br />
selected account/period.<br />
Note: To select multiple accounts, see above for basic processing steps.<br />
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2. For BPCS 6+ users only, click the Analysis Fields button to populate the analysis fields on the current panel.<br />
Warning: Response time will vary based upon the size of the journal detail file on the host system.<br />
To Drill Down to Journals from a GXL Formula on a Worksheet:<br />
1. Select a cell containing a GXL formula, then from the SS ribbon, click Drill Down>Drill Down>Worksheet>GL<br />
Journals. The system pushes the drill down journal results for all accounts associated with the GXL formula to a<br />
worksheet.
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7.10.6 Drill Down to Journal Entry Lines<br />
<strong>Spreadsheet</strong> <strong>Server</strong> allows drilling down from journals to the journal entry lines which make up the journal (batch). The<br />
drill down results can appear in a single panel or tabbed panel based upon options in the user's settings.<br />
Note: This function only applies to BPCS, Infinium, JDE, and Movex ledgers. For BPCS ledgers, an option in the<br />
user's settings controls a user's authority to this function. For Infinium and JDE ledgers, user settings in the<br />
Configurator control a user's authority to this function.<br />
1. From the Journals drill down, double click the desired journal -or- select the desired journal, right click and select<br />
Display All Lines of Selected Journal. The Journal Entry Lines drill down appears displaying all the entry lines for<br />
the journal.<br />
2. For BPCS 6+ users only, click the Analysis Fields button to populate the analysis fields on the current panel.<br />
Warning: Response time will vary based upon the size of the journal detail file on the host system.<br />
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7.10.7 Drill Down to Detail Journal Entry Lines<br />
<strong>Spreadsheet</strong> <strong>Server</strong> allows drilling down from journals to the detail journal entry lines which make up the journal. The<br />
drill down results can appear in a single panel or tabbed panel based upon options in the user's settings.<br />
Note: This function only applies to BPCS ledgers.<br />
1. From the Journals drill down, select the desired journal, right click and select View Detail Journal Lines. The<br />
Journal Entry Lines drill down appears displaying detail journal entry lines for the journal.<br />
2. For BPCS 6+ users only, click the Analysis Fields button to populate the analysis fields on the current panel.<br />
Warning: Response time will vary based upon the size of the journal detail file on the host system.
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7.10.8 Drill Down to Subsystem Detail<br />
<strong>Spreadsheet</strong> <strong>Server</strong> allows drilling down from journals to the subsystem detail which make up the journal. The drill<br />
down results can appear in a single panel or tabbed panel based upon options in the user's settings.<br />
Note: This function only applies to Infinium, JDE, and Movex ledgers.<br />
1. From the Journals drill down, select the desired journal, right click and select View Subsystem Detail. The Sub<br />
System Lines drill down appears displaying subsystem details for the journal.<br />
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7.10.9 Drill Down to Selected Ad Hoc<br />
<strong>Spreadsheet</strong> <strong>Server</strong> allows drilling down from a predefined drill down panel or directly from a GXL formula to an ad hoc<br />
query. The drill down results can appear in a single panel or tabbed panel based upon options in the user's settings, or<br />
appear on a worksheet based upon the method used to execute the function. The Ad Hoc Drill Down option is only<br />
available when the user is licensed to the General Ledger feature, ad hoc processing is allowed (a Configurator security<br />
setting), and ad hoc queries exist for the predefined drill down level.<br />
Note: When processing an ad hoc query drill down, the list of available ad hoc queries is controlled by the Filter by GL<br />
option on the Settings - Ad Hoc Queries panel (see SS Settings).<br />
To Drill Down to a Selected Ad Hoc from a Drill Down Panel:<br />
1. From the predefined drill down panel, select the desired record(s) in the grid:<br />
To select a single record -- click the record.<br />
To select multiple records -- press and hold the Ctrl key as records are selected on the grid rows.<br />
To select multiple records in a range -- select the first record in the range, press and hold the Shift key and<br />
select the last record in the range.<br />
To select all records in the grid -- right click and select Select All.<br />
2. Right click and select Ad Hoc Drill Down. Then from the Ad Hoc Drill Down sub-menu select the query to be used<br />
for drilling down. The system displays the appropriate Ad Hoc Drill Down panel.<br />
To Drill Down to a Selected Ad Hoc from a GXL Formula on a Worksheet:<br />
1. Select a cell containing a GXL formula, then from the SS ribbon, click Drill Down>Drill Down>Worksheet>GL<br />
Journals>Prompt. The Select an Ad Hoc Query panel appears.<br />
2. Select the query to be used for drilling down and click OK. The system pushes the drill down results for all<br />
accounts associated with the GXL formula to a worksheet.
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7.11 Miscellaneous Features<br />
7.11.1 List Accounts<br />
<strong>Spreadsheet</strong> <strong>Server</strong> enables the user to generate a list of existing accounts. Filtering is available to control which<br />
accounts are listed.<br />
Note: This function is not applicable for Designer GL ledgers.<br />
1. In Excel from the S<strong>Server</strong> menu select List Accounts -or- right click and select <strong>Spreadsheet</strong> <strong>Server</strong>>List Accounts.<br />
The List Accounts panel appears.<br />
2. On the List Accounts panel, specify the desired criteria (fields vary based upon selected ledger) and filter for which<br />
accounts to display, and then click the List Accounts button. The appropriate accounts are displayed on the List<br />
Accounts panel. If the filter is left blank, the system will retrieve all account masters. When using a filter, a valid<br />
account string combination should be used. In addition, the filter can include masks, ranges, and/or segment lists.<br />
Click the link to go to a related topic: List Accounts for a GXL Formula, General Grid Features or Copy/Export Records.<br />
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7.11.2 Account Security<br />
An Accounts Profile allows an administrator to control the account strings that a particular user may access. An<br />
Accounts Profile may be set up via the Maintain Accounts Profile button (see instructions below) or via the<br />
Configurator. If Override User Account Profile values are assigned to the user in the Configurator, then the Maintain<br />
Accounts Profile function is only used to display, not maintain, the Accounts Profile.<br />
Note: This feature is not applicable for Infinium, JDE or Oracle ledgers. Refer to the Oracle Database Security Notes<br />
section in the Configurator User Manual for Oracle security processing.<br />
1. In Excel from the S<strong>Server</strong> menu, select Settings. The Settings - General panel appears.<br />
Nav Tip: This panel may also be accessed by selecting the Settings tab on the Control Panel -or- by selecting the<br />
toolbar or ribbon equivalent (see SS Toolbar or SS Ribbon).<br />
2. Select GL Reporting on the navigation pane. The Settings - GL Reporting panel appears.<br />
3. Click the Maintain Accounts Profile button. The Accounts Profile panel appears.<br />
Nav Tip: This panel may also be accessed by selecting Accounts Profile from the ribbon on the Control Panel -<br />
GL Balances tab.<br />
4. Click the Segment Labels down arrow and select the ledger or Designer GL definition for which to display account<br />
segments.<br />
5. In the Account Mask fields on the Accounts Profile panel, specify the account string to which the user will have<br />
access and click the Add button. Single account values, masks, ranges, value lists and segment lists. When<br />
using a segment list, the segment list may not include "excluded" values. A maximum of 20 different account<br />
strings is allowed per profile.<br />
6. Repeat steps 4 and 5 until all account masks for the account profile have been added.
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7. To remove an account mask from the list, select the value in the list and click the Remove button. To remove all<br />
account masks from the list, click the Clear All button.<br />
8. To lock the account profile for security purposes (i.e. prevent others from making changes to the account profile),<br />
click the Lock icon button. The Password dialog box appears. Enter the desired password and click OK. This<br />
password is required to change the account profile. It is not mandatory to lock an account profile.<br />
9. To unlock the account profile, click the Unlock icon button. The Password dialog box appears. Enter the valid<br />
password and click OK.<br />
Note: In the event the individual password is lost or forgotten, contact your administrator for the override password.<br />
10. When the account profile is complete, click the Close button.<br />
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7.11.3 SS Validation<br />
<strong>Spreadsheet</strong> <strong>Server</strong> gives the user the ability to create a validation list in a specific cell in Excel. Validation lists are<br />
drop down lists that allow the user to choose from a valid list of options/field values.<br />
1. Select a cell to hold the validation list, then right click and select <strong>Spreadsheet</strong> <strong>Server</strong>>Validation. The Data<br />
Validation panel displays. The available types of data on the panel vary based upon the selected ledger.<br />
Nav Tip: This step may be replaced by selecting a cell and selecting the toolbar or ribbon equivalent (see SS<br />
Toolbar or SS Ribbon).<br />
2. Select the type of data for which to build a list or enter valid values separated by a comma in the Custom field, and<br />
click OK to push validation to the current cell.<br />
Note: Validation Lists are limited by Excel to 255 characters.<br />
3. On the Excel worksheet when the appropriate cell is selected, a drop down button appears indicating that valid<br />
values exist for the cell. Click on the drop down arrow button to display the Validation List.<br />
4. Click on the desired value. The system returns the selected value to the appropriate cell.<br />
5. To maintain valid values for a cell, select the cell and from the Excel menu, select Data>Validation -or- from the<br />
Ribbon select Data>Data Tools>Data Validation. The Data Validation panel appears. Refer to Excel Help for<br />
additional instructions.
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7.11.4 Generate Account Detail for Current Sheet<br />
The Generate Account Detail option allows the user to create an audit trail which lists the individual accounts and<br />
balances included in the GXL formulas of the worksheet.<br />
1. In Excel from the S<strong>Server</strong> menu, select Generate Account Detail for Current Sheet -or- select the ribbon equivalent<br />
(see SS Ribbon). The Generate Account Detail Options panel appears.<br />
2. On the Generate Account Detail Options panel, specify the following processing criteria:<br />
Source Worksheet Input - Column - Identify the column within the worksheet that contains the report line<br />
description. This description is used as the first column in the extracted audit trail.<br />
Source Worksheet Input - Row - Identify the first row containing a GXL formula to be used in generating the<br />
detail. This will set the starting point for the extracted audit trail.<br />
Target Options - Indicate whether to copy the selected records to the standard Windows clipboard or to<br />
paste data directly to a target worksheet in the spreadsheet. When pasting directly to a worksheet, a<br />
starting cell into which to place the data and a target worksheet (new or existing) must be specified.<br />
3. Click OK. An audit trail showing the line description, all included accounts, and their balances will be generated.<br />
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7.11.5 Expand Detail Reports (GXE)<br />
The Expand Detail option allows the user to select a single or multiple financial statement lines using GXL formulas and<br />
expand the line(s) into the individual account details, similar to the Generate Account Detail option. This process is<br />
primarily used to launch detailed financial statements into the same template. This option can be used for multiple<br />
departments to ensure consistency for each report. Instead of creating each possible account number as different rows<br />
in the spreadsheet, a single line can be created that contains ranges, segment lists, or wildcards. This line will then be<br />
expanded into the applicable individual accounts and placed into a formatted worksheet via table, range, or row. The<br />
maximum number of columns to be expanded is based upon an option in the user's settings. See Expand to Account<br />
Balances.<br />
Additionally, the Expand Detail option allows the user to create a detail journal voucher listing for a specific summary<br />
balance of accounts using the GXE formula. This process works similarly to the Expand Detail option for account<br />
detail, but uses additional parameters. See Expand to Journals.<br />
The GXE formula contains a Part 1 and Part 2. Both parts are identical. Optionally use Part 2 to add a second GXE<br />
calculation in a single GXE formula, thus allowing for both account and journal details to be expanded from one GXE<br />
formula.
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7.11.5.1 Expand to Account Balances<br />
1. Create a standard <strong>Spreadsheet</strong> <strong>Server</strong> report for the GXL formula using Build a Template (see Build a Template).<br />
The single report line becomes the basis for the expanded report. When the process is executed the single line<br />
will be expanded into individual account lines and placed into the final formatted worksheet (see below).<br />
Note: The maximum number of columns to be expanded is based upon an option in the user's settings.<br />
The example below shows a report based on an account mask.<br />
GXL formulas are created in a single line. In the example, the account string parameters are shown in cells B9:<br />
B13. The balance parameters of the GXL (i.e. type, budget name, year, format, period, translated, currency) are<br />
entered in each column heading (B1:C7). The actual GXL formulas are contained in cells B16 and C16.<br />
Standard Excel formula is used to calculate the variance in cell D16.<br />
Various literals are entered in cells E16:K16. This designation will generate the associated value into that<br />
particular column. Valid literals are ACCTNUM (account number), ACCTDESC (account description), and<br />
ACCTSEGnn (where nn equals the account segment number, such as 01, 02, 03, etc).<br />
Note: The GXE also supports legacy SSInfinium user field literals (UF01, UF02, UF03 and UF04), in addition to legacy SSJDE<br />
account (i.e. ACCTCO, ACCTBU, ACCTOBJ, etc.) and category code (CATCODE, CATDESC) literals.<br />
2. Using Build a Template (see Build a Template) for the GXE formula, define the starting column and row and<br />
parameters for the formula.<br />
Field Description Example<br />
Starting Column Specify the starting column for the template. A<br />
Starting Row Specify the starting row for the template. 18<br />
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Field Description Example<br />
Source Worksheet<br />
Target Worksheet<br />
Source Detail Row<br />
Target Table, Range,<br />
or Row<br />
Headings<br />
Autofit<br />
Clear Sheet<br />
Journals Only<br />
Column<br />
Journals Ad Hoc<br />
Query<br />
Summarize Balance<br />
Level<br />
Specify the name of the worksheet that contains the summary<br />
formulas that will be expanded.<br />
Specify the name of the worksheet that contains the final formatted<br />
worksheet and will receive the expanded detail.<br />
Specify the row number in the source worksheet that contains the<br />
summary formulas.<br />
Specify the target table, range name, or first row on the target<br />
worksheet to begin inserting the expanded detail.<br />
Note: When using a target range, identify the Excel range as all cells<br />
under the columns headers. In the example, Range1 is for cells A5<br />
thru J5.<br />
Enter Y or N to indicate whether or not to include column headings<br />
when expanding details. If not specified, N (No) is assumed.<br />
Enter Y or N to indicate whether or not to autofit columns when<br />
expanding details. If not specified, N (No) is assumed.<br />
Enter Y or N to indicate whether or not to clear the target worksheet<br />
before expanding details. If not specified, N (No) is assumed.<br />
Note: This value MUST be N when a TABLE or RANGE is specified<br />
for the Target Table/Range/Row parameter.<br />
Not applicable when using the GXE to expand account detail.<br />
Not applicable when using the GXE to expand account detail.<br />
If desired, specify the account segment number (break level) to be<br />
used for summarizing data when expanding account balances.<br />
In addition for JDE ledgers only, if desired specify an @ field alias or<br />
field name (as defined in the Configurator) for an AcctCatCode or<br />
BUCatCode to control how to group expanded data.<br />
GXE Source<br />
GXE Target<br />
16<br />
Range1<br />
N<br />
N<br />
N<br />
(leave blank)<br />
(leave blank)<br />
Total Journal Level Not applicable when using the GXE to expand account detail. (leave blank)<br />
Convert Journals to<br />
Table<br />
Not applicable when using the GXE to expand account detail.<br />
4<br />
(leave blank)<br />
3. After the GXE data has been entered and verified, click the Insert icon or button. The parameters and GXE formula<br />
are inserted to the selected worksheet (see the sample spreadsheet above).<br />
Formula Example:<br />
=GXE(B20,B19,B22,B21,B23,B24,B25,B26,B27,B28,B29,B30)<br />
4. Format the Target Worksheet with headings in rows 1-3, blank rows in rows 4-6, and totals in row 7. Set each total<br />
to a range of rows 4-6 (i.e. =SUM(B4:B6)). When the Expand Detail Reports function is initiated, the total line is<br />
shifted down or up, based upon the number of data rows populated each time the expansion is processed.
GL Reporting 89<br />
5. To generate detail reports for all GXE formulas in the workbook, in Excel from the S<strong>Server</strong> menu select Generate<br />
All Detail Reports (GXE) -or- press Shift+Ctrl+E -or- select the ribbon equivalent (see SS Ribbon). The results for<br />
all GXE formulas are expanded into the appropriate formatted sheets.<br />
To generate a detail report for a single GXE formula, select the cell containing the GXE formula, right click and<br />
select <strong>Spreadsheet</strong> <strong>Server</strong>>Generate This Detail Report (GXE) -or- select the ribbon equivalent (see SS Ribbon).<br />
The results for the selected GXE formula are expanded into the appropriate formatted sheet.<br />
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7.11.5.2 Expand to Journals<br />
Note: The GXE expand to journals feature is not applicable for Analyst ledgers.<br />
1. Create a standard <strong>Spreadsheet</strong> <strong>Server</strong> report for the GXL formula using Build a Template (see Build a Template).<br />
The single balance becomes the basis for the journal entry detail. When the process is executed the single<br />
column balance will be expanded into detail journal lines and placed into the target worksheet (see below).<br />
The example below shows a GXL formula totaling on an account mask. In the example, the account string<br />
parameters are shown in cells B10:B14. The balance parameters of the GXL (i.e. type, budget name, year, format,<br />
period, translated, currency) are entered in the cells B1:B7. The actual GXL formula is contained in cell B17.<br />
2. Using Build a Template (see Build a Template) for the GXE formula, define the starting column and row and<br />
parameters for the formula.<br />
Field Description Example<br />
Starting Column Specify the starting column for the template. A<br />
Starting Row Specify the starting row for the template. 19
GL Reporting 91<br />
Field<br />
Source Worksheet<br />
Target Worksheet<br />
Source Detail Row<br />
Target Table, Range,<br />
or Row<br />
Headings<br />
Autofit<br />
Clear Sheet<br />
Journals Only<br />
Column<br />
Journals Ad Hoc<br />
Query<br />
Summarize Balance<br />
Level<br />
Total Journal Level<br />
Convert Journals to<br />
Table<br />
Description<br />
Specify the name of the worksheet that contains the summary<br />
formulas that will be expanded.<br />
Specify the name of the worksheet that contains the final formatted<br />
worksheet and will receive the expanded detail.<br />
Specify the row number in the source worksheet that contains the<br />
summary formulas.<br />
Specify the target table, range name, or first row on the target<br />
worksheet to begin inserting the expanded detail.<br />
Enter Y or N to indicate whether or not to include column headings<br />
when expanding details. If not specified, N (No) is assumed.<br />
Enter Y or N to indicate whether or not to autofit columns when<br />
expanding details. If not specified, N (No) is assumed.<br />
Enter Y or N to indicate whether or not to clear the target worksheet<br />
before expanding details. If not specified, N (No) is assumed.<br />
Specify the column containing the GXL balance for which to generate<br />
journal detail.<br />
If desired, identify the ad hoc query to be used to generate journal<br />
detail.<br />
Note: An ad hoc query is required to expand journal detail for Data<br />
Warehouse and Designer GL ledgers.<br />
For JDE ledgers only, if desired specify an @ field alias or field name<br />
(as defined in the Configurator) for an AcctCatCode or BUCatCode to<br />
control how to group expanded data. Otherwise field is not applicable<br />
when using the GXE to expand journal detail.<br />
If desired, specify the account segment number for which to generate<br />
subtotals when expanding journal entry details. Subtotals are<br />
generated at the selected level and each previous level.<br />
Note: This function is not applicable for Data Warehouse or Designer<br />
GL ledgers. For SAP ledgers the maximum allowable segment<br />
number for totaling is '4'. If a segment level greater than the number<br />
of segments allowed by the ledger is entered, the system will use the<br />
maximum allowable number of segments.<br />
Note: For JDE ledgers only, when the Summarize Balance Level is an<br />
AcctCatCode or BUCatCode @ field alias or field name then an 'extra'<br />
account segment representing the category code is added to the front<br />
of the account string. This will need to be taken into consideration<br />
when specifying the account segment number for which to generate<br />
subtotals.<br />
If desired, click the down arrow and select whether or not to place<br />
expanded journal entry details into a table. When this option is used,<br />
the system creates a new table on the specified target worksheet and<br />
assigns the next available standard Excel table name. The table<br />
includes headers and grand totals, except when a journals ad hoc<br />
query is used. This option is ignored if the specified Target is a range<br />
or table, or if Total Journal Level is not blank. If not specified, N (No) is<br />
assumed.<br />
GXE Source<br />
GXE Target<br />
17<br />
1<br />
Y<br />
Y<br />
Y<br />
B<br />
(leave blank)<br />
4<br />
N<br />
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3. After the GXE data has been entered and verified, click the Insert icon or button. The parameters and GXE formula<br />
are inserted to the selected worksheet (see the sample spreadsheet above).<br />
Formula Example:<br />
=GXE(B20,B19,B22,B21,B23,B24,B25,B26,B27,B28,B29,B30)<br />
4. To generate detail reports for all GXE formulas in the workbook, in Excel from the S<strong>Server</strong> menu select Generate<br />
All Detail Reports (GXE) -or- press Shift+Ctrl+E -or- select the ribbon equivalent (see SS Ribbon). The results for<br />
all GXE formulas are expanded into the appropriate formatted sheets.<br />
To generate a detail report for a single GXE formula, select the cell containing the GXE formula, right click and<br />
select <strong>Spreadsheet</strong> <strong>Server</strong>>Generate This Detail Report (GXE) -or- select the ribbon equivalent (see SS Ribbon).<br />
The results for the selected GXE formula are expanded into the appropriate formatted sheet.
GL Reporting 93<br />
7.11.6 Hide Rows with Zero Balances<br />
The Hide Rows with Zero Balances function will analyze the active workbook or worksheet and perform a row hide<br />
function for any spreadsheet row that contains GXL formulas in which the net result is zero for all cells. This function is<br />
very effective for standardized reporting templates such as departmental reports. Multiple rows can be created as a<br />
template but the function can then hide non-used or zero rows.<br />
To Hide Rows with Zero Balances in the Workbook:<br />
1. In Excel from the S<strong>Server</strong> menu, select Hide Rows with Zero Balances -or- select the SS toolbar or ribbon<br />
equivalent (see SS Toolbar or SS Ribbon).<br />
To Hide Rows with Zero Balances on the Worksheet:<br />
1. In Excel from the SS ribbon, click the Hide Rows down arrow and then select Hide Zero Balance Rows<br />
(Worksheet).<br />
To Restore Hidden Rows in the Workbook:<br />
1. In Excel from the S<strong>Server</strong> menu, select Restore Hidden Rows -or- select the SS toolbar or ribbon equivalent (see<br />
SS Toolbar or SS Ribbon).<br />
To Restore Hidden Rows on the Worksheet:<br />
1. In Excel from the SS ribbon, click the Restore Rows down arrow and then select Restore Hidden Rows<br />
(Worksheet).<br />
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7.11.7 Reset Host <strong>Server</strong> Connection<br />
<strong>Spreadsheet</strong> <strong>Server</strong> allows the user to switch from one host server to another without having to close and restart<br />
Excel.<br />
1. In Excel from the S<strong>Server</strong> menu, select Disable <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the toolbar or ribbon equivalent<br />
(see SS Toolbar or SS Ribbon).<br />
2. In Excel from the S<strong>Server</strong> Disabled menu, select Start <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the ribbon equivalent (see SS<br />
Ribbon). The appropriate Login or Sign On dialog box appears based upon the selected ledger.<br />
Note: For Data Warehouse and Designer GL ledgers, no dialog box appears.<br />
3. Enter the appropriate data on the Login or Sign On dialog box, and then click Login or OK.<br />
Note: When unattended (auto) sign on is activated, step 3 is not applicable.<br />
Use the following links to access ledger specific sign on information:<br />
Analyst Data Warehouse Jack Henry 20/20 Oracle<br />
BPCS 4.05 Designer GL JD Edwards PeopleSoft<br />
BPCS 6.02 Infinium Lawson SAP<br />
BPCS 6.04 Jack Henry Silverlake Movex
GL Reporting 95<br />
7.11.8 SS View Log<br />
During all processing, various logging information is recorded. If the Settings option Enhanced Logging is selected,<br />
then the system records additional error message logging data. Log entries may be viewed, copied or emailed.<br />
1. In Excel from the S<strong>Server</strong> menu, select Settings. The Settings - General panel appears.<br />
Nav Tip: This panel may also be accessed by selecting the Settings tab on the Control Panel -or- by selecting the<br />
toolbar or ribbon equivalent (see SS Toolbar or SS Ribbon).<br />
2. On the General panel, click the View Log button. The Log Viewer panel appears displaying the level, date, time<br />
and description for each log entry. In addition, in the bottom right hand corner the panel displays a count of the<br />
number of entries listed.<br />
Nav Tip: Steps 1 and 2 may be replaced by selecting the ribbon equivalent (see SS Ribbon).<br />
Note: To select a different time format or font size, click the respective drop down arrow in the bottom right hand<br />
corner.<br />
3. To copy selected records to the clipboard, on the Log Viewer panel first select the desired record(s) and then either<br />
click the Copy Selected Errors button -or- right click on the list and select Copy Selected Errors on the popup<br />
panel:<br />
To copy a single record -- select the desired record.<br />
To copy select multiple records -- press and hold the Ctrl key as records are selected in the list.<br />
To copy multiple records in a range -- select the first record in the range, press and hold the Shift key, and select<br />
the last record in the range.<br />
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4. To email the entire log file to the helpdesk, click the Email Error Log button. The system opens a new Outlook®<br />
email panel with the log file attached. Modify the email address and/or text of the email body as necessary and<br />
click the Send button.<br />
Note: When emailing the log via the View Log button from the Settings function, system information is<br />
automatically added to the body of the email.<br />
5. To filter the entries in the log file, select the desired message type(s), date/time range, containing text, class and/<br />
or method in the Filter section. The system displays only entries matching the selection criteria. Click the Clear<br />
Filter button to reset all filter fields to their default value.<br />
6. To search for a specific value in the log file, key the desired value in the Find What field and click the Find Next<br />
button. The system highlights the first log entry containing the value. Click the Find Next button again, to find the<br />
next occurrence of the selected value.<br />
7. To clear the log file, click the Clear Log button.<br />
8. To display the full details of a log entry, double click the selected entry in the list. The Error Properties panel<br />
appears. Use the arrow buttons on the Error Properties panel to scroll up or down through the log entries in the<br />
list. To copy detail data for a single log entry to the clipboard, click the Copy button. Click the Close button to<br />
return to the Log Viewer panel.<br />
9. To exit the Log Viewer panel, click the Close button.
GL Reporting 97<br />
7.11.9 Upgrade Segment List<br />
The Upgrade Segment List function is used to convert pre-<strong>V14</strong> <strong>Spreadsheet</strong> <strong>Server</strong> segment lists to the revised <strong>V14</strong><br />
segment list file format. A user's ability to upgrade/maintain segment lists is determined by a parameter setting<br />
defined in User settings in the Configurator.<br />
Note: If the segment list has not been converted to the revised <strong>V14</strong> format, then the user may be prompted to convert<br />
the segment list file during the install of <strong>V14</strong>, when starting <strong>Spreadsheet</strong> <strong>Server</strong>, or when accessing the Segment<br />
List function.<br />
To Upgrade the Segment List File:<br />
1. From the desktop, click Start>Programs><strong>Global</strong> <strong>Software</strong> <strong>Spreadsheet</strong> <strong>Server</strong>>Upgrade Segment List. The<br />
Upgrade Segment List panel appears.<br />
2. Click OK. The system makes a backup of the segment list file, converts the file and displays message(s)<br />
indicating the results.<br />
Note: After the segment list upgrade process is complete, <strong>Global</strong> recommends reviewing all segment lists via the<br />
Segment List function.<br />
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7.11.10 Upgrade Workbook<br />
The Upgrade Workbook function is used to convert various legacy <strong>Spreadsheet</strong> <strong>Server</strong> and EDASH formulas in a<br />
workbook to revised <strong>Spreadsheet</strong> <strong>Server</strong> formulas.<br />
Legacy Formulas Revised Formulas Ledger(s)<br />
GXA, GXAB, GXU, FXA (see note) GXL BPCS, Infinium, JDE, Movex,<br />
select Designer GLs<br />
EXQ, EXD, EXI, EXS GEXQ, GEXD, GEXI, GEXS respectively not applicable<br />
Description formulas (i.e. GXD,<br />
BUDESC, CODESC)<br />
GXD<br />
Infinium, JDE<br />
Report formulas (i.e. GXE, GXECC) GXE Infinium, JDE<br />
GXSALES GXSALES JDE<br />
Note: Legacy JDE FXA formulas convert to JDE_FXA Designer GL GXL formulas.<br />
To Upgrade a Workbook:<br />
1. Open the workbook containing the formula(s) to be converted, then from the S<strong>Server</strong> menu, select Upgrade<br />
Workbook -or- select the SS ribbon equivalent (see SS Ribbon). The Upgrade Workbook Options panel appears.<br />
The available options will vary based upon the selected ledger and the user's licensed features.<br />
2. Select the desired formula(s) to be converted, then click Convert. The system makes a backup of the workbook,<br />
converts the formulas accordingly and displays message(s) indicating the results.<br />
Note: After converting legacy JDE FXA formulas assigned to multiple host configurations (i.e. SSFXA1, SSFXA2),<br />
manual intervention may be required to modify the Designer GL definition assigned to the GXL formulas.
GL Reporting 99<br />
7.12 Analyst<br />
7.12.1 Analyst Sign On<br />
Follow the steps below to start the add-in component of <strong>Spreadsheet</strong> <strong>Server</strong> for an Analyst ledger.<br />
When user settings are set to start <strong>Spreadsheet</strong> <strong>Server</strong> during Excel startup, then step 2 is not applicable.<br />
When unattended (auto) signon is activated, steps 3 and 4 are not applicable.<br />
1. Start Excel.<br />
2. In Excel from the S<strong>Server</strong> Disabled menu, select Start <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the SS ribbon equivalent<br />
(see SS Ribbon). The Sign On to <strong>Spreadsheet</strong> <strong>Server</strong> dialog box appears.<br />
3. Various methods are available for signing onto <strong>Spreadsheet</strong> <strong>Server</strong> based upon the connection protocol being<br />
used:<br />
Options 1 - iSeries or SQL <strong>Server</strong>:<br />
Host Name or IP Address - iSeries system name or IP address that hosts the database<br />
Database Library - name of library or catalog containing the General Ledger data<br />
User Name - standard iSeries or SQL <strong>Server</strong> sign on<br />
Password - standard iSeries or SQL <strong>Server</strong> password<br />
Option 2 - Oracle Direct Connect:<br />
Select the Direct check box<br />
Specify the following fields:<br />
Host Name or IP Address - host or IP Address that hosts the database<br />
Service - Oracle Service Name indicating where the database is located<br />
Port - port number<br />
User Name - defaults the Application User Name assigned to the user in the Configurator<br />
Password - only required if a password was created for the user in the Configurator<br />
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Option 3 - Oracle Client:<br />
Do not select the Direct check box<br />
Specify the following fields:<br />
Oracle Service Name - Service Name configured via the Oracle Net Manager<br />
User Name - defaults the Application User Name assigned to the user in the Configurator<br />
Password - only required if a password was created for the user in the Configurator<br />
4. Click OK.<br />
Click the link to go to a related topic: Sign On, Control Panel, Disable/Enable Formula Calculations or Reset Host<br />
<strong>Server</strong> Connection.
GL Reporting 101<br />
7.12.2 Analyst Build a Template for GXL<br />
As fields on the Build a Template - GXL panel vary based upon the selected ledger, use the table to enter data unique<br />
for an Analyst ledger. A link is available at the bottom of the table to go to the Build a Template section to review<br />
generic processing fields.<br />
Field<br />
Data Type<br />
Budget Name<br />
Year<br />
Format<br />
Period<br />
Description<br />
Click the down arrow and select the data type for which to retrieve data.<br />
Valid values are ACTUALAMT, ACTUALQTY, BUDGETAMT, and<br />
BUDGETQTY.<br />
When Data Type is BUDGETAMT or BUDGETQTY, click the down arrow<br />
and select the budget name for which to retrieve data.<br />
Click the down arrow and select the reporting year.<br />
Click the down arrow and select the time range for which to retrieve data.<br />
Valid formats are PER, QTR, YTD, LTD, and RANGE.<br />
Click the down arrow and select the corresponding period, quarter number,<br />
or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Click the link to go to a related topic: Build a Template.<br />
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7.12.3 Analyst GXL<br />
Use the GXL formula to retrieve account balances for a specific format/reporting period. The following is an overview for<br />
the GXL formula for an Analyst ledger.<br />
Syntax:<br />
=GXL("Data Type","Budget Name","Key 3","Year","Format","Period","Account Segment 1","Account<br />
Segment 2","Account Segment 3","Account Segment 4","Account Segment 5"...)<br />
Note: It is most common to use cell references within GXL formulas to identify parameters.<br />
Parameters:<br />
Data Type<br />
Identifies the data type. Valid types are ACTUALAMT, ACTUALQTY, BUDGETAMT, and BUDGETQTY.<br />
Budget Name<br />
Identifies the budget name. This value is required when Data Type is BUDGETAMT or BUDGETQTY.<br />
Key 3<br />
Currently not used. Enter 0.<br />
Year<br />
Year identifier.<br />
Format<br />
Format options are:<br />
PER<br />
QTR<br />
YTD<br />
LTD<br />
RANGE<br />
Activity for the selected period<br />
Activity for the periods included in the selected quarter number<br />
Activity for periods 1 thru the designated period number excluding the opening balance<br />
Activity for periods 1 thru the designated period number including the opening balance<br />
Activity for a range of periods specified<br />
Period<br />
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Account Segment 1 - 9<br />
Enter one parameter for each segment of the account string (i.e. Company, GL Account, Department, Product, Sales<br />
Rep, Region, Customer Type, Budget Account, Employee). May be a single value, mask, range, value list, segment<br />
list, hierarchy value or @ field (see Account Segment Syntax).<br />
Formula Example - Using a Mask:<br />
=GXL("ACTUALAMT","*","2004","PER","1","10","1*","*","*","*","*","*","*","*")<br />
Retrieves the actual activity for period 1 of 2004 with a mask for every GL account beginning with "1".
GL Reporting 103<br />
Click the link to go to a related topic: Control Panel, GL Reporting, Formula Assistant or GXL Formula for Account<br />
Values.<br />
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7.12.4 Analyst GXD<br />
For an Analyst ledger, the GXD formula is used to retrieve a description for a single account segment.<br />
Syntax:<br />
=GXD("Segment Num","Value")<br />
Note: It is most common to use cell references within GXD formulas to identify parameters.<br />
Parameters:<br />
Segment Num<br />
Identifies the segment number of the account string for which to retrieve the description.<br />
Value<br />
Identifies the value of the account segment for which to retrieve the description.<br />
Formula Example - Using a Single Segment:<br />
=GXD("2","1200")<br />
Retrieves the description for account segment 2 value 1200.<br />
Formula Example - Using Multiple Segments:<br />
=GXD("1","10")& "-" &GXD("2","1200")<br />
Retrieves the description for company segment 10 and concatenates the description for account segment<br />
1200.<br />
Click the link to go to a related topic: GL Reporting or Formula Assistant.
GL Reporting 105<br />
7.13 BPCS<br />
7.13.1 BPCS Sign On<br />
Follow the steps below to start the add-in component of <strong>Spreadsheet</strong> <strong>Server</strong> for a BPCS ledger.<br />
When user settings are set to start <strong>Spreadsheet</strong> <strong>Server</strong> during Excel startup, then step 2 is not applicable.<br />
When unattended (auto) signon is activated, steps 3 thru 5 are not applicable.<br />
1. Start Excel.<br />
2. In Excel from the S<strong>Server</strong> Disabled menu, select Start <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the SS ribbon equivalent<br />
(see SS Ribbon). The Sign On to <strong>Spreadsheet</strong> <strong>Server</strong> dialog box appears.<br />
3. On the Sign On dialog box specify the following information:<br />
Host Name or IP Address - iSeries system name or IP address that hosts the database<br />
Database Library - name of library containing the General Ledger data<br />
User Name - standard iSeries sign on<br />
Password - standard iSeries password<br />
4. Click OK.<br />
5. For BPCS 6.02 users only, on the BPCS Chart of Accounts Name panel specify the name of the chart of accounts<br />
to be used and click OK.<br />
Click the link to go to a related topic: Sign On, Control Panel, Disable/Enable Formula Calculations or Reset Host<br />
<strong>Server</strong> Connection.<br />
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7.13.2 BPCS 4.05 Ledger Specifics<br />
Use the table to enter data on the Settings - Ledger Specifics - BPCS 4.05CD panel, or to access other functions. A<br />
link is available at the bottom of the table to go to the SS Settings section to review generic processing fields.<br />
Field<br />
BPCS 4.05CD Connection<br />
Options:<br />
Retrieve Account Balances<br />
and Descriptions for Preloaded<br />
Local PC Database<br />
Operate Completely<br />
Disconnected from Host<br />
BPCS 4.05CD Library Options:<br />
Budget Library<br />
Budget File Name<br />
Library for RCOL01<br />
BPCS 4.05CD Processing<br />
Options:<br />
GXL: <strong>Inc</strong>lude Opening Balance<br />
in YTD Format Calculations<br />
GXL/Drill Down: <strong>Inc</strong>lude<br />
Consolidated Accounts<br />
Drill Down: Allow Journal Lines<br />
List Accounts: Exclude<br />
Inactive Accounts<br />
Description<br />
If selected, <strong>Spreadsheet</strong> <strong>Server</strong> retrieves GL balances from the preloaded<br />
local PC database. Otherwise, the system retrieves balances from the<br />
host General Ledger system.<br />
When Retrieve Account Balances and Descriptions for Preloaded Local PC<br />
Database and this option are selected, the user works disconnected from<br />
the host system and is unable to drill down to journal entry detail.<br />
Specify the name of the library containing budget data.<br />
Specify the name of the file containing budget data.<br />
Specify the name of the library containing the RCOL01 file.<br />
If selected, the GXL formula includes opening balances when calculating<br />
the YTD format.<br />
If selected, the GXL formula and drill downs include consolidated accounts<br />
in the account balance.<br />
If selected, drill down to journal lines is allowed. This function is password<br />
protected.<br />
If selected, the List Accounts function excludes inactive accounts.
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Button<br />
Load Local PC Database<br />
Function<br />
Displays the Load Local PC Database panel, allowing the user to<br />
download account balances to a local database in order to optimize<br />
calculation speeds (see BPCS Load Local Data).<br />
Click the link to go to a related topic: SS Settings.<br />
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7.13.3 BPCS 6.02 Ledger Specifics<br />
Use the table to enter data on the Settings - Ledger Specifics - BPCS 6.02 panel, or to access other functions. A link<br />
is available at the bottom of the table to go to the SS Settings section to review generic processing fields.<br />
Field<br />
BPCS 6.02 Connection<br />
Options:<br />
Retrieve Account Balances and<br />
Descriptions for Preloaded<br />
Local PC Database<br />
Operate Completely<br />
Disconnected from Host<br />
BPCS 6.02 Chart of Account<br />
Options:<br />
Default Chart of Accounts<br />
Number of Segments in<br />
Account Structure<br />
Description<br />
If selected, <strong>Spreadsheet</strong> <strong>Server</strong> retrieves GL balances from the preloaded<br />
local PC database. Otherwise, the system retrieves balances from the<br />
host General Ledger system.<br />
When Retrieve Account Balances and Descriptions for Preloaded Local<br />
PC Database and this option are selected, the user works disconnected<br />
from the host system and is unable to drill down to journal entry detail.<br />
Click the down arrow and select the BPCS chart of accounts from which<br />
to retrieve data.<br />
Specify the number of segments in the account structure (i.e. Company,<br />
Division, etc.) and to be displayed in <strong>Spreadsheet</strong> <strong>Server</strong>.
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Field<br />
Segments 1 - 14<br />
Account Segment Number<br />
Used for GXD Descriptions<br />
BPCS 6.02 Processing<br />
Options:<br />
GXL: <strong>Inc</strong>lude Opening Balance<br />
in YTD Format Calculations<br />
GXE: Display Analysis Data in<br />
Journal Results<br />
List Accounts: Exclude<br />
Inactive Accounts<br />
Journal Entry Drill Down: View<br />
Preference<br />
Button<br />
Load Local PC Database<br />
Refresh<br />
Description<br />
Specify the title for each account segment in the account structure.<br />
These default based upon the chart of accounts selected, but may be<br />
changed if necessary.<br />
Specify the segment number to be used for retrieving account descriptions<br />
for GXD formulas and on the Account Balances drill down panel.<br />
If selected, the GXL formula includes opening balances when calculating<br />
the YTD format.<br />
If selected, Analysis Data fields are populated when expanding the GXE<br />
formula for journals. When selected, response time will vary based upon<br />
the size of the journal detail file on the host system.<br />
If selected, the List Accounts function excludes inactive accounts.<br />
Click the down arrow and select the type of journal entries to display in the<br />
journal entry drill down panel. Valid values are Posted Entries Only,<br />
Unposted Entries Only, and Both Posted and Unposted.<br />
Function<br />
Displays the Load Local PC Database panel, allowing the user to<br />
download account balances to a local database in order to optimize<br />
calculation speeds (see BPCS Load Local Data).<br />
Clears the current segment descriptions and then retrieves them based<br />
upon the selected chart of accounts, and refreshes the list of available<br />
chart of accounts.<br />
Click the link to go to a related topic: SS Settings.<br />
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7.13.4 BPCS 6.04+ Ledger Specifics<br />
Use the table to enter data on the Settings - Ledger Specifics - BPCS 6.04+ panel, or to access other functions. A link<br />
is available at the bottom of the table to go to the SS Settings section to review generic processing fields.<br />
Field<br />
BPCS 6.04+ Connection<br />
Options:<br />
Retrieve Account Balances<br />
and Descriptions for Preloaded<br />
Local PC Database<br />
Operate Completely<br />
Disconnected from Host<br />
BPCS 6.04+ Chart of Account<br />
Options:<br />
Default Chart of Accounts<br />
Number of Segments in<br />
Account Structure<br />
Segments 1 - 14<br />
Description<br />
If selected, <strong>Spreadsheet</strong> <strong>Server</strong> retrieves GL balances from the preloaded<br />
local PC database. Otherwise, the system retrieves balances from the<br />
host General Ledger system.<br />
When Retrieve Account Balances and Descriptions for Preloaded Local PC<br />
Database and this option are selected, the user works disconnected from<br />
the host system and is unable to drill down to journal entry detail.<br />
Click the down arrow and select the appropriate BPCS chart of accounts<br />
from which to retrieve data.<br />
Specify the number of segments in the account structure (i.e. Company,<br />
Division, etc.) and to be displayed in <strong>Spreadsheet</strong> <strong>Server</strong>.<br />
Specify the title for each account segment in the account structure. These<br />
default based upon the chart of accounts selected, but may be changed if<br />
necessary.
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Field<br />
BPCS 6.04+ Processing<br />
Options:<br />
GXL: <strong>Inc</strong>lude Opening Balance<br />
in YTD Format Calculations<br />
GXE: Display Analysis Data in<br />
Journal Results<br />
List Accounts: Exclude<br />
Inactive Accounts<br />
Journal Entry Drill Down: View<br />
Preference<br />
Button<br />
Load Local PC Database<br />
Refresh<br />
Description<br />
If selected, the GXL formula includes opening balances when calculating<br />
the YTD format.<br />
If selected, Analysis Data fields are populated when expanding the GXE<br />
formula for journals. When selected, response time will vary based upon<br />
the size of the journal detail file on the host system.<br />
If selected, the List Accounts function excludes inactive accounts.<br />
Click the down arrow and select the type of journal entries to display in the<br />
journal entry drill down panel. Valid values are Posted Entries Only,<br />
Unposted Entries Only, and Both Posted and Unposted.<br />
Function<br />
Displays the Load Local PC Database panel, allowing the user to<br />
download account balances to a local database in order to optimize<br />
calculation speeds (see BPCS Load Local Data).<br />
Clears the current segment descriptions and then retrieves them based<br />
upon the selected chart of accounts, and refreshes the list of available<br />
chart of accounts.<br />
Click the link to go to a related topic: SS Settings.<br />
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7.13.5 BPCS Build a Template for GXL<br />
As fields on the Build a Template - GXL panel vary based upon the selected ledger, use the table to enter data unique<br />
for a BPCS ledger. A link is available at the bottom of the table to go to the Build a Template section to review generic<br />
processing fields.<br />
Field<br />
Datagroup (Version 4.05)<br />
Ledger (Version 6+)<br />
Book (Version 6+)<br />
Year (Version 6+)<br />
Format<br />
Period<br />
Description<br />
Specify the data type. Valid options are CURRENT, PRIOR, FUTURE,<br />
BUDGETA, BUDGETB, and CBnn (where nn is the budget number).<br />
Specify the CEA ledger.<br />
Specify the CEA book.<br />
Click the down arrow and select the reporting year.<br />
Click the down arrow and select the time range for which to retrieve data.<br />
Valid formats are PER, QTR, YTD, LTD, RANGE, PERJ, QTRJ and YTDJ.<br />
Click the down arrow and select the corresponding period, quarter number,<br />
or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Click the link to go to a related topic: Build a Template.
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7.13.6 BPCS GXL<br />
Use the GXL formula to retrieve account balances for a specific format/reporting period. The following is an overview for<br />
the GXL formula for a BPCS ledger.<br />
Syntax - Version 4.05:<br />
=GXL("Datagroup","Format","Period","Account Segment 1","Account Segment 2","Account Segment<br />
3")<br />
Syntax - Version 6+:<br />
=GXL("Ledger","Book","Key 3","Year","Format","Period","Account Segment 1","Account Segment<br />
2","Account Segment 3","Account Segment 4","Account Segment 5"...)<br />
Note: It is most common to use cell references within GXL formulas to identify parameters.<br />
Parameters:<br />
Datagroup (Version 4.05)<br />
Identifies the data type. Valid options are CURRENT, PRIOR, FUTURE, BUDGETA, BUDGETB and CBnn<br />
(where nn equals the budget number).<br />
Ledger (Version 6+)<br />
Identifies the CEA ledger.<br />
Book (Version 6+)<br />
Identifies the CEA book.<br />
Key 3<br />
Optionally identifies statistical data, alternate library and/or Budget Manager name/revision. Enter the necessary<br />
literal and a value as defined below. If more than one variable needs to be defined, separate the variables by a<br />
semi-colon. Enter 0 or leave blank if not used.<br />
Enter the literal "STAT=Y" to indicate retrieval of statistical balances.<br />
Enter the literal "LIBRARY=XXX" where XXX is the name of the alternate library to be used. If left blank,<br />
<strong>Spreadsheet</strong> <strong>Server</strong> uses the library specified during sign on.<br />
Enter the literal "BUDGET:NNNN:XX" where NNNN is the budget name and XX is the budget revision.<br />
Year (Version 6+)<br />
Year identifier.<br />
Format<br />
Format options are:<br />
PER<br />
QTR<br />
YTD<br />
LTD<br />
RANGE<br />
PERJ<br />
QTRJ<br />
YTDJ<br />
Activity for the selected period<br />
Activity for the periods included in the selected quarter number<br />
Activity for periods 1 thru the designated period number excluding or including the<br />
opening balance based upon an option on the Setting's Ledger Specifics panel<br />
Activity for periods 1 thru the designated period number including the opening balance<br />
Activity for a range of periods specified<br />
Period activity for the selected month, including unposted JVs<br />
Activity for periods included in the selected quarter number, including unposted JVs<br />
Activity for periods 1 thru the designated period number excluding or including the<br />
opening balance based upon an option on the Setting's Ledger Specifics panel<br />
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Period<br />
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Account Segment 1 - 14<br />
Enter one parameter for each segment of the account string. The number of account segments will vary based upon<br />
the account structure for the selected ledger. May be a single value, mask, range, value list, segment list, hierarchy<br />
value or @ field (see Account Segment Syntax).<br />
Formula Example - Version 6+ - Using Single Values:<br />
=GXL("JRH","JRH-E ACT","0","2001","PER","4","50","000","15130")<br />
Retrieves the monetary activity for period 4 of 2001 for a single account string.<br />
Formula Example - Version 6+ - Using a Mask and a Range:<br />
=GXL("JRH","JRH-E ACT","0","2001","PER","4","50","*","21454.22999")<br />
Retrieves the monetary activity for period 4 of 2001 for all departments for the account range of 21454 thru 22999.<br />
Click the link to go to a related topic: Control Panel, GL Reporting, Formula Assistant or GXL Formula for Account<br />
Values.
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7.13.7 BPCS GXD<br />
For a BPCS ledger, the GXD formula is used to retrieve an account description for a single account string. For BPCS<br />
6.02 ledgers, ledger specific settings in the user's settings determine the account segment used to retrieve the account<br />
description.<br />
Syntax - Version 4.05:<br />
=GXD("Account String")<br />
Syntax - Version 6+:<br />
=GXD("Account String","Ledger")<br />
Note: It is most common to use cell references within GXD formulas to identify parameters.<br />
Parameters:<br />
Account String<br />
Enter one parameter for each segment of the account string for which to retrieve the description. The number of<br />
account segments will vary based upon the account structure for the selected ledger.<br />
Ledger (Version 6+)<br />
Identifies the CEA ledger.<br />
Formula Example - Version 4.05:<br />
=GXD("30-000-31112")<br />
Retrieves the account description for the account string 30-000-31112.<br />
Formula Example - Version 6+:<br />
=GXD("50-000-31112","JRH")<br />
Retrieves the account description for the account string 50-000-31112 from the JRH ledger.<br />
Click the link to go to a related topic: GL Reporting or Formula Assistant.<br />
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7.13.8 BPCS 6+ GSV<br />
For a BPCS Version 6+ ledger only, the GSV formula is used to retrieve a segment description for any segment in the<br />
account string.<br />
Syntax - Version 6+:<br />
=GSV("Segment Value","Segment Name")<br />
Note: It is most common to use cell references within GSV formulas to identify parameters.<br />
Parameters:<br />
Segment Name<br />
The segment name represents the exact name of the segment within CEA.<br />
Formula Example:<br />
=GSV("540","DEPT")<br />
Retrieves the segment description for DEPT 540.
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7.13.9 BPCS GXA<br />
The GXA formula is a legacy formula used to retrieve account balances for a specific format/reporting period. The<br />
following is an overview for the GXA formula for a BPCS ledger.<br />
Note: The GXA formula has been retained for backwards compatibility with prior <strong>Spreadsheet</strong> <strong>Server</strong> releases. The<br />
GXL formula has been created to replace the GXA formula (see BPCS GXL). Use the Upgrade Workbook<br />
function to convert GXA formulas to GXL formulas (see Upgrade Workbook).<br />
Syntax - Version 4.05:<br />
=GXA("Account String","Datagroup","Format","Period","Key 3")<br />
Syntax - Version 6+:<br />
=GXA("Account String","Ledger","Book","Year","Format","Period","Key 3")<br />
Note: It is most common to use cell references within GXA formulas to identify parameters.<br />
Parameters:<br />
Account String<br />
The account string represents the account segments delimited by a dash. The number of account segments will<br />
vary based upon the account structure for the selected ledger. May be a single value, mask, range, value list, or<br />
segment list (see Account Segment Syntax).<br />
Datagroup (Version 4.05)<br />
Identifies the data type. Valid options are CURRENT, PRIOR, FUTURE, BUDGETA, BUDGETB and CBnn<br />
(where nn equals the budget number).<br />
Ledger (Version 6+)<br />
Identifies the CEA ledger.<br />
Book (Version 6+)<br />
Identifies the CEA book.<br />
Year (Version 6+)<br />
Year identifier.<br />
Format<br />
Format options are:<br />
PER<br />
QTR<br />
YTD<br />
LTD<br />
RANGE<br />
PERJ<br />
QTRJ<br />
YTDJ<br />
Activity for the selected period<br />
Activity for the periods included in the selected quarter number<br />
Activity for periods 1 thru the designated period number excluding or including the<br />
opening balance based upon an option on the Setting's Ledger Specifics panel<br />
Activity for periods 1 thru the designated period number including the opening balance<br />
Activity for a range of periods specified<br />
Period activity for the selected month, including unposted JVs<br />
Activity for periods included in the selected quarter number, including unposted JVs<br />
Activity for periods 1 thru the designated period number excluding or including the<br />
opening balance based upon an option on the Setting's Ledger Specifics panel<br />
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Period<br />
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Key 3<br />
Optionally identifies statistical data, alternate library and/or Budget Manager name/revision. Enter the necessary<br />
literal and a value as defined below. If more than one variable needs to be defined, separate the variables by a<br />
semi-colon. Enter leave blank if not used.<br />
Enter the literal "STAT" to indicate retrieval of statistical balances.<br />
Enter the literal "XXX" where XXX is the name of the alternate library to be used. If left blank, <strong>Spreadsheet</strong><br />
<strong>Server</strong> uses the library specified during sign on.<br />
Enter the literal "BUDGET:NNNN:XX" where NNNN is the budget name and XX is the budget revision.<br />
Formula Example - Version 6+ - Using Single Values:<br />
=GXA("50-000-31112","JRH","JRH-E ACT","2001","PER","4")<br />
Retrieves the monetary balance for period 4 of 2001 for a single account string.<br />
Formula Example - Version 6+ - Using Statistics:<br />
=GXA("50-*-*","JRH","JRH-E ACT","2001","PER","4","STAT")<br />
Retrieves the statistics balances from the actual book within the JRH ledger for period 4 for an account mask.<br />
Formula Example - Version 6+ - Using Alternate Library Name:<br />
=GXA("50-000-31112","JRH","JRH-E ACT","2001","PER","4","BPCS")<br />
Retrieves the monetary balance for period 4 of 2001 for a single account from the alternate library, BPCS.
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Formula Example - Version 6+ - Using Budget Manager:<br />
=GXA("50-000-31112","JRH","JRH-E ACT","2004" "PER","4","Budget:Fiscal2005:003")<br />
Retrieves the budget balance from budget Fiscal2005 revision 003, for period 4 of 2004 for a single account string.<br />
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7.13.10 BPCS Load Local Data<br />
For BPCS ledgers, the option exists to download account balance information into a local database, allowing for<br />
optimized calculation speeds.<br />
1. In Excel from the S<strong>Server</strong> menu, select Settings. The Settings - General panel appears.<br />
Nav Tip: This panel may also be accessed by selecting the Settings tab on the Control Panel -or- by selecting the<br />
toolbar or ribbon equivalent (see SS Toolbar or SS Ribbon).<br />
2. From the navigation pane under Ledger Specifics, select the appropriate BPCS ledger. The selected Settings -<br />
Ledger Specifics panel appears.<br />
3. On the Ledger Specifics panel, click the Load Local PC Database button. The Load Local PC Database panel<br />
appears.<br />
4. The top portion of the panel identifies the location for the local database. This setting defaults from user settings<br />
but may be changed by clicking the Browse button and selecting a new location.<br />
5. Select whether or not to include the chart of accounts and/or segment descriptions in the download. In addition,<br />
the middle portion of the panel displays the existing data in the database. Click the ledger to be downloaded. To<br />
make multiple selections, hold down the Ctrl key and click on the desired ledgers -or- to select all ledgers, click<br />
the Select All button.<br />
6. Once selection is complete, click the Load BPCS Local Database button. The progress of the download displays<br />
on the bottom portion of the panel. To stop the download process, click the Stop Loading button.<br />
7. When the download is complete, click OK.
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7.14 Data Warehouse<br />
7.14.1 Data Warehouse Sign On<br />
Follow the steps below to start the add-in component of <strong>Spreadsheet</strong> <strong>Server</strong> for a Data Warehouse ledger.<br />
Note: When user settings are set to start <strong>Spreadsheet</strong> <strong>Server</strong> during Excel startup, then step 2 is not applicable.<br />
1. Start Excel.<br />
2. In Excel from the S<strong>Server</strong> Disabled menu, select Start <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the SS ribbon equivalent<br />
(see SS Ribbon)<br />
Click the link to go to a related topic: Sign On, Control Panel, Disable/Enable Formula Calculations or Reset Host<br />
<strong>Server</strong> Connection.<br />
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7.14.2 Data Warehouse Ledger Specifics<br />
Use the table to enter data on the Settings - Ledger Specifics - Data Warehouse panel, or to access other functions. A<br />
link is available at the bottom of the table to go to the SS Settings section to review generic processing fields.<br />
Field<br />
Data Warehouse Options:<br />
Current Profile<br />
Button<br />
Load Data Warehouse<br />
Description<br />
Click the down arrow and select the Data Warehouse profile to load.<br />
Function<br />
Displays the Load Data Warehouse From GL panel. Use this panel to<br />
load data into the Data Warehouse profile.<br />
Click the link to go to a related topic: SS Settings.
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7.14.3 Data Warehouse Build a Template for GXL<br />
As fields on the Build a Template - GXL panel vary based upon the selected ledger, use the table to enter data unique<br />
for a Data Warehouse ledger. A link is available at the bottom of the table to go to the Build a Template section to<br />
review generic processing fields.<br />
Field<br />
Key 1<br />
Key 2<br />
Year<br />
Format<br />
Period<br />
Profile<br />
Description<br />
This header and field value will vary based upon requirements for the<br />
selected Data Warehouse profile. Ex: Balance Type<br />
This header and field value will vary based upon requirements for the<br />
selected Data Warehouse profile. Ex: Organization<br />
Click the down arrow and select the reporting year.<br />
Click the down arrow and select the time range for which to retrieve data.<br />
Valid formats are PER, QTR, YTD, LTD, and RANGE.<br />
Click the down arrow and select the corresponding period, quarter number,<br />
or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Click the down arrow and select the desired Data Warehouse profile.<br />
Click the link to go to a related topic: Build a Template.<br />
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7.14.4 Data Warehouse GXL<br />
Use the GXL formula to retrieve account balances for a specific format/reporting period. The following is an overview for<br />
the GXL formula for a Data Warehouse ledger.<br />
Syntax:<br />
=GXL("Key1","Key2","Year","Format","Period","Profile","Account Segment 1","Account Segment<br />
2","Account Segment 3","Account Segment 4","Account Segment 5"...)<br />
Note: It is most common to use cell references within GXL formulas to identify parameters.<br />
Parameters:<br />
Key 1<br />
Value entered for key 1 parameter will vary based upon the requirements for the selected Data Warehouse<br />
profile. Ex: Balance Type<br />
Key 2<br />
Value entered for key 2 parameter will vary based upon the requirements for the selected Data Warehouse<br />
profile. Ex: Organization<br />
Year<br />
Year identifier.<br />
Format<br />
Format options are:<br />
PER<br />
QTR<br />
YTD<br />
LTD<br />
RANGE<br />
Activity for the selected period<br />
Activity for the periods included in the selected quarter number<br />
Activity for periods 1 thru the designated period number excluding the opening balance<br />
Activity for periods 1 thru the designated period number including the opening balance<br />
Activity for a range of periods specified<br />
Period<br />
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Profile<br />
Identifies the Data Warehouse profile.<br />
Account Segment 1 - nn<br />
Enter one parameter for each segment of the account string. The number of account segments will vary based upon<br />
the account structure for the selected Data Warehouse profile. May be a single value, mask, range, value list,<br />
segment list, hierarchy value or @ field (see Account Segment Syntax).<br />
Formula Example - Using a Mask:<br />
=GXL("Actuals","ABC","2009","PER","1","SS_Sample","ABC","1*","*","*")<br />
Retrieves the actual activity for period 1 of 2009 with a mask for every account beginning with "1".
GL Reporting 125<br />
Click the link to go to a related topic: Control Panel, GL Reporting, Formula Assistant or GXL Formula for Account<br />
Values.<br />
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7.14.5 Data Warehouse GXD<br />
For a Data Warehouse ledger, the GXD formula is used to retrieve an account description for a single account string.<br />
Syntax:<br />
=GXD("Account Segment 1","Account Segment 2","Account Segment 3","Account Segment 4","Account<br />
Segment 5"...)<br />
Note: It is most common to use cell references within GXD formulas to identify parameters.<br />
Parameters:<br />
Account String<br />
Enter one parameter for each segment of the account string for which to retrieve the description. The number of<br />
account segments will vary based upon the account structure for the selected Data Warehouse profile.<br />
Formula Example:<br />
=GXD("ABC","115","00","01")<br />
Retrieves the account description for the account string ABC-115-00-01.<br />
Click the link to go to a related topic: GL Reporting or Formula Assistant.
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7.15 Designer GL<br />
7.15.1 Designer GL Sign On<br />
Follow the steps below to start the add-in component of <strong>Spreadsheet</strong> <strong>Server</strong> for a Designer GL ledger.<br />
Note: When user settings are set to start <strong>Spreadsheet</strong> <strong>Server</strong> during Excel startup, then step 2 is not applicable.<br />
1. Start Excel.<br />
2. In Excel from the S<strong>Server</strong> Disabled menu, select Start <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the SS ribbon equivalent<br />
(see SS Ribbon)<br />
Note: For most Designer GL ledgers, no dialog box appears.<br />
Click the link to go to a related topic: Sign On, Control Panel, Disable/Enable Formula Calculations or Reset Host<br />
<strong>Server</strong> Connection.<br />
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7.15.2 Designer GL Ledger Specifics<br />
Use the table to enter data on the Settings - Ledger Specifics - Designer GL panel, or to access other functions. A link<br />
is available at the bottom of the table to go to the SS Settings section to review generic processing fields.<br />
Field<br />
Designer GL Options:<br />
File Name<br />
Connection Name<br />
Description<br />
Specify the Designer GL file name.<br />
Key 1 Caption Specify the caption for key 1.<br />
Key 1 Data Validation<br />
Key 2 Caption Specify the caption for key 2.<br />
Key 2 Data Validation<br />
SQL TRIM Supported<br />
Preload HSegments<br />
Click the down arrow and select the connection name. Right click and<br />
select Refresh to refresh the data.<br />
Specify the values to be included in the Key 1 drop down list.<br />
Specify the values to be included in the Key 2 drop down list.<br />
If selected, the TRIM function used in SQL to remove a specified prefix or<br />
suffix from a string is supported.<br />
If selected, HSegment values are preloaded into cache when <strong>Spreadsheet</strong><br />
<strong>Server</strong> is started. If not selected, the Hierarchy option in the Locate<br />
Segment function is disabled, as there are no values to display.<br />
Button<br />
Set Default Designer GL<br />
Load Default GL Definition<br />
Function<br />
Opens Windows Explorer, allowing the user to browse to and select/set<br />
the default Designer GL without having to enter a password.<br />
Loads the default Designer GL data on the panel. This function is<br />
password protected.
GL Reporting 129<br />
Button<br />
Browse for GL Definition<br />
Refresh Acct Key Sec Cache<br />
Function<br />
Opens Windows Explorer, allowing the user to browse to and select a<br />
Designer GL. This function is password protected.<br />
Refreshes the account segment security cache to process any changes<br />
made to ad hoc files.<br />
Note: The various Settings - Ledger Specifics - Designer GL - suboptions are used to maintain Designer GL<br />
definitions. These panels are password protected. Contact <strong>Global</strong> for more information.<br />
Click the link to go to a related topic: SS Settings.<br />
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7.15.3 Designer GL Build a Template for GXL<br />
As fields on the Build a Template - GXL panel vary based upon the selected ledger, use the table to enter data unique<br />
for a Designer GL ledger. A link is available at the bottom of the table to go to the Build a Template section to review<br />
generic processing fields.<br />
Field<br />
Key 1<br />
Key 2<br />
Year<br />
Format<br />
Period<br />
Designer GL<br />
Available Designer GL<br />
Definitions<br />
Description<br />
Click the down arrow and select a value, or manually key a value (see note).<br />
The header and field value will vary based upon selected Designer GL<br />
requirements. Ex: APlus - Key 1 = Library<br />
Click the down arrow and select a value, or manually key a value (see note).<br />
The header and field value will vary based upon selected Designer GL<br />
requirements. Ex: APlus - Key 2 = Balance Type<br />
Click the down arrow and select the reporting year.<br />
Click the down arrow and select the time range for which to retrieve data.<br />
Valid formats are PER, QTR, YTD, LTD, and RANGE.<br />
Click the down arrow and select the corresponding period, quarter number,<br />
or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Defaults the value from Available Designer GL Definitions.<br />
Click the down arrow and select a Designer GL Definition from which to<br />
retrieve data. After selecting a value, the system changes the parameters<br />
on the panel to match the selected definition.<br />
Note: The system does not verify that the value manually keyed is a valid value (i.e. contained in the drop down list).<br />
Click the link to go to a related topic: Build a Template.
GL Reporting 131<br />
7.15.4 Designer GL GXL<br />
Use the GXL formula to retrieve account balances for a specific format/reporting period. The following is an overview for<br />
the GXL formula for a Designer GL ledger.<br />
Note: The Designer GL definition for APlus is being used in the examples below.<br />
Syntax:<br />
=GXL("Key 1","Key 2","Key3","Year","Format","Period","Account Segment 1","Account Segment<br />
2","Account Segment 3","Account Segment 4","Account Segment 5"...)<br />
Note: It is most common to use cell references within GXL formulas to identify parameters.<br />
Parameters:<br />
Key 1<br />
Value entered for key 1 parameter will vary based upon the requirements for the selected Designer GL. Ex:<br />
APlus - Key 1 - Library<br />
Key 2<br />
Value entered for key 2 parameter will vary based upon the requirements for the selected Designer GL. Ex:<br />
APlus - Key 2 = Balance Type<br />
Key 3<br />
Identifies the Designer GL Definition.<br />
Year<br />
Year identifier.<br />
Format<br />
Format options are:<br />
PER<br />
QTR<br />
YTD<br />
LTD<br />
RANGE<br />
Activity for the selected period<br />
Activity for the periods included in the selected quarter number<br />
Activity for periods 1 thru the designated period number excluding the opening balance<br />
Activity for periods 1 thru the designated period number including the opening balance<br />
Activity for a range of periods specified<br />
Period<br />
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Account Segment 1 - nn<br />
Enter one parameter for each segment of the account string. The number of account segments will vary based upon<br />
the account structure for the selected ledger. May be a single value, mask, range, value list, segment list, hierarchy<br />
value or @ field (see Account Segment Syntax).<br />
Note: For ASI Designer GLs ONLY, when the actual account segment value is '*' in the GL database, use '#' in the<br />
GXL formula instead of '*' for the account segment value.<br />
Formula Example - Using a Range:<br />
=GXL("APLUS","ACTUAL","CUSTOMGL="APLUS";","2007","PER","8","1","0000","0","8050","5010","310.350")<br />
Retrieves the actual activity for period 8 of 2007 for a range of account codes 310 to 350.<br />
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Formula Example - Using a Mask:<br />
=GXL("APLUS","ACTUAL","CUSTOMGL="APLUS";","2007","PER","8","1","0000","0","8*","5010","310")<br />
Retrieves the actual activity for period 8 of 2007 with a mask for every department beginning with "8".<br />
Click the link to go to a related topic: Control Panel, GL Reporting, Formula Assistant or GXL Formula for Account<br />
Values.
GL Reporting 133<br />
7.16 Infinium<br />
7.16.1 Infinium Sign On<br />
Follow the steps below to start the add-in component of <strong>Spreadsheet</strong> <strong>Server</strong> for an Infinium ledger.<br />
When user settings are set to start <strong>Spreadsheet</strong> <strong>Server</strong> during Excel startup, then step 2 is not applicable.<br />
When unattended (auto) signon is activated, steps 3 and 4 are not applicable.<br />
1. Start Excel.<br />
2. In Excel from the S<strong>Server</strong> Disabled menu, select Start <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the SS ribbon equivalent<br />
(see SS Ribbon). The Sign On to <strong>Spreadsheet</strong> <strong>Server</strong> dialog box appears.<br />
3. Two methods are available for signing onto <strong>Spreadsheet</strong> <strong>Server</strong>:<br />
Option 1 - Pre-defined Connection User Name:<br />
Host Name or IP Address - iSeries system name or IP address that hosts the database<br />
Database Library - name of library containing the General Ledger data<br />
User Name - defaults the Application User Name assigned to the user in the Configurator<br />
Password - only required if a password was created for the user in the Configurator<br />
Retrieve account balances from local database<br />
Option 2 - :<br />
Host Name or IP Address - iSeries system name or IP address that hosts the database<br />
Database Library - name of library containing the General Ledger data<br />
User Name - standard iSeries sign on<br />
Password - standard iSeries password<br />
Retrieve account balances from local database<br />
4. When the Retrieve account balances from local database option is selected, click More... and specify the following:<br />
Local Database Type - indicates the database type and connection or database path<br />
Work in Local Mode without a connection<br />
Note: When working without a connection, the user only has access to account balances in the local database file. As a result drill<br />
downs to journals, GXEs to journals, GXDs, and list accounts will not be functional. In addition, Infinium security is not<br />
utilized; however, the system continues to verify that the user is a valid <strong>Spreadsheet</strong> <strong>Server</strong> user, thus the user must have the<br />
Configurator on their hard drive.<br />
5. Click OK.<br />
Click the link to go to a related topic: Sign On, Control Panel, Disable/Enable Formula Calculations or Reset Host<br />
<strong>Server</strong> Connection.<br />
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7.16.2 Infinium Ledger Specifics<br />
Use the table to enter data on the Settings - Ledger Specifics - Infinium panel. A link is available at the bottom of the<br />
table to go to the SS Settings section to review generic processing fields.<br />
Field<br />
Infinium Segment Options:<br />
Number of Segments in<br />
Account Structure<br />
Account Segments<br />
User Fields<br />
Infinium Processing Options:<br />
GXL: <strong>Inc</strong>lude Opening Balance<br />
in YTD Format Calculations<br />
Description<br />
Specify the maximum number of account segments to be used for<br />
processing in <strong>Spreadsheet</strong> <strong>Server</strong>.<br />
Specify the name for each account segment.<br />
Specify the name for each user field.<br />
If selected, the GXL formula includes opening balances when calculating<br />
the YTD format.<br />
Click the link to go to a related topic: SS Settings.
GL Reporting 135<br />
7.16.3 Infinium Build a Template for GXL<br />
As fields on the Build a Template - GXL panel vary based upon the selected ledger, use the table to enter data unique<br />
for an Infinium ledger. A link is available at the bottom of the table to go to the Build a Template section to review<br />
generic processing fields.<br />
Field<br />
Balance Type<br />
Budget/Actuals<br />
Year<br />
Format<br />
Period<br />
Currency<br />
Database Library<br />
Description<br />
Click the down arrow and select the balance type. Valid values are M<br />
(Monetary), S (Statistical), D (Debit Balances), C (Credit Balances), 1<br />
(Numeric User Field 1) and 2 (Numeric User Field 2).<br />
Note: Currency must be blank when balance type is S.<br />
Specify whether to retrieve actual or budget data. Valid values are<br />
ACTUALS or the name of the budget.<br />
Click the down arrow and select the reporting year.<br />
Click the down arrow and select the time range for which to retrieve data.<br />
Valid formats are PER, QTR, YTD, LTD, and RANGE.<br />
Click the down arrow and select the corresponding period, quarter number,<br />
or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Specify a valid currency code, or leave blank when retrieving statistical<br />
balances.<br />
If applicable, specify the database library from which to retrieve the data.<br />
The library entered here overrides the default library in the Configurator or<br />
the library specified during the sign on process.<br />
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Field<br />
Append<br />
And/Or<br />
User List<br />
User Fields<br />
Description<br />
If selected, adds an AND/OR user list comparison to the account string<br />
criteria.<br />
When Append is selected, specify the appropriate user list criteria<br />
operand. Valid values are AND (account must meet both the account<br />
string and user list criteria) and OR (account must meet either the account<br />
string or user list criteria).<br />
When Append is selected, specify the user list to be used by the formula.<br />
Note: The user list must be established in the segment list file (see<br />
Create/Maintain Segment Lists). The syntax used for entering the user list<br />
is @nnnn (where nnnn is the user list name).<br />
Click the down arrow and select whether to toggle the account segments<br />
to user fields. Valid values are NA (use account segments), Y (use user<br />
fields), or N (use account segments). If not specified, NA is assumed.<br />
Click the link to go to a related topic: Build a Template.
GL Reporting 137<br />
7.16.4 Infinium GXL<br />
Use the GXL formula to retrieve account balances for a specific format/reporting period. The following is an overview for<br />
the GXL formula for an Infinium ledger.<br />
Syntax:<br />
=GXL("Balance Type","Budget/Actuals","Key3","Year","Format","Period","Account Segment 1","Account<br />
Segment 2","Account Segment 3","Account Segment 4","Account Segment 5"...)<br />
Note: It is most common to use cell references within GXL formulas to identify parameters.<br />
Parameters:<br />
Balance Type<br />
Balance types are:<br />
M Monetary balances<br />
S<br />
D<br />
C<br />
Statistical balances (currency code must be blank)<br />
Debit balances<br />
Credit balances<br />
1 Numeric User Field 1<br />
2 Numeric User Field 2<br />
Budget/Actuals<br />
Identifies whether to retrieve actual or budget data. Valid values are ACTUALS or the budget name.<br />
Key 3<br />
Optionally identifies currency, alternate database library, append user list (AND or OR), and/or use user fields instead<br />
of account segments. Enter the necessary literal and a value as defined below. If more than one variable needs to<br />
be defined, separate the variables by a semi-colon.<br />
Enter the literal "CURRENCY=XXX" where XXX is the name of the currency to be used. Must be blank when<br />
retrieving statistical balances.<br />
Enter the literal "LIBRARY=XXX" where XXX is the name of the alternate library which overrides the default library in<br />
the Configurator or the library specified during the sign on process.<br />
Enter the literal "ANDUSERLIST:NNNN" where NNNN is the user list name. Account must meet both the account<br />
string and user list criteria.<br />
Enter the literal "ORUSERLIST:NNNN" where NNNN is the user list name. Account must meet either the account<br />
string or user list criteria.<br />
Enter the literal "INFINIUMUSERFIELDS=X" where X is NA (use account segments), Y (use user fields), or N (use<br />
account segments). If not specified, NA is assumed.<br />
Year<br />
Year identifier.<br />
Format<br />
Format options are:<br />
PER<br />
QTR<br />
YTD<br />
LTD<br />
RANGE<br />
Activity for the selected period<br />
Activity for the periods included in the selected quarter number<br />
Activity for periods 1 thru the designated period number excluding or including the<br />
opening balance based upon an option on the Setting's Ledger Specifics panel<br />
Activity for periods 1 thru the designated period number including the opening balance<br />
Activity for a range of periods specified<br />
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Period<br />
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Account Segment 1 - 9<br />
Enter one parameter for each segment of the account string (i.e. Company, Segment 2 - 9). The number of account<br />
segments are based upon the number of segments specified on the Settings - Ledger Specifics - Infinium panel.<br />
May be a single value, mask, range, value list, segment list, hierarchy value or @ field (see Account Segment<br />
Syntax).<br />
Formula Example - Using Single Values:<br />
=GXL("M","Actuals","CURRENCY=USD";"LIBRARY=","2001","PER","1","001","000","1070","001")<br />
Retrieves the actual monetary activity for period 1 of 2001 for account string 001-000-1070-001.<br />
Formula Example - Using User Fields:<br />
=GXL<br />
("M","Actuals","CURRENCY=USD";"LIBRARY=";"INFINIUMUSERFIELDS=Y","2001","PER","1","001","BEN","4000",<br />
"DIST","PROD")<br />
Retrieves the actual monetary activity for period 1 of 2001 for company 001 using user fields 1, 2, 3 and 4 criteria.
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Formula Example - Using a User List:<br />
=GXL<br />
("M","Actuals","LIBRARY=";"CURRENCY=USD";"ANDUSERLIST=@Tax","2002","YTD","11","001","310","6*","*")<br />
Retrieves actual monetary year-to-date activity thru period 11 for accounts beginning with 6 which also meet the user<br />
field criteria in the TAX segment list.<br />
Click the link to go to a related topic: Control Panel, GL Reporting, Formula Assistant or GXL Formula for Account<br />
Values.<br />
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7.16.5 Infinium GXD<br />
For an Infinium ledger, the GXD formula is used to retrieve an account description for a single account string. In the<br />
event multiple accounts are referenced in a single GXD formula, then the system returns the description for the first<br />
account string found, and adds a warning message to the log indicating that the GXD results returned more than one<br />
record.<br />
Syntax:<br />
=GXD("Library","Account String")<br />
Note: It is most common to use cell references within GXD formulas to identify parameters.<br />
Parameters:<br />
Library<br />
Identifies the alternate library from which to retrieve the description. Entry is optional. If left blank, the system uses<br />
the default library in the Configurator or the library specified during the sign on process.<br />
Account String<br />
Enter one parameter for each segment of the account string for which to retrieve the description. The number of<br />
account segments are based upon the number of segments specified on the Settings - Ledger Specifics - Infinium<br />
panel.<br />
Formula Examples:<br />
=GXD(,"001","310","6000","005")<br />
Retrieves the account description for the account string 001-310-6000-005.<br />
Click the link to go to a related topic: GL Reporting or Formula Assistant.
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7.17 Jack Henry<br />
7.17.1 JH Sign On<br />
Follow the steps below to start the add-in component of <strong>Spreadsheet</strong> <strong>Server</strong> for a Jack Henry ledger.<br />
When user settings are set to start <strong>Spreadsheet</strong> <strong>Server</strong> during Excel startup, then step 2 is not applicable.<br />
When unattended (auto) signon is activated, steps 3 and 4 are not applicable.<br />
1. Start Excel.<br />
2. In Excel from the S<strong>Server</strong> Disabled menu, select Start <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the SS ribbon equivalent<br />
(see SS Ribbon). The Sign On to <strong>Spreadsheet</strong> <strong>Server</strong> dialog box appears.<br />
3. On the Sign On dialog box specify the following information:<br />
Host Name or IP Address - iSeries system name or IP address that hosts the database<br />
Database Library - name of library containing the General Ledger data<br />
User Name - standard iSeries sign on<br />
Password - standard iSeries password<br />
4. Click OK.<br />
Click the link to go to a related topic: Sign On, Control Panel, Disable/Enable Formula Calculations or Reset Host<br />
<strong>Server</strong> Connection.<br />
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7.17.2 JH Ledger Specifics<br />
Jack Henry Silverlake<br />
Use the table to enter data on the Settings - Ledger Specifics - Jack Henry Silverlake panel. A link is available at the<br />
bottom of the table to go to the SS Settings section to review generic processing fields.<br />
Field<br />
Jack Henry Silverlake<br />
Options:<br />
Current Year<br />
Use Alternate Open Balance<br />
Calculation (CMEB1 - CMTD1)<br />
Description<br />
Specify the current accounting year in the ledger.<br />
If selected, an alternate opening balance calculation is performed resolving<br />
a Retained Earnings/Consolidation issue in BEGCYR fields.<br />
Jack Henry 20/20<br />
Use the table to enter data on the Settings - Ledger Specifics - Jack Henry 20/20 panel. A link is available at the<br />
bottom of the table to go to the SS Settings section to review generic processing fields.<br />
Field<br />
Jack Henry 20/20 Options:<br />
Current Year<br />
Description<br />
Specify the current accounting year in the ledger.<br />
Click the link to go to a related topic: SS Settings.
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7.17.3 JH Build a Template for GXL<br />
As fields on the Build a Template - GXL panel vary based upon the selected ledger, use the table to enter data unique<br />
for a Jack Henry ledger. A link is available at the bottom of the table to go to the Build a Template section to review<br />
generic processing fields.<br />
Field<br />
Data Type<br />
Time Span<br />
Year<br />
Format<br />
Period<br />
Level<br />
Description<br />
Click the down arrow and select the data type for which to retrieve data.<br />
Silverlake valid values are ACTUAL, AGGREGATE, AVERAGE,<br />
CURBAL, YESBAL, BUDGETA and BUDGETB.<br />
CIF 20/20 valid values are ACTUAL, AGGREGATE, AVERAGE, CBAL,<br />
YESBAL, BUDGETA, and BUDGETB.<br />
Click the down arrow and select the time span for which to retrieve data.<br />
Silverlake valid values are CURRENT, PRIOR1, PRIOR2 and FUTURE.<br />
CIF 20/20 valid values are CURRENT and PRIOR1.<br />
Click the down arrow and select the reporting year. This field is for<br />
informational purposes only.<br />
Click the down arrow and select the time range for which to retrieve data.<br />
Valid formats are PER, QTR, YTD, LTD, and RANGE.<br />
Click the down arrow and select the corresponding period, quarter number,<br />
or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Click the down arrow and select the account posting level. Zero indicates<br />
detail level account, 1-8 indicates roll up level account, and blank includes<br />
all account levels.<br />
Click the link to go to a related topic: Build a Template.<br />
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7.17.4 JH GXL<br />
Use the GXL formula to retrieve account balances for a specific format/reporting period. The following is an overview for<br />
the GXL formula for a Jack Henry ledger.<br />
Syntax - Silverlake:<br />
=GXL("Data Type","Time Span","Key 3","Year","Format","Period","Account Segment 1","Account<br />
Segment<br />
2","Account Segment 3","Account Segment 4","Account Segment 5")<br />
Syntax - CIF 20/20:<br />
=GXL("Data Type","Time Span","Key 3","Year","Format","Period","Account Segment 1","Account Segment<br />
2")<br />
Note: It is most common to use cell references within GXL formulas to identify parameters.<br />
Parameters:<br />
Data Type<br />
Identifies the type of data to retrieve. Valid data types are:<br />
Data Type Description Silverlake CIF 20/20<br />
ACTUAL Actual period to date data * *<br />
AGGREGATE Sum of daily balances * *<br />
AVERAGE Aggregate total divided by number of days *<br />
CURBAL Current daily balance *<br />
CBAL Current daily balance *<br />
YESBAL Yesterday balance * *<br />
BUDGETA Budget balances * *<br />
BUDGETB Budget balances * *<br />
Time Span<br />
Identifies the time span for data to retrieve. Valid time spans are:<br />
Time Span Description Silverlake CIF 20/20<br />
CURRENT Current Year * *<br />
PRIOR1 Prior Year * *<br />
PRIOR2 2 Years Prior *<br />
FUTURE Future Year *<br />
Key 3<br />
Identifies the level and the optional alternate library to be used. Enter the necessary literal and a value as defined<br />
below. If more than one variable needs to be defined, separate the variables by a semi-colon.<br />
Enter the literal "LEVEL=X" where X is the account posting level. Zero indicates detail level account, 1 - 8<br />
indicates roll up level account, and blank includes all account levels.<br />
Enter the literal "LIBRARY=NNNN" where NNNN is the name of the alternate library.<br />
Year<br />
Year identifier. For information purposes only (not used in the actual calculation). May enter 0.
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Format<br />
Format options are:<br />
PER<br />
QTR<br />
YTD<br />
LTD<br />
RANGE<br />
Activity for the selected period<br />
Activity for the periods included in the selected quarter number<br />
Activity for periods 1 thru the designated period number excluding the opening balance<br />
Activity for periods 1 thru the designated period number including the opening balance<br />
Activity for a range of periods specified<br />
Period<br />
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Account Segment 1 - 5<br />
Enter one parameter for each segment of the account string. The number of account segments will vary based upon<br />
the account structure for the selected ledger (i.e. Silverlake = Bank, Branch, Account, Cost Center, Product Code;<br />
CIF 20/20 = Branch, Account). May be a single value, mask, range, value list, segment list, hierarchy value or @<br />
field (see Account Segment Syntax).<br />
Formula Example - Silverlake - Using Single Values:<br />
=GXL("ACTUAL","CURRENT","LEVEL=0","0","PER","8","1","1","2102100","0","0")<br />
Retrieves the actual balance for period 8 of the current year for a single account string.<br />
Formula Example - CIF 20/20 - Using Single Values:<br />
=GXL("ACTUAL","CURRENT","LEVEL=0","0","PER","8","1","11200")<br />
Retrieves the actual balance for period 8 of the current year for a single account string.<br />
Click the link to go to a related topic: Control Panel, GL Reporting, Formula Assistant or GXL Formula for Account<br />
Values.<br />
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7.17.5 JH GXD<br />
For a Jack Henry ledger, the GXD formula is used to retrieve an account description for a single account string.<br />
Syntax:<br />
=GXD("Account String")<br />
Note: It is most common to use cell references within GXD formulas to identify parameters.<br />
Parameters:<br />
Account String<br />
Identifies the account string for which to retrieve the description.<br />
Formula Example - Silverlake:<br />
=GXD("1-1-2102100-0-0")<br />
Retrieves the account description for the account string 1-1-2102100-0-0 (BANK-BRANCH-ACCOUNT-COST<br />
CENTER-PRODUCT CODE).<br />
Formula Example - CIF 20/20:<br />
=GXD("1-11200")<br />
Retrieves the account description for the account string 1-11200 (BRANCH-ACCOUNT).<br />
Click the link to go to a related topic: GL Reporting or Formula Assistant.
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7.18 JD Edwards<br />
7.18.1 JDE Sign On<br />
Follow the steps below to start the add-in component of <strong>Spreadsheet</strong> <strong>Server</strong> for a JD Edwards (JDE) ledger.<br />
When user settings are set to start <strong>Spreadsheet</strong> <strong>Server</strong> during Excel startup, then step 2 is not applicable.<br />
When unattended (auto) signon is activated, steps 3 and 4 are not applicable.<br />
1. Start Excel.<br />
2. In Excel from the S<strong>Server</strong> Disabled menu, select Start <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the SS ribbon equivalent<br />
(see SS Ribbon). The JD Edwards Login dialog box appears.<br />
3. Two methods are available for signing onto <strong>Spreadsheet</strong> <strong>Server</strong>:<br />
Option 1 - Pre-defined Connection User Name:<br />
User ID - defaults the Application User Name assigned to the user in the Configurator<br />
Password - only required if a password was created for the user in the Configurator<br />
Retrieve account balances from local database<br />
Option 2 - :<br />
User ID - standard database sign on<br />
Password - standard database password<br />
Retrieve account balances from local database<br />
4. When the Retrieve account balances from local database option is selected, click More... and specify the following:<br />
Local Database Type - indicates the database type and connection or database path<br />
Work in Local Mode without a connection<br />
Note: When working without a connection, the user only has access to account balances in the local database file. As a result drill<br />
downs to journals, GXEs to journals, GXDs for company and business unit, and list accounts will not be functional. In<br />
addition, JDE security is not utilized; however, the system continues to verify that the user is a valid <strong>Spreadsheet</strong> <strong>Server</strong> user,<br />
thus the user must have the Configurator on their hard drive.<br />
5. Click OK.<br />
Click the link to go to a related topic: Sign On, Control Panel, Disable/Enable Formula Calculations or Reset Host<br />
<strong>Server</strong> Connection.<br />
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7.18.2 JDE Ledger Specifics<br />
Use the table to enter data on the Settings - Ledger Specifics - JD Edwards panel. A link is available at the bottom of<br />
the table to go to the SS Settings section to review generic processing fields.<br />
Field<br />
JD Edwards Processing<br />
Options:<br />
Number of Decimal Positions<br />
for Amounts<br />
Alternate Language Code<br />
Limit Segment Lookup Results<br />
to nnnn Records<br />
Journal Drill Down: Do Not<br />
<strong>Inc</strong>lude MA Code and MA Type<br />
Fields<br />
Journal Drill Down: Do Not<br />
<strong>Inc</strong>lude GLAID Field (Outsider<br />
Lease)<br />
Journal Entry Drill Down: View<br />
Preference<br />
Default Configuration<br />
Description<br />
Specify the number of positions to move the decimal when displaying<br />
dollar amounts. Ex: JDE stores the amount as a whole number (i.e.<br />
262350), thus when a '2' is entered for this option, <strong>Spreadsheet</strong> <strong>Server</strong><br />
would display the amount as 2623.50.<br />
Specify the alternative language from the F0901D file to be used for<br />
displaying account descriptions. Leave the field blank to retrieve account<br />
descriptions from the F0901 file.<br />
If selected, the number of segment records loaded during a segment value<br />
lookup (i.e. Locate Segment panel, or when click the ellipse button for an<br />
account segment on the Build a Template or Control Panel panel) is<br />
limited by the number of records specified.<br />
If selected, journal drill downs and GXE journal entry detail expanded<br />
reports exclude MA Code and MA Type fields as data output.<br />
If selected, journal drill downs and GXE journal entry detail expanded<br />
reports exclude the GLALID (Outsider Lease/Well ID) field as data output.<br />
Click the down arrow and select the type of journal entries to display on<br />
the journal entry drill down panel. Valid values are Posted Entries Only,<br />
Unposted Entries Only, and Both Posted and Unposted.<br />
Click the down arrow and select the configuration to be defaulted on the<br />
Build a Template and the Control Panel panels.
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Field<br />
JD Edwards Batch Types:<br />
Accounts Payable / Accounts<br />
Receivable / Inventory<br />
Description<br />
Specify the single character batch type codes used for the applicable<br />
subsystems. Choices should be separated by a comma.<br />
Click the link to go to a related topic: SS Settings.<br />
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7.18.3 JDE Build a Template for GXL<br />
As fields on the Build a Template - GXL panel vary based upon the selected ledger, use the table to enter data unique<br />
for a JDE ledger. A link is available at the bottom of the table to go to the Build a Template section to review generic<br />
processing fields.<br />
Field<br />
Configuration<br />
Ledger Type<br />
Year<br />
Format<br />
Period<br />
Currency<br />
Weekly<br />
Description<br />
Click the down arrow and select the host configuration to be used. The list<br />
only displays configurations to which the user is authorized.<br />
Note: In Demo Mode the value is hard coded to GXL Demo.<br />
Click the down arrow and select the ledger type code containing the<br />
balances.<br />
Click the down arrow and select the reporting year.<br />
Click the down arrow and select the time range for which to retrieve data.<br />
Valid formats are PER, QTR, YTD, LTD, RANGE, BLTD, BLTDAPR,<br />
BLTDREQ.<br />
Click the down arrow and select the corresponding period, quarter number,<br />
or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Specify a valid currency code. Leave blank to use the base currency<br />
assigned in the user settings. Enter * to retrieve all currencies.<br />
If selected, the formula retrieves weekly balances instead of period<br />
balances.<br />
Click the link to go to a related topic: Build a Template.
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7.18.4 JDE Formula Assistant for GXL<br />
As fields on the Formula Assistant - GXL panel vary based upon the selected ledger, use the table to enter data unique<br />
for a JDE ledger. A link is available at the bottom of the table to go to the Formula Assistant section to review generic<br />
processing fields.<br />
Field<br />
Configuration<br />
Ledger Type<br />
Year<br />
Format<br />
Period<br />
Currency<br />
BU Status Code<br />
Description<br />
Specify the host configuration to be used.<br />
Specify the ledger type code containing the balances.<br />
Specify the reporting year.<br />
Specify the time range for which to retrieve data. Valid formats are PER,<br />
QTR, YTD, LTD, RANGE, BLTD, BLTDAPR, BLTDREQ.<br />
Specify the corresponding period, quarter number, or range of periods (i.e.<br />
1.5 for periods 1 thru 5) for the specified format.<br />
Specify a valid currency code. Leave blank to use the base currency<br />
assigned in the user settings. Enter * to retrieve all currencies.<br />
If selected, the business unit status code is included as part of the formula<br />
criteria.<br />
Note: When the Budget Manager option is selected, the BU Status Code<br />
option may not be selected.<br />
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Field<br />
Blank / Not Blank / Value<br />
Budget Manager<br />
Budget Name / Budget Version<br />
Weekly<br />
Invert Sign<br />
Description<br />
When BU Status Code is selected, specify whether to compare the<br />
business unit status code to blank, not blank or a value. Specific valid<br />
values are K, N, and P (or the cell reference containing the value).<br />
Note: When a specific value is entered, double quotes are not required<br />
around the value.<br />
If selected, the formula retrieves budget amounts which have been loaded<br />
into <strong>Spreadsheet</strong> <strong>Server</strong> from <strong>Global</strong>'s Budget Manager.<br />
Note: When the BU Status Code option is selected, the Budget Manager<br />
option may not be selected.<br />
When Budget Manager is selected, specify the budget name and budget<br />
version number (or the cell reference containing the values) from which to<br />
retrieve budget data.<br />
If selected, the formula retrieves weekly balances instead of period<br />
balances.<br />
If selected, the account balance sign displayed is reversed.<br />
Click the link to go to a related topic: Formula Assistant.
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7.18.5 JDE Formula Assistant for GXSALES<br />
Use the table to enter data on the Formula Assistant - GXSALES panel.<br />
Field<br />
Configuration<br />
Total Field<br />
Total Type<br />
Criteria 01 - 07<br />
Value Cell<br />
Retrieve Data from Sales History<br />
File (F42119)<br />
Description<br />
Click the down arrow and select the host configuration to be used. The list<br />
only displays configurations to which the user is authorized.<br />
Click the down arrow and select the field to be totaled.<br />
Click the down arrow and select the type of total to be calculated. Valid<br />
types are Average, Count, Maximum, Minimum, and Summary.<br />
Click the down arrow and select the field(s) to be used as filtering criteria<br />
for the formula.<br />
Specify the cell location containing the selection value for the<br />
corresponding criteria field.<br />
If selected, the formula retrieves data from the Sales History file (F42119).<br />
Otherwise, data is retrieved from the Sales Order Detail file (F4211).<br />
Click the link to go to a related topic: Formula Assistant or JDE GXSALES.<br />
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7.18.6 JDE GXL<br />
Use the GXL formula to retrieve account balances for a specific format/reporting period. The following is an overview for<br />
the GXL formula for a JDE ledger.<br />
Syntax:<br />
=GXL("Configuration","Ledger Type","Key3","Year","Format","Period","Account Segment 1","Account<br />
Segment 2","Account Segment 3","Account Segment 4","Account Segment 5","Account Segment 6")<br />
Note: It is most common to use cell references within GXL formulas to identify parameters.<br />
Parameters:<br />
Configuration<br />
Identifies the host configuration from which to retrieve account balances. May specify either the full configuration<br />
name or just the number.<br />
Ledger Type<br />
Identifies the ledger type code containing the account balances. May be a single value, mask or value list (no<br />
excludes allowed); however, a mask or value list is not supported when processing in local mode.<br />
Key 3<br />
Identifies currency and balance type, and optionally identifies the business unit status and/or Budget Manager name/<br />
revision. Enter the necessary literal and a value as defined below. If more than one variable needs to be defined,<br />
separate the variables by a semi-colon.<br />
Enter the literal "CURRENCY=XXX" where XXX is the name of the currency to be used. If not specified, the system<br />
uses the base currency from the user's settings. Enter '*' to retrieve all currencies.<br />
Note: In JDE currency amounts are stored in one of two fields, GBCRCX or GBCRCD. If the formula is not returning values, insert an<br />
X before the currency.<br />
Ex: =GXL("1","AA","CURRENCY=XUSD";"WEEKLY=FALSE","2012","PER","1","00001","1","1110","FIB")<br />
Enter the literal "WEEKLY=NNNN" where NNNN is either TRUE or FALSE.<br />
Enter the literal "BUSTATUS=NNNN" where NNNN is either BLANK, NOTBLANK, K, N or P.<br />
Enter the literal "BUDGETNAME=NNNN" and "BUDGETREVISION=XXX where NNNN is the budget name and XXX<br />
is the budget revision.<br />
Year<br />
Year identifier.<br />
Format<br />
Format options are:<br />
PER<br />
QTR<br />
YTD<br />
LTD<br />
RANGE<br />
BLTD<br />
BLTDAPR<br />
BLTDREQ<br />
Activity for the selected period<br />
Activity for the periods included in the selected quarter number<br />
Activity for periods 1 thru the designated period number excluding the opening balance<br />
Activity for periods 1 thru the designated period number including the opening balance<br />
Activity for a range of periods specified<br />
Activity for period 1 thru the designated period number including the original budget<br />
amount (Budget Ledger Type)<br />
Activity for periods 1 thru the designated period number including the approved budget<br />
amount (Budget Ledger Type)<br />
Activity for periods 1 thru the designated period number including the requested budget<br />
amount (Budget Ledger Type)
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Period<br />
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Ledger Type Format Period(s) Results<br />
Actual PER 0 Retrieves balance forward amount<br />
Budget ANY 55 Retrieves beginning original budget amount<br />
Budget ANY 56 Retrieves beginning approved budget amount<br />
Budget ANY 57 Retrieves beginning requested budget amount<br />
Actual or<br />
Budget<br />
PER, QTR or RANGE X.X Pulls activity for a range of periods where X.X<br />
represents the beginning and ending range of period<br />
numbers<br />
Account Segment 1 - 6<br />
Enter one parameter for each segment of the account string (i.e. Company, Business Unit, Object, Subsidiary,<br />
Subledger Type, Subledger). The company, business unit and object are required elements. May be a single value,<br />
BLANK value, NOTBLANK value, mask, range, value list, segment list, hierarchy value or @ field (see Account<br />
Segment Syntax).<br />
Formula Example - Using Single Values:<br />
=GXL("1","AA","CURRENCY=***";"WEEKLY=FALSE","1998","PER","6","00001","1","1110","FIB","*","*")<br />
Retrieves the activity for period 9 of 1998 using ledger type AA for account string 00001-1-1110-FIB for all subledgers.<br />
Click the link to go to a related topic: Control Panel, GL Reporting, Formula Assistant or GXL Formula for Account<br />
Values.<br />
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7.18.7 JDE GXD<br />
For a JDE ledger, the GXD formula is used to retrieve a description for a single account string, or company or business<br />
unit segment.<br />
Syntax:<br />
=GXD("Configuration","Value","Description Type")<br />
Note: It is most common to use cell references within GXD formulas to identify parameters.<br />
Parameters:<br />
Configuration<br />
Identifies the host configuration from which to retrieve the description. May specify either the full configuration<br />
name or just the number.<br />
Value<br />
If description type is Account String (AC), identifies the account string.<br />
If description type is Company (CO), identifies the company.<br />
If description type is Business Unit (BU), identifies the business unit.<br />
Description Type<br />
Identifies the segment type for which to retrieve a description. Valid values are Account String (AC), Company (CO),<br />
and Business Unit (BU).<br />
Formula Example - Retrieve an Account String Description:<br />
=GXD("1","00001-1-1110-FIB","AC")<br />
Retrieves the account description for the account string 00001-1-1110-FIB.
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Formula Example - Retrieve a Company Description:<br />
=GXD("1","00001","CO")<br />
Retrieves the description for company 00001.<br />
Formula Example - Retrieve a Business Unit Description:<br />
=GXD("1","1","BU")<br />
Retrieves the description for business unit 1.<br />
Click the link to go to a related topic: GL Reporting or Formula Assistant.<br />
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7.18.8 JDE GXSALES<br />
Use the GXSALES formula to retrieve sales totals based upon sales criteria. Sales data may be retrieved from either<br />
the Sales Order Detail file (F4211) or the Sales Order History file (F42119).<br />
Syntax:<br />
=GXSALES("Configuration","Total Field","Total Type","Retrieve Data from Sales History File","Criteria<br />
01","Criteria 02","Criteria 03","Criteria 04","Criteria 05","Criteria 06","Criteria 07")<br />
Parameters:<br />
Configuration<br />
Identifies the host configuration from which to retrieve sales totals. May specify either the full configuration name<br />
or just the number.<br />
Total Field<br />
Identifies the related sales field to be totaled. Total field options are:<br />
Description<br />
Extended Cost<br />
Extended Price<br />
Gross Weight<br />
Open Amount<br />
Qty Backordered<br />
Qty Canceled<br />
Qty Committed<br />
Qty Open<br />
Qty Ordered<br />
Qty Shipped<br />
Qty Shipped To-Date<br />
Trade Discount<br />
Table.Field<br />
F4211.SDECST<br />
F4211.SDAEXP<br />
F4211.SDGRWT<br />
F4211.SDAOPN<br />
F4211.SDSOBK<br />
F4211.SDSOCN<br />
F4211.SDSONE<br />
F4211.SDUOPN<br />
F4211.SDUORG<br />
F4211.SDSOQS<br />
F4211.SDQTYT<br />
F4211.SDTRDC<br />
Total Type<br />
Identifies the type of total to be calculated. Valid types are Average, Count, Maximum, Minimum, and Summary.<br />
Criteria / Value<br />
Identifies up to 7 criteria parameters and the associated value to be used for selecting data. The list of available<br />
selection criteria fields is maintained in the Configurator by the administrator.<br />
Retrieve Data from Sales History File<br />
Identifies to retrieve data from the sales history file (F42119) instead of the sales order detail file (F4211).<br />
Formula Example - GXSALES Extended Price - Average Sales:<br />
=GXSALES(1, "F4211.SDAEXP","AVG","SALES;HISTORY=YES","F4211.SDTRDJ|<br />
D","6/01/1998.6/30/1998","F4211.SDMCU|B12","30","F4211.SDDCTO|A02","SO")<br />
Retrieves the average sales totals from sales history file F42119 for order date range 6/1/1998 to 6/30/1998.
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Click the link to go to a related topic: JDE Formula Assistant for GXSALES.<br />
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7.18.9 JDE GXSALES Drill Down<br />
Once GXSALES formulas are constructed, drill down capability to the sales detail related to the amount, quantity or<br />
weight exists. The drill down results can appear in a single panel, tabbed panel or worksheet based upon an option in<br />
the user's settings. Additionally, GXSALES criteria in the Configurator determines whether or not a field appears in the<br />
Sales Detail drill down grid.<br />
1. Select a cell containing a GXSALES formula, then right click and select <strong>Spreadsheet</strong> <strong>Server</strong>>Drill Down. The<br />
Sales Detail drill down appears showing the associated sales detail from the F4211, F4101 and F0101 files.<br />
Nav Tip: This panel may also be accessed by selecting a cell and then selecting the menu, toolbar or ribbon<br />
equivalent (see S<strong>Server</strong> Menu, SS Toolbar or SS Ribbon).<br />
Nav Tip: The drill down data may also be pushed directly to a worksheet by selecting the ribbon equivalent (see<br />
SS Ribbon).
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7.18.10 JDE Fixed Asset Balances<br />
<strong>Global</strong> delivers Designer GL definitions, JDE_iSeries_FXA, JDE_Oracle_FXA and JDE_SQL_FXA, for retrieving JDE<br />
fixed asset account balances from the F1202 file. In addition, associated ad hoc queries are delivered for drilling down<br />
from JDE_FXA Designer GL GXL account balances to asset details.<br />
Below is a high level summary of the steps required for setting up and using a JDE_FXA Designer GL.<br />
To Setup and Process a JDE_FXA Designer GL:<br />
1. Application Configurator>Application Settings>JD Edwards -- ensure the appropriate JDE host connection(s) is<br />
created. Contact your administrator for more information.<br />
Note: JDE host connection(s) created function for both the standard JDE ledger and JDE_FXA Designer GL.<br />
2. Settings>General -- verify the General Ledger Type = JD Edwards.<br />
3. Settings>File Locations -- verify the Ad Hoc Queries and Designer GL Definition file locations.<br />
4. Settings>Ledger Specific>Designer GL -- ensure the proper host connection is assigned to the JDE_FXA Designer<br />
GL definition being used, and set the appropriate default Designer GL definition.<br />
5. On the Control Panel or Build a Template panels, criteria defaults to JDE parameters; however, to process for the<br />
JDE_FXA Designer GL, select the appropriate Designer GL definition and criteria on the panel will change<br />
accordingly. Continue processing as normal.<br />
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7.18.11 JDE FASTR Report Conversion<br />
For JDE World customers only (iSeries), <strong>Spreadsheet</strong> <strong>Server</strong> offers a utility to convert FASTR report definitions into<br />
Excel workbook formats. Using the template provided, users can select the FASTR program number and revision via<br />
the Get Report lookup feature and convert the report to Excel format.<br />
1. From Windows Explorer, navigate to C:\Documents and Settings\Users\Public\Public Documents\<strong>Global</strong> <strong>Software</strong><br />
<strong>Inc</strong>\<strong>Spreadsheet</strong> <strong>Server</strong>\Components. Open the Excel spreadsheet named JDE Fastr Template and enable the<br />
macros. The spreadsheet loads and a new menu called FASTR is added to Excel.<br />
2. In Excel from the FASTR menu, select Get Reports. The Host Signon for Reports dialog box appears.<br />
3. On the Signon dialog box identify the host name, user ID and password, and click Sign On. The FASTR Reports<br />
panel appears.<br />
4. On the FASTR Reports panel, specify the name of the library containing the FASTR reports and click Show<br />
Reports. A list of reports appears.
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5. Double click on the desired report (Program ID and Version ID) to be converted. The conversion process creates<br />
an Excel workbook using the Program ID and Version ID as the name and stores it in the location identified at the<br />
bottom of the FASTR Reports panel.<br />
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7.19 Lawson<br />
7.19.1 Lawson Sign On<br />
Follow the steps below to start the add-in component of <strong>Spreadsheet</strong> <strong>Server</strong> for a Lawson ledger.<br />
When user settings are set to start <strong>Spreadsheet</strong> <strong>Server</strong> during Excel startup, then step 2 is not applicable.<br />
When unattended (auto) signon is activated, steps 3 and 4 are not applicable.<br />
1. Start Excel.<br />
2. In Excel from the S<strong>Server</strong> Disabled menu, select Start <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the SS ribbon equivalent<br />
(see SS Ribbon). The Sign On to <strong>Spreadsheet</strong> <strong>Server</strong> dialog box.<br />
3. Two methods are available for signing onto <strong>Spreadsheet</strong> <strong>Server</strong>:<br />
Option 1 - Direct Connect:<br />
Select the Direct check box<br />
Specify the following fields:<br />
Host Name or IP Address - host or IP Address that hosts the database<br />
Service - Oracle Service Name indicating where the database is located<br />
Port - port number<br />
User Name - defaults the Application User Name assigned to the user in the Configurator<br />
Password - only required if a password was created for the user in the Configurator<br />
Option 2 - Oracle Client:<br />
Do not select the Direct check box<br />
Specify the following fields:<br />
Oracle Service Name - Service Name configured via the Oracle Net Manager<br />
User Name - defaults the Application User Name assigned to the user in the Configurator<br />
Password - only required if a password was created for the user in the Configurator<br />
4. Click OK.<br />
Click the link to go to a related topic: Sign On, Control Panel, Disable/Enable Formula Calculations or Reset Host<br />
<strong>Server</strong> Connection.
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7.19.2 Lawson Build a Template for GXL<br />
As fields on the Build a Template - GXL panel vary based upon the selected ledger, use the table to enter data unique<br />
for a Lawson ledger. A link is available at the bottom of the table to go to the Build a Template section to review<br />
generic processing fields.<br />
Field<br />
Balance Type<br />
Budget #<br />
Year<br />
Format<br />
Period<br />
Description<br />
Click the down arrow and select the balance type. Valid values are A<br />
(Actual Dollars), B (Budget Dollars), AU (Actual Units), and BU (Budget<br />
Units).<br />
When Balance Type is B or BU, specify the budget number.<br />
Click the down arrow and select the reporting year.<br />
Click the down arrow and select the time range for which to retrieve data.<br />
Valid formats are PER, QTR, YTD, LTD, and RANGE.<br />
Click the down arrow and select the corresponding period, quarter number,<br />
or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Click the link to go to a related topic: Build a Template.<br />
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7.19.3 Lawson GXL<br />
Use the GXL formula to retrieve account balances for a specific format/reporting period. The following is an overview for<br />
the GXL formula for a Lawson ledger.<br />
Syntax:<br />
=GXL("Balance Type","Budget #","Key3","Year","Format","Period","Account Segment 1","Account<br />
Segment 2","Account Segment 3","Account Segment 4","Account Segment 5")<br />
Note: It is most common to use cell references within GXL formulas to identify parameters.<br />
Parameters:<br />
Balance Type<br />
Identifies the balance type. Valid types are A (Actual), AU (Actual Units), B (Budget), or BU (Budget Units).<br />
Budget #<br />
Identifies the budget number. This value is required if Balance Type is either B or BU.<br />
Key 3<br />
Not used currently. Enter 0.<br />
Year<br />
Year identifier.<br />
Format<br />
Format options are:<br />
PER<br />
QTR<br />
YTD<br />
LTD<br />
RANGE<br />
Activity for the selected period<br />
Activity for the periods included in the selected quarter number<br />
Activity for periods 1 thru the designated period number excluding the opening balance<br />
Activity for periods 1 thru the designated period number including the opening balance<br />
Activity for a range of periods specified<br />
Period<br />
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Account Segment 1 - 5<br />
Enter one parameter for each segment of the account string (i.e. Company, Account Unit, Account, Sub-Account,<br />
Chart of Accounts). May be a single value, mask, range, value list, segment list, hierarchy value or @ field (see<br />
Account Segment Syntax).<br />
Formula Example - Using Masks:<br />
=GXL("A",,"0","2005","PER","12","10","6044*","3*","*","*")<br />
Retrieves the actual activity for period 12 of 2005 for company 10, account units starting with 6044 and all accounts<br />
starting with 3.
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Formula Example - Using a Range:<br />
=GXL("A",,"0","2005","PER","12","10","5500*","30100.32999","*","*")<br />
Retrieves the actual activity for period 12 of 2005 for company 10, account units starting with 5500 and all accounts<br />
in the range of 30100 thru 32999.<br />
Click the link to go to a related topic: Control Panel, GL Reporting, Formula Assistant or GXL Formula for Account<br />
Values.<br />
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7.19.4 Lawson GXD<br />
For a Lawson ledger, the GXD formula is used to retrieve an account description for a single account string.<br />
Syntax:<br />
=GXD("Account","Sub Account","Chart Name")<br />
Note: It is most common to use cell references within GXD formulas to identify parameters.<br />
Parameters:<br />
Account<br />
Identifies the account value of the account string for which to retrieve the description.<br />
Sub Account<br />
Identifies the sub account value of the account string for which to retrieve the description.<br />
Chart Name<br />
Identifies the name of the chart of accounts from which to retrieve the description. Entry is optional if the specified<br />
account string only exists in one chart of accounts.<br />
Formula Example:<br />
=GXD("40100","0","DCHHEALTHSYS")<br />
Retrieves the segment description for account 40100 and sub-account 0.<br />
Click the link to go to a related topic: GL Reporting or Formula Assistant.
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7.20 Movex<br />
7.20.1 Movex Sign On<br />
Follow the steps below to start the add-in component of <strong>Spreadsheet</strong> <strong>Server</strong> for a Movex ledger.<br />
When user settings are set to start <strong>Spreadsheet</strong> <strong>Server</strong> during Excel startup, then step 2 is not applicable.<br />
When unattended (auto) signon is activated, steps 3 and 4 are not applicable.<br />
1. Start Excel.<br />
2. In Excel from the S<strong>Server</strong> Disabled menu, select Start <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the SS ribbon equivalent<br />
(see SS Ribbon). The Sign On to <strong>Spreadsheet</strong> <strong>Server</strong> dialog box.<br />
3. On the Sign On dialog box specify the following information:<br />
Host Name or IP Address - iSeries system name or IP address that hosts the database<br />
Database Library - name of library or catalog containing the General Ledger data<br />
User Name - standard iSeries or SQL <strong>Server</strong> sign on<br />
Password - standard iSeries or SQL <strong>Server</strong> password<br />
4. Click OK.<br />
Click the link to go to a related topic: Sign On, Control Panel, Disable/Enable Formula Calculations or Reset Host<br />
<strong>Server</strong> Connection.<br />
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7.20.2 Movex Ledger Specifics<br />
Use the table to enter data on the Settings - Ledger Specifics - Movex panel. A link is available at the bottom of the<br />
table to go to the SS Settings section to review generic processing fields.<br />
Field<br />
Movex Options:<br />
Chart of Accounts by Division<br />
Use RVFRFN for Budget Data<br />
(Older Movex Versions)<br />
Drill Down: By Balance Key<br />
Drill Down: <strong>Inc</strong>lude Third<br />
Currency Amount<br />
Period Type for Retrieving<br />
Begin/End Dates<br />
Dimension Number Used for<br />
Account Descriptions<br />
Journal Entry Drill Down: Max<br />
Dimensions<br />
Description<br />
If selected, accounts in Movex are division specific. Otherwise, accounts<br />
in Movex are not division specific.<br />
If selected, budget names/data are retrieved from RVFRFN.<br />
If selected, drill downs use the balance key specified on the GXL formula.<br />
Otherwise, drill downs use a balance key of 8.<br />
If selected, drill downs include the third currency amount.<br />
Specify the period type to be used for retrieving beginning and ending<br />
dates for the company/division. Period types are defined in the CSYPER<br />
table in the Movex database.<br />
Specify the dimension number to be used for retrieving the account<br />
description when processing a GXD formula.<br />
Specify the maximum number of dimensions to be used when drilling down<br />
to journal entry detail. Valid values are 0 - 7.<br />
Click the link to go to a related topic: SS Settings.
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7.20.3 Movex Build a Template for GXL<br />
As fields on the Build a Template - GXL panel vary based upon the selected ledger, use the table to enter data unique<br />
for a Movex ledger. A link is available at the bottom of the table to go to the Build a Template section to review generic<br />
processing fields.<br />
Field<br />
Budget Number<br />
Budget Revision<br />
Year<br />
Format<br />
Period<br />
Balance Key<br />
Description<br />
If applicable, specify the budget number from which to retrieve data. Leave<br />
blank to retrieve actual data.<br />
If applicable, specify the budget revision from which to retrieve data. Entry<br />
is required if a budget number is specified.<br />
Click the down arrow and select the reporting year.<br />
Click the down arrow and select the time range for which to retrieve data.<br />
Valid formats are PER, QTR, YTD, LTD, and RANGE.<br />
Click the down arrow and select the corresponding period, quarter number,<br />
or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Click the down arrow and select the balance key to be used to retrieve<br />
data.<br />
Stat Enter a Y to return statistic values; otherwise enter an N.<br />
Exchange Rate<br />
Click the link to go to a related topic: Build a Template.<br />
If applicable, click the down arrow and select the exchange rate to be<br />
multiplied by the balances to calculate the reporting amounts.<br />
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7.20.4 Movex GXL<br />
Use the GXL formula to retrieve account balances for a specific format/reporting period. The following is an overview for<br />
the GXL formula for a Movex ledger.<br />
Syntax:<br />
=GXL("Budget Number","Budget Revision","Key3","Year","Format","Period","Account Segment<br />
1","Account Segment 2","Account Segment 3","Account Segment 4","Account Segment 5"...)<br />
Note: It is most common to use cell references within GXL formulas to identify parameters.<br />
Parameters:<br />
Budget Number<br />
Identifies the budget number. If left blank, actual data is retrieved.<br />
Budget Revision<br />
Identifies the budget revision. A budget revision is required if a budget number is specified.<br />
Key 3<br />
Optionally identifies statistical data, alternate library, balance key, Budget Manager name/revision and/or<br />
exchange rate. Enter the necessary literal and a value as defined below. If more than one variable needs to be<br />
defined, separate the variables by a semi-colon.<br />
Enter the literal "STAT=Y" to indicate retrieval of statistical balances.<br />
Enter the literal "LIBRARY=NNNN" where NNNN is the name of the alternate library.<br />
Enter the literal "BALANCE KEY=XX" where XX is the balance key.<br />
Enter the literal "BUDGET:NNNN:XX" where NNNN is the budget name and XX is the budget revision.<br />
Enter the literal "EXCHRATE=NNNN" where NNNN is the exchange rate.<br />
Year<br />
Year identifier.<br />
Format<br />
Format options are:<br />
PER<br />
QTR<br />
YTD<br />
LTD<br />
RANGE<br />
Activity for the selected period<br />
Activity for the periods included in the selected quarter number<br />
Activity for periods 1 thru the designated period number excluding the opening balance<br />
Activity for periods 1 thru the designated period number including the opening balance<br />
Activity for a range of periods specified<br />
Period<br />
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Account Segment 1 - 9<br />
Enter one parameter for each segment of the account string (i.e. Company, Division, Dimension 1 - 7). May be a<br />
single value, mask, range, value list, segment list, hierarchy value or @ field (see Account Segment Syntax).<br />
Formula Example - Using Masks:<br />
=GXL(,,"STAT=N";"BALANCE KEY=8","2004","PER","4","210","AAA","51*","*","*","*")<br />
Retrieves the monetary activity for period 4 of 2004 for accounts starting with 51 using balance key 8.
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Formula Example - Using a Range:<br />
=GXL(,,"STAT=N";"BALANCE KEY=8","2004","PER","4","210","AAA","5100.5500")<br />
Retrieves the monetary activity for period 4 of 2004 for accounts 5100 thru 5500 using balance key 8.<br />
Formula Example - Retrieving Budget Data:<br />
=GXL("1","1","BALANCE KEY=8","2004","PER","4","210","AAA","5710","*","*","*")<br />
Retrieves the budget balance for period 4 of 2004 for an account mask using balance key 8, for Budget Number 1<br />
and Budget Revision 1.<br />
Click the link to go to a related topic: Control Panel, GL Reporting, Formula Assistant or GXL Formula for Account<br />
Values.<br />
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7.20.5 Movex GXD<br />
For a Movex ledger, the GXD formula is used to retrieve an account description for a single account string.<br />
Syntax:<br />
=GXD("Company","Division","Dimension Number","Dimension Value")<br />
Note: It is most common to use cell references within GXD formulas to identify parameters.<br />
Parameters:<br />
Company<br />
Identifies the company.<br />
Division<br />
Identifies the division.<br />
Dimension Number<br />
Identifies the dimension number associated with the dimension value.<br />
Dimension Value<br />
Identifies the dimension value for which to retrieve the description.<br />
Formula Example:<br />
=GXD("210","AAA","1","5710")<br />
Retrieves the account description for company 210, division AAA and dimension 1 value of 5710.<br />
Click the link to go to a related topic: GL Reporting or Formula Assistant.
GL Reporting 175<br />
7.21 Oracle<br />
7.21.1 Oracle Sign On<br />
Follow the steps below to start the add-in component of <strong>Spreadsheet</strong> <strong>Server</strong> for an Oracle ledger.<br />
When user settings are set to start <strong>Spreadsheet</strong> <strong>Server</strong> during Excel start up, then step 2 is not applicable.<br />
When unattended (auto) sign on is activated, steps 3 thru 6 are not applicable.<br />
1. Start Excel.<br />
2. In Excel from the S<strong>Server</strong> Disabled menu, select Start <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the ribbon equivalent (see SS<br />
Ribbon). The Login dialog box appears.<br />
3. Two methods are available for signing onto <strong>Spreadsheet</strong> <strong>Server</strong>:<br />
Option 1 - Direct Connect:<br />
Select the Direct check box<br />
Specify the following fields:<br />
Host - host or IP Address that hosts the database<br />
Service - Oracle Service Name indicating where the database is located<br />
Port - port number<br />
User Name - defaults the Application User Name assigned to the user in the Configurator<br />
Password - only required if a password was created for the user in the Configurator<br />
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Option 2 - Oracle Client:<br />
Do not select the Direct check box<br />
Specify the following fields:<br />
Oracle Service Name - Service Name configured via the Oracle Net Manager<br />
User Name - defaults the Application User Name assigned to the user in the Configurator<br />
Password - only required if a password was created for the user in the Configurator<br />
4. Click Login. The Oracle Default Responsibility panel appears, displaying the Responsibility previously selected.<br />
5. Click on the drop down arrow to select a different Responsibility.<br />
6. Click Continue.<br />
Click the link to go to a related topic: Sign On, Control Panel, Disable/Enable Formula Calculations or Reset Host<br />
<strong>Server</strong> Connection.
GL Reporting 177<br />
7.21.2 Oracle Ledger Specifics<br />
Use the table to enter data on the Settings - Ledger Specifics - Oracle panel, or to access other functions. A link is<br />
available at the bottom of the table to go to the SS Settings section to review generic processing fields.<br />
Field<br />
Oracle Options:<br />
Select Ledger<br />
Number of Segments<br />
Segment Number Used for<br />
Descriptions<br />
Language<br />
Balance SQL Statement Hint<br />
by Balance Type<br />
Use Summary Accounts<br />
Segments<br />
Description<br />
Click the down arrow and select the ledger (a.k.a. set of books) to be used<br />
(i.e. number of segments, segment labels, etc.). This value is set when an<br />
Oracle Default Responsibility is selected during sign on -or- when the<br />
default in Excel on the S<strong>Server</strong> toolbar is changed. Right click and select<br />
Refresh to refresh the data.<br />
Specify the number of segments which make up the account. This value<br />
is automatically filled by the Select Ledger selection.<br />
Displays for the currently selected ledger the segment number to be used<br />
for retrieving account descriptions on drill down panels and when<br />
processing GXE formulas. Use the Set Segment Number for All Ledgers<br />
button to change the value for all ledgers -or- use the Segment Mapping<br />
button to change the value for a single ledger.<br />
Specify the language to be used for account descriptions.<br />
Click the down arrow and select the balance type (i.e. A (Actual), B<br />
(Budget), E (Encumbrance) or P (Project)) and then in the adjacent field<br />
specify the user-defined index to be used with the associated balance type<br />
when processing <strong>Spreadsheet</strong> <strong>Server</strong> calculations.<br />
If selected, summary accounts are included with non-summary accounts<br />
in the GXL formula calculation. Otherwise only non-summary accounts are<br />
used. This option only applies if the GXL Summary Accounts parameter is<br />
not specified or equals NA.<br />
Displays the segment names for the ledger specified above.<br />
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Button<br />
Segment Mapping<br />
Set Segment Number for All<br />
Ledgers<br />
Add Sample Hint<br />
View Segment Security<br />
Function<br />
Displays the Segment Mapping panel, allowing the user for each ledger to<br />
assign the segment number to be used for descriptions and to re-order<br />
account segments to match the order defined in the Oracle application<br />
(see Segment Mapping).<br />
Displays the Oracle Segment Number Used For Descriptions panel,<br />
allowing the user to assign the same segment number to be used for<br />
descriptions to all ledgers. This function is password protected.<br />
Inserts a sample index in the Balance SQL Statement Hint field.<br />
Displays any account restrictions based on the current sign-on ID and<br />
responsibility.<br />
Click the link to go to a related topic: SS Settings.
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7.21.3 Oracle Build a Template for GXL<br />
As fields on the Build a Template - GXL panel vary based upon the selected ledger, use the table to enter data unique<br />
for an Oracle ledger. A link is available at the bottom of the table to go to the Build a Template section to review<br />
generic processing fields.<br />
Field<br />
Balance Type<br />
Budget/En Type<br />
Year<br />
Format<br />
Period<br />
Translated<br />
Description<br />
Click the down arrow and select the balance type. Valid values are A<br />
(Actual), B (Budget), E (Encumbrance), and P (Project).<br />
Note: When Balance Type = P, then Format should = PER. Balances<br />
retrieved are 'to-date' (i.e. running totals). In addition, drill down is only<br />
available to account balances, not to journals.<br />
When Balance Type is B or E, click the down arrow and select the budget<br />
or encumbrance name.<br />
Click the down arrow and select the reporting year.<br />
Click the down arrow and select the time range for which to retrieve data.<br />
Valid formats are PER, QTR, YTD, LTD, and RANGE.<br />
Click the down arrow and select the corresponding period, quarter number,<br />
or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Click the down arrow and select whether to display entered or translated<br />
currency balances. Valid values are E (Entered), T (Translated), and M<br />
(Multiple Reporting Currencies).<br />
Note: E must be used if the selected currency is the database's<br />
functionality currency or STAT.<br />
Note: Prior to selecting T, ensure that the currency translation has been<br />
processed in Oracle for the selected currency and reporting period.<br />
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Field<br />
Currency<br />
Ledger<br />
Summary Accts<br />
FSG Report<br />
Convert Missing Values to<br />
Parent Hierarchies<br />
Description<br />
Specify a valid currency code.<br />
Click the down arrow and select the ledger (a.k.a. set of books) for which<br />
to retrieve data.<br />
Click the down arrow and select which account types to use. Valid values<br />
are NA (use Summary Accounts option from Settings-Ledger Specifics to<br />
determine whether to include Summary Accounts with Non-Summary<br />
Accounts), Y (include only Summary Accounts), and N (include only Non-<br />
Summary Accounts).<br />
If desired, select the check box and then use the drop down box to select<br />
a FSG Report for which to create a <strong>Spreadsheet</strong> <strong>Server</strong> report. When this<br />
option is selected various fields on the panel will be disabled.<br />
When FSG Templates is selected, this option becomes enabled. If<br />
selected, missing single segment values are converted to parent<br />
hierarchies when the <strong>Spreadsheet</strong> <strong>Server</strong> report is created.<br />
Click the link to go to a related topic: Build a Template.
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7.21.4 Oracle GXL<br />
Use the GXL formula to retrieve account balances for a specific format/reporting period. The following is an overview for<br />
the GXL formula for an Oracle ledger.<br />
Syntax:<br />
=GXL("Balance Type","Budget/EnType","Key 3","Year","Format","Period","Account Segment 1","Account<br />
Segment 2","Account Segment 3","Account Segment 4","Account Segment 5"...)<br />
Note: It is most common to use cell references within GXL formulas to identify parameters.<br />
Parameters:<br />
Balance Type<br />
Identifies the balance type. Valid types are A (Actual), B (Budget), E (Encumbrance), and P (Project).<br />
Budget/En Type<br />
Identifies the budget or encumbrance name. This value is required if Balance Type is either E or B.<br />
Key 3<br />
Optionally identifies translation type, currency, ledger, account type, and translated flag criteria. Enter the<br />
necessary literal and a value as defined below. If more than one variable needs to be defined, separate the<br />
variables by a semi-colon. Enter 0 or leave blank if not used.<br />
Enter the literal "TRANSLATED=X" where X is the translation type. Valid types are E (Entered in the selected<br />
currency), T (Translated to the selected currency), and M (Multiple reporting currencies). E must be used if<br />
the selected currency is the database's functionality currency or STAT. Prior to selecting T, ensure that the<br />
currency translation has been processed in Oracle for the selected currency and reporting period.<br />
Enter the literal "CURRENCY=XXX" where XXX is the name of the currency to be used.<br />
Enter the literal "BOOK=XXX" where XXX is the name of the ledger (a.k.a. set of books) to be used. If not specified,<br />
the system uses the ledger identified on the SS toolbar.<br />
Enter the literal "SUMMARY=XX" where XX indicates which account types to use. Valid values are NA (use<br />
Summary Accounts option from Settings-Ledger Specifics to determine whether or not to include Summary<br />
Accounts with Non-Summary Accounts), Y (include only Summary Accounts), and N (include only Non-Summary<br />
Accounts). If not specified, NA is assumed.<br />
Enter the literal "TRANSLATEDFLAG=X" where X is the name of the translated flag to be used. Enter * to retrieve<br />
all records regardless of their assigned translated flag.<br />
Year<br />
Year identifier.<br />
Format<br />
Format options are:<br />
PER<br />
QTR<br />
YTD<br />
LTD<br />
RANGE<br />
Activity for the selected period<br />
Activity for the periods included in the selected quarter number<br />
Activity for periods 1 thru the designated period number excluding the opening balance<br />
Activity for periods 1 thru the designated period number including the opening balance<br />
Activity for a range of periods specified<br />
Period<br />
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
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Account Segment 1 - nn<br />
Enter one parameter for each segment of the account string. The number of account segments will vary based upon<br />
the account structure for the selected ledger. May be a single value, mask, range, value list, segment list, hierarchy<br />
value or @ field (see Account Segment Syntax).<br />
Formula Example - Using Masks:<br />
=GXL("A",,"TRANSLATED="E";"&"CURRENCY="USD";"&"BOOK="VISION OPERATIONS<br />
(USA)";"&"TRANSLATEDFLAG="*";","2003","PER","6","01","*","1110","*","*")<br />
Retrieves the actual activity for period 6 of 2003 for an account mask using Vision Operations (USA) set of books.<br />
Formula Example - Using a Range:<br />
=GXL("A",,"TRANSLATED="E";"&"CURRENCY="USD";"&"BOOK="VISION OPERATIONS<br />
(USA)";"&"TRANSLATEDFLAG="*";","2003","PER","6","01","*","1110.1999","*","*")<br />
Retrieves the actual activity for period 6 of 2003 for accounts 1110 thru 1999 using Vision Operations (USA) set of books.<br />
Click the link to go to a related topic: Control Panel, GL Reporting, Formula Assistant or GXL Formula for Account<br />
Values.
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7.21.5 Oracle GXD<br />
For an Oracle ledger, the GXD formula is used to retrieve a description for a single account segment.<br />
Syntax:<br />
=GXD("Segment Num","Value","Ledger")<br />
Note: It is most common to use cell references within GXD formulas to identify parameters.<br />
Parameters:<br />
Segment Num<br />
Identifies the segment number of the account string for which to retrieve the description.<br />
Value<br />
Identifies the value of the account segment for which to retrieve the description.<br />
Ledger<br />
Identifies the ledger (a.k.a. set of books) from which to retrieve the description. Entry is optional if only one ledger is<br />
referenced in the workbook.<br />
Formula Example - Using a Single Segment:<br />
=GXD("3","1110","Vision Operations (USA)")<br />
Retrieves the description for segment 3 value 1110 from the Vision Operations (USA) set of books.<br />
Formula Example - Using Multiple Segments:<br />
=GXD(("1","01")& "-" &GXD("3","1640")<br />
Retrieves the description for segment 1 value 01 and concatenates the description for segment 3 value 1640.<br />
Click the link to go to a related topic: GL Reporting or Formula Assistant.<br />
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7.21.6 Segment Mapping<br />
Account segments may be re-ordered in the Oracle application. Use the following to re-order account segments in the<br />
<strong>Spreadsheet</strong> <strong>Server</strong> application to match the order defined in the Oracle application. In addition, use the Segment<br />
Mapping function to assign individually for each ledger (a.k.a. set of books) the segment number to be used for<br />
retrieving descriptions.<br />
Note: If segments are remapped, then standard delivered segment ad hoc queries will need to be modified. Contact<br />
<strong>Global</strong> for assistance.<br />
1. In Excel from the S<strong>Server</strong> menu, select Settings. The Settings - General panel appears.<br />
Nav Tip: This panel may also be accessed by selecting the Settings tab on the Control Panel -or- by selecting<br />
the toolbar or ribbon equivalent (see SS Toolbar or SS Ribbon).<br />
2. On the Settings panel, select the Ledger Specifics tab. The Ledger Specifics - Oracle panel appears.<br />
3. On the Oracle panel, click the Segment Mapping button. The Segment Mapping panel appears.<br />
4. On the Segment Mapping panel, use the appropriate drop down boxes to specify the following data:<br />
Ledger - Identify the ledger for which to assign the segment number for descriptions or to map/re-order account<br />
segments in <strong>Spreadsheet</strong> <strong>Server</strong>. The system will modify the available account segments based upon the<br />
selected ledger.<br />
Segment Number Used for Descriptions (SEGMENT X) - Identify the segment number to be used for retrieving<br />
account descriptions on drill down panels and when processing GXE formulas.<br />
Account Segments - Identify the proper segment number for each account segment.<br />
5. Click the Save button to write the changes.<br />
6. Repeat steps 4 and 5, until changes have been made for each ledger.<br />
7. To exit the panel, click the Close button.
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7.22 PeopleSoft<br />
7.22.1 PSoft Sign On<br />
Follow the steps below to start the add-in component of <strong>Spreadsheet</strong> <strong>Server</strong> for a PeopleSoft ledger.<br />
When user settings are set to start <strong>Spreadsheet</strong> <strong>Server</strong> during Excel startup, then step 2 is not applicable.<br />
When unattended (auto) sign on is activated, steps 3 and 4 are not applicable.<br />
1. Start Excel.<br />
2. In Excel from the S<strong>Server</strong> Disabled menu, select Start <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the SS ribbon equivalent<br />
(see SS Ribbon). The Sign On to <strong>Spreadsheet</strong> <strong>Server</strong> dialog box.<br />
3. Various methods are available for signing onto <strong>Spreadsheet</strong> <strong>Server</strong> based upon the connection protocol being<br />
used:<br />
Option 1 - SQL <strong>Server</strong> or DSN:<br />
Host Name or IP Address - system name or IP address that hosts the database<br />
Database Library - name of library containing the General Ledger data<br />
DSN Name - name of the DSN connection<br />
User Name - defaults the Application User Name assigned to the user in the Configurator<br />
Password - only required if a password was created for the user in the Configurator<br />
Option 2 - Oracle Direct Connect:<br />
Select the Direct check box<br />
Specify the following fields:<br />
Host Name or IP Address - host or IP Address that hosts the database<br />
Service - Oracle Service Name indicating where the database is located<br />
Port - port number<br />
User Name - defaults the Application User Name assigned to the user in the Configurator<br />
Password - only required if a password was created for the user in the Configurator<br />
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Option 3 - Oracle Client:<br />
Do not select the Direct check box<br />
Specify the following fields:<br />
Oracle Service Name - Service Name configured via the Oracle Net Manager<br />
User Name - defaults the Application User Name assigned to the user in the Configurator<br />
Password - only required if a password was created for the user in the Configurator<br />
4. Click OK.<br />
Click the link to go to a related topic: Sign On, Control Panel, Disable/Enable Formula Calculations or Reset Host<br />
<strong>Server</strong> Connection.
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7.22.2 PSoft Ledger Specifics<br />
Use the table to enter data on the Settings - Ledger Specifics - PeopleSoft panel. A link is available at the bottom of<br />
the table to go to the SS Settings section to review generic processing fields.<br />
Field<br />
PeopleSoft Options:<br />
Set ID<br />
Drill Down: Apply Effective<br />
Date Criteria<br />
Multi-Column Drill Down:<br />
Ignore Ledger<br />
Available Business Units for<br />
User<br />
Description<br />
Specify the PeopleSoft set ID.<br />
If selected, drill downs include the effective date as part of the search<br />
criteria.<br />
If selected, multi-column drill downs ignore the ledger account segment<br />
parameter.<br />
Displays the business units available for the current user.<br />
Click the link to go to a related topic: SS Settings.<br />
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7.22.3 PSoft Build a Template for GXL<br />
As fields on the Build a Template - GXL panel vary based upon the selected ledger, use the table to enter data unique<br />
for a PeopleSoft ledger. A link is available at the bottom of the table to go to the Build a Template section to review<br />
generic processing fields.<br />
Field<br />
Balance Type<br />
Business Unit<br />
Year<br />
Format<br />
Period<br />
Currency<br />
Description<br />
Click the down arrow and select the balance type. Valid values are A<br />
(Actual), B (Budget), and E (Encumbrance).<br />
Specify the reporting business unit.<br />
Click the down arrow and select the reporting year.<br />
Click the down arrow and select the time range for which to retrieve data.<br />
Valid formats are PER, QTR, YTD, LTD, and RANGE.<br />
Click the down arrow and select the corresponding period, quarter number,<br />
or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Specify the reporting currency code.<br />
Click the link to go to a related topic: Build a Template.
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7.22.4 PSoft GXL<br />
Use the GXL formula to retrieve account balances for a specific format/reporting period. The following is an overview for<br />
the GXL formula for a PeopleSoff ledger.<br />
Syntax:<br />
=GXL("Balance Type","Business Unit","Key 3","Year","Format","Period","Account Segment 1","Account<br />
Segment 2","Account Segment 3","Account Segment 4","Account Segment 5"...)<br />
Note: It is most common to use cell references within GXL formulas to identify parameters.<br />
Parameters:<br />
Balance Type<br />
Identifies the balance type. Valid types are A (Actual), B (Budget, and E (Encumbrance).<br />
Business Unit<br />
Identifies the business unit.<br />
Key 3<br />
Optionally identifies currency. Enter the necessary literal and a value as defined below. Enter 0 or leave blank if not<br />
used.<br />
Enter the literal "CURRENCY=XXX" where XXX is the name of the currency to be used.<br />
Year<br />
Year identifier.<br />
Format<br />
Format options are:<br />
PER<br />
QTR<br />
YTD<br />
LTD<br />
RANGE<br />
Activity for the selected period<br />
Activity for the periods included in the selected quarter number<br />
Activity for periods 1 thru the designated period number excluding the opening balance<br />
Activity for periods 1 thru the designated period number including the opening balance<br />
Activity for a range of periods specified<br />
OBAL or OPE Opening balance (i.e. period 0).<br />
Note: Any period value entered is ignored.<br />
CBAL or CLO Year to date activity including closing balances and/or adjusting entries (i.e. period 0 - 54).<br />
Note: Any period value entered is ignored.<br />
BP<br />
Budget amount for the selected period<br />
Period<br />
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Account Segment 1 - 10<br />
Enter one parameter for each segment of the account string (i.e. Ledger, Fund Code, Department, Class Field,<br />
Program Code, Chart Field 1, Account, Project, Affiliate, Statistics Code). May be a single value, mask, range, value<br />
list, segment list, hierarchy value or @ field (see Account Segment Syntax).<br />
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Formula Example - Using Masks:<br />
=GXL("A","US005","CURRENCY=USD","2003","PER","6","LOCAL","*","20000","*","*","*","400000","*","*","*")<br />
Retrieves the actual activity for period 6 of 2003 for business unit US005, ledger LOCAL, department 21400 and all<br />
accounts starting with 4.<br />
Formula Example - Using a Range:<br />
=GXL("A","US005","CURRENCY=USD","2003","PER","6","LOCAL","*","21000.21999","*","*","*","400000","*","*","*")<br />
Retrieves the actual activity for period 6 of 2003 for business unit US005, ledger LOCAL, departments in the range of<br />
21000 thru 21999, and account 400000.<br />
Click the link to go to a related topic: Control Panel, GL Reporting, Formula Assistant or GXL Formula for Account<br />
Values.
GL Reporting 191<br />
7.22.5 PSoft GXD<br />
For a PeopleSoft ledger, the GXD formula is used to retrieve a description for a single account segment.<br />
Syntax:<br />
=GXD("Segment Value")<br />
Note: It is most common to use cell references within GXD formulas to identify parameters.<br />
Parameters:<br />
Segment Value<br />
Identifies the segment value for which to retrieve the description.<br />
Formula Example - Using a Single Segment:<br />
=GXD("402000")<br />
Retrieves the description for account segment 402000.<br />
Formula Example - Using Multiple Segments:<br />
=GXD("402000")& "-" &GXD("3000")<br />
Retrieves the description for account segment 402000 and concatenates the description for project segment<br />
3000.<br />
Click the link to go to a related topic: GL Reporting or Formula Assistant.<br />
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7.23 SAP<br />
7.23.1 SAP Sign On<br />
Follow the steps below to start the add-in component of <strong>Spreadsheet</strong> <strong>Server</strong> for a SAP ledger.<br />
When user settings are set to start <strong>Spreadsheet</strong> <strong>Server</strong> during Excel startup, then step 2 is not applicable.<br />
The dialog boxes used to sign onto <strong>Spreadsheet</strong> <strong>Server</strong> are determined by the Use SAP Login Dialog option in the<br />
user settings and the connection type assigned to the host configuration in the Configurator .<br />
1. Start Excel.<br />
2. In Excel from the S<strong>Server</strong> Disabled menu, select Start <strong>Spreadsheet</strong> <strong>Server</strong> -or- select the SS ribbon equivalent<br />
(see SS Ribbon). The Sign On to <strong>Spreadsheet</strong> <strong>Server</strong> dialog box -or- the SAP Logon dialog box appears.<br />
3. On the Sign On or Logon dialog box specify the following information:<br />
Option 1 - Using Legacy SAP GUI connection type:<br />
From the list of SAP systems in your organization, select the desired system to sign onto.<br />
Specify the Client, User ID, Password and Language.<br />
Option 2 - Using SAP NetCo 3.0 connection type:<br />
Specify the Client, User ID, Password and Language.<br />
If necessary, click the System button, and select the desired system to sign onto.<br />
Option 3 - SAP Logon:<br />
Enter the standard information used to log onto SAP.<br />
4. Click OK.<br />
Click the link to go to a related topic: Sign On, Control Panel, Disable/Enable Formula Calculations or Reset Host<br />
<strong>Server</strong> Connection.
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7.23.2 SAP Ledger Specifics<br />
Use the table to enter data on the Settings - Ledger Specifics - SAP panel. A link is available at the bottom of the<br />
table to go to the SS Settings section to review generic processing fields.<br />
Field<br />
SAP Options:<br />
SAP Logon INI Location<br />
Language (SPRAS)<br />
Client<br />
Use SAP Login Dialog<br />
Use SAP Adapter RFC's<br />
Limit Segment Lookup Results<br />
to nnnn Records<br />
Authorized Companies<br />
Currency Precisions<br />
Description<br />
When the SAP Adapter is not being used to log onto the database, key<br />
the path or use the Browse button to select the location of the SAP logon<br />
INI file.<br />
Specify the language ID to be used for all descriptions.<br />
Specify the SAP client number. This value is updated during signon.<br />
If selected, the standard SAP login procedure is used for signing onto<br />
<strong>Spreadsheet</strong> <strong>Server</strong>. Otherwise, <strong>Global</strong>'s standard Sign On to<br />
<strong>Spreadsheet</strong> <strong>Server</strong> dialog box is used.<br />
If selected, the connection process uses the standard SAP GUI signon<br />
process. Otherwise, direct connection to the database is used.<br />
If selected, the number of segment records loaded during a segment value<br />
lookup (i.e. when click the ellipse button for an account segment on the<br />
Build a Template or Control Panel panel) is limited by the number of<br />
records specified.<br />
Displays a list of companies to which the current user is authorized.<br />
These values are updated during signon.<br />
Displays a list of each currency setup within SAP and its' applicable<br />
currency precision. These values are updated during signon.<br />
Note: The Settings - Ledger Specifics - SAP - Special Ledgers panel is used to maintain processing criteria for special<br />
SAP ledgers. This panel is password protected. Contact <strong>Global</strong> for more information.<br />
Click the link to go to a related topic: SS Settings.<br />
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7.23.3 SAP Build a Template for GXL<br />
As fields on the Build a Template - GXL panel vary based upon the selected ledger, use the table to enter data unique<br />
for an SAP ledger. A link is available at the bottom of the table to go to the Build a Template section to review generic<br />
processing fields.<br />
Field<br />
Ledger<br />
Currency Type<br />
Year<br />
Format<br />
Period<br />
Configuration<br />
Description<br />
Click the down arrow and select the ledger. Valid values are FI, CO,<br />
COOR, PCA and special SAP ledgers. Use the drop down list to select<br />
the appropriate value. After selecting a value, the system changes the<br />
account segments and valid currency types on the panel to match the<br />
selected ledger.<br />
Click the down arrow and select the currency type. Valid values vary<br />
based upon the ledger selected.<br />
If ledger = FI, valid values are TRANS, LOCAL, and GROUP.<br />
If ledger = CO or COOR, valid values are TRANS, OBJECT, COAREA,<br />
PV, TOTALQTY, and FIXEDQTY.<br />
If ledger = PCA, valid values are TRANS, LOCAL, GROUP, and QTY.<br />
Click the down arrow and select the reporting year.<br />
Click the down arrow and select the time range for which to retrieve data.<br />
Valid formats are PER, QTR, YTD, LTD, and RANGE.<br />
Click the down arrow and select the corresponding period, quarter number,<br />
or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Click the down arrow and select the host configuration to be used. The list<br />
only displays configurations to which the user is authorized. If left blank,<br />
the system uses the default configuration as defined in the Configurator.<br />
Click the link to go to a related topic: Build a Template.
GL Reporting 195<br />
7.23.4 SAP GXL<br />
Use the GXL formula to retrieve account balances for a specific format/reporting period. The following is an overview for<br />
the GXL formula for a SAP ledger.<br />
Syntax:<br />
=GXL("Ledger","Currency Type","Key 3","Year","Format","Period","Account Segment 1","Account<br />
Segment 2","Account Segment 3","Account Segment 4","Account Segment 5"...)<br />
Note: It is most common to use cell references within GXL formulas to identify parameters.<br />
Parameters:<br />
Ledger<br />
Identifies the specific ledger in SAP. Valid values are FI, CO, COOR, PCA and special SAP ledgers.<br />
Currency Type<br />
Identifies the currency type.<br />
Ledger<br />
FI<br />
CO<br />
COOR<br />
PCA<br />
Valid Values<br />
TRANS, LOCAL, GROUP<br />
TRANS, OBJECT, COAREA, PV, TOTALQTY, FIXEDQTY<br />
TRANS, OBJECT, COAREA, PV, TOTALQTY, FIXEDQTY<br />
TRANS, LOCAL, GROUP, QTY<br />
Key 3<br />
Optionally identifies host configuration criteria. Enter the necessary literal and a value as defined below. If more than<br />
one variable needs to be defined, separate the variables by a semi-colon. Enter 0 or leave blank if not used.<br />
Enter the literal "CONFIGURATION=X" where X is either the full configuration name or just the number. If left<br />
blank, the system uses the default configuration as defined in the Configurator.<br />
Year<br />
Year identifier.<br />
Format<br />
Format options are:<br />
PER<br />
QTR<br />
YTD<br />
LTD<br />
RANGE<br />
Activity for the selected period<br />
Activity for the periods included in the selected quarter number<br />
Activity for periods 1 thru the designated period number excluding the opening balance<br />
Activity for periods 1 thru the designated period number including the opening balance<br />
Activity for a range of periods specified<br />
Period<br />
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.<br />
Account Segment 1 - nn<br />
Enter one parameter for each segment of the account string. The number of account segments will vary based upon<br />
the account structure for the selected ledger. May be a single value, mask, range, value list, segment list, hierarchy<br />
value or @ field (see Account Segment Syntax).<br />
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Ledger<br />
FI<br />
CO<br />
COOR<br />
PCA<br />
Valid Segments<br />
Type, Chart of Accounts, Plan Version, Currency Code, Company, Account, Business Area<br />
Chart of Accounts, Plan Version, Currency Code, Value Type, Controlling Area, Cost<br />
Center, Cost Element, Activity<br />
Chart of Accounts, Plan Version, Currency Code, Value Type, Controlling Area, Order<br />
Number, Cost Element<br />
Type, Chart of Accounts, Plan Version, Currency Code, Company, Profit Center, Function<br />
Area, Controlling Area, Account<br />
Type - valid values are 0 (Actual) and 1 (Plan)<br />
Plan Version - use 000 if actual results are desired<br />
Formula Example - FI Ledger - Using a Value List, Range and Mask:<br />
=GXL("FI","TRANS","CONFIGURATION=SAP 1 - Prod","1999","PER","1","0","1000","000","DEM","[1000,2000]",<br />
"800000.859999","*")<br />
Retrieves the actual balance for period 1 of 1999 for companies 1000 and 2000, accounts in the range of 800000 thru<br />
859999, and all business areas.<br />
Formula Example - CO Ledger - Using Single Values:<br />
=GXL("CO","TRANS","CONFIGURATION=SAP 1 - Prod","1999","PER","1","INT","000","DEM","01","1000","2000",<br />
"435000","100")<br />
Retrieves the actual balance for period 1 of 1999 for controlling area 1000, cost center 2000, cost element 435000<br />
and activity 100.
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Formula Example - COOR Ledger - Using Single Values:<br />
=GXL("COOR","TRANS","CONFIGURATION=1","2003","PER","2","1000","000","USD","01","1000","000000100000",<br />
"0000000802")<br />
Retrieves the actual balance for period 2 of 2003 for controlling area 1000, order number 000000100000 and cost<br />
element 0000000802.<br />
Formula Example - PCA Ledger - Using a Value List, Masks and a Range:<br />
=GXL("PCA","TRANS","CONFIGURATION=1","2007","PER","1","0","1000","000","DEM","2000","9999","100","1000",<br />
"800000")<br />
Retrieves the actual balance for period 1 of 2007 for company 2000, profit centers 5000 and 9999, all function areas,<br />
range of controlling areas from 1000 thru 2500, and accounts that begin with 80.<br />
Click the link to go to a related topic: Control Panel, GL Reporting, Formula Assistant or GXL Formula for Account<br />
Values.<br />
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7.23.5 SAP GXD<br />
For a SAP ledger, the GXD formula is used to retrieve a description for a single account segment (i.e. account, cost<br />
center, internal order, profit center).<br />
Syntax:<br />
=GXD("Descriptions","Parm 1","Parm 2","Parm 3")<br />
Note: It is most common to use cell references within GXD formulas to identify parameters.<br />
Parameters:<br />
Descriptions<br />
Identifies the segment type for which to retrieve a description. Valid values are Account (ACCOUNT), Cost Center<br />
(CC), Internal Order (IO), and Profit Center (PC).<br />
Parm 1<br />
If description is Account (ACCOUNT), identifies the chart of accounts.<br />
If description is Cost Center (CC) or Profit Center (PC), identifies the controlling area.<br />
If description is Internal Order (IO), then leave the field blank.<br />
Parm 2<br />
Identifies the value of the account, cost center, order number, or profit center for which to retrieve the description.<br />
Parm 3<br />
Optionally, identifies the host configuration from which to retrieve the description. May specify either the full<br />
configuration name or just the number. If left blank, the system uses the default configuration as defined in the<br />
Configurator.<br />
Formula Example - Retrieve an Account Description:<br />
=GXD("ACCOUNT","INT","430000","SAP 1 - Prod")<br />
Retrieves the description for account 430000 from the INT chart of accounts.
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Formula Example - Retrieve a Cost Center Description:<br />
=GXD("CC","1000","1200","SAP 1 - Prod")<br />
Retrieves the description for cost center 1200 from the 1000 controlling area.<br />
Formula Example - Retrieve an Internal Order Description:<br />
=GXD("IO",,"702267","SAP 1 - Prod")<br />
Retrieves the description for internal order 702267.<br />
Formula Example - Retrieve a Profit Center Description:<br />
=GXD("PC","1000","1010","SAP 1 - Prod")<br />
Retrieves the description for profit center 1010 from the 1000 controlling area.<br />
Click the link to go to a related topic: GL Reporting or Formula Assistant.<br />
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8 Query<br />
Summary of Query Formulas for Excel<br />
<strong>Spreadsheet</strong> <strong>Server</strong> retrieves data from the assigned database into Excel using the following formulas:<br />
Formula<br />
GEXQ<br />
GEXD<br />
GEXS<br />
GEXI<br />
Description<br />
Returns a single value from the GEXQ (summary) portion of the query into the spreadsheet.<br />
This value may be "drilled down" upon to see the detailed results in a drill down panel or on a<br />
worksheet (see GEXQ Formulas).<br />
Inserts query detail results onto the spreadsheet (see GEXD Formulas).<br />
Opens a selector panel with the values returned from the query (see GEXS Formulas).<br />
Opens the detail portion of the query and displays results in a drill down panel or on a<br />
worksheet (see GEXI Formulas).<br />
Note: Formulas available for processing are based upon the user's licensed features. See GL Reporting for GL related formulas.<br />
These formulas can be used in a spreadsheet cell in the same manner as other spreadsheet functions.<br />
<strong>Spreadsheet</strong> <strong>Server</strong> provides tools for starting a spreadsheet (see Build a Template) and for entering formulas (see<br />
Formula Assistant).<br />
Setup Prior to using Query Formulas in Excel<br />
1. Queries must exist in Query Designer or Query Exchange before they can be used in formulas in Excel. Use one<br />
of the following methods to create/add a query to Query Designer:<br />
Download a query from Query Exchange (see Download Queries from Query Exchange)<br />
Manually create a query in Query Designer (see Create a New Query)<br />
2. Prior to using a new or modified query, in Excel from the S<strong>Server</strong> menu, select Refresh Queries -or- select the<br />
ribbon equivalent (see SS Ribbon). The system refreshes query data.
Query 201<br />
8.1 Build a Template for Queries<br />
Build a Template is a tool used to aid in quickly creating a template on a <strong>Spreadsheet</strong> <strong>Server</strong> spreadsheet. This tool<br />
populates the necessary rows and columns with required parameters as provided by the user. The tool inserts a<br />
GEXQ, GEXD, GEXS, or GEXI formula using the parameters.<br />
Note: Formulas available in the Build a Template function are based upon the user's licensed features. See Build a<br />
Template for GL related formulas.<br />
1. In Excel from the S<strong>Server</strong> menu, select Build a Template. The Build a Template panel appears (opening to the<br />
last used formula/position/size).<br />
Nav Tip: This panel may also be accessed by pressing Shift+Ctrl+B -or- by selecting the ribbon equivalent (see<br />
SS Ribbon).<br />
2. Select the desired formula on the Formulas fly out window. The selected formula panel appears.<br />
3. Use the table to enter data on the Build a Template - GEXQ panel.<br />
Field<br />
GEXQ:<br />
Description<br />
Returns a single value from the GEXQ (summary) portion of the query into<br />
the spreadsheet (see GEXQ Formulas).<br />
Query Name Click the Open From File button ( ) to navigate to and select the query<br />
to be executed.<br />
Total Field<br />
Total Type<br />
Click the Search Online button ( ) to select and download the query to<br />
be executed (see Download Queries from Query Exchange).<br />
If the GEXQ summary field is to be defined within the formula, click the<br />
down arrow and select the field to be summarized.<br />
Note: Only fields assigned an alias appear in the drop down list.<br />
If the GEXQ summary field is to be defined within the formula, click the<br />
down arrow and select the summary type (i.e. SUM, COUNT, MIN, MAX).<br />
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5. Use the table to enter data on the Build a Template - GEXD panel.<br />
Field<br />
GEXD:<br />
Description<br />
Inserts query detail results onto the spreadsheet (see GEXD Formulas).<br />
Query Name Click the Open From File button ( ) to navigate to and select the query<br />
to be executed.<br />
Worksheet<br />
Starting Cell/Range/Table<br />
Fill Down Columns<br />
Clear a Range of Cells<br />
<strong>Inc</strong>lude Column Headings<br />
Auto Fit Column Sizes<br />
Click the Search Online button ( ) to select and download the query to<br />
be executed (see Download Queries from Query Exchange).<br />
Click the down arrow and select the worksheet destination for the output.<br />
Defaults the current active worksheet.<br />
Specify the upper-left corner of the output target. This value may be a<br />
single cell, a range or a table. If <strong>Inc</strong>lude Column Headings is selected,<br />
then it represents the left-most column heading as defined in the query.<br />
Otherwise it represents the left-most cell of the first row of data.<br />
Specify the number of columns that contain formulas/values to the right of<br />
the results grid. These columns will fill down to match the number of<br />
records in the results. Valid values are 1, 2, 3, etc.<br />
Note: When using Fill Down Columns targeting a range the fill down<br />
formulas/values must reside outside of the output range.<br />
Note: When <strong>Inc</strong>lude Column Heading is selected, the fill down columns<br />
are required to be on the first row following the headings. When <strong>Inc</strong>lude<br />
Column Headings is not selected, the fill down columns are required to be<br />
on the first two rows for the GEXD data.<br />
Note: In some instances, the GEXD Row function may be used in place of<br />
fill down columns (see GEXD Row Function).<br />
Specify the range of cells to be cleared prior to executing the formula.<br />
Note: When using Fill Down Columns, exclude the first row from the clear<br />
range to avoid deleting the fill down formula/value (i.e. if the Starting Cell is<br />
A7, the Clear Range of Cells should be "A8:xx").<br />
If selected, the generated output data will contain column headings from<br />
the query. Do not select the option if column headings will be manually<br />
entered in Excel.<br />
If selected, the system performs the Auto Fit Column Width feature of<br />
Excel when the formula is executed.
Query 203<br />
Field<br />
Clear Sheet/Range/Table<br />
Description<br />
If selected, the entire output sheet (specified in the Worksheet field) or the<br />
range or table (specified in the Starting Cell/Range/Table field) is cleared<br />
when the GEXD formula is executed. Do not select this option if the GEXD<br />
formula or any of the query parameters are located on the output sheet.<br />
Note: See Clear a Range of Cells for clearing a range of cell data.<br />
6. Use the table to enter data on the Build a Template - GEXS panel.<br />
Field<br />
GEXS:<br />
Description<br />
Opens a selector panel based upon query results (see GEXS Formulas).<br />
Query Name Click the Open From File button ( ) to navigate to and select the query<br />
to be executed.<br />
Selector Text<br />
Cell for Value<br />
Click the Search Online button ( ) to select and download the query to<br />
be executed (see Download Queries from Query Exchange).<br />
Specify the label for the GEXS.<br />
Specify the cell destination for the selected query value(s).<br />
7. Use the table to enter data on the Build a Template - GEXI panel.<br />
Field<br />
GEXI:<br />
Description<br />
Displays query detail in a drill down panel (see GEXI Formulas).<br />
Query Name Click the Open From File button ( ) to navigate to and select the query<br />
to be executed.<br />
Click the Search Online button ( ) to select and download the query to<br />
be executed (see Download Queries from Query Exchange).<br />
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8. Use the table to enter data in the bottom section of the Build a Template - GEXQ, GEXD, GEXS or GEXI panel.<br />
Field<br />
Worksheet<br />
Starting Column/Row<br />
Use Absolute Cell References<br />
Line Description<br />
Clear Worksheet<br />
Do Not Clear Worksheet<br />
Shift Worksheet Data<br />
Parameters:<br />
Display/Use<br />
Row/Col<br />
Value<br />
Description<br />
Click the down arrow and select the worksheet destination for the formula.<br />
Defaults the current active worksheet.<br />
Specify the starting column and row for the formula template.<br />
If selected, the system automatically locks both the column and row<br />
values of the query's parameter cell references. If not selected, the<br />
system only locks the column value when the parameter is assigned to a<br />
row or the row value when the parameter is assigned to a column.<br />
Specify a description to be assigned to the formula. This value is placed in<br />
the cell prior to the cell containing the formula.<br />
If selected, the target worksheet is cleared prior to inserting data.<br />
If selected, the target worksheet is not cleared prior to inserting data.<br />
If selected, the formula is inserted in the target cell and the parameter<br />
columns and rows are inserted to the top and to the left of the existing<br />
worksheet data.<br />
The parameter related fields only appear when parameters have been<br />
specified in the selected query definition.<br />
If selected, the query parameter is included in the formula.<br />
Select the button to toggle between Row and Col. This button determines<br />
if the query parameter will be located on the row to the left of the formula or<br />
in a column above the formula.<br />
Key the value (i.e. single value, wildcard, list, range, or segment list) or<br />
click the ellipse button to execute the user defined "look up" query to<br />
select the value to default on the template for the query parameter (see<br />
Assign Query).<br />
9. After the appropriate data has been entered and verified, click one of the following toolbar icons or buttons.<br />
Insert (icon) -- inserts parameter labels and values and the formula to the selected worksheet, and keeps the<br />
panel open for additional inserts.<br />
Insert (button) -- inserts parameter labels and values and the formula to the selected worksheet and closes the<br />
panel.<br />
Close (button) -- closes the panel.
Query 205<br />
8.2 Formula Assistant for Queries<br />
The Formula Assistant is a tool used to aid in quickly creating formulas on a <strong>Spreadsheet</strong> <strong>Server</strong> spreadsheet.<br />
Note: Formulas available in the Formula Assistant function are based upon the user's licensed features. See Formula<br />
Assistant for GL related formulas.<br />
1. In Excel from the S<strong>Server</strong> menu, select Formula Assistant. The Formula Assistant opens to the GXL or GEXQ<br />
panel -or- if Formula Assistant was launched while on a SS formula, the corresponding formula panel appears.<br />
Nav Tip: This panel may also be accessed by pressing Shift+Ctrl+F -or- by selecting the toolbar or ribbon<br />
equivalent (see SS Toolbar or SS Ribbon).<br />
2. Select the desired formula on the Formulas fly out window. The selected formula panel appears.<br />
Note: For efficient processing use cell references to identify individual query parameters. However, if literal values<br />
are keyed in the entry boxes, they must be placed in double quotes (").<br />
Hint: Shortcut for selecting cell references:<br />
On the Formula Assistant panel, select the desired field.<br />
Press the Control Key. The Formula Assistant panel becomes transparent and is shifted up.<br />
On the worksheet, select the desired cell.<br />
Press the Control Key or click the Expand button. This system returns the selected cell to the field.<br />
Hint: If necessary, use F4 to lock either the row and/or column value of the cell reference.<br />
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3. Use the table to enter data on the Formula Assistant - GEXQ panel.<br />
Field<br />
GEXQ:<br />
Description<br />
Returns a single value from the GEXQ (summary) portion of the query into<br />
the spreadsheet (see GEXQ Formulas).<br />
Query Name Click the Open From File button ( ) to navigate to and select the query<br />
to be executed.<br />
Total Field<br />
Total Type<br />
Query Parameters<br />
Click the Search Online button ( ) to select and download the query to<br />
be executed (see Download Queries from Query Exchange).<br />
If the GEXQ summary field is to be defined within the formula, click the<br />
down arrow and select the field to be summarized.<br />
Note: Only fields assigned an alias appear in the drop down list.<br />
If the GEXQ summary field is to be defined within the formula, click the<br />
down arrow and select the summary type (i.e. SUM, COUNT, MIN, MAX).<br />
If applicable, specify the cells containing the query parameters. This area<br />
assumes that the parameters will be on a row next to each other, so<br />
entering a value and clicking the down arrow will populate the rest of the<br />
fields (i.e. first parameter cell reference is A13, then clicking the down<br />
arrow for the parameter populates the following fields with B13, C13, etc.).<br />
Note: Values to be entered in the GEXQ formula will vary based upon whether the GEXQ summary field is defined in the query or the<br />
formula.
Query 207<br />
4. Use the table to enter data on the Formula Assistant - GEXD panel.<br />
Field<br />
GEXD:<br />
Description<br />
Inserts query detail results onto the spreadsheet (see GEXD Formulas).<br />
Query Name Click the Open From File button ( ) to navigate to and select the query<br />
to be executed.<br />
Worksheet<br />
Starting Cell/Range/Table<br />
Fill Down Columns<br />
Clear a Range of Cells<br />
<strong>Inc</strong>lude Column Headings<br />
Auto Fit Column Sizes<br />
Clear Sheet/Range/Table<br />
Query Parameters<br />
Click the Search Online button ( ) to select and download the query to<br />
be executed (see Download Queries from Query Exchange).<br />
Click the down arrow and select the worksheet destination for the output.<br />
Defaults the current active worksheet.<br />
Specify the upper-left corner of the output target. This value may be a<br />
single cell, a range or a table. If <strong>Inc</strong>lude Column Headings is selected,<br />
then it represents the left-most column heading as defined in the query.<br />
Otherwise it represents the left-most cell of the first row of data.<br />
Specify the number of columns that contain formulas/values to the right of<br />
the results grid. These columns will fill down to match the number of<br />
records in the results. Valid values are 1, 2, 3, etc.<br />
Note: When using Fill Down Columns targeting a range the fill down<br />
formulas/values must reside outside of the output range.<br />
Note: When <strong>Inc</strong>lude Column Heading is selected, the fill down columns<br />
are required to be on the first row following the headings. When <strong>Inc</strong>lude<br />
Column Headings is not selected, the fill down columns are required to be<br />
on the first two rows for the GEXD data.<br />
Note: In some instances, the GEXD Row function may be used in place of<br />
fill down columns (see GEXD Row Function).<br />
Specify the range of cells to be cleared prior to executing the formula.<br />
Note: When using Fill Down Columns, exclude the first row from the clear<br />
range to avoid deleting the fill down formula/value (i.e. if the Starting Cell is<br />
A7, the Clear Range of Cells should be "A8:xx").<br />
If selected, the generated output data will contain column headings from<br />
the query. Do not select the option if column headings will be manually<br />
entered in Excel.<br />
If selected, the system performs the Auto Fit Column Width feature of<br />
Excel when the formula is executed.<br />
If selected, the entire output sheet (specified in the Worksheet field) or the<br />
range or table (specified in the Starting Cell/Range/Table field) is cleared<br />
when the GEXD formula is executed. Do not select this option if the GEXD<br />
formula or any of the query parameters are located on the output sheet.<br />
Note: See Clear a Range of Cells for clearing a range of cell data.<br />
If applicable, specify the cells containing the query parameters. This area<br />
assumes that the parameters will be on a row next to each other, so<br />
entering a value and clicking the down arrow will populate the rest of the<br />
fields (i.e. first parameter cell reference is A13, then clicking the down<br />
arrow for the parameter populates the following fields with B13, C13, etc.).<br />
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5. Use the table to enter data on the Formula Assistant - GEXS panel.<br />
Field<br />
GEXS:<br />
Description<br />
Opens a selector panel with the values returned from the query (see<br />
GEXS Formulas).<br />
Query Name Click the Open From File button ( ) to navigate to and select the query<br />
to be executed.<br />
Selector Text<br />
Cell for Value<br />
Query Parameters<br />
Click the Search Online button ( ) to select and download the query to<br />
be executed (see Download Queries from Query Exchange).<br />
Specify the label for the GEXS.<br />
Specify the cell destination for the selected query value(s).<br />
If applicable, specify the cells containing the query parameters. This area<br />
assumes that the parameters will be on a row next to each other, so<br />
entering a value and clicking the down arrow will populate the rest of the<br />
fields (i.e. first parameter cell reference is A13, then clicking the down<br />
arrow for the parameter populates the following fields with B13, C13, etc.).
Query 209<br />
6. Use the table to enter data on the Formula Assistant - GEXI panel.<br />
Field<br />
GEXI:<br />
Description<br />
Opens the detail portion of the query and displays it in a drill down panel<br />
(see GEXI Formulas).<br />
Query Name Click the Open From File button ( ) to navigate to and select the query<br />
to be executed.<br />
Query Parameters<br />
Click the Search Online button ( ) to select and download the query to<br />
be executed (see Download Queries from Query Exchange).<br />
If applicable, specify the cells containing the query parameters. This area<br />
assumes that the parameters will be on a row next to each other, so<br />
entering a value and clicking the down arrow will populate the rest of the<br />
fields (i.e. first parameter cell reference is A13, then clicking the down<br />
arrow for the parameter populates the following fields with B13, C13, etc.).<br />
7. The Results Box near the bottom left of the panel displays the formula as it is being built. Verify the data in the<br />
Results Box is correct, and then click one of the following toolbar icons or buttons.<br />
Insert (icon) or Insert (button) -- inserts the formula to the previously selected cell on the current worksheet and<br />
closes the panel.<br />
Copy (icon) -- copies the formula to the Windows clipboard.<br />
Cancel (button) -- closes the panel.<br />
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8.3 GEXQ Formula<br />
The GEXQ formula is used to return a single value from the GEXQ (summary) portion of a query into a spreadsheet. A<br />
user may drill down upon the summary value to see detailed results. The drill down results can appear in a single<br />
panel, tabbed panel or worksheet based upon options in the user's settings and how the drill down function is executed.<br />
Note: A SHELL Statement may be added to the query to launch an external program in replace of query detail as part<br />
of the drill down (see SQL SHELL Function).<br />
1. In Excel, select the cell where the formula is to reside.<br />
2. From the S<strong>Server</strong> menu, select Formula Assistant. The Formula Assistant panel appears. Select the appropriate<br />
formula (GEXQ) on the Formulas fly out window.<br />
Nav Tip: This panel may also be accessed by selecting the toolbar or ribbon equivalent (see SS Toolbar or SS<br />
Ribbon).<br />
3. Use the table to enter data on the Formula Assistant - GEXQ panel.<br />
Field<br />
Description<br />
Query Name Click the Open From File button ( ) to navigate to and select the query<br />
to be executed.<br />
Total Field<br />
Click the Search Online button ( ) to select and download the query to<br />
be executed (see Download Queries from Query Exchange).<br />
If the GEXQ summary field is to be defined within the formula, click the<br />
down arrow and select the field to be summarized.<br />
Note: Only fields assigned an alias appear in the drop down list.
Query 211<br />
Field<br />
Total Type<br />
Query Parameters<br />
Description<br />
If the GEXQ summary field is to be defined within the formula, click the<br />
down arrow and select the summary type (i.e. SUM, COUNT, MIN, MAX).<br />
If applicable, specify the cells containing the query parameters. This area<br />
assumes that the parameters will be on a row next to each other, so<br />
entering a value and clicking the down arrow will populate the rest of the<br />
fields (i.e. first parameter cell reference is A13, then clicking the down<br />
arrow for the parameter populates the following fields with B13, C13, etc.).<br />
Note: Values to be entered in the GEXQ formula will vary based upon whether the GEXQ summary field is defined in the query or the<br />
formula.<br />
Example 1 - GEXQ Summary Field Defined in the Query:<br />
See Create the GEXQ Field for more information on creating the GEXQ summary field in the Query Designer.<br />
Example 2 - GEXQ Summary Field Defined in the Formula Assistant:<br />
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4. Click Insert. The formula is inserted into the cell and the summary portion of the query in the GEXQ formula is<br />
immediately executed. The true formula (GEXQ(...)) can be seen in the Excel formula bar.<br />
5. Copy the GEXQ formula to the appropriate destination cells.<br />
Note: If the GEXQ formula is used in conjunction with data generated via an GEXD formula and is in an adjacent<br />
column, use the GEXD Fill Down Column feature to copy the GEXQ formula to the same number of rows<br />
generated by the GEXD formula (see GEXD formulas).<br />
6. To view detail records underlying an GEXQ summary value, select the cell containing the GEXQ formula, then right<br />
click and select <strong>Spreadsheet</strong> <strong>Server</strong>>Drill Down -or- select the menu, toolbar or ribbon equivalent (see S<strong>Server</strong><br />
Menu, SS Toolbar or SS Ribbon). The Drill Down panel appears displaying the detail records for the GEXQ<br />
summary value or the data is pushed to a worksheet.
Query 213<br />
8.4 GEXD Formula<br />
The GEXD formula is used to directly insert the detail results of a query into a spreadsheet.<br />
Note: See GEXD Limit to define the maximum the number of query output records in Excel.<br />
1. In Excel, select the cell where the formula is to reside.<br />
2. From the S<strong>Server</strong> menu, select Formula Assistant. The Formula Assistant panel appears. Select the appropriate<br />
formula (GEXD) on the Formulas fly out window.<br />
Nav Tip: This panel may also be accessed by selecting the toolbar or ribbon equivalent (see SS Toolbar or SS<br />
Ribbon).<br />
3. Use the table to enter data on the Formula Assistant - GEXD panel.<br />
Field<br />
Description<br />
Query Name Click the Open From File button ( ) to navigate to and select the query<br />
to be executed.<br />
Worksheet<br />
Click the Search Online button ( ) to select and download the query to<br />
be executed (see Download Queries from Query Exchange).<br />
Click the down arrow and select the worksheet destination for the output.<br />
Defaults the current active worksheet.<br />
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Field<br />
Starting Cell/Range/Table<br />
Fill Down Columns<br />
Clear a Range of Cells<br />
<strong>Inc</strong>lude Column Headings<br />
Auto Fit Column Sizes<br />
Clear Sheet/Range/Table<br />
Query Parameters<br />
Description<br />
Specify the upper-left corner of the output target. This value may be a<br />
single cell, a range or a table. If <strong>Inc</strong>lude Column Headings is selected,<br />
then it represents the left-most column heading as defined in the query.<br />
Otherwise it represents the left-most cell of the first row of data.<br />
Specify the number of columns that contain formulas/values to the right of<br />
the results grid. These columns will fill down to match the number of<br />
records in the results. Valid values are 1, 2, 3, etc.<br />
Note: When using Fill Down Columns targeting a range the fill down<br />
formulas/values must reside outside of the output range.<br />
Note: When <strong>Inc</strong>lude Column Heading is selected, the fill down columns<br />
are required to be on the first row following the headings. When <strong>Inc</strong>lude<br />
Column Headings is not selected, the fill down columns are required to be<br />
on the first two rows for the GEXD data.<br />
Note: In some instances, the GEXD Row function may be used in place of<br />
fill down columns (see GEXD Row Function).<br />
Specify the range of cells to be cleared prior to executing the formula.<br />
Note: When using Fill Down Columns, exclude the first row from the clear<br />
range to avoid deleting the fill down formula/value (i.e. if the Starting Cell is<br />
A7, the Clear Range of Cells should be "A8:xx").<br />
If selected, the generated output data will contain column headings from<br />
the query. Do not select the option if column headings will be manually<br />
entered in Excel.<br />
If selected, the system performs the Auto Fit Column Width feature of<br />
Excel when the formula is executed.<br />
If selected, the entire output sheet (specified in the Worksheet field) or the<br />
range or table (specified in the Starting Cell/Range/Table field) is cleared<br />
when the GEXD formula is executed. Do not select this option if the GEXD<br />
formula or any of the query parameters are located on the output sheet.<br />
Note: See Clear a Range of Cells for clearing a range of cell data.<br />
If applicable, specify the cells containing the query parameters. This area<br />
assumes that the parameters will be on a row next to each other, so<br />
entering a value and clicking the down arrow will populate the rest of the<br />
fields (i.e. first parameter cell reference is A13, then clicking the down<br />
arrow for the parameter populates the following fields with B13, C13, etc.).<br />
4. Click Insert. The formula is inserted into the cell and a label (GenQueryDetail...) appears in the cell. The true<br />
formula (GEXD(...)) can be seen in the Excel formula bar.
Query 215<br />
5. To generate detail reports for all GEXD formulas in the workbook, in Excel from the S<strong>Server</strong> menu select Generate<br />
All Detail Reports (GEXD) -or- select the ribbon equivalent (see SS Ribbon). The results for all GEXD formulas are<br />
expanded into the appropriate formatted sheets.<br />
To generate a detail report for a single GEXD formula, select the cell containing the GEXD formula, right click and<br />
select <strong>Spreadsheet</strong> <strong>Server</strong>>Generate This Detail Report (GEXD) -or- select the ribbon equivalent (see SS Ribbon).<br />
The results for the selected GEXD formula are expanded into the appropriate formatted sheet.<br />
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8.4.1 GEXD Targeting a Cell<br />
The following example demonstrates targeting a cell as the Starting Cell/Range/Table value.<br />
1. Initial Excel setup for the example:<br />
Cell A1 - identifies the user-defined report name (i.e. OPEN INVOICES BY VENDOR).<br />
Cell A3 - user-assigned literal, indicating what the parameter value represents (i.e. Vendor #).<br />
Cell A4 - identifies the parameter value needed to execute the GEXD (i.e. 459).<br />
Cell B4 - user-assigned literal, indicating what type of formula will be used (i.e. GEXD Formula).<br />
Cell C4 - location where the GEXD formula will reside.<br />
Cells A6-H6 - represents report headers (manually entered in this example).<br />
Cells A7-G7 - represents the first row of output data.<br />
Cell H7 - identifies the fill down column formula (i.e. D7*.09).<br />
2. Setup on the Formula Assistant - GEXD tab:<br />
Query Name - use the Open From File button to select the query (i.e. AP Open Invoices).<br />
Worksheet - use the drop down list to select the worksheet for the output (i.e. Sheet7).<br />
Starting Cell/Range/Table - indicates the starting cell for the output data (i.e. A7).<br />
Fill Down Column - indicates the number of fill down columns at the end of the output data (i.e. 1).<br />
<strong>Inc</strong>lude Column Headings - indicates whether or not the GEXD formula output data retrieves headings from the<br />
query. Not selected in this example as the headings have previously been keyed on the worksheet.<br />
Clear a Range of Cells - indicates the area of output data to be cleared prior to executing the GEXD formula. As<br />
this example contain a fill down column (i.e. H7), the clear range starts on the second row of output data (i.e. A8:<br />
H500), allowing the fill down formula to remain for future executions of the GEXD.<br />
Parameters (Vendor #) - indicates the cell on the worksheet where the query parameter resides (i.e. A4).
Query 217<br />
3. The completed worksheet after GEXD execution:<br />
<strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
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8.4.2 GEXD Targeting a Range<br />
The following example demonstrates targeting a range as the Starting Cell/Range/Table value.<br />
1. Initial Excel setup for the example:<br />
Cell A1 - identifies the user-defined report name (i.e. OPEN INVOICES BY VENDOR).<br />
Cell A3 - user-assigned literal, indicating what the parameter value represents (i.e. Vendor #).<br />
Cell A4 - identifies the parameter value needed to execute the GEXD (i.e. 459).<br />
Cell B4 - user-assigned literal, indicating what type of formula will be used (i.e. GEXD Formula).<br />
Cell C4 - location where the GEXD formula will reside.<br />
Cells A6-H6 - represents report headers (manually entered in this example).<br />
Cells A7-G7 - a range was created in Excel for these cells and the range was named GEXDTargetRange.<br />
Cell H7 - contains a formula (i.e. D7*.09) which will automatically be filled down based upon the rows in the range<br />
when the GEXD is generated. This column MUST be directly to the right of the range.<br />
2. Setup on the Formula Assistant - GEXD tab:<br />
Query Name - use the Open From File button to select the query (i.e. AP Open Invoices).<br />
Worksheet - use the drop down list to select the worksheet for the output (i.e. Sheet5).<br />
Starting Cell/Range/Table - indicates the name of the range for the output data (i.e. GEXDTargetRange).<br />
Fill Down Column - indicates the number of fill down columns at the end of the output data (i.e. 1).<br />
<strong>Inc</strong>lude Column Headings - indicates whether or not the GEXD formula output data retrieves headings from the<br />
query. Not selected in this example as the headings have previously been keyed on the worksheet.<br />
Clear Sheet/Range/Table - indicates whether or not to clear the range of output data prior to executing the GEXD<br />
formula. Selected in this example.<br />
Parameters (Vendor #) - indicates the cell on the worksheet where the query parameter resides (i.e. A4).
Query 219<br />
3. The completed worksheet after GEXD execution:<br />
<strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
220<br />
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8.4.3 GEXD Targeting a Table<br />
The following example demonstrates targeting a table as the Starting Cell/Range/Table value.<br />
1. Initial Excel setup for the example:<br />
Cell A1 - identifies the user-defined report name (i.e. OPEN INVOICES BY VENDOR).<br />
Cell A3 - user-assigned literal, indicating what the parameter value represents (i.e. Vendor #).<br />
Cell A4 - identifies the parameter value needed to execute the GEXD (i.e. 459).<br />
Cell B4 - user-assigned literal, indicating what type of formula will be used (i.e. GEXD Formula).<br />
Cell C4 - location where the GEXD formula will reside.<br />
Cells A6-H6 - represents report headers (manually entered in this example).<br />
Cells A6-H7 - a range was created in Excel for these cells and the range was named GEXDTargetTable.<br />
Cell H7 - contains a formula (i.e. D7*.09) which will automatically be filled down based upon the rows in the range<br />
when the GEXD is generated. This column is in the table.<br />
2. Setup on the Formula Assistant - GEXD tab:<br />
Query Name - use the Open From File button to select the query (i.e. AP Open Invoices).<br />
Worksheet - use the drop down list to select the worksheet for the output (i.e. Sheet6).<br />
Starting Cell/Range/Table - indicates the name of the table for the output data (i.e. GEXDTargetTable).<br />
Fill Down Column - indicates the number of fill down columns at the end of the output data (i.e. 1).<br />
<strong>Inc</strong>lude Column Headings - indicates whether or not the GEXD formula output data retrieves headings from the<br />
query. Not selected in this example as the headings have previously been keyed on the worksheet.<br />
Clear Sheet/Range/Table - indicates whether or not to clear the range of output data prior to executing the GEXD<br />
formula. Selected in this example.<br />
Parameters (Vendor #) - indicates the cell on the worksheet where the query parameter resides (i.e. A4).
Query 221<br />
3. The completed worksheet after GEXD execution:<br />
<strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
222<br />
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8.5 GEXS Formula<br />
The GEXS formula opens a selector panel with the values returned from the specified query. Selected values from the<br />
first column are then returned to Excel.<br />
1. In Excel, select the cell where the formula is to reside (typically adjacent to the Cell for Value).<br />
2. From the S<strong>Server</strong> menu, select Formula Assistant. The Formula Assistant panel appears. Select the appropriate<br />
formula (GEXS) on the Formulas fly out window.<br />
Nav Tip: This panel may also be accessed by selecting the toolbar or ribbon equivalent (see SS Toolbar or SS<br />
Ribbon).<br />
3. Use the table to enter data on the Formula Assistant - GEXS panel.<br />
Field<br />
Description<br />
Query Name Click the Open From File button ( ) to navigate to and select the query<br />
to be executed.<br />
Selector Text<br />
Cell for Value<br />
Query Parameters<br />
Click the Search Online button ( ) to select and download the query to<br />
be executed (see Download Queries from Query Exchange).<br />
Specify the label for the GEXS.<br />
Specify the cell destination for the selected query value(s).<br />
If applicable, specify the cells containing the query parameters. This area<br />
assumes that the parameters will be on a row next to each other, so<br />
entering a value and clicking the down arrow will populate the rest of the<br />
fields (i.e. first parameter cell reference is A13, then clicking the down<br />
arrow for the parameter populates the following fields with B13, C13, etc.).
Query 223<br />
4. Click Insert. The formula is inserted into the cell and the specified Selector Text appears in the cell. The true<br />
formula (GEXS(...)) can be seen in the Excel formula bar.<br />
5. To execute the GEXS formula, select the cell containing the GEXS formula, then right click and select <strong>Spreadsheet</strong><br />
<strong>Server</strong>>Drill Down -or- select the menu, toolbar or ribbon equivalent (see S<strong>Server</strong> Menu, SS Toolbar or SS Ribbon).<br />
The Select Item panel appears.<br />
6. Data in the list may be filtered, re-sorted and/or rearranged as necessary.<br />
To filter data -- enter a value in the appropriate column filter. Alphanumeric fields filter character by character.<br />
Numeric fields filter upon entry of the full field value.<br />
To re-sort data -- click the column heading to re-sort a column in ascending order. Click the column heading a<br />
second time to re-sort the column in descending order.<br />
To move a column -- click and hold on the desired column header, then drag and drop the column right or left to<br />
the desired position.<br />
Note: Column order is important, as only the first column of selected data will be inserted in the formula.<br />
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7. On the Select Item panel, specify the appropriate Parameter Type and then select the desired value(s):<br />
To select a single value -- double click the value -or- select the value and click Insert Selected Value(s). The<br />
selected value is returned to the Cell for Value cell on the spreadsheet.<br />
To select multiple values -- press and hold the Ctrl key as values are selected. Click the Insert Selected Value<br />
(s) button. The selected values are returned to the Cell for Value cell on the spreadsheet.<br />
To select multiple values in a range -- select the first value in the range, press and hold the Shift key, and then<br />
select the last value in the range. Click the Insert Selected Value(s) button. The selected values are returned to<br />
the Cell for Value cell on the spreadsheet.<br />
Example 1:<br />
Multiple values for a field to be used by a Smart Parm are selected, and the Insert Selected Value(s) button is<br />
selected.
Query 225<br />
8.5.1 Explore<br />
Similar to the GEXS formula, the Explore feature is used to open a selector panel with the values returned from the<br />
specified query. Selected values from the first column are then returned to the active cell in Excel. The Explore feature<br />
differs from a GEXS formula, as no actual formula resides on the spreadsheet. In addition, queries (EDQs) available for<br />
processing from the Explore feature must reside in a specific location.<br />
To Setup:<br />
1. Ensure a folder labeled, Explore, exists in the root of the user's EDQ location.<br />
2. In Query Designer, create the desired queries and save them in the Explore folder.<br />
To Process:<br />
1. In Excel from the ribbon select Explore. The system lists the available queries located in the Explore folder.<br />
Note:<br />
Only the first fifteen (15) queries located in the root of the Explore folder are listed.<br />
Only the first ten (10) sub-folders located in the Explore folder are listed.<br />
Only the first ten (10) queries located in a sub-folder are listed.<br />
No second level sub-folders are listed.<br />
2. Navigate to and select the desired query. The Select Item panel appears.<br />
3. On the Select Item panel, select the desired value(s) and click Insert Selected Value(s). The selected values are<br />
returned to the active cell on the spreadsheet.<br />
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8.6 GEXI Formula<br />
The GEXI formula is used to display the detail results of a query. The results can appear in a single panel, tabbed<br />
panel or worksheet based upon options in the user's settings and how the drill down function is executed.<br />
1. In Excel, select the cell where the formula is to reside.<br />
2. From the S<strong>Server</strong> menu, select Formula Assistant. The Formula Assistant panel appears. Select the appropriate<br />
formula (GEXI) on the Formulas fly out window.<br />
Nav Tip: This panel may also be accessed by selecting the toolbar or ribbon equivalent (see SS Toolbar or SS<br />
Ribbon).<br />
3. Use the table to enter data on the Formula Assistant - GEXI panel.<br />
Field<br />
Description<br />
Query Name Click the Open From File button ( ) to navigate to and select the query<br />
to be executed.<br />
Query Parameters<br />
Click the Search Online button ( ) to select and download the query to<br />
be executed (see Download Queries from Query Exchange).<br />
If applicable, specify the cells containing the query parameters. This area<br />
assumes that the parameters will be on a row next to each other, so<br />
entering a value and clicking the down arrow will populate the rest of the<br />
fields (i.e. first parameter cell reference is A13, then clicking the down<br />
arrow for the parameter populates the following fields with B13, C13, etc.).
Query 227<br />
4. Click Insert. The formula is inserted into the cell and the GEXI indicator (i.e. ???) appears in the cell. The true<br />
formula (GEXI(...)) can be seen in the Excel formula bar.<br />
Note: The GEXI indicator value used is determined by an application setting in the Configurator.<br />
5. Copy the GEXI formula to the appropriate destination cells.<br />
Note: If the GEXI formula is used in conjunction with data generated via an GEXD formula and is in an adjacent<br />
column, use the GEXD Fill Down Column feature to copy the GEXI formula to the same number of rows<br />
generated by the GEXD formula (see GEXD formulas).<br />
6. To view detail records for the specified query, select the cell containing the GEXI formula, then right click and<br />
select <strong>Spreadsheet</strong> <strong>Server</strong>>Drill Down -or- select the menu, toolbar or ribbon equivalent (see S<strong>Server</strong> Menu, SS<br />
Toolbar or SS Ribbon). The Drill Down panel appears displaying the detail records for the query or the data is<br />
pushed to a worksheet.<br />
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Query 229<br />
8.7 Download Queries from Query Exchange<br />
Query Exchange is an online depository of queries. Query Designer allows the user to access the online query<br />
depository, download selected queries to the Query Designer and then utilize them in Excel. Query Exchange may be<br />
accessed from within either Query Designer or Excel. A user's ability to access Query Exchange is determined by a<br />
user setting in the Configurator.<br />
Note: Must be connected to the internet to have access to the Query Exchange component.<br />
To Download a Query from Query Exchange:<br />
1. From within Query Designer:<br />
In Query Designer from the Ribbon, select Home>Search Online. Query Exchange opens.<br />
From within Excel:<br />
In Excel, access either the Build a Template or Formula Assistant panel and select the appropriate GEXQ,<br />
GEXD, GEXS or GEXI formula or tab.<br />
Click the Search Online button (<br />
). Query Exchange opens.<br />
2. Select and/or key the appropriate search criteria and click Search -or- click Advanced Search, enter the<br />
appropriate search criteria and click the Advanced Search button. The system lists all queries matching the<br />
search criteria.<br />
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3. To download:<br />
A single query -- click the Install Query icon ( ) next to the desired query. The Save As panel appears.<br />
Note: The Select a Connection panel appears prior to the Save As panel if the connection associated with the selected query does<br />
not exist in the Configurator, allowing the user to select a connection to be assigned to the query.<br />
Multiple queries -- select the appropriate check box(es) and click Download Selected Items. The Browse for<br />
Folder panel appears.<br />
4. On the Save As or Browse for Folder panels, if necessary navigate to a different folder location and/or change the<br />
file name, then click Save or OK. The Query Retrieved panel appears confirming that the query(ies) has been<br />
saved to Query Designer.<br />
5. On the Query Retrieved panel, click OK. Query Exchange reappears, allowing the user to select another query for<br />
downloading.<br />
6. Repeat steps 2 - 5 as necessary to download additional queries.<br />
7. When all queries have been downloaded, click the X to close Query Exchange.<br />
If Query Exchange was accessed from Query Designer, then Query Designer reappears and opens the last<br />
query downloaded via the Install Query icon.<br />
If Query Exchange was accessed from Build a Template or Formula Assistant panels in Excel, then the original<br />
panel reappears and defaults the name of the last query downloaded via the Install Query icon in the Query<br />
Name field.<br />
Note: Refer to GEXD Formulas, GEXQ Formulas, GEXI Formulas, and GEXS Formulas for the steps required to complete a<br />
formula.
Query Designer 231<br />
9 Query Designer<br />
9.1 Query Designer Architecture<br />
The Query Designer is a visual tool which allows the user to design, maintain, and run queries. The following chapter<br />
gives an overview of the various parts of the Query Designer, and describes the basic navigation.<br />
1. From the desktop, select Start>Programs><strong>Global</strong> <strong>Software</strong> <strong>Spreadsheet</strong> <strong>Server</strong>>Query Designer. The Query<br />
Designer panel appears.<br />
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9.1.1 Ribbon Menu<br />
The Query Designer's many functions are accessed via a Ribbon menu.<br />
Menu Item<br />
Globe Button:<br />
New<br />
Open Query<br />
Close Query<br />
Save Query<br />
Save As<br />
Exit<br />
Recent Documents<br />
Quick Access Toolbar:<br />
Description<br />
Menu used to create, open, close and save queries.<br />
Closes any open query and begins the process to create a new query<br />
(see Create a New Query).<br />
Opens a browser panel, allowing the user to locate a query anywhere on<br />
the network.<br />
Closes the active query.<br />
Saves the active query. The first time a new query is saved the Save As<br />
dialog box appears (see Save the Query for the First Time).<br />
Saves the active query to a different target location and/or file name.<br />
Exits the Query Designer application.<br />
Lists recent queries previously opened in the Query Designer. Click on a<br />
query in the list to reopen the query.<br />
Opens a browser panel, allowing the user to locate a query anywhere on<br />
the network.<br />
Saves the active query. The first time a new query is saved the Save As<br />
dialog box appears.<br />
Closes the active query.
Query Designer 233<br />
Menu Item<br />
Home Tab:<br />
Add Table<br />
Add Parameter<br />
GEXD Limit<br />
Change Connection<br />
Definition<br />
Lib=<br />
Un-Locked / Locked<br />
Save Query<br />
Close Query<br />
All Records<br />
Description<br />
Main menu used to maintain and execute queries.<br />
Allows the user to add an available table from the current connection (see<br />
Add Tables).<br />
Allows the user to define a parameter to be utilized as field criteria (see<br />
Standard Parameters in the Query Designer).<br />
Specifies the number of records to be returned in Excel when a GEXD<br />
formula is generated (see GEXD Limit).<br />
Allows the user to change the connection for the selected query.<br />
Copies the open query definition to Notepad. This is useful for<br />
documenting queries (see Textual Query Definition).<br />
Defines the library of the active query.<br />
Locks or unlocks, based upon the current query status, the query to<br />
prevent modification of the query.<br />
Saves the active query. The first time a new query is saved the Save As<br />
dialog box appears.<br />
Closes the active query.<br />
Executes the active query and returns all records.<br />
Note: Press F5 as a shortcut to execute all records for the query.<br />
1,000 Records Executes the active query and returns the first 1000 records.<br />
Single Record<br />
Prompted<br />
Execute GEDQ<br />
Abort<br />
Explorer File System<br />
Query View<br />
Publish<br />
Search Online<br />
Connection Tab:<br />
View<br />
Disconnect All Open<br />
Connections<br />
Update Query Connections<br />
Executes the active query and returns the first record.<br />
Executes the active query and returns a prompted number or records.<br />
Executes the select statement only portion of the query.<br />
Aborts the currently active executing query.<br />
Displays queries located in the EDQ file repository directory location as<br />
defined in the Settings (see Explorer File System Panel).<br />
Returns the top left panel to the open query's table view (see Query View<br />
Panel).<br />
Publishes the query to <strong>Global</strong>'s online query depository, Query Exchange.<br />
The user is prompted to key a query description if one is not currently<br />
assigned. <strong>Global</strong> reviews all published queries prior to promoting them to<br />
Query Exchange.<br />
Goes to <strong>Global</strong>'s online query depository, Query Exchange, allowing the<br />
user to download queries to Query Designer (see Download Queries from<br />
Query Exchange).<br />
Menu used to manage active connections.<br />
Opens the Connections panel, allowing the user to view and test<br />
connections to which the user is authorized (see Connections).<br />
Disconnects all open connections.<br />
Opens the Update Query Connections panel, allowing the user to mass<br />
change the original connection assigned to queries to a new connection<br />
(see Update Query Connections).<br />
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Menu Item<br />
File System Tab:<br />
Clone<br />
Delete<br />
Description<br />
Menu used to manage queries located in the EDQ file repository.<br />
Note: This menu is only available when the Explorer File System option is<br />
selected on the Home menu.<br />
Copies the selected query.<br />
Deletes the selected query.<br />
Upgrade EDQs for File System Converts EDQ files from the Query Catalog to the Explorer File System.<br />
View Tab:<br />
SQL Font<br />
Font Size<br />
Decrease Spacing<br />
<strong>Inc</strong>rease Spacing<br />
Legacy Ad Hoc Queries<br />
Report Designer<br />
View Report<br />
View Log File<br />
Settings<br />
Menu used to modify QD settings, and to access Ad Hoc Queries and<br />
other reporting functions.<br />
Defines the font used in the SQL Text panel.<br />
Defines the font size used in SQL Text panel.<br />
Decreases the spacing in the tables on the Query View panel.<br />
<strong>Inc</strong>reases the spacing in the tables on the Query View panel.<br />
Opens the Legacy Ad Hoc Queries panel, allowing the user to view<br />
preexisting ad hocs (see Legacy Ad Hoc Queries).<br />
Opens the Report Designer panel, allowing the user to create and maintain<br />
user designed reports.<br />
Previews query driven designed reports.<br />
Opens the Log Viewer panel, where the user may view information and<br />
error log entries, copy selected log entries, email or clear the log file (see<br />
QD View Log).<br />
Opens the Settings panel, allowing the user to defined various criteria to<br />
control processing (see QD Settings).
Query Designer 235<br />
9.1.2 Explorer File System Panel<br />
The Explorer File System panel is a view of the default folder and subdirectories for EDQ files, and the query (EDQ)<br />
files located within the directories. An option in the SS Settings defines the default folder and an option in the QD<br />
Settings limits the fields displayed on the panel (see QD Settings).<br />
1. In Query Designer from the Ribbon, select Home>Explorer File System. The Explorer File System panel appears.<br />
2. Use the table to reference the contents on the Explorer File System panel.<br />
Field<br />
Explorer File System View<br />
Directory Tree<br />
Name<br />
Description<br />
Connection<br />
SmartPak<br />
Size<br />
Modified<br />
Modified By<br />
Description<br />
Displays the default folder and subdirectories for query (EDQ) files, as<br />
defined in the SS Settings.<br />
File name for the query (EDQ).<br />
User defined query description.<br />
Connection used by the query.<br />
SmartPak grouping value for the query.<br />
File size of the query.<br />
Date and time the query was last modified.<br />
User ID of the last user who modified the query.<br />
3. Use the table to reference available functions on the Explorer File System panel.<br />
Function<br />
Open Query<br />
Re-size / Hide Columns<br />
Re-sort Columns<br />
Description<br />
To open a query, double click the query name. The Query View panel<br />
appears (see Query View Panel).<br />
To re-size or hide a column, click and hold the left or right edge of the<br />
column header and drag to the desired width.<br />
To re-sort a column in ascending order, click the column heading. To resort<br />
in descending order, click the column heading a second time.<br />
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9.1.2.1 Query Menu<br />
The Query menu is accessed from the Explorer File System panel, and allows the user to maintain, clone, or delete a<br />
query.<br />
1. On the Explorer File System panel panel, right click on the desired query. The Query pop-up menu appears.<br />
2. Use the table to identify menu functions on the Query popup menu.<br />
Menu Item<br />
Change Description<br />
Clone Query<br />
Remove Query<br />
Assign SmartPak<br />
Explore<br />
Description<br />
Opens the Description panel, allowing the user to change the query<br />
description.<br />
Opens the Clone Query panel, allowing the user to enter the name to be<br />
assigned to the cloned query.<br />
Open the Delete File panel, allowing the user to confirm the deletion of the<br />
query.<br />
Opens the SmartPak panel, allowing the user to maintain the SmartPak<br />
grouping value(s) associated with the query.<br />
Opens Windows Explorer, allowing the user to browse to and open a query<br />
which resides outside the default query location.
Query Designer 237<br />
9.1.3 Query View Panel<br />
The Query View panel is used to visually layout a query. Tables and relationships for the query are displayed in this<br />
panel.<br />
1. In Query Designer, when a query is opened, the Query View panel appears for the selected query.<br />
Nav Tip: This panel may also be accessed from the Ribbon, by selecting Home>Query View.<br />
2. Use the table for available functions on the Query View panel.<br />
Function<br />
Add a Table<br />
Move a Table<br />
Re-size a Table<br />
Create a Relationship<br />
Modify a Relationship<br />
Select a Field<br />
Description<br />
Right click in any open gray space away from a relationship line, the<br />
Tables panel appears allowing the user to select additional tables (see<br />
Add Tables).<br />
Drag the table header to another spot on the screen.<br />
Left click and drag on the blue box at the bottom right of the table.<br />
Click on a field from one table, then drag and drop it on the appropriate<br />
field in another table (see Create Relationships).<br />
Double click on a relationship line -or- select a relationship line and right<br />
click (see Create Relationships).<br />
Double click on a field to add it to the selected fields on the Field List<br />
panel (see Fields Used Direct from Source Table).<br />
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9.1.3.1 Table Menu<br />
The Table menu is accessed from the Query View panel, and allows the user to access/process various functions<br />
associated with the selected table.<br />
1. On the Query View panel, right click on the header section of the desired table. The Table pop-up menu appears.<br />
The options available on the Table menu vary based upon the query connection type.<br />
2. Use the table to identify menu functions on the Table popup menu.<br />
Menu Item<br />
Change Database/Library<br />
Change Schema<br />
Change Table Owner<br />
Refresh Field Names from<br />
Database<br />
Set Table Alias<br />
Remove Table<br />
Description<br />
For DSN, iSeries and SQL <strong>Server</strong> connection queries only, opens the<br />
Select Library panel, allowing the user to select a different database/library<br />
from which to retrieve the table data. The newly selected database/library<br />
name appears in the table header section.<br />
For Oracle connection queries only, opens the Change Schema panel<br />
allowing the user to specify a different schema for the table.<br />
For SQL <strong>Server</strong> connection queries only, opens the Change Table Owner<br />
panel allowing the user to specify a different owner for the table.<br />
Updates the fields listed for the table.<br />
For all connection queries except SAP, opens the Table Alias panel<br />
allowing the user to enter an alias name for the table.<br />
Removes the table and any associated relationships and selected fields<br />
from the query.
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9.1.4 Parameters Panel<br />
The Parameters panel is used to maintain parameters for the query. Test values may be assigned to the parameters,<br />
enabling the user to test a query directly in the Query Designer prior to using it in Excel. Criteria assigned to<br />
parameters also controls drill down sub query processing and the listing of valid values in Build a Template.<br />
1. In Query Designer, when a query is opened, the Parameters panel appears for the selected query.<br />
2. Use the table to reference the contents on the Parameters panel.<br />
Field<br />
ID<br />
Description<br />
Test Value<br />
Sub Query Column<br />
Assign Query<br />
Description<br />
System assigned parameter ID number.<br />
Parameter description, generally the field name.<br />
Default test parameter value.<br />
Column name to be used for matching to drill down panel column names<br />
when determining whether the query is a valid sub query for the associated<br />
drill down (see Sub Query Column).<br />
Query to be used for listing valid values for the parameter on the Build a<br />
Template panel (see Assign Query).<br />
3. Use the table to reference available functions on the Parameters panel.<br />
Function<br />
Add a Parameter<br />
Edit a Parameter<br />
Save Changes<br />
Delete a Parameter<br />
Move Columns<br />
Re-size / Hide Columns<br />
Re-sort Columns<br />
Description<br />
To add a new parameter, click the Add button. The Add a Parameter<br />
popup panel appears (see Standard Parameters in the Query Designer).<br />
To modify a parameter, click in the desired field and a blinking cursor<br />
appears allowing changes.<br />
To save a change to an existing parameter, click the Save button.<br />
To delete an existing parameter, click the Del button.<br />
To move a column, click and hold the column header and drag to the<br />
desired location.<br />
To re-size or hide a column, click and hold the left or right edge of the<br />
column header and drag to the desired width.<br />
To re-sort a column in ascending order, click the column heading. To resort<br />
in descending order, click the column heading a second time<br />
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9.1.5 Field List Panel<br />
The Field List panel displays the fields included in the query and the field attributes that will be utilized to retrieve the<br />
data. In addition, the panel displays information as to how the data will be grouped, sorted, displayed and selected.<br />
1. In Query Designer, when a query is opened, the Field List panel appears for the selected query.<br />
2. Use the table to reference the contents on the Field List panel.<br />
Field Column<br />
Type<br />
Field Name<br />
Totals<br />
Table Name<br />
Sort Type<br />
Sort Order<br />
Visible<br />
Criteria 1 - 6<br />
Description<br />
Type of field. Valid types are T (text), N (numeric), D (date), B (Boolean)<br />
and U (unknown).<br />
Field name from the source table. In addition, an alias name may be<br />
assigned to the field. The alias name appears in front of the actual field<br />
name.<br />
Example:<br />
Field name is CNME and the alias name is Customer Name.<br />
Indicates how the field is being grouped (totaled). This column only<br />
appears when the Totals function is being used (see Create a Totals<br />
Query.<br />
Source table from which the field is being retrieved. The value "(none)"<br />
appears for a calculated field.<br />
Indicates whether or not to use the field for sorting, and how to sort the<br />
field. Valid values are (none), Ascending, and Descending.<br />
Indicates the order by which the query data will be sorted. The field with<br />
the lowest number is the first sort key.<br />
Indicates whether or not the field will be visible in the query output. By<br />
default all fields are visible. De-selecting the option for a selected field will<br />
allow the field to be used as selection criteria, but not included in the query<br />
output.<br />
Selection criteria (i.e. specific values, parameters, expressions) to be used<br />
when retrieving query data. Criteria entered vertically in the same column<br />
are combined with a logical AND. Criteria entered horizontally across<br />
columns are combined with a logical OR. Click the ellipse button ( ) for<br />
the appropriate field to access the Builder for entering criteria expressions<br />
(see Builder Panel).
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9.1.5.1 Field List Menu<br />
The Field List Menu is accessed from the Field List panel, and allows the user to access/process various functions<br />
associated with selected query fields.<br />
1. On the Field List panel, right click on a field. The Field List popup menu appears.<br />
2. Use the table to identify menu functions on the Field List popup menu.<br />
Menu Item<br />
Totals<br />
Unique Rows<br />
GEXQ (Summary) Field<br />
Alias (... AS nnnnnn )<br />
Add Field Descriptions as<br />
Aliases<br />
Add Smart Parm for This Field<br />
Add Calculated Field<br />
Edit Calculated Field<br />
Move Field Up/Down<br />
Delete Field<br />
Description<br />
Toggles to display or hide the Group By column (see Create a Totals<br />
Query).<br />
When enabled changes the query to a SELECT DISTINCT query, thus<br />
removing duplicate rows from the result set causing each row to be unique.<br />
Creates summary SQL code for the selected field (see Create the GEXQ<br />
Field).<br />
Allows the user to manually assign an alias name to the selected field<br />
(see Assign Aliases to Fields).<br />
Creates aliases for each field in the query using the field descriptions from<br />
the table schema (see Assign Aliases to Fields).<br />
Creates a smart parameter and assigns it to the selected field (see Smart<br />
Parms in the Query Designer).<br />
Opens the Builder panel that avails the user to the query source tables and<br />
parameters, and provides tools to aid in creating a calculated field (see<br />
Create/Edit Calculated Fields).<br />
Opens the Builder panel for a selected calculated field (see Create/Edit<br />
Calculated Fields).<br />
Moves the selected field up or down one line. An alternative to this is to<br />
drag the selected field with the mouse and drop it in the desired location.<br />
Deletes the selected field from the query.<br />
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9.1.5.2 Builder Panel<br />
The Builder is used to enter query criteria or create calculated fields. The Builder panel may be accessed from the Field List<br />
panel by:<br />
Selecting the ellipse button located in one of the seven criteria fields.<br />
Selecting a field, right clicking and selecting Add Calculated Field -or- Edit Calculated Field (see Create/Edit Calculated<br />
Fields).<br />
Builder Operation Buttons<br />
Operation buttons are provided on the Builder panel to assist the user in building expressions.
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Builder Functional Buttons<br />
Additional functional buttons are available on the Builder panel.<br />
Button<br />
iSeries, Oracle, SQL <strong>Server</strong><br />
Tabs:<br />
Current Date<br />
CASE Builder<br />
Function<br />
Each tab has specific features to support the appropriate server. Not all<br />
features are available on each tab.<br />
Inserts the expression for the current date into the query.<br />
Open the Case Builder panel, allowing the user to create a case statement<br />
and push it into the Builder panel (see Use the CASE Builder).<br />
90 Days Ago Inserts the (CURRENT DATE - 90 DAYS) expression. The "- 90" may then<br />
be changed to a different value.<br />
TRIM ()<br />
In ('x','x')<br />
Date Conversion<br />
Salesforce Tab:<br />
Today<br />
Last_90_Days<br />
Last_N_Days:30<br />
Last_N_Weeks:2<br />
Next_90_Days<br />
Next_N_Days:30<br />
This_Year<br />
Calendar_Month<br />
Calendar_Quarter<br />
Calendar_Year<br />
Trims leading and trailing blanks.<br />
Inserts an IN expression (valid if field criteria is in a comma-delimited list).<br />
Click the down arrow and select the original format of the date field to be<br />
converted. The system then inserts the selected date field into an<br />
expression that converts the field into an actual Date Type field.<br />
YYDDD - Julian date format used by Infinium<br />
CYYDDD - Julian date format used by JD Edwards<br />
YYYYDDD - Julian date format used by Jack Henry<br />
YYYYMMDD - date format used by BPCS<br />
Note: Date formats are not exclusive to the ledgers listed above.<br />
Refer to Salesforce documentation for more information regarding date<br />
functions and date literals.<br />
Inserts the date literal, which starts 12:00:00 of the current day and<br />
continues for 24 hours.<br />
Inserts the date literal, which starts 12:00:00 of the current day and<br />
continues for the last 90 days.<br />
Inserts the date literal, which for the number n provided, starts 12:00:00 of<br />
the current day and continues for the last n days. The "30" may then be<br />
changed to a different value.<br />
Inserts the date literal, which for the number n provided, starts 12:00:00 of<br />
the last day of the previous week and continues for the last n weeks. The<br />
"2" may then be changed to a different value.<br />
Inserts the date literal, which starts 12:00:00 of the current day and<br />
continues for the next 90 days.<br />
Inserts the date literal, for which the number n provided, starts 12:00:00 of<br />
the current day and continues for the next n days. The "30" may then be<br />
changed to a different value.<br />
Inserts the date literal, which starts 12:00:00 on January 1 of the current<br />
year and continues through the end of December 31 of the current year.<br />
Inserts the date function, which returns a number representing the calendar<br />
month for the selected date field.<br />
Inserts the date function, which returns a number representing the calendar<br />
quarter for the selected date field.<br />
Inserts the date function, which returns a number representing the calendar<br />
year for the selected date field.<br />
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Button<br />
Day_In_Month<br />
Day_In_Year<br />
Week_In_Month<br />
Week_In_Year<br />
Misc Tab:<br />
%GEXDROW%<br />
Function<br />
Inserts the date function, which returns a number representing the day in<br />
the month for the selected date field.<br />
Inserts the date function, which returns a number representing the day in<br />
the year for the selected date field.<br />
Inserts the date function, which returns a number representing the week in<br />
the month for the selected date field.<br />
Inserts the date function, which returns a number representing the week in<br />
the year for the selected date field.<br />
Replaces the ROW number of the Excel row when used as detail results in<br />
a GEXD formula (see GEXD Row).<br />
COALESCE Converts null values to the value specified in the function (the default is 0).<br />
%USER%<br />
Logic<br />
Simple Loop<br />
Loop Count<br />
Loop Count NN<br />
Simple IF<br />
%WINDOWSUSER%<br />
Custom Buttons<br />
Get Values<br />
Replaces the username in the connection to the data.<br />
Click the down arrow to access additional %IF and %LOOP functions.<br />
Inserts loop statement, allowing the query to loop through fields and<br />
summarize them based on user defined parameters for the loop counter.<br />
The loop will continue to process from the first counter until it hits the<br />
second counter.<br />
Inserts the keyword %LOOPCOUNT%.<br />
Inserts the keyword %LOOPCOUNT2%. The "2" may then be changed to<br />
a different number to indicate the number of characters/digits to display for<br />
the value.<br />
Inserts a basic IF-THEN-ELSE statement which the user can then modify<br />
as necessary.<br />
Replaces the Windows User ID when executing the query.<br />
Performs user defined function (see Custom Buttons).<br />
Retrieves each distinct value of a selected field (see Get Values).<br />
Comments<br />
Reference the following for entering comments on the Builder panel. Comments must be on a separate line.<br />
Connection Type<br />
Access<br />
DSN<br />
iSeries<br />
Oracle<br />
SAP<br />
SQL <strong>Server</strong><br />
Comment Syntax<br />
Comments are not supported.<br />
DSN owner should know whether or not comments are supported.<br />
/*this is a comment*/<br />
/*this is a comment*/<br />
Comments are not supported.<br />
Two dashes then the comment text (i.e. --this is a comment)
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9.1.5.2.1 Custom Buttons<br />
The Builder panel contains two custom buttons. The user defines the function to occur when each button is selected.<br />
To Maintain Custom Buttons:<br />
1. On the Builder panel Misc tab, click the Edit Custom Buttons button ( ). The Customize Builder panel appears.<br />
2. Use the table to enter data on the Customize Builder panel.<br />
Field<br />
Button to Customize<br />
Display Text<br />
Tool Tip<br />
Preview<br />
Assigned Function<br />
Button<br />
Clear Button Assignment<br />
Description<br />
Click the down arrow and select which custom button to modify.<br />
Specify the label to appear on the custom button.<br />
Specify the tool tip to appear for the custom button.<br />
Displays how the custom button will appear.<br />
Specify the function to occur or the expression to be inserted into the<br />
Builder when the custom button is selected.<br />
Function<br />
Clears the text, tool tip and assigned function values previously assigned<br />
to the custom button.<br />
3. Click OK. The system updates the custom button on the Builder panel.<br />
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9.1.6 SQL Text Panel<br />
The SQL Text panel displays the SQL text to be executed for both a detail query and a GEXQ (summary query).<br />
Auto Generate Mode<br />
By selecting the Auto Generate check box (the default) the application continually updates the text to reflect changes<br />
made in the visual layout.<br />
Manual Mode<br />
If desired, SQL text may be manually entered or the auto-generated SQL text may be manually modified. For example,<br />
manual entry is required for establishing a SHELL to process an external program (see SQL SHELL Function).<br />
1. De-select the Auto Generate check box. A popup panel appears.<br />
2. On the popup panel, specify whether or not to copy the auto-generated SQL text. The Auto Generate label is set<br />
to red, indicating in manual mode.<br />
Yes -- leaves any previously auto-generated SQL text in the SQL text box.<br />
No -- clears all data from the SQL text box.<br />
3. Toggling back and forth from auto-generate to manual mode, the system saves the changes for the life of the query.<br />
When the query is saved the text that is currently displayed in the SQL text box will be the executed SQL<br />
statement.
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9.2 QD Settings<br />
Query Designer (QD) Settings allow the user to define various criteria to control processing. The majority of the options<br />
define processing for all users on the PC; however, the option Show EDQ Detail is defined for each individual user.<br />
1. In Query Designer from the Ribbon, select View>Settings. The Settings - General panel appears.<br />
2. Use the table to enter data on the General panel, or to access other functions.<br />
Field<br />
Show EDQ Detail<br />
Auto-Alias Fields<br />
<strong>Inc</strong>lude SAP "AS" Alias<br />
Description<br />
If selected, all query related fields are displayed on the Explorer File<br />
System panel. If not selected, only query name, size and modified date/<br />
time are displayed thus reducing retrieval time.<br />
If selected, the field description is automatically assigned as the alias<br />
when a field is added to a query. If a field description does not exist, then<br />
the field name is assigned as the alias (see Assign Aliases to Fields).<br />
Note: This function does not apply to calculated fields.<br />
For SAP queries only, if selected the SQL statement is built such that<br />
aliases are identified as "AS alias name". This option must be selected in<br />
order to sort grouped queries.<br />
Results Grid Render Right to Left If selected, text on the ResultsContainer panel is right justified.<br />
Enhanced Logging<br />
If selected, additional logging is recorded. For optimal processing, once<br />
an error has been resolved it is recommended to clear the log file and deselect<br />
the option (see QD View Log).<br />
Nav Tip: Use the View Log button to display, email or clear the log file.<br />
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Button<br />
View Log<br />
Function<br />
Opens the Log Viewer panel, where the user may see information and error<br />
log entries, copy selected log entries, email or clear the log file (see QD<br />
View Log).<br />
3. The File Locations panel displays the location of various files utilized in Query Designer. These file locations are<br />
defined in user's SS Settings.
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4. The System Information panel displays various data related to the user's system and Query Designer. To email<br />
this information to the helpdesk, click the Email button. The system opens a new Outlook ® email panel with the<br />
contents of this panel in the body of the email. Modify the email address and/or text of the email body as<br />
necessary and click the Send button.<br />
5. Click OK. The system writes the changes and closes the panel.<br />
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9.3 Connections<br />
A database connection must be created in order to process Query Designer queries (i.e. GEXQ, GEXD, GEXS or GEXI<br />
formulas or sub queries). All connections are created and maintained in the Configurator. In Query Designer<br />
connections may be viewed and/or tested.<br />
1. In Query Designer from the Ribbon, select Connection>View. The Connections panel appears.<br />
2. Use the table to enter data on the Connections panel.<br />
Field<br />
Available Connections<br />
Host<br />
Database<br />
User Name<br />
Password<br />
Button<br />
Test<br />
Description<br />
Displays a list of connections available for use in Query Designer to which<br />
the user is authorized.<br />
Note: The list excludes Oracle connections flagged as non-direct and SQL<br />
<strong>Server</strong> connections flagged as load local connections.<br />
If applicable, displays the server name or IP address.<br />
If applicable, displays the database -or- for Oracle databases displays the<br />
SID and Port values.<br />
Displays the user name to be used to test the database connection. The<br />
value may be keyed when the connection is set to Prompt for Input.<br />
Displays the password to be used to test the database connection. The<br />
value may be keyed when the connection is set to Prompt for Input<br />
Function<br />
Displays a message in the Results field indicating whether or not the<br />
connection was successful.<br />
3. To test a connection, select the connection from the list and click the Test button. A message appears in the<br />
Results field indicating whether or not the connection was successful.
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9.3.1 Update Query Connections<br />
The Update Query Connections function is used to mass change the original connection assigned to queries to a new<br />
connection.<br />
1. In Query Designer from the Ribbon, select Connection>Update Query Connections. The Update Query<br />
Connections panel appears.<br />
2. Use the table to enter data on the Update Query Connections panel.<br />
Field<br />
Original Connection<br />
Available Connections<br />
Description<br />
From the list of connections, select the connection to be updated. The<br />
system displays the selected connection in the All Queries Using<br />
Connection section on the panel.<br />
From the list of connections available for use in Query Designer, select the<br />
connection to be assigned to the queries associated with the original<br />
connection. The system displays the selected connection in the Will Now<br />
Use Connection section on the panel.<br />
Note: The list excludes Oracle connections flagged as non-direct and SQL<br />
<strong>Server</strong> connections flagged as load local connections.<br />
3. Click OK. The system updates the appropriate queries, replacing the original connection with the new connection.<br />
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9.4 Create a New Query<br />
Use the following steps to create a new query.<br />
1. In Query Designer from the Ribbon, select the Globe button>New. The Query Name and Connection panel<br />
appears.<br />
2. On the Query Name and Connection panel, specify a unique name and description (optional) for the query, and<br />
select which connection to use, then click OK. Based upon the setup of the connection either a Login panel or the<br />
Tables panel appears.<br />
Note: For SAP connections only, the Tables panel appears instead of the Login panel. After the user enters<br />
search criteria and clicks the Search button then the appropriate Logon panel appears.<br />
3. If necessary, on the Login panel enter the appropriate data (i.e. user ID and password), and click Login. The<br />
Tables panel appears.<br />
4. Proceed to the next step, Add Tables.
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9.5 Save the Query for the First Time<br />
It is recommended to save frequently during query creation/editing. The initial save of a query functions differently than<br />
when an existing query is saved.<br />
1. In Designer Query from the Ribbon, select Home>Save Query. The Save As panel appears positioned to the<br />
default folder for EDQ files and the File Name is highlighted.<br />
Nav Tip: This function may also be processed by selecting the Globe button menu or Quick Access Toolbar<br />
equivalent (see Ribbon Menu).<br />
2. On the Save As panel, if necessary navigate to a different folder location.<br />
Note: DO NOT change the file name at this time (this includes changing the case of individual characters). If the<br />
query name needs to be changed it may be done later using the clone function.<br />
3. Click the Save button. The system saves the query file (.EDQ), and a confirmation panel appears.<br />
4. Click OK.<br />
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9.6 Add Tables<br />
New Query<br />
When creating a new query, the first task is to select the tables (files) required for the query. After logging into a<br />
database, the Tables panel appears listing tables from the database assigned to the applicable connection or specified<br />
on the previous Login panel.<br />
Note: For SAP connections only, the Tables panel does not initially list any tables. To list tables, enter search criteria<br />
(criteria for Description is case sensitive), click the Search button, and enter login data.<br />
Existing Query<br />
To add a table to an existing query, in Query Designer from the Ribbon select Home>Add Table.<br />
To Add Table(s) to a Query:<br />
1. Use the table to enter data on the Tables panel.<br />
Field<br />
Library<br />
Data Type<br />
Search For<br />
File Name / Description<br />
Description<br />
For iSeries or SQL <strong>Server</strong> connections, click the down arrow and select<br />
the library from which to retrieve tables for the list and query execution.<br />
The value &Lib defaults indicating to use the database library specified on<br />
the Login panel.<br />
For Oracle connections only, click the down arrow and select the type<br />
from which to retrieve tables for the list and query execution. Valid types<br />
are Synonyms, Tables, and Views.<br />
Specify a name or description in order to search for the desired table.<br />
For non-SAP connections, each character typed filters the list.<br />
For SAP connections only, after criteria is keyed click the Search button.<br />
For SAP connections only, select the appropriate check boxes to indicate<br />
to apply the search criteria to the file name and/or description.
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2. To add tables to the Favorites list, from the All tab on the Tables panel, select the desired table(s) and click Add to<br />
Favorites. The selected tables turn green and are added to the Favorites tab.<br />
Note: Any subsequent time the Tables panel is displayed for the associated connection, the Favorites tab defaults<br />
reducing load time.<br />
3. To select table(s) for a query, from the Tables panel:<br />
To select a single table -- double click the table -or- select the table and click the Add button. The table is<br />
added and the Query View panel appears.<br />
To select multiple tables -- press and hold the Ctrl key as tables are selected. Click the Add button. The tables<br />
are added and the Query View panel appears.<br />
To select multiple tables in a range -- select the first table in the range, press and hold the Shift key, and select<br />
the last table in the range. Click the Add button. The tables are added and the Query View panel appears.<br />
4. To add another table to the query, from the Ribbon select Home>Add Table -or- right click in any open gray space<br />
on the Query View panel. The Tables panel appears. Repeat step 3 until all tables have been selected.<br />
5. If the database environment has been changed (i.e. by the installation of a new version or maintenance fix of the<br />
ERP software that includes table additions or restructures), click the Refresh List from Database button (<br />
refresh the view of tables. The system re-reads the database schema, refreshes the tables listed and their<br />
structures.<br />
6. If more than one table was selected for the query, then proceed to the next step, Create Relationships. If only one<br />
table was selected, proceed to the step Select or Create Query Fields.<br />
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9.7 Create Relationships<br />
If more than one table is selected in query, it is necessary to create a relationship or join between the tables.<br />
To Create a Relationship Between Two Tables:<br />
1. On the Query View panel, drag and drop a field from one table to the corresponding field in another table. The<br />
system will draw a line indicating which fields are joined.<br />
Below the left mouse was dragged from the F0411.RPAN8 field and dropped on the F0101.ABAN8 field.<br />
2. If necessary, repeat step 1 to create additional joins which may be needed to create the appropriate one-to-one or<br />
one-to-many relationship between tables.<br />
3. Once the relationship is properly defined, proceed to the step Select or Create Query Fields.<br />
To Modify Relationship Properties:<br />
1. On the Query View panel, double click the line connecting the two tables -or- select the relationship line and right<br />
click. The Relationship Properties panel appears.
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2. Use the table to enter data on the Relationship Properties panel.<br />
Field<br />
Left Table<br />
Description<br />
In special cases, use the Left Table section to modify the field in the left<br />
table to adhere to SQL rules.<br />
Example 1: To join a text field to a numeric field a SQL command must<br />
be entered to convert the numeric field to a text field (i.e CHAR()).<br />
Right Table<br />
Joined Fields<br />
Trim Both Fields<br />
In special cases, use the Right Table section to modify the field in the right<br />
table to adhere to SQL rules. See Example 1 above for the Left Table<br />
section.<br />
Specify the appropriate join type. By default an inner join relationship is<br />
selected, which includes only rows where the joined fields from both tables<br />
are the same. Additional options are available to join all records from the<br />
left table and only records in the right table where the joined fields match,<br />
or to join all records from the right table and only records in the left table<br />
where the joined fields match.<br />
If selected, the system trims (removes leading blanks) for both of the<br />
joined fields.<br />
3. To delete the selected join relationship, click the Delete Relation button -or- to delete all relationships in the query,<br />
click the Delete All Relationships button.<br />
4. Once all changes are made, click OK.<br />
5. Once the relationship is properly defined, proceed to the step Select or Create Query Fields.<br />
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9.8 Select or Create Query Fields<br />
Fields should be added to a query in the following general order:<br />
1. Add fields that are to be used directly (as-is) from the source tables (see Fields Used Direct from Source Table).<br />
2. Add table field descriptions as aliases (see Assign Aliases to Fields).<br />
3. Add calculated fields (see Create/Edit Calculated Fields).<br />
4. Rename any fields as desired (see Assign Aliases to Fields).
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9.8.1 Fields Used Direct from Source Table<br />
Use the following steps to add fields to the query that are to be used directly (as-is) from selected source tables.<br />
1. On the Query View panel, double click the desired field from a table -or- drag and drop the field to the Field List<br />
panel.<br />
In the example below fields RPAN8 and ABALPH were selected.<br />
2. Repeat step 1 until all of the fields that are to be used "as-is" have been selected.<br />
3. To search for a field, enter the field name or description in the Search field. Each character typed filters the<br />
search. For example, to find the Vendor Invoice Number field enter the word "invoice" in the search field. All fields<br />
containing the word "invoice" are filtered in the table. Clear the Search field to remove the filter.<br />
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9.8.2 Assign Aliases to Fields<br />
As field names from tables may be nondescript and confusing, assigning an alias name to a field assists in clarifying<br />
what the field is. There are three ways to assign aliases to fields. When assigning aliases to fields, it is important as<br />
to when each method may be used to assign aliases to fields.<br />
Auto-Alias Fields -- If the Auto-Alias Fields option is selected in Settings, then the system automatically assigns<br />
the field description as the alias when a field is added to a query. If a field description does not exist, then the field<br />
name is assigned as the alias. This function does not apply to calculated fields.<br />
Add Field Descriptions as Aliases -- The system creates aliases for each field in the query using the field<br />
descriptions from the table schema. Generally this option is used immediately after all fields that are to be used<br />
directly (as-is) from the source tables have been added to the query. Once a calculated field has been added, this<br />
method for assigning aliases is no longer available.<br />
Alias (... AS nnnnnn ) -- Allows the user to manually assign or modify an alias field name to a selected field.<br />
Generally this option is used after any calculated fields have been added.<br />
To Add Field Descriptions as Aliases:<br />
1. On the Field List panel, right click on a field. The Field List popup menu appears.<br />
2. On the Field List popup menu, select Add Field Descriptions as Aliases. The system uses the field descriptions<br />
from the table schema to assign aliases to each field in the query.<br />
Note:<br />
This function replaces any aliases assigned via the Alias (... AS nnnnn) function.<br />
This function is not available after a calculated field has been added to the query.
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To Manually Assign or Modify a Single Alias -- Alias (... AS nnnnnn ):<br />
1. On the Field List panel, right click on the desired field. The Field List popup menu appears (see above).<br />
2. On the Field List popup menu, select Aliases (...AS nnnnnn). The Modify Alias panel appears.<br />
3. On the Modify Alias panel, enter the desired alias value and click OK. The system assigns the alias field name to<br />
the selected field.<br />
Example:<br />
BEFORE aliases have been assigned (and before calculated fields have been added).<br />
AFTER Add Field Descriptions as Aliases has been processed.<br />
AFTER Alias (... AS nnnnnn ) has been processed for RPAN8, ABALPH and RPDOC.<br />
Note: When using an Access connection aliases are delimited by brackets instead of double quotes.<br />
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9.8.3 Create/Edit Calculated Fields<br />
A calculated field is a field that is created instead of pulled directly from a source table. Use the following steps to<br />
begin the process to create a new calculated field or to modify an existing calculated field.<br />
Note: For SAP connections only, calculated fields are limited to basic arithmetic functions add (+), subtract (-),<br />
multiply (*) and divide (/), and signs must be bounded by spaces (i.e. X + Y, not X+Y).<br />
To Create a New Calculated Field:<br />
1. On the Field List panel, right click on a field. The Field List popup menu appears.<br />
2. On the Field List popup menu, select Add Calculated Field. The Builder panel appears.<br />
3. All calculated fields are defined in this panel (see Select Fields from a Table, Create Date Fields, Use the CASE<br />
Builder, GEXD Row, and Get Values).<br />
To Edit an Existing Calculated Field:<br />
1. On the Field List panel, right click on the calculated field that requires editing. The Field List popup menu appears.<br />
2. On the Field List popup menu, select Edit Calculated Field. The Builder panel appears.<br />
3. On the Builder panel, make any necessary changes and click OK.<br />
4. Additional changes may be made to a calculated field on the Field List panel, such as changing the field type or<br />
assigning an alias field name (see Field List Panel and Assign Aliases to Fields).
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9.8.3.1 Select Fields from a Table<br />
Often files do not store data in the form which is desired, but various fields in the file may be combined (i.e. added or<br />
subtracted) to obtain the desired result. The Builder may be used to create an expression using fields directly from<br />
source tables to obtain the desired value.<br />
Example - Calculate the Amount Paid for an Invoice:<br />
Calculate the amount paid by subtracting the open invoice amount (RPAAP) from the gross invoice amount (RPAG).<br />
1. On the Builder panel in the Source section, click the arrow ( ) to the left of Tables. The system expands the list of<br />
selected source tables.<br />
2. From the expanded table list, select the source table which contains the field to be used in the expression (F0411<br />
in this example). The system populates the Field Listing panel based upon the selected table.<br />
3. From the Field Listings panel, double click the desired field (RPAG in this example). The selected value<br />
appears in the work area on the Builder panel.<br />
4. In the work area, enter any math symbols by typing them -or- by clicking the appropriate operation button (if<br />
available) (a minus sign in this example).<br />
5. Repeat steps 3 and 4 as necessary until the expression is complete (RPAAP was selected in this example).<br />
6. Click OK. The Field List panel appears, displaying the calculated field, with an alias of "Expr1", at the bottom of<br />
the list.<br />
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7. To modify the alias field name for the calculated field, on the Field List panel right click on the field and select Alias<br />
(AS nnnnnn) from the Field List popup menu. On the Modify Alias panel, enter the desired alias for the field and<br />
click OK.
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9.8.3.2 Create Date Fields<br />
Occasionally date fields in the source tables are not in a true date format as recognized by Excel. When this occurs it<br />
may be necessary to convert the field value to a date format.<br />
Below are samples of date fields in other formats (C = century, YY = year, MM = month, DD = day):<br />
YYDDD - Julian date format used by Infinium<br />
CYYDDD - Julian date format used by JDE<br />
YYYYDDD - Julian date format used by Jack Henry<br />
YYMMDD - date format used by BPCS<br />
Note: Date formats are not exclusive to the ledgers listed above.<br />
Query Designer provides a Date Conversion option on the Builder panel to convert these formats into true date formats.<br />
Example - Converting a JDE Julian Date to a True Date Calculated Field:<br />
Convert the AP invoice date field (RPDIVJ), a Julian date field in JDE, to a true date calculated field. In this scenario,<br />
the host system is an iSeries (AS/400).<br />
1. On the Builder panel in the Source section, click the arrow ( ) to the left of Tables. The system expands the list of<br />
selected source tables.<br />
2. From the expanded table list, select the source table which contains the field to be used in the expression (F0411<br />
in this example). The system populates the Field Listing panel based upon the selected table.<br />
3. From the Field Listings panel, select (do not double click) the desired field (RPDIVJ in this example).<br />
4. On the iSeries tab, click the down arrow for the Date Conversion field and select the value CYYDDD. The<br />
conversion expression appears in the work area on the Builder panel.<br />
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5. Click OK. The Field List panel appears, displaying the calculated field, with an alias of "Expr1", at the bottom of<br />
the list.<br />
6. To modify the alias field name for the calculated field, on the Field List panel right click on the field and select Alias<br />
(AS nnnnnn) from the Field List popup menu. On the Modify Alias panel, enter the desired alias for the field<br />
(Invoice Date in this example) and click OK.<br />
7. Sample query results.<br />
Note: OLEDB iSeries connections display dates in the format YYYY-MM-DD, where as ODBC connections display<br />
dates as MM/DD/YYYY.
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9.8.3.3 Use the CASE Builder<br />
The Builder provides a tool to aid in constructing CASE statements. CASE statements may be used as calculated<br />
fields or as selection criteria.<br />
Note: For SAP connections only, CASE statements are not applicable.<br />
Example - Build a CASE Statement:<br />
Look for null (or zero) AP invoice dates (RPDIVJ) and replace them with a predefined date to prevent errors, and then<br />
convert the remaining dates, to a true date calculated field.<br />
1. On the Builder panel iSeries tab, click the CASE Builder button. The Case Builder panel appears.<br />
2. In the WHEN field, enter the desired value -or- click the Builder button adjacent to the WHEN field to select a field<br />
from a table (the Builder button is being used in this example).<br />
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3. In this example a single field is being selected from a source table (see Select Fields from a Table). On the Builder<br />
panel:<br />
Click the arrow ( ) to the left of Tables.<br />
Select the desired source table (F0411 in this example).<br />
Select (double click) the desired field (RPDIVJ in this example). The selected value appears in the<br />
work area on the Builder panel.<br />
4. Click OK on the Builder panel. The expression (&lib.F0411.RPDIVJ in this example) is pushed to WHEN field on<br />
the CASE Builder panel.<br />
5. On the CASE Builder panel, use the drop down list to select the appropriate expression operator (equal (=) in this<br />
example). A new field appears to the right of the Expression Operator field.<br />
6. In the new field, enter the desired value -or- click the Builder button adjacent to the new field to select a field from a
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table (zero (0) has been keyed in this example).<br />
7. In the THEN field, enter the desired value -or- click the Builder button adjacent to the THEN field to select a field<br />
from a table (DATE('01/01/1900') has been keyed in this example).<br />
8. Click the ADD Expression button. This starts the CASE statement in the CASE Builder work area.<br />
9. If additional WHEN expressions are required, then edit the WHEN and THEN fields as necessary. When the<br />
revised expression is complete, click the ADD Expression button again. The revised expression is added to the<br />
current CASE statement in the work area. Repeat this process for as many fields as necessary for the CASE<br />
statement.<br />
10. In the ELSE field, enter the desired value -or- click the Builder button adjacent to the ELSE field to select a field<br />
from a table (the Builder button is being used in this example).<br />
11. In this example a Julian date is being selected and converted to a true date field (see Create Date Fields). On the<br />
Builder panel:<br />
Click the arrow ( ) to the left of Tables.<br />
Select the desired source table (F0411 in this example).<br />
Select (do not double click) the desired field (RPDIVJ in this example).<br />
On the iSeries tab, click the down arrow for the Date Conversion field and select the value CCYYDDD. The<br />
conversion expression appears in the work area on the Builder panel.<br />
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12. Click OK on the Builder panel. The expression is pushed to the ELSE field on the CASE Builder panel.<br />
13. Click the ADD Else button. The else expression is added to the current CASE statement in the work area.
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14. Click the Done button. The completed CASE statement appears the original Builder work area.<br />
15. Click OK. The Field List panel appears, displaying the calculated field, with an alias of "Expr1", at the bottom of<br />
the list.<br />
16. To modify the alias field name for the calculated field, on the Field List panel right click on the field and select Alias<br />
(AS nnnnnn) from the Field List popup menu. On the Modify Alias panel, enter the desired alias for the field and<br />
click OK.<br />
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9.8.3.4 GEXD Row<br />
The Builder functional button, %GEXDROW%, is used to return the Excel row number for each row of data when the<br />
GEXD is generated in Excel. This function may be used to create a calculated field, and may remove the need of using<br />
fill down columns in Excel.<br />
Note: Prior to <strong>Spreadsheet</strong> <strong>Server</strong> <strong>V14</strong>R1M1, the expression %EXDROW% was used instead of %GEXDROW%. The<br />
system continues to support the legacy %EXDROW% expression.<br />
Example - Using GEXD Row Function to Create a Calculated Field:<br />
Use the GEXD Row function to create a calculated field which will calculate/report the amount paid by subtracting the<br />
open invoice amount column from the gross invoice amount column in Excel.<br />
Initial Set Up:<br />
1. Create a new query, retrieving gross invoice amount and open invoice amount (see below).<br />
To Add a Calculated Field using the GEXD Row Function:<br />
1. On the Field List panel, right click on a field and Select Add a Calculated Field on the Field List popup menu. The<br />
Builder panel appears.<br />
2. In the work area on the Builder panel, enter the appropriate to build the expression. In this example the following<br />
has been entered:<br />
Type ' (a single quote).<br />
From the operation buttons, click = (Equal).<br />
Type D (capital letter D).<br />
From the Misc tab, click %GEXDROW%.<br />
From the operation buttons, click - (Minus).<br />
Type E (capital letter E)<br />
From the Misc tab, click %GEXDROW%.<br />
Type ' (a single quote).<br />
3. Click OK. The Field List panel appears, displaying the calculated field, with an alias of "Expr1", at the bottom of<br />
the list.
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4. To modify the alias field name for the calculated field, on the Field List panel right click on the field and select Alias<br />
(AS nnnnnn) from the Field List popup menu. On the Modify Alias panel, enter the desired alias for the field<br />
(Amount Paid) and click OK.<br />
5. From the Ribbon, select Home>Save Query.<br />
6. From the Ribbon, select Home>Single Record to execute the query. The ResultsContainer panel appears<br />
displaying one record.<br />
7. In Excel, create a GEXD formula with the following values (see Create and Use GEXD formulas).<br />
Select the query name identified in step 5.<br />
Specify the target worksheet.<br />
Type the Starting Cell/Range/Table.<br />
Select to <strong>Inc</strong>lude Headings.<br />
Specify the cell reference for the Smart Parm.<br />
8. Select the cell containing the GEXD formula, then right click and select <strong>Spreadsheet</strong> <strong>Server</strong>>Generate This Detail<br />
Report (GEXD) -or- select the ribbon equivalent (see SS Ribbon). The %GEXDROW% creates a calculation,<br />
subtracting column E from column D, for all rows included in the generated data output. This functions similar to<br />
the GEXD fill down columns feature.<br />
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9.8.3.5 Get Values<br />
The Builder provides a Get Values button to display a list of the existing field values for a selected field. From the list,<br />
values may be selected and used as arguments/criteria in a variety of Builder functions.<br />
Example - Using Get Values in an IN( ) Statement:<br />
Add selection criteria to only retrieve records where Line Number (RPLNID) equals 10000, 11000 or 13000.<br />
1. On Field List panel for the desired field (RPLNID in this example), click the ellipse button located in one of the<br />
seven criteria fields. The Builder panel appears.<br />
2. On the Builder panel in the Source section, click the arrow ( ) to the left of Tables. The system expands the list of<br />
selected source tables.<br />
3. From the expanded table list, select the source table which contains the field to be used in the expression (F0411<br />
in this example). The system populates the Field Listing panel based upon the selected table.<br />
4. From the Field Listings panel, select (do not double click) the desired field (RPLNID in this example).<br />
5. Click the Get Values button. The system displays a list of existing field values for the selected field.<br />
Note: <strong>Inc</strong>rease or decrease the font size of listed values by clicking the or buttons.
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6. Select the desired field value(s):<br />
To select a single value -- select the value.<br />
To select multiple values -- press and hold the Ctrl key as values are selected on the list.<br />
To select values in a range -- select the first value in the range, press and hold the Shift key, and select the last<br />
value in the range.<br />
Note: Double clicking a value in the list pushes the value directly to the Builder expression work area. Single click<br />
the value when an additional function is to be applied to the value before pushing it into the work area.<br />
7. Select the desired function button. In this example the selected values (10000, 11000 and 13000) are being<br />
inserted into an IN( ) statement, so the IN ('x','x') button is clicked. The IN statement using the selected values<br />
appears in the work area on the Builder panel.<br />
Note: The IN ('x','x') button causes all arguments to be entered as text values (in single quotes). If the field is<br />
numeric, then manually remove the quote marks.<br />
8. When the expression is complete, click OK.<br />
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9.9 Add Criteria<br />
9.9.1 Hard Coded Criteria<br />
Field selection criteria may be hard coded. These hard coded values may not be altered at query run time (i.e. in<br />
Excel). Hard coded criteria may be entered directly on the Field List panel or via the Builder panel. Example of hard<br />
coded criteria would be "Open Amount 0" or "Status = Active".<br />
To Enter Hard Coded Criteria via the Field List Panel:<br />
1. On the Field List panel, click within one of the seven Criteria fields for the desired field and manually key the<br />
selection criteria () in this example).<br />
To Enter Hard Coded Criteria via the Builder Panel:<br />
1. On the Field List panel, click the ellipse button -or- double click within one of the seven Criteria fields for the<br />
desired field. The Builder panel appears.<br />
2. On the Builder panel, selection criteria may be keyed directly in the work area or by using the appropriate operation<br />
or functional buttons to develop the expression.<br />
3. When the expression is complete, click OK.
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9.9.2 Create and Use Parameters<br />
9.9.2.1 Parameters in Query Designer vs Excel<br />
Parameters are added to a query as a place-holder for when selection criteria is to be specified in Excel. A default<br />
parameter value may be defined in the query for testing purposes, and then the actual criteria is specified in Excel at<br />
the time the formula is executed.<br />
Query Designer<br />
When a query is created or modified, it is normal to execute the query in Query Designer to test the results. When<br />
testing a query parameter values are specified in the Parameters panel (see Parameters Panel).<br />
Excel<br />
Query Designer queries are executed from Excel via formulas (GEXQ, GEXD, GEXS, GEXI). Each of these formulas<br />
have arguments where parameter values may be specified. These values may be hard-coded in the formula definition;<br />
however, it is recommended to use cell references.<br />
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9.9.2.2 Standard Parameters in the Query Designer<br />
Standard Parameters allow the user full control over how the system interprets a parameter. When using standard<br />
parameters the query writer must know various SQL rules for working with text fields, numeric values, lists and ranges<br />
of values.<br />
Note: Standard Parameters differ from Smart Parms. Smart Parms simplify query writing by using standard rules for<br />
processing parameters (see Smart Parms Criteria Entry Rules and Smart Parms in the Query Designer).<br />
To Create a Parameter:<br />
1. On the Parameters panel, click the Add button. The Add a Parameter panel appears.<br />
2. Use the table to enter data on the Add a Parameter panel.<br />
Field<br />
Parameter Description<br />
Test Value<br />
Description<br />
Specify a description for the parameter.<br />
Specify the default value to be used for the parameter.<br />
Sub Query Column If required, click the ellipse button ( ) to access the Select Sub Query<br />
Column panel for selecting the column name to be used for matching to<br />
drill down panel column names when determining whether the query is a<br />
valid sub query for the associated drill down (see Sub Query Column).<br />
Assign Query<br />
3. Click Save. The new parameter appears on the Parameters panel.<br />
If required, click the down arrow and select the query to be used for listing<br />
valid values for the parameter on the Build a Template panel (see Assign<br />
Query.
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To Insert a Parameter into a Criteria Field:<br />
1. On the Field List panel, click the ellipse button -or- double click within one of the seven Criteria fields for the<br />
desired field. The Builder panel appears.<br />
2. On the Builder panel in the Source section, click the arrow ( ) to the left of Parameters. The system expands the<br />
list of available parameters.<br />
3. From the expanded parameter list, select the parameter to be used.<br />
4. Double click . The parameter, &PARM01, appears in the work area on the Builder<br />
panel.<br />
5. Enter any comparison operators and other characters as necessary to complete the criteria expression (i.e.<br />
=&PARM01).<br />
6. Click OK. The Field List panel appears with the parameter inserted in the selected criteria field.<br />
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9.9.2.3 Smart Parms Criteria Entry Rules<br />
When using standard parameters the query writer must know various SQL rules for working with text fields, numeric<br />
values, lists and ranges of values. Smart Parms simplify query writing by using standard rules for processing<br />
parameters. The rules used by Smart Parms are similar to those used in <strong>Global</strong>'s <strong>Spreadsheet</strong> <strong>Server</strong> products for<br />
specifying segment values.<br />
Below is a comparison by example of SQL (iSeries DB2) rules for specifying criteria values used by standard<br />
parameters versus Smart Parms.<br />
Criteria Type Standard Parameters Smart Parms<br />
Single Value - Text ='ABC' ABC<br />
Single Value - Numeric =123 123<br />
Single Value - Date =DATE('01/01/2007') 1/1/2007<br />
Mask (wildcard) LIKE 'A%' A*<br />
Mask (wildcard) for All Values LIKE '%' * or a blank<br />
Mask (wildcard) for a Single Value LIKE '_500' *500<br />
Range - Text BETWEEN 'ABC' AND 'DEF' ABC.DEF<br />
Range - Numeric BETWEEN 123 AND 456 123.456<br />
Range - Date<br />
BETWEEN DATE('01/01/2007')<br />
AND DATE('03/31/2007')<br />
Value List - Text IN('A','B','C') [A,B,C]<br />
Value List - Numeric IN(1,2,3) [1,2,3]<br />
1/1/2007.3/31/2007<br />
Value List with Exclude N/A [AAA.CCC,/BBB]<br />
Note: May not exclude a segment list<br />
Field is Blank N/A BLANK<br />
Field is Not Blank N/A NOTBLANK<br />
Greater Than or Equal To >=1000 1000.99999999<br />
Less Than or Equal To
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9.9.2.4 Smart Parms in the Query Designer<br />
Smart Parms may be added to a field directly on the Field List panel or via the Builder panel.<br />
Note: Prior to adding a Smart Parm to a field an alias name must be assigned to the field (see Assign Aliases to<br />
Fields).<br />
To Add Smart Parms via the Field List Panel:<br />
1. On the Field List panel, right click on the desired field. The Field List popup menu appears.<br />
2. On the Field List popup menu, select Add Smart Parm for This Field. A parameter for the field is added to the<br />
Parameter panel with a blank value, and the Smart Parm (&SPARM01) is inserted into the Criteria 1 field.<br />
To Add Smart Parms via the Builder Panel:<br />
Note: This method must be used to add Smart Parms in other Criteria fields besides Criteria 1.<br />
1. If the parameter doesn't already exist, create it (see Standard Parameters in the Query Designer).<br />
2. On the Field List panel, click the ellipse button -or- double click within one of the seven Criteria fields for the<br />
desired field. The Builder panel appears.<br />
3. On the Builder panel in the Source section, click the arrow ( ) to the left of Parameters. The system expands the<br />
list of available parameters.<br />
4. From the expanded parameter list, select the parameter to be used.<br />
5. Double click . The Smart Parm appears in the work area on the Builder panel. No other<br />
supporting characters (i.e. =, ) are required.<br />
6. Click OK. The Field List panel appears with the Smart Parm inserted in the selected criteria field.<br />
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To Delete Smart Parms:<br />
Note: If multiple Smart Parms exist for a query, only the last (highest number) Smart Parm in the list may be deleted.<br />
Example: Have Smart Parms 1, 2 and 3. Smart Parm 3 may be deleted; however, Smart Parm 2 may not be<br />
deleted unless Smart Parm 3 is first deleted.<br />
1. In the Parameters panel, select the highest number Smart Parm and click Del. The system displays a<br />
confirmation panel. Click OK. The system removes the Smart Parm from the Parameters panel.<br />
2. On the Field List panel, click the associated Smart Parm criteria field value. The Builder panel appears. Delete<br />
the Smart Parm field value. Click OK. The system removes the criteria field value from the Field List.<br />
3. Repeat the steps above to delete additional Smart Parms.
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9.9.2.5 Parameters in Excel<br />
Parameters are used in Excel in conjunction with query formulas to provide criteria for the query being executed.<br />
To Use Parameters in Excel:<br />
1. Prior to using a new or modified query, in Excel from the S<strong>Server</strong> menu, select Refresh Queries -or- select the<br />
ribbon equivalent (see SS Ribbon). The system refreshes query data.<br />
2. Layout the Excel report and assign cell references for each parameter.<br />
3. Position the cell pointer to where the Query Designer formula is to go.<br />
4. Open the Formula Assistant, assign values to the arguments, including the cell positions of the parameters.<br />
5. Click the Insert button to save the formula into the cell.<br />
6. To change the query criteria value, enter the new value in the cell designated and re-run the query.<br />
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9.9.3 Sub Query Column<br />
On drill down panels in Query Designer and <strong>Spreadsheet</strong> <strong>Server</strong>, a Sub Queries option exists allowing the user to drill<br />
down from the current drill down panel to a user-defined query. The Sub Queries submenu contains a list of all the<br />
EDQ files that have column names in the Sub Query Column parameter field matching column names on the original<br />
drill down panel.<br />
Note: All Sub Query Columns defined in the detail query must be present on the original drill down panel for query to be<br />
available on the Sub Queries menu.<br />
To Create Sub Query:<br />
1. Create the related detail query(ies) (AR Customer Master Data.edq and AR Customer Sales Summary.edq in this<br />
example) to be associated with the GXL balance or journals drill down, or initial query (AR Sales Summary.edq in<br />
this example).<br />
2. For each related detail query on the Parameters panel, click the ellipse button in the Sub Query Column for the<br />
appropriate parameter. The Select Sub Query Column panel appears.<br />
3. Select the folder or subdirectory for which to list queries (EDQ files). The system lists the appropriate queries.<br />
4. Select the query for which to list available column names. The system adds the column names from the selected<br />
query to the list of available standard column names.<br />
Standard columns, %SS_KEY1%, %SS_KEY2%, %SS_KEY3%, %SS_YEAR%, %SS_FORMAT%, %<br />
SS_PERIOD%, %SS_FROMPERIOD%, and %SS_TOPERIOD%, are used for data passed to a sub query<br />
when executed from a GXL balance or journals drill down. The values for these columns are the values from the<br />
original GXL formula, thus making is possible to design an EDQ as the journals sub query drill down.<br />
Standard columns, %SPARM01% through %SPARM15%, are used for data passed to a sub query when<br />
executed from a query (i.e. GEXQ, GEXD) drill down. The values for these columns are the values from the<br />
original formula’s parameters.<br />
5. Manually enter -or- double click the column name to be referenced. The selected column name is inserted into the<br />
Sub Query Column to Insert field.
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6. Click Insert. The selected Sub Query Column to Insert value is inserted into the Sub Query Column field on the<br />
Parameters panel.<br />
7. Later when drilling down on the GXL balance or journals drill down, or initial query, select the desired row, right<br />
click and then from the Sub Query sub menu select the appropriate detail query for which to view results. The<br />
system displays the data for the selected detail query.<br />
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9.9.4 Assign Query<br />
A query may be created for listing valid values for another query parameter on the Build a Template panel in Excel.<br />
1. Create a reporting query (ex. Northwind Orders.edq) and a "lookup" query (ex. Northwind Country Lookup.edq).<br />
2. In the reporting query on the Parameters panel, click the Assign Query down arrow for the appropriate parameter<br />
and select the desired "lookup" query. Save the parameter, and save query changes.<br />
3. In Excel on the Build a Template panel when the reporting query is selected, an ellipse button appears for the<br />
parameter (ex. Country). Click the ellipse button to execute the "lookup" query.
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9.9.5 GEXD Limit<br />
Query Designer allows the user to assign the number of records to be returned in Excel when a GEXD formula is<br />
generated. In addition, the GEXD limit may also be assigned as a query parameter, allowing the user the ability to<br />
modify the desired number of records as necessary.<br />
To Assign a GEXD Limit:<br />
1. From the Ribbon select Home, and then in the GEXD Limit field specify the maximum number of records to be<br />
output in Excel for the query.<br />
Value of "0" indicates no limit to GEXD records returned in Excel.<br />
Positive integer indicates the number of records to be returned by the GEXD formula in Excel.<br />
To Assign GEXD Limit as a Parameter:<br />
1. On the Parameters panel, click the Add button. The Add a Parameter panel appears.<br />
2. On the Add a Parameter panel, enter a description (i.e. GEXDLimit) and a default value for the number of records to<br />
be returned when processing the GEXD, and then click Save. The new parameter is added to the Parameters<br />
panel.<br />
3. From the Ribbon select Home, and then in the GEXD Limit field enter '&SPARMxx' (where xx equals the ID number<br />
assigned to the GEXD limit parameter created in the previous step), and then click Save.<br />
4. When the query is used in Excel, the parameter created above appears allowing the user to specify the desired<br />
number of records to be returned when the query is generated.<br />
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9.10 Create a Totals Query<br />
When a query is created, by default it is a detail query -- one in which each record is displayed in the output. The<br />
query may be modified to become a totals (or group by) query, such that only summarized records are displayed.<br />
To Create a Totals Query:<br />
1. On the Field List panel, right click on a field and select Totals on the Field List popup menu. The Totals column<br />
appears in on the Field List panel displaying the value "Group By" for each field except calculated fields (which<br />
have no default).<br />
2. For each field in the list, click the down arrow and select the proper Totals value (see table below) based upon the<br />
planned output for the query.<br />
Totals Value<br />
Group By<br />
Sum<br />
Avg<br />
Min<br />
Max<br />
Count<br />
StDev<br />
Var<br />
First<br />
Last<br />
Expression<br />
Where<br />
Description<br />
Displays each distinct value once per break point.<br />
Sums the field for each record at the break point.<br />
Averages the field at each break point.<br />
Displays the minimum value for the field at each break point.<br />
Displays the maximum value for the field at each break point.<br />
Counts the records for the field at each break point.<br />
Displays the standard deviation for the field at each break point.<br />
Displays the variance for the field at each break point.<br />
Displays the first value for the field.<br />
Displays the last value for the field.<br />
Does not assign a Group By value, but is used for calculated fields where the Group By<br />
value has already been assigned in the definition of the field.<br />
For "Visible" fields, use when criteria will be applied to the grouped field. This is<br />
expressed in the SQL code as a HAVING statement.<br />
For fields that are not "Visible", use when criteria will be applied at a detail record level.<br />
This is expressed in the SQL code as a WHERE statement.
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Contrast of Detail Output to Totaled Output:<br />
Example 1 - Detail Output (each output record visible):<br />
Example 2 - Totaled Output (one output record per vendor):<br />
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9.11 Create the GEXQ Field<br />
A GEXQ (summary) field is used to summarize (i.e. total, count, average) a selected numeric field. In Excel a GEXQ<br />
formula is then used to return a single value from the GEXQ (summary) portion of a query into a spreadsheet. A user<br />
may then drill down upon the summary value to see detailed results (see GEXQ Formulas).<br />
To Designate a Field as an GEXQ Summary Field:<br />
1. On the Field List panel, right click on the desired field. The Field List popup menu appears.<br />
2. On the Field List popup menu, select GEXQ (Summary) Field. The Summary Type panel appears.<br />
3. On the Summary Type panel, select the desired summary type.<br />
Note: If a field is an expression that already contains a summary type (e.g. SUM(RPAAP)), then select the<br />
Summary Type as Embedded to avoid syntax like Sum(Sum(....)).<br />
4. Click the Save button. The resulting field will be designated with a symbol in the Field List panel.<br />
5. Defining a field as the GEXQ summary field also creates SQL code that is executed when the GEXQ is run from<br />
Excel. This code is displayed on the SQL Text panel on the GEXQ tab.
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9.12 SQL SHELL Function<br />
The SHELL function creates a dynamic cross application functionality with Query Designer. Using the text SHELL<br />
within the SQL Text panel followed by an external program or file name, adds versatility to the SQL statement by<br />
launching the external program and/or opening the file or image providing access to additional data. This function<br />
allows the user to process anything which could be processed in the RUN command in Windows. The SHELL<br />
statement may be used as part of a query detail drill down.<br />
Example - SHELL Statement Used to Access a Vendor Voucher in a Word Document:<br />
In this example, the query has two parameters, Vendor # and Voucher #, and the Amount Gross field is an GEXQ<br />
summary field.<br />
1. In the SQL Text panel, change to manual entry mode (see SQL Text Panel):<br />
De-select the Auto Generate check box.<br />
Click No to not copy the auto-generated SQL text.<br />
2. Within the SQL Text panel, key the text SHELL, press Enter, and key the additional text required to run the<br />
command or launch the external program. In this example C:\PO\&PARM02.docx has been keyed, indicating:<br />
C:\PO\ -- The network directory location of the target file.<br />
&PARM02 -- The Voucher # parameter defined in Query Designer and used in Excel cell reference.<br />
.docx -- The file extension of the target file.<br />
3. From the Ribbon, select Home>Save Query.<br />
4. In Excel, add the GEXQ formula. Use cell references for the parameters (see GEXQ Formulas).<br />
5. To execute the SHELL statement, select the cell containing the GEXQ formula, then right click and select<br />
<strong>Spreadsheet</strong> <strong>Server</strong>>Drill Down -or- select the menu, toolbar or ribbon equivalent (see S<strong>Server</strong> Menu, SS Toolbar or<br />
SS Ribbon). The SHELL statement is executed (opens the Microsoft ® Word document C:\PO\12324.docx in this<br />
example).<br />
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9.13 Execute Query<br />
Once all fields have been selected and added to the Field List panel, it is suggested to run a quick test to verify the<br />
query setup.<br />
To Execute a Query:<br />
1. In Query Designer from the Ribbon, select Home>Single Record -or- Home>1,000 Records. The ResultsContainer<br />
panel appears displaying query results for either a single record or the first 1,000 records in the file based upon the<br />
option selected.<br />
Note: A similar panel is also displayed when a drill down is performed on a GEXQ or GEXI formula in Excel (see<br />
GEXQ Formula or GEXI Formula).<br />
Click the link to go to a related topic: General Grid Features or Copy/Export Records.
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9.14 Legacy Ad Hoc Queries<br />
Prior to <strong>Spreadsheet</strong> <strong>Server</strong> <strong>V14</strong>R1M1, users had the ability to create ad hoc queries in Query Designer which enabled<br />
the user to drill down from the results view of a query to detail data associated with another query. As of <strong>V14</strong>R1M1,<br />
this feature is being replaced with the sub query processing (see Sub Query Column). The Legacy Ad Hoc Queries<br />
function displays preexisting ad hoc queries, allowing the user to determine which current queries need to be modified<br />
(assigned Sub Query Column criteria). Contact <strong>Global</strong> for assistance in updating existing queries to utilize sub query<br />
processing.<br />
To Access Legacy Ad Hoc Queries:<br />
1. Close all queries.<br />
2. From the Ribbon, select View>Legacy Ad Hoc Queries. The Legacy Ad Hoc Queries panel appears.<br />
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9.15 Query Management<br />
Once a query has been created, various functions are available to maintain, clone, delete or lock/unlock a query.<br />
To Modify a Query Description:<br />
1. From the list of EDQ files select the desired query, right click and select Change Description. The Description<br />
panel appears.<br />
2. On the Description panel, key the desired description.<br />
3. Click OK.<br />
To Clone a Query:<br />
1. From the list of EDQ files select the desired query, right click and select Clone Query -or- select Clone from the<br />
File System tab on the ribbon (see Ribbon Menu). The Clone Query panel appears.<br />
2. On the Clone Query panel, enter a query name for the clone.<br />
3. Click OK. The new query appears in the list of available queries.<br />
To Delete a Query:<br />
1. From the list of EDQ files select the desired query, right click and select Clone Query -or- select Delete from the<br />
File System tab on the ribbon (see Ribbon Menu). The Delete File panel appears.<br />
2. Click Yes. The query is removed from the list of available queries.<br />
To Lock a Query:<br />
1. Open the desired query.<br />
2. From the Ribbon select Home>Un-Locked. The Lock Query panel appears.<br />
3. Click Yes. The Password Protection panel appears.<br />
4. On the Password Protection panel, enter the password to be used to protect the query.<br />
5. Click OK. A confirmation panel appears, confirming that the query is locked.<br />
To Unlock a Query:<br />
1. Open the desired query.<br />
2. From the Ribbon select Home>Locked. The Unlock panel appears.<br />
3. Click Yes. The Password Protection panel appears.<br />
4. On the Password Protection panel, enter the password previously assigned to lock the query.<br />
5. Click OK. A confirmation panel appears, confirming that the lock has been removed for the query.
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9.15.1 Download or Publish Query Exchange Queries<br />
Query Exchange is an online depository of queries. Query Designer allows the user to access the online query<br />
depository, download selected queries to the Query Designer and then utilize them in Excel. In addition, a Query<br />
Designer user may publish an existing query to Query Exchange. A user's ability to access Query Exchange is<br />
determined by a user setting in the Configurator.<br />
Note: Must be connected to the internet to have access to the Query Exchange component.<br />
To Download a Query from Query Exchange:<br />
1. From within Query Designer:<br />
In Query Designer from the Ribbon, select Home>Search Online. Query Exchange opens.<br />
From within Excel:<br />
In Excel, access either the Build a Template or Formula Assistant panel and select the appropriate GEXQ,<br />
GEXD, GEXS or GEXI formula or tab.<br />
Click the Search Online button (<br />
). Query Exchange opens.<br />
2. Continue with step 2 in the Download Queries from Query Exchange section.<br />
To Publish a Query to Query Exchange:<br />
1. In Query Designer, open the desired query to be published.<br />
2. From the Ribbon, select Home>Publish. The query is published to Query Exchange. <strong>Global</strong> reviews all published<br />
queries prior to promoting them to Query Exchange.<br />
Note: If a description does not exist for the selected query, a prompt panel appears requiring the user to enter a<br />
query description.<br />
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9.15.2 Textual Query Definition<br />
Use the Textual Query Definition function is as a convenient way to document queries.<br />
1. Open the query.<br />
2. From the Ribbon, select Home>Definition. Windows Notepad opens displaying the query definition.<br />
Sample Textual Query Definition:<br />
Query Name: AP Open Invoices<br />
Query File Name:<br />
P:\E-Dash\GSI Queries\AP Open Invoices.edq<br />
Tables/Files in query:<br />
Table: F0411 (ACCOUNTS PAYABLE LEDGER)<br />
Table: F0101 (ADDRESS BOOK MASTER)<br />
Relationships:<br />
Inner Join F0411. RPAN8 =<br />
F0101. ABAN8<br />
Selected Fields:<br />
F0411 . RPAN8 Alias: "Vendor #" Sort= Ascending Visible=True<br />
F0101 . ABALPH Alias: "Vendor Name" Sort= (none) Visible=True<br />
F0411 . RPDOC Alias: "Voucher #" Sort= (none) Visible=True<br />
F0411 . RPAG Alias: "AmountGross" Sort= (none) Visible=True<br />
F0411 . RPAAP Alias: "AmountOpen" Sort= (none) Visible=True<br />
Calculated Field: "AmountRemaining"<br />
&lib.F0411.RPAG/100 - &lib.F0411.RPAAP/100 Alias: "AmountRemaining" Sort= none)<br />
Visible=True<br />
Calculated Field: "Invoice Date"<br />
CASE<br />
WHEN &lib.F0411.RPDIVJ = 0<br />
THEN DATE('01/01/1900')<br />
ELSE DATE(DIGITS( DECIMAL( &lib.F0411.RPDIVJ + 1900000,7,0)) )<br />
END Alias: "Invoice Date" Sort= (none) Visible=True<br />
F0411 . RPDIVJ Alias: "Invoice Date Julian" Sort= (none) Visible=False<br />
Parameters Description Value<br />
PARM01 Vendor # 459<br />
Criteria:<br />
F0411 . RPAN8 &SPARM01<br />
F0411 . RPAAP 0<br />
F0411 . RPDIVJ 0
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Summarize (GEXQ):<br />
RPAAP<br />
Detail SQL (AUTO):<br />
SELECT &lib.F0411.RPAN8 AS "Vendor #", &lib.F0101.ABALPH AS "Vendor Name",<br />
&lib.F0411.RPDOC AS "Voucher #", &lib.F0411.RPAG/100 AS "AmountGross",<br />
&lib.F0411.RPAAP/100 AS "AmountOpen", &lib.F0411.RPAG/100 - &lib.F0411.RPAAP/100 AS<br />
"AmountRemaining", CASE<br />
WHEN &lib.F0411.RPDIVJ = 0<br />
THEN DATE('01/01/1900')<br />
ELSE DATE(DIGITS( DECIMAL( &lib.F0411.RPDIVJ + 1900000,7,0)) )<br />
END AS "Invoice Date"<br />
FROM ((&lib.F0411 INNER JOIN &lib.F0101 ON (&lib.F0411.RPAN8=&lib.F0101.ABAN8)))<br />
WHERE (((&lib.F0411.RPAN8) &SPARM01 ) AND ((&lib.F0411.RPAAP/100)0) AND<br />
((&lib.F0411.RPDIVJ)0) )<br />
ORDER BY "Vendor #"<br />
GEXQ SQL (AUTO):<br />
SELECT SUM(&lib.F0411.RPAAP/100) as GEXQ<br />
FROM ((&lib.F0411 INNER JOIN &lib.F0101 ON (&lib.F0411.RPAN8=&lib.F0101.ABAN8)))<br />
WHERE (((&lib.F0411.RPAN8) &SPARM01 ) AND ((&lib.F0411.RPAAP/100)0) AND<br />
((&lib.F0411.RPDIVJ)0) )<br />
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9.16 QD View Log<br />
During all processing, various logging information is recorded. If the QD Settings option Enhanced Logging is selected,<br />
then the system records additional error message logging data. Log entries may be viewed, copied or emailed.<br />
1. In Query Designer from the Ribbon, select View>View Log File. The Log Viewer panel appears displaying the<br />
level, date, time and description for each log entry. In addition, in the bottom right hand corner the panel displays<br />
a count of the number of entries listed.<br />
Nav Tip: This panel may also be accessed by selecting the View Log button on the QD Settings panel (see QD<br />
Settings).<br />
2. See SS View Log for additional information regarding the View Log function.
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10 Distribution Manager<br />
10.1 DM Navigation<br />
Distribution Manager uses the following navigation methods for processing functions within Excel. Each function is not<br />
always available from each method.<br />
DistMgr Menu (see DistMgr Menu)<br />
Distribution Manager Toolbar (see DM Toolbar)<br />
<strong>Spreadsheet</strong> <strong>Server</strong> Ribbon (see SS Ribbon)<br />
NAVIGATION TIPS:<br />
Throughout the manual navigation tips, noted by the convention "NAV TIP", will be listed indicating the various paths<br />
available to access a function.<br />
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10.1.1 DistMgr Menu<br />
After <strong>Spreadsheet</strong> <strong>Server</strong> is installed and initiated as an add-in to Excel, the DistMgr menu is added to Excel. The<br />
DistMgr menu is used to access/process various functions in the application.<br />
Note: For Excel 2003, the DistMgr menu is accessible from the Excel menu bar.<br />
For Excel 2007 (and above), the DistMgr menu is accessible from the Add-Ins ribbon.<br />
Menu Item<br />
About Distribution Manager<br />
Settings<br />
Create New Distribution<br />
Control Worksheet<br />
Distribute All<br />
Description<br />
Opens the Distribution Manager Settings - About panel, displaying company<br />
and product information, and allowing the user access to online manuals.<br />
Opens the Distribution Manager Settings - General panel, allowing the user to<br />
define various criteria to control processing and to access the Log Viewer<br />
panel, where the user may see information and error log entries, copy selected<br />
log entries, email or clear the log file (see DM Settings and DM View Log).<br />
Creates a new distribution control worksheet (see Create a Distribution Control<br />
Worksheet).<br />
Distributes all specifications within the workbook (see Distribute<br />
Specifications).
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10.1.2 DM Toolbar<br />
After <strong>Spreadsheet</strong> <strong>Server</strong> is installed and initiated as an add-in to Excel, a Distribution Manager (DM) toolbar is added<br />
to Excel. The DM toolbar may be used as a convenient alternative to access/process various functions in the<br />
application.<br />
Note: For Excel 2003, the DM toolbar is accessible in the standard toolbar section.<br />
For Excel 2007 (and above), the DM toolbar is accessible from the Add-Ins ribbon.<br />
Menu Item<br />
Distribute All<br />
DM Settings<br />
Maintain DM Specs<br />
Description<br />
Distributes all specifications within the workbook (see Distribute<br />
Specifications).<br />
Opens the Distribution Manager Settings - General panel, allowing the user to<br />
define various criteria to control processing and to access the Log Viewer<br />
panel, where the user may see information and error log entries, copy selected<br />
log entries, email or clear the log file (see DM Settings and DM View Log).<br />
Opens the Maintain Specifications panel, allowing the user to create and/or<br />
maintain distribution criteria (see Add Specification Rows and Maintain<br />
Specification Rows).<br />
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10.1.3 DM Ribbon<br />
After <strong>Spreadsheet</strong> <strong>Server</strong> is installed and initiated as an add-in to Excel, a custom <strong>Spreadsheet</strong> <strong>Server</strong> (SS) ribbon is<br />
added for Excel 2007 (and above). The SS ribbon may be used as a convenient alternative to access/process various<br />
functions in the application.<br />
Note: For Excel 2003, the SS ribbon is NOT applicable.<br />
If the SS ribbon does not appear, go to SS Settings and click the Add Excel Ribbon button (see SS Settings).<br />
Menu Item<br />
Distribute<br />
Description<br />
Distributes all specifications within the workbook. Click the arrow to access<br />
additional functions (see Distribute Specifications).<br />
All<br />
Selected<br />
Clone Sheet<br />
Clone Sheet as Values<br />
New Control Sheet<br />
Maintain Specs<br />
Settings<br />
Distributes all specifications within the workbook.<br />
Distributes only selected specifications.<br />
Creates a copy of the current worksheet, leaving all formulas intact.<br />
Creates a copy of the current worksheet, converting all formulas to values.<br />
Creates a new distribution control worksheet (see Create a Distribution Control<br />
Worksheet).<br />
Opens the Maintain Specifications panel, allowing the user to create and/or<br />
maintain distribution criteria (see Add Specification Rows and Maintain<br />
Specification Rows).<br />
Opens the Distribution Manager Settings - General panel, allowing the user to<br />
define various criteria to control processing and to access the Log Viewer<br />
panel, where the user may see information and error log entries, copy selected<br />
log entries, email or clear the log file (see DM Settings and DM View Log).
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10.2 DM Settings<br />
Distribution Manager (DM) Settings allow the user to define various criteria to control processing.<br />
1. In Excel from the DistMgr menu, select Settings. The Distribution Manager Settings - General panel appears.<br />
Nav Tip: This panel may also be accessed by selecting the toolbar or ribbon equivalent (see DM Toolbar or DM<br />
Ribbon).<br />
2. Use the table to enter data on the General panel, or to access other functions.<br />
Field<br />
General Options:<br />
Enhanced Logging<br />
Always Save Workbook Prior<br />
to Distribution<br />
Description<br />
If selected, additional logging is recorded. For optimal processing, once<br />
an error has been resolved it is recommended to clear the log file and deselect<br />
the option (see DM View Log).<br />
Nav Tip: Use the View Log button to display, email or clear the log file.<br />
If selected, all workbook changes are automatically saved prior to<br />
distribution.<br />
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Field<br />
Consolidate Emails<br />
<strong>Inc</strong>lude Members When Only<br />
the Master is Selected<br />
Right Justify Text Fields<br />
Use "Microsoft Save as PDF"<br />
for PDF Creation<br />
PDF Printer Name<br />
Convert Formulas to Values<br />
Default:<br />
Button<br />
View Log<br />
Description<br />
If selected, multiple specification rows for a recipient in a distribution run<br />
are combined into a single email with multiple attachments (one for each<br />
specification row). Otherwise, one email is issued per specification row.<br />
If selected and only the group master specification row is selected for<br />
distribution, the system distributes the master and all member rows (as if<br />
the master and all member rows were individually selected). Otherwise,<br />
only selected specification rows are distributed.<br />
If selected, all text fields are right justified.<br />
If selected, Excel 2007 (and above) functionality is used to convert<br />
workbooks to PDFs (overriding the value in the PDF Printer Name field).<br />
Note: For Excel 2007 users, the 2007 Microsoft Office Add-In Microsoft<br />
Save as PDF or XPS must be downloaded to the user's PC to utilize this<br />
feature.<br />
If the Use "Microsoft Save as PDF" for PDF Creation option is not<br />
selected, then key the path or use the Browse button to select the printer<br />
to be used to convert objects to PDF. If blank, the system uses the<br />
Adobe PDF printer (if it exists), else it uses the default printer.<br />
Note: When using Adobe, the Adobe Distiller product is required to<br />
convert a document to a PDF file. The Distiller is not available for those<br />
users with only the Adobe Reader installed.<br />
Specify the option to default for the Convert Formulas to Value field when<br />
adding a new distribution specification row.<br />
Description<br />
Opens the Log Viewer panel, where the user may see information and error<br />
log entries, copy selected log entries, email or clear the log file (see DM<br />
View Log).
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3. Use the table to enter data on the Email panel.<br />
Field<br />
Email Options:<br />
Email <strong>Server</strong><br />
HTML Email<br />
Description<br />
Specify the email server to be used for email distributions. When SMTP is<br />
selected, additional setting options become available for input.<br />
Note: For Excel 2007 users, Collaboration Data Objects (CDO) must be<br />
installed for the Microsoft Outlook Exchange option to be available. When<br />
applicable, a link is available to install the component.<br />
Note: For Excel 2010 (or above) users, Distributor Outlook Add-In must<br />
be installed for the Microsoft Outlook Exchange option to be available.<br />
When applicable, a link is available to install the component with the<br />
ability to Run as Administrator if necessary.<br />
Note: When using SMTP certain mail configurations may prevent the<br />
transmission of messages. Contact your IT department for assistance.<br />
When using email server options Outlook 2010 (or above) or SMTP, if<br />
selected HTML email editor is used for the email body contents.<br />
Otherwise, plain text editor is utilized.<br />
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Field<br />
Cache Address Book<br />
SMTP Options:<br />
SMTP Mail <strong>Server</strong><br />
SMTP Sent "From" Address<br />
SMTP Advanced Options<br />
(Optional):<br />
Description<br />
For Excel 2010 (or above) users using email server options Outlook or<br />
SMTP, if selected the address book is cached to prevent long waits when<br />
loading the address book.<br />
Note: When cached lists exist and the user deselects the option, a prompt<br />
appears asking if the lists should be deleted.<br />
When the SMTP email server option is selected the following options are<br />
available for input:<br />
Specify the SMTP mail server to be used for email distributions.<br />
Specify the "from" email address to be assigned to email distributions.<br />
When the SMTP email server option is selected, if necessary, specify<br />
optional settings for the authentication account name and password, the<br />
SMTP port number, and SSL (secured socket layer) support.<br />
4. Click OK. The system writes the changes and closes the panel.
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10.3 Create a Distribution Control Worksheet<br />
The columns on a distribution control worksheet are predefined by <strong>Global</strong> and should not be changed. However, the<br />
rows defined on a distribution control worksheet will depend upon an organization's reporting requirements.<br />
Note: The examples in this documentation are meant only to demonstrate the capabilities of the product.<br />
1. In Excel from the DistMgr menu, select Create New Distribution Control Worksheet -or- select the ribbon equivalent<br />
(see DM Ribbon). The Create a New Distribution Control Worksheet panel appears.<br />
2. Enter the New Worksheet name, and click Create. The Maintain Specifications panel appears.<br />
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3. Use the table to enter data on the Maintain Specifications - General tab.<br />
Field<br />
Destination:<br />
Type<br />
Name<br />
File Type<br />
Folder<br />
Description<br />
Click the down arrow and select the destination type for the distribution. Valid<br />
types are Email, File Save, Group (member specification row that distributes<br />
only to the group master), and Print.<br />
Note: When printing the system prints to the user's default printer.<br />
Specify the name to be assigned to the distribution. The name must be unique<br />
for each specification row. If left blank, the current workbook name is used. If<br />
left blank on multiple specification rows, the current workbook name and an<br />
appended sequence number is used. This option does not apply when<br />
Destination Type = Group.<br />
Click the down arrow and select the file type for the distribution. Valid types<br />
are Excel, Excel (xlsx), Excel (xlsm), Excel (xls), HTML, PDF, and None (do<br />
not distribute any sheets from the workbook). When the type Excel is<br />
selected, the system assigns the current workbook type. This option does not<br />
apply when Destination Type = Group.<br />
Note: Excel (xlsx) and (xlsm) file types only apply to Excel 2007 (and above)<br />
users.<br />
When Destination Type = File Save, key the path or use the Browse button to<br />
select the folder location where the document will be saved. The destination<br />
location must be different than the source location. This option does not apply<br />
when Destination Type = Email, Group or Print. See the example below.<br />
Modify Cells:<br />
This section indicates the worksheet cells to receive designated values.<br />
To add cell parameters, click the down arrow and select the worksheet,<br />
enter the cell and value information, and then click the Add button. The<br />
parameters are displayed in the window below.<br />
To modify cell parameters, select the line in the window, and make the<br />
appropriate change(s).<br />
To remove a cell parameter, select the line in the window, and click the<br />
Remove button.<br />
To clear all parameter lines, click the Clear button.<br />
Example: For worksheet <strong>Inc</strong>ome Statement, cell H4 will contain the value 5<br />
(reporting period), and cell H6 will contain the value 00060 (reporting company).
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Field<br />
Worksheet<br />
Cell<br />
Value<br />
Specify Worksheets:<br />
Description<br />
Specify the worksheet to receive the data.<br />
Specify the cell to receive the data.<br />
Specify the value to be placed in the defined cell.<br />
This section indicates the worksheets and chart objects from the active<br />
workbook to be included in the distribution. If blank, then all worksheets in the<br />
workbook will be distributed. When Destination Type = HTML, at least one<br />
worksheet must be specified.<br />
To select a worksheet, click the down arrow and select the desired<br />
worksheet, select whether or not to hide zero lines, and then click the Add<br />
button. The selected worksheet displays in the window below.<br />
To select all worksheets, select whether or not to hide zero lines, and then<br />
click the Add All button. All worksheets appear in the window below.<br />
To remove a worksheet, select the worksheet in the window, and click the<br />
Remove button.<br />
To clear all worksheets, click the Clear button.<br />
To control the order of worksheets in the distributed workbook, select the<br />
worksheet in the window, and click the appropriate arrow button to move the<br />
selected worksheet up or down in the list.<br />
Example: The <strong>Inc</strong>ome Statement and Expanded Report worksheets have been<br />
selected, the target sheet names have been assigned and the hide zero lines<br />
option has been selected for both worksheets.<br />
Hide Zero Lines Default<br />
Worksheet<br />
Target Sheet Name<br />
Hide Zero Lines<br />
Protect Sheet<br />
Specify the default value to be assigned when a worksheet is added to the<br />
selection. When no worksheets are selected, this option determines whether<br />
or not to hide zero lines for all distributed worksheets.<br />
Specify the worksheet to be distributed.<br />
Specify the name to be assigned to the distributed worksheet. The name may<br />
be hard coded, a cell reference or merge data.<br />
Note: When using cell reference, syntax should begin with "=" (i.e.<br />
"=Sheet2!A3"). The "=" is not required when using merge data syntax (see<br />
Merge Data).<br />
If selected, worksheet rows with zero values are hidden. This option only<br />
applies to rows with <strong>Global</strong> formulas.<br />
If selected, the worksheet is protected during the distribution process.<br />
Note: The password to be used to unprotect the sheet is defined on the<br />
Maintain Specifications - Misc tab.<br />
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Field<br />
Convert Formulas to<br />
Values:<br />
Recalculate Before<br />
Sending:<br />
Generate GXEs<br />
Generate GEXDs<br />
Zip Destination<br />
SPECS Row Placement:<br />
Replace Active Row<br />
Insert After Active<br />
Row<br />
Current SPECS Row<br />
Active Row<br />
Description<br />
Click the down arrow and specify which formulas, if any, should be converted<br />
to values. Valid options are <strong>Global</strong> Only (formulas created from <strong>Spreadsheet</strong><br />
<strong>Server</strong>), All Formulas (all formulas on the worksheet), None (no conversion),<br />
and <strong>Global</strong> Only (Excel2000) (for Excel 2000 users only).<br />
Specify whether or not to recalculate the worksheet(s), or to clear and<br />
recalculate PC cache before distributing.<br />
Note: If using DM to modify a cell, the worksheet is always recalculated<br />
regardless of the Recalculate Before Sending option selected.<br />
If selected, all GXE formulas (<strong>Spreadsheet</strong> <strong>Server</strong>) are generated prior to<br />
distribution.<br />
If selected, all GEXD (<strong>Spreadsheet</strong> <strong>Server</strong>) formulas are generated prior to<br />
distribution.<br />
If selected, the workbook is zipped prior to distribution. This option does not<br />
apply when Destination Type = Group or Print.<br />
This section indicates on which Excel row to place the specifications.<br />
If selected, specifications are pushed to the current active row on the<br />
Distribution Control sheet.<br />
If selected, specifications are inserted on a new row below the current active<br />
row on the Distribution Control sheet.<br />
Displays the row number of the specifications being displayed on the panel.<br />
Displays the current active row on the Distribution Control worksheet.
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4. Use the table to enter data on the Maintain Specifications - Email tab.<br />
Note: The Email tab is only available when Destination Type = Email.<br />
Field<br />
To<br />
Subject<br />
Body<br />
Description<br />
Specify the email address(es) or when applicable click the To button to select<br />
the email address(es) to which to distribute the associated document. Multiple<br />
addresses should be separated by a semicolon (;) or comma (,) depending on<br />
the email server type.<br />
Note: The DM Settings' Consolidate Emails option controls whether a recipient<br />
included on multiple specification rows in a distribution run receives one email<br />
with multiple attachments or one email per specification row (see DM Settings).<br />
Specify the subject line for the email.<br />
Specify the body text for the email. Generally a plain text editor is utilized;<br />
however, HTML editor offering various editing options (i.e. fonts, tables, insert<br />
pictures, etc.) may be available (see DM Settings).<br />
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5. Use the table to enter data on the Maintain Specifications - Grouping tab.<br />
Note: Grouping is used to combine multiple specification rows' specified worksheet(s) into a single workbook for<br />
distribution purposes. Refer to the example given on the panel.<br />
Field<br />
Group Master SPEC<br />
Member of Group<br />
Description<br />
If selected, the specification row is a group master. When pushed to the<br />
Distribution Control worksheet, the value [GROUP SPEC #n] (where n is a<br />
system generated number) is assigned in the SPEC Group Control column.<br />
Note: Multiple group masters may be defined per workbook.<br />
Click the down arrow and select the destination name of the group master to<br />
which the specification row is a group member. When pushed to the<br />
Distribution Control worksheet, the system assigns the number associated<br />
with the group master in the SPEC Group Control column.
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6. Use the table to enter data on the Maintain Specifications - Misc tab.<br />
Field<br />
Protection Passwords:<br />
Open Workbook<br />
Modify Workbook<br />
Protect Sheet<br />
Workbook Macros:<br />
Beginning (Prior to<br />
Processing)<br />
Middle (Default)<br />
Ending (After Processing)<br />
Description<br />
Specify the password, if necessary, required to open the distributed workbook.<br />
Specify the password, if necessary, required to modify the distributed<br />
workbook.<br />
Specify the password, if necessary, required to unprotect sheets in the<br />
workbook which were protected during the distribution process.<br />
Specify the name of the macro, if any, to be executed prior to distribution.<br />
Specify the name of the macro, if any, to be executed during distribution.<br />
Specify the name of the macro, if any, to be executed after distribution.<br />
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Field<br />
Additional Attachments:<br />
Attachment<br />
Merge Document Range<br />
Name<br />
Description<br />
This section indicates additional documents to attach during the distribution<br />
process.<br />
To select a document, click the Add button, then browse and select the<br />
desired document.<br />
To remove an attachment, select the attachment in the window, and click<br />
the Remove button.<br />
To clear all attachments, click the Clear button.<br />
Note: Attachments do not distribute when Destination Type = Print.<br />
Displays the name and location of the item to be sent as an attachment to the<br />
distribution.<br />
Specify the range name from which to pull refreshed data elements into the<br />
associated attachment (see Merge Data).<br />
7. Once all data has been properly entered, use the table to select the appropriate row to be updated.<br />
Field<br />
SPECS Row Placement:<br />
Replace Active Row<br />
Insert After Active<br />
Row<br />
Current SPECS Row<br />
Active Row<br />
Description<br />
This section indicates on which Excel row to place the specifications.<br />
If selected, specifications are pushed to the current active row on the<br />
Distribution Control sheet.<br />
If selected, specifications are inserted on a new row below the current active<br />
row on the Distribution Control sheet.<br />
Displays the row number of the specifications being displayed on the panel.<br />
Displays the current active row on the Distribution Control worksheet.<br />
8. Click the Push button to replace or insert the specifications on the Distribution Control worksheet.<br />
9. Repeat steps 3 - 8 as necessary to create additional specification rows.<br />
10. Click the Quit button. The Distribution Control worksheet appears.<br />
11. Save the workbook.
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10.4 Add Specification Rows<br />
Additional specification rows may be added to an existing Distribution Control worksheet by creating a new row or<br />
copying an existing row.<br />
To Add a New Specification Row:<br />
1. On the Distribution Control worksheet, select a blank row, right click and select Distribution Manager>Maintain<br />
Specs -or- select the toolbar or ribbon equivalent (see DM Toolbar or DM Ribbon). The Maintain Specifications<br />
panel appears.<br />
2. Continue with step 3 in the Create a Distribution Control Worksheet section.<br />
To Copy an Existing Row to Create a New Specification Row:<br />
1. On the Distribution Control worksheet, select the desired specification row to be copied, right click and select<br />
Distribution Manager>Maintain Specs -or- select the toolbar or ribbon equivalent (see DM Toolbar or DM Ribbon).<br />
The Maintain Specifications panel appears.<br />
2. Continue with step 3 in the Create a Distribution Control Worksheet section. To create a new specification row,<br />
ensure that the Insert After Active Row radio button is selected.<br />
3. To copy an additional existing row to create a new row:<br />
On the Distribution Control worksheet, select the next specification row to be copied.<br />
On the Maintain Specifications panel, click the Retrieve SPECS From Current Excel Row button. The<br />
specifications from the current active row will default on the panel.<br />
Continue with step 3 in the Create a Distribution Control Worksheet section. To create a new specification row,<br />
ensure that the Insert After Active Row radio button is selected.<br />
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10.5 Maintain Specification Rows<br />
Existing specification rows may be maintained by accessing the Maintain Specifications panel or by manually typing<br />
changes on the Distribution Control worksheet.<br />
To Maintain an Existing Row Via the Maintain Specifications Panel:<br />
1. On the Distribution Control worksheet, select the desired specification row to be maintained, right click and select<br />
Distribution Manager>Maintain Specs -or- select the toolbar or ribbon equivalent (see DM Toolbar or DM Ribbon).<br />
The Maintain Specifications panel appears.<br />
2. Continue with step 3 in the Create a Distribution Control Worksheet section. To maintain the existing specification<br />
row, ensure that the Replace Active Row radio button is selected.<br />
3. To maintain an additional existing row:<br />
On the Distribution Control worksheet, select the next specification row to be maintained.<br />
On the Maintain Specifications panel, click the Retrieve SPECS From Current Excel Row button. The<br />
specifications from the current active row will default on the panel.<br />
Continue with step 3 in the Create a Distribution Control Worksheet section. To maintain the existing<br />
specification row, ensure that the Replace Active Row radio button is selected.<br />
To Maintain an Existing Row Manually:<br />
1. On the Distribution Control worksheet, select the desired cell to be modified, and click on the down arrow to<br />
change data in the cell -or- type the desired information into the cell.<br />
Note: To avoid errors, it is recommended to use the Maintain Specifications panel (see above) for making changes<br />
instead of typing the desired information into the cell.<br />
2. Save the workbook.
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10.6 Distribute Specifications<br />
Distribution specifications for a workbook may be distributed all at the same time or individually selected specifications<br />
may be distributed at the same time.<br />
Note:<br />
If the DM Settings option Always Save Prior to Distribution is not selected, it is imperative to save the workbook<br />
prior to distributing specifications.<br />
Outlook must be open prior to distributing emails via Outlook.<br />
To Distribute All Specifications:<br />
1. Open the desired Distribution Control worksheet.<br />
2. In Excel from the DistMgr menu, select Distribute All -or- select the toolbar or ribbon equivalent (see DM Toolbar or<br />
DM Ribbon). During the distribution process, a panel briefly appears displaying the various procedures being<br />
processed. This panel disappears when the distribution process is complete.<br />
To Distribute Individual Specifications:<br />
1. Open the desired Distribution Control worksheet.<br />
2. Select the desired specification row(s) to be distributed:<br />
To select a single specification -- select the desired specification row.<br />
To select multiple specifications -- press and hold the Ctrl key as specifications rows are selected.<br />
To select multiple specifications in a range -- select the first specification row in the range and drag the mouse to<br />
select additional desired rows in the range.<br />
3. After the desired specification row(s) are selected, right click and select Distribution Manager>Distribute Selected -<br />
or- select the ribbon equivalent (see DM Ribbon). During the distribution process, a panel briefly appears<br />
displaying the various procedures being processed. This panel disappears when the distribution process is<br />
complete.<br />
To Distribute Group Master and All Member Specifications Using Single Row Selection:<br />
1. Access the DM Settings panel, select the <strong>Inc</strong>lude Members When Only Master Selected option and click OK.<br />
2. Open the desired Distribution Control worksheet.<br />
3. Select the desired group master specification row to be distributed, right click and select Distribution<br />
Manager>Distribute Selected -or- select the ribbon equivalent (see DM Ribbon). The system distributes the group<br />
master and all member specification rows.<br />
To Distribute Group Master and Selected Member Specifications:<br />
1. Open the desired Distribution Control worksheet.<br />
2. Select the desired group master and member specification rows to be distributed, right click and select Distribution<br />
Manager>Distribute Selected -or- select the ribbon equivalent (see DM Ribbon). The system distributes the group<br />
master and selected member specification rows.<br />
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10.7 Miscellaneous DM Items<br />
10.7.1 Merge Data<br />
Distribution Manager allows the user to add merge fields (place holders for data) in various specification fields, and then<br />
replace the merge fields with values during the distribution process. In addition, these merge fields may be used to<br />
update associated fields within an attached document. See below for one example of how this feature may be set up<br />
and utilized.<br />
Syntax: {'sheetname'!cellreference}<br />
Setup 1: Define merge fields within the spreadsheet, and assign a range name.<br />
Setup 2: Use Modify Cells to replace word merge data, and specify merge data in part of target sheet name. If<br />
desired, specify merge data within the Destination Name and Target Sheet Name fields.
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Setup 3: Specify merge data within the email To, Subject and Body fields.<br />
Setup 4: Add an attachment and assign the range name from which to retrieve values.<br />
Results: The system modifies cells and replaces text within the curly brackets { } with the actual values from the cells.<br />
In addition, the destination name is automatically added as a prefix to the distributed merge data attachment and the<br />
data in the merge range is merged into the attachment.<br />
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10.7.2 Cache Address Book<br />
For Excel 2010 (or above) users using email server options Outlook or SMTP, Distribution Manager allows the user to<br />
cache a local copy of a selected email list to prevent long waits when loading the address book. Email lists may also<br />
be cached using the Profile Scheduler (see Address Book Cache).<br />
To Cache a Selected Email List:<br />
1. Select the Cache Address Book option in the DM Settings function (see DM Settings).<br />
2. From the Email Lists drop down list, select the desired email list to be cached and then click the Cache Address<br />
List button. The selected email list is cached locally on the computer. Subsequently when the email list is<br />
accessed, the system uses the cached list, reducing the load time.<br />
3. Repeat step 2 to select and cached additional email lists -or- to refresh a previously cached address book.<br />
Note: If a cached list was created while using the Outlook email server option and then the email server option was<br />
changed to SMTP, the Outlook cached list would still be available but could not be refreshed since the<br />
Outlook email server option is no longer selected.
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10.7.3 Local Address List<br />
For Excel 2010 (or above) users using email server options Outlook or SMTP, Distribution Manager allows the user to<br />
create a customized local address list. This feature is beneficial when distributions are only for a select group of users<br />
or if the email addresses are not available from any other list. Addresses on the local list may be added, edited and<br />
deleted as necessary.<br />
To Create and Maintain a Local Address List:<br />
1. From the Email Lists drop down list, select Distributor (Local).<br />
2. Key the appropriate name and email address (Alias and City are optional fields) and then click the Add button.<br />
Repeat to add additional names to the list. If necessary, click the to remove the associated name from the list.<br />
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10.7.4 DM View Log<br />
During the distribution process, various logging information is recorded. If the DM Settings option Enhanced Logging is<br />
selected, then the system records additional logging data. Log entries may be viewed, copied or emailed.<br />
1. In Excel from the DistMgr menu, select Settings. The Distribution Manager Settings - General panel appears.<br />
Nav Tip: This panel may also be accessed by selecting the toolbar or ribbon equivalent (see DM Toolbar or DM<br />
Ribbon).<br />
2. On the General panel, click View Log. The Log Viewer panel appears displaying the level, date, time, action,<br />
status, description and workbook for each log entry. In addition, in the bottom right hand corner the panel displays<br />
a count of the number of entries listed.<br />
Note: To select a different size font, click on the drop down arrow in the bottom right hand corner.<br />
3. To copy selected records to the clipboard, on the Log Viewer panel first select the desired record(s) and then<br />
either click the Copy Selected Errors button -or- right click on the list and select Copy Selected Errors on the<br />
popup panel:<br />
To copy a single record -- select the desired record.<br />
To copy select multiple records -- press and hold the Ctrl key as records are selected in the list.<br />
To copy multiple records in a range -- select the first record in the range, press and hold the Shift key, and<br />
select the last record in the range.<br />
4. To email the entire error log to the help desk, click the Email Error Log button. The system opens a new Outlook<br />
email panel with the error log attached. Modify the email address and/or text of the email body as necessary and<br />
click the Send button.
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5. To filter log entries for a specific workbook, click the Workbook down arrow and select the desired workbook. The<br />
system displays only entries for the selected workbook.<br />
6. To filter for a specific date range of entries in the error log file, select the Filter on Date check box and specify the<br />
desired date range. The system displays only entries for the selected date range.<br />
7. To filter for a specific level of entries in the error log file, select the desired level(s) in the Filter list. The system<br />
displays only entries for the selected level(s).<br />
8. To search for a specific value in the error log file Action column, key the desired value in the Find What field and<br />
click the Find Next button. The system highlights the first log entry containing the value. Click the Find Next<br />
button again, to find the next occurrence of the selected value.<br />
9. To clear the error log file, click the Clear Log button.<br />
10. To display the full details of a log entry, double click the selected entry in the list. The Error Properties panel<br />
appears. Use the arrow buttons on the Error Properties panel to scroll up or down through the log entries in the<br />
list. To copy detail data for a single log entry to the clipboard, click the Copy button. Click the Close button to<br />
return to the Log Viewer panel.<br />
11. To exit the Log Viewer panel, click the Close button.<br />
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11 Profile Scheduler<br />
The Profile Scheduler component in <strong>Spreadsheet</strong> <strong>Server</strong> allows for scheduling various tasks such as caching the<br />
Distribution Manager address book, refreshing workbooks, distributing Distribution Manager workbooks, and loading<br />
local database files. A user's ability to access the Profile Scheduler, to access the Database Management tab within<br />
Profile Scheduler, and to create, edit, delete and/or run a profile type is determined by parameter settings defined in<br />
User settings in the Configurator.<br />
Note: As Profile Scheduler works with the Windows Task Scheduler, when scheduling and running profiles various user<br />
right assignments and set up conditions may be required based upon the profile type and process (see Profile<br />
Scheduler Overview).<br />
To Access the Profile Scheduler:<br />
1. From the desktop, click Start>Programs><strong>Global</strong> <strong>Software</strong> <strong>Spreadsheet</strong> <strong>Server</strong>>Profile Scheduler. The Profile<br />
Scheduler panel appears.<br />
Note: When not using Windows Single Signon, the user is first prompted to sign on to <strong>Spreadsheet</strong> <strong>Server</strong>.
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To Create a New Profile:<br />
1. From the Profile Scheduler panel, select the Profiles tab.<br />
2. To add a new profile, from the ribbon select New. The Select Profile Type panel appears.<br />
3. Click the down arrow and select the desired profile type for which to create a new profile, and then click OK. The<br />
appropriate New Profile panel appears.<br />
Note: When the associated host configuration for a Load Local INF profile uses , the user is first<br />
prompted to sign on to the database if not already connected.<br />
Use the following links to access specific profile type information:<br />
Address Book Cache Distribution Manager Load Local INF Load Local JDE<br />
To Maintain an Existing Profile:<br />
1. From the Profile Scheduler panel, select the Profiles tab.<br />
2. To modify an existing profile, double click the desired profile from the list -or- select the desired profile from the list<br />
and then from the ribbon select Edit. The appropriate profile panel appears.<br />
Note: When the associated host configuration for a Load Local INF or Load Local JDE profile uses , the<br />
user is first prompted to sign on to the database if not already connected.<br />
To Run One or More Profiles:<br />
1. From the Profile Scheduler panel, select the Profiles tab.<br />
2. To run one or more profiles, select the Run check box for the desired profiles from the list, if desired select the Halt<br />
On Error option indicating to stop all processing when an error occurs, and then from the ribbon select Run. The<br />
system processes the profiles and updates the Start, Finish and Status fields accordingly.<br />
Note:<br />
When the associated host configuration for a Load Local INF or Load Local JDE profile uses , the<br />
user is first prompted to sign on to the database if not already connected.<br />
When running a Distribution Manager profile if the user or connection is not set to auto-signon, then the user is<br />
first prompted to sign on to <strong>Spreadsheet</strong> <strong>Server</strong>.<br />
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11.1 Address Book Cache<br />
The Address Book Cache profile type is used to cache the address book lists used in Distribution Manager in order to<br />
reduce the time required to load the email address book.<br />
To Create/Maintain an Address Book Cache Profile:<br />
1. Use the table to enter data on the Address Book Cache - Profile tab.<br />
Field<br />
Profile Name<br />
Comments<br />
General Information:<br />
Cache <strong>Global</strong> Address List /<br />
Cache Outlook Contacts<br />
Address Book Cache Folder<br />
Button<br />
Clear Cache<br />
Address Book<br />
Description<br />
Specify the name of the profile.<br />
If desired, specify comments related to the profile.<br />
Specify whether caching the <strong>Global</strong> Address List or Outlook Contacts.<br />
Note: The Outlook option is only available if <strong>Global</strong>'s Outlook Add-In<br />
component has been loaded for Excel 2010 (or above) users.<br />
Key the path or use the Browse button to select the desired location for<br />
the Address Book Cache folder.<br />
Function<br />
Removes all cached files in the specified Address Book Cache folder.<br />
Opens the address book used in Distribution Manager.<br />
2. Proceed to the next step, Schedule Profile Task.
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11.2 Distribution Manager Profile<br />
The Distribution Manager profile type is used to refresh selected workbooks with specified replacement values and/or to<br />
schedule the distribution of selected Distribution Manager workbooks.<br />
To Create/Maintain a Distribution Manager Profile:<br />
1. Use the table to enter data on the Distribution Manager - Profile tab.<br />
Field<br />
Profile Name<br />
Comments<br />
Select the Workbooks to<br />
Process:<br />
Description<br />
Specify the name of the profile.<br />
If desired, specify comments related to the profile.<br />
This section indicates the workbooks and/or folder of workbooks to be<br />
included in the run.<br />
To add workbooks to the profile, specify the default values, click the Add<br />
Workbook(s) button, navigate to and select the desired workbook(s), and<br />
then click the Open button.<br />
To add a folder of workbooks to the profile, specify the default values,<br />
click the Add Folder button, navigate to and select the desired folder,<br />
and then click the Open button.<br />
To remove a workbook or folder, select the item in the window, and click<br />
the Remove button.<br />
To control the order of worksheets or folders in the list, select the item in<br />
the window, and click the appropriate arrow button to move the item up<br />
or down in the list.<br />
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Field<br />
Run<br />
Workbook Name<br />
Start Macro<br />
Refresh<br />
Distribution<br />
End Macro<br />
Run Default<br />
Refresh Default<br />
Distribution Default<br />
Start Macro Default<br />
End Macro Default<br />
Halt on Error<br />
Button<br />
Run<br />
Description<br />
If selected, the workbook and/or workbooks in the folder are processed<br />
when the profile is run.<br />
Displays the name of the workbook or folder assigned to the profile.<br />
If desired, specify the name of the macro to be run prior to refreshing and/<br />
or distributing the workbook(s).<br />
If selected, the workbook and/or workbooks in the folder are refreshed<br />
using the replacement data on the Range Name Replacement tab during<br />
the run process (prior to distribution).<br />
If selected, the workbook and/or workbooks in the folder are distributed<br />
during the run process.<br />
If desired, specify the name of the macro to be run after refreshing and/or<br />
distributing the workbook(s).<br />
Specify the default Run value to be assigned when a workbook and/or<br />
folder is added to the profile.<br />
Specify the default Refresh value to be assigned when a workbook and/or<br />
folder is added to the profile.<br />
Specify the default Distribution value to be assigned when a workbook and/<br />
or folder is added to the profile.<br />
Specify the default Start Macro value to be assigned when a workbook<br />
and/or folder is added to the profile.<br />
Specify the default End Macro value to be assigned when a workbook and/<br />
or folder is added to the profile.<br />
If selected, when running the profile if an error is encountered the system<br />
stops processing the profile. Otherwise, the system continues processing<br />
the next item in the profile list.<br />
Function<br />
Saves and closes the profile, and then processes all workbooks and/or<br />
workbooks in the folders which are selected to run.
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2. Use the table to enter data on the Distribution Manager - Range Name Replacement tab.<br />
Field<br />
Range Name Replacement:<br />
Range Name<br />
Replacement Value<br />
Button<br />
Run<br />
Description<br />
This section indicates the ranges in the selected workbooks to be replaced<br />
with designated values.<br />
To display a list of range names in the workbooks assigned to the<br />
profile, click the Refresh button.<br />
To modify values, select the line in the window and make the appropriate<br />
change(s).<br />
To remove a range from the list, select the item in the window, and click<br />
the Remove button.<br />
To clear all ranges from the list, click the Clear button.<br />
Specify the name of the range to be replaced.<br />
Specify the value to be placed in the associated range.<br />
Function<br />
Saves and closes the profile, and then processes all workbooks and/or<br />
workbooks in the folders which are selected to run.<br />
3. Proceed to the next step, Schedule Profile Task.<br />
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11.3 Load Local INF<br />
The Load Local INF profile type is used to download account balance information from Infinium into local databases<br />
allowing for optimized calculation speeds.<br />
To Create/Maintain a Load Local INF Profile:<br />
1. Use the table to enter data on the Load Local INF - Profile - Load Local tab.<br />
Field<br />
Profile Name<br />
Comments<br />
Database Location:<br />
Database Type<br />
SQL Connection<br />
Local Database Files<br />
Location (Local .accdb)<br />
Copy Loaded Database To<br />
Results Window (no label)<br />
Description<br />
Specify the name of the profile.<br />
If desired, specify comments related to the profile.<br />
Click the down arrow and select whether to load the the data into a SQL<br />
<strong>Server</strong> or MS Access type database.<br />
When using a SQL <strong>Server</strong> database type, click the down arrow and select<br />
the connection to be used for connecting to the database. The list only<br />
displays SQL <strong>Server</strong> connections which are flagged as load local<br />
connections and to which the user is authorized.<br />
When using a MS Access database type, key the path or use the Browse<br />
button to select the location for the local database files.<br />
When using a MS Access database type, if desired, key the path or use<br />
the Browse button to select the location to which to copy the loaded local<br />
database files.<br />
Displays a list of what has been downloaded to the database.
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2. Use the table to enter data on the Load Local INF - Ledger Selections tab.<br />
Field<br />
Library<br />
From Year<br />
To Year<br />
Account Mask<br />
Account Mask SQL<br />
Data Replacement Option<br />
Description<br />
Specify the library from which to retrieve data.<br />
Click the down arrow and select the from reporting year.<br />
Click the down arrow and select the to reporting year.<br />
Specify the account mask(s) for which to retrieve balances. If not<br />
specified, balances are retrieved for all accounts. When entering an<br />
account mask each segment of the account string must be keyed and<br />
delimited by a dash (i.e. 00060-51-1110-123). Account segments may be<br />
a single value, mask (wildcard), range, value list or segment list.<br />
To add an account mask, key the account mask in the field and click<br />
the Add button.<br />
To remove an account mask, select the desired account mask in the list<br />
and click the Remove button.<br />
To remove all account masks, click the Clear All button.<br />
To retrieve account masks from the Configurator for the current user,<br />
click the Profile button.<br />
Note: Regardless of the Account Masks defined for loading the local<br />
database, normal user security applies when using <strong>Spreadsheet</strong> <strong>Server</strong>.<br />
Displays the SQL statement to be used to retrieve the account mask(s).<br />
Specify when downloading data whether to find and replace downloaded<br />
records for only the year and type being processed, to find and replace<br />
records for only the accounts defined in the Account Mask section on the<br />
Ledger Selections tab, or clear all data for the selected library.<br />
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Field<br />
Year and Ledger to <strong>Inc</strong>lude<br />
Records to be Loaded<br />
Description<br />
This list displays the available year(s)/ledger(s) based upon the selection<br />
criteria entered, and is used to select the desired year(s)/ledger(s) to be<br />
downloaded.<br />
To populate the list, complete all selection criteria above and then click<br />
the Populate Selection List button.<br />
To filter data in the list, enter the desired value in the appropriate column<br />
filter field.<br />
To select year(s), click the associated <strong>Inc</strong>lude check box.<br />
To select all years, click the Select All button.<br />
To deselect all selected years, click the Unselect All button.<br />
Based upon the selected years/ledgers, the system displays the number<br />
of records to be loaded.<br />
3. Proceed to the next step, Schedule Profile Task.
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11.4 Load Local JDE<br />
The Load Local JDE profile type is used to download account balance information from JD Edwards into local<br />
databases allowing for optimized calculation speeds.<br />
To Create/Maintain a Load Local JDE Profile:<br />
1. Use the table to enter data on the Load Local JDE - Profile - Load Local tab.<br />
Field<br />
Profile Name<br />
Comments<br />
Database Location:<br />
Database Type<br />
SQL Connection<br />
Local Database Files<br />
Location (Local .accdb)<br />
Copy Loaded Database To<br />
Results Window (no label)<br />
Description<br />
Specify the name of the profile.<br />
If desired, specify comments related to the profile.<br />
Click the down arrow and select whether to load the the data into a SQL<br />
<strong>Server</strong> or MS Access type database.<br />
When using a SQL <strong>Server</strong> database type, click the down arrow and select<br />
the connection to be used for connecting to the database. The list only<br />
displays SQL <strong>Server</strong> connections which are flagged as load local<br />
connections and to which the user is authorized.<br />
When using a MS Access database type, key the path or use the Browse<br />
button to select the location for the local database files.<br />
When using a MS Access database type, if desired, key the path or use<br />
the Browse button to select the location to which to copy the loaded local<br />
database files.<br />
Displays a list of what has been downloaded to the database.<br />
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2. Use the table to enter data on the Load Local JDE - Ledger Selections tab.<br />
Field<br />
Configuration<br />
From Year<br />
To Year<br />
Specific Ledger Types<br />
Summarize Balances by CO,<br />
BU, OBJ, and SUB<br />
Use Weekly F0902B for<br />
Selections<br />
Description<br />
Click the down arrow and select the host configuration from which to<br />
retrieve data. The list only displays configurations to which the user is<br />
authorized.<br />
Note: When the selected host configuration uses , the user is<br />
prompted to sign on to the database if not already connected.<br />
Click the down arrow and select the from reporting year.<br />
Click the down arrow and select the to reporting year.<br />
If desired, specify the ledger type(s) for which to retrieve balances. When<br />
selecting multiple types separate the types by a comma (i.e. AA,BA,CU).<br />
If selected, account balances are summarized when the load is executed.<br />
If selected, account balances are retrieved from the Weekly F0902B file.
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Field<br />
Account Mask<br />
Account Mask SQL<br />
Data Replacement Option<br />
Description<br />
Specify the account mask(s) for which to retrieve balances. If not<br />
specified, balances are retrieved for all accounts. When entering an<br />
account mask each segment of the account string must be keyed and<br />
delimited by a dash (i.e. 00060-51-1110-123). Account segments may be<br />
a single value, mask (wildcard), range, value list or segment list.<br />
To add an account mask, key the account mask in the field and click<br />
the Add button.<br />
To remove an account mask, select the desired account mask in the list<br />
and click the Remove button.<br />
To remove all account masks, click the Clear All button.<br />
To retrieve account masks from the Configurator for the current user,<br />
click the Profile button.<br />
Note: Regardless of the Account Masks defined for loading the local<br />
database, normal user security applies when using <strong>Spreadsheet</strong> <strong>Server</strong>.<br />
Displays the SQL statement to be used to retrieve the account mask(s).<br />
Specify when downloading data whether to find and replace downloaded<br />
records for only the year and type being processed, to find and replace<br />
records for only the accounts defined in the Account Mask section on the<br />
Ledger Selections tab, or clear all data for the selected Configuration.<br />
3. The Load Local JDE - Performance Indexes tab lists the available business unit and object account category<br />
codes, and allows for the user to select up to a maximum 22 of the most popular category codes used in<br />
<strong>Spreadsheet</strong> <strong>Server</strong> formulas. The system creates special indexes for the selected category codes, and uses<br />
these indexes to reduce the time required to process spreadsheet calculations.<br />
4. Proceed to the next step, Schedule Profile Task.<br />
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11.5 Schedule Profile Task<br />
The Schedule tab allows the user to define various options as to when to execute the profile. As Profile Scheduler<br />
works with the Windows Task Scheduler, when scheduling and running profiles various user right assignments and set<br />
up conditions may be required based upon the profile type and process (see Profile Scheduler Overview).<br />
Note: Ensure all preceding steps have been completed prior to entering data on the Schedule tab.<br />
To Create/Maintain the Schedule for a Profile:<br />
1. Use the table to enter data on the Schedule tab.<br />
Field<br />
Not Scheduled / Scheduled /<br />
Run Once<br />
Externally Managed<br />
Start Date<br />
Start Time<br />
Description<br />
Specify whether or not to schedule the execution of the profile.<br />
Appropriate processing fields become input capable based upon the option<br />
selected.<br />
If selected, indicates that the scheduled profile task has been changed via<br />
the Windows Task Scheduler function. When this option is selected,<br />
scheduling criteria fields on the panel are disabled.<br />
Note: This feature is not applicable in a Windows XP environment.<br />
Click the down arrow and select the date to start the profile task.<br />
Click the down arrow and select the time to start the profile task.
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Field<br />
Daily:<br />
Description<br />
Daily is used for multiple daily consecutive profile runs. This option<br />
requires the user to assign a Start Date, Start Time, and Every specified<br />
number of Days or Hours.<br />
Note: When using Hours, the system begins with the Start Time and adds<br />
the number of hours up until midnight to create the scheduled tasks.<br />
Weekly:<br />
Weekly is used for multiple profile runs for one or more days on a<br />
consecutive number of weeks. This option requires the user to assign a<br />
Start Date, Start Time, and Every specified number of Weeks for each<br />
selected Weekday.<br />
Monthly:<br />
Monthly is used for multiple profile runs for a specific day of each selected<br />
month. This option requires the user to assign a Start Date, Start Time,<br />
the specific week and day of the week for each selected Month -or- Days<br />
(specific day of the month).<br />
Note: In a Windows XP environment, when using the Days option only one<br />
day may be selected for scheduling the task.<br />
Windows Credentials:<br />
Allow Job to Run While Logged<br />
Off<br />
User Name<br />
Password<br />
If selected, the scheduled job may be run while the user is logged off the<br />
PC.<br />
Specify the user ID to be used for the scheduled job.<br />
Note: In a Windows XP environment, the user name is required when<br />
scheduling a task.<br />
Specify the password to be used for the scheduled job. The system<br />
retains the password entered until the Schedule panel is redisplayed.<br />
Note: In a Windows XP environment, the password is required when<br />
scheduling a task.<br />
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2. If scheduling a profile which contains mapped drives, proceed to the next step Define Mapped Drives.<br />
3. Click OK. The system adds/updates the profile and, if appropriate, adds the job to the Windows Task Scheduler.<br />
Note:<br />
When the scheduled date and time are reached, the program reconnects to the host and initiates the task.<br />
Scheduled tasks require the PC to be powered on; however, the user does not have to be signed into the<br />
operating system.<br />
Scheduled tasks may be altered via Profile Scheduler or Windows Task Scheduler; however, they may only be<br />
stopped or deleted via the Task Scheduler. For Windows 7 environments and above, the Task Scheduler may<br />
accessed from the Profile Scheduler panel by selecting Task Scheduler from the ribbon.
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11.6 Define Mapped Drives<br />
The Mapped Drive tab allows the user to define the mapped drives to be created temporarily when a scheduled profile is<br />
being processed. Mapped drives used in any part of the process, including Distribution Manager and <strong>Spreadsheet</strong><br />
<strong>Server</strong>, must be defined.<br />
To Create/Maintain Mapped Drives for a Profile:<br />
1. Use the table to enter data on the Mapped Drive tab.<br />
Field<br />
Drive<br />
Folder<br />
Description<br />
Click the down arrow and select the letter to be assigned to the mapped<br />
drive.<br />
Key the path or use the Browse button to select the desired folder location<br />
for the mapped drive.<br />
2. Click OK. The system adds/updates the profile.<br />
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11.7 Miscellaneous PS Items<br />
11.7.1 PS View Log<br />
During the running a profile, various logging information is recorded. Log entries may be viewed, copied or emailed.<br />
1. From the Profile Scheduler panel, select the Log tab. The Log panel appears displaying the level, date, time,<br />
profile type, profile, action, and description for each log entry.<br />
2. To display the full description of a log entry, select the desired entry in the list. The full description appears at the<br />
bottom of the panel.<br />
3. To copy selected records to the clipboard, on the Log panel first select the desired record(s) and then from the<br />
ribbon select Copy Errors:<br />
To copy a single record -- select the desired record.<br />
To copy select multiple records -- press and hold the Ctrl key as records are selected in the list.<br />
To copy multiple records in a range -- select the first record in the range, press and hold the Shift key, and<br />
select the last record in the range.<br />
4. To email the entire error log to the help desk, from the ribbon select Email Log. The system opens a new Outlook<br />
email panel with the error log attached. Modify the email address and/or text of the email body as necessary and<br />
click the Send button.<br />
5. To filter the entries in the log file, select the desired level(s), containing text, or date/time range in the Filter<br />
sections. The system displays only entries matching the selection criteria. From the ribbon select Clear Filter to<br />
reset all filter fields to their default value.
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6. To search for a specific value in the log file, key the desired value in the Search For field and then from the ribbon<br />
select Find Next. The system highlights the first log entry containing the value. Select Find Next again, to find the<br />
next occurrence of the selected value.<br />
7. To clear the log file, from the ribbon select Clear Log.<br />
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11.7.2 Database Management<br />
The Database Management tab is used for listing and maintaining tables and indexes for SQL <strong>Server</strong> load local<br />
databases, including importing legacy Infinium or JDE load local access databases into SQL <strong>Server</strong> load local<br />
databases. In addition, user-specified queries may be run against the database (this feature is password protected). A<br />
user's ability to access the Database Management tab is determined by a parameter setting defined in User settings in<br />
the Configurator. Contact <strong>Global</strong> for more information.
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Index<br />
- @ -<br />
@ field 50, 54, 280<br />
- A -<br />
account<br />
balance 18<br />
balance drill down 72, 73<br />
detail journal lines drill down 78<br />
generate audit trail 85<br />
journal drill down 75<br />
journal entry line drill down 77<br />
locate segment 54<br />
multiple columns drill down 74<br />
security 82<br />
segment mapping 184<br />
segment syntax 50<br />
subsystem detail drill down 79<br />
account master<br />
list 81<br />
accounts profile 82<br />
ad hoc drill down 68, 80<br />
ad hoc queries 293<br />
add<br />
fields 258, 259<br />
relationships 256<br />
smart parms 281<br />
tables 254<br />
Add Calculated Field 241, 262<br />
Add Field Descriptions as Aliases 241, 260<br />
Add Smart Parm for This Field 241, 281<br />
add-in<br />
register 9<br />
address book<br />
cache 320<br />
cache profile 326<br />
local address list 321<br />
Alias (... AS nnnnnn ) 241, 260<br />
alias field name 260<br />
alias table name 238<br />
Analyst<br />
build a template - GXL 101<br />
GXD 104<br />
GXL 102<br />
sign on 99<br />
assign query 286<br />
audit trail 85<br />
auto generate 246<br />
autosize grid columns 68<br />
average 288<br />
- B -<br />
BPCS<br />
build a template - GXL 112<br />
GSV 116<br />
GXA 117<br />
GXD 115<br />
GXL 113<br />
load local database 120<br />
sign on 105<br />
BPCS 4.05<br />
settings 106<br />
BPCS 6.02<br />
settings 108<br />
BPCS 6.04<br />
settings 110<br />
build a template<br />
GEXD 201<br />
GEXI 201<br />
GEXQ 201<br />
GEXS 201<br />
GXE 35<br />
GXL 35<br />
GXL - Analyst 101<br />
GXL - BPCS 112<br />
GXL - Data Warehouse 123<br />
GXL - Designer GL 130<br />
GXL - Infinium 135<br />
GXL - Jack Henry 143<br />
GXL - JD Edwards 150<br />
GXL - Lawson 165<br />
GXL - Movex 171<br />
GXL - Oracle 179<br />
GXL - PeopleSoft 188<br />
GXL - SAP 194<br />
GXL using clear/do not clear worksheet 40<br />
GXL using insert column data only 41<br />
GXL using shift worksheet data 42<br />
parameter lookup 286<br />
© 2014 ... <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
344<br />
<strong>Spreadsheet</strong> <strong>Server</strong> - <strong>Release</strong> <strong>V14</strong> R4 M140<br />
builder<br />
calculated fields 262, 263<br />
CASE builder 267<br />
comments 242<br />
custom buttons 245<br />
date fields 265<br />
get values 274<br />
GEXD row function 272<br />
hard coded criteria 276<br />
panel 242<br />
smart parms 281<br />
- C -<br />
cache<br />
global 65<br />
local 64<br />
cache address book 320<br />
calculated fields 262, 263, 265, 267, 272<br />
calculation options 63<br />
disable/enable 67<br />
global cache 65<br />
local cache 64<br />
CASE builder 267<br />
collapse GL row 52<br />
comments syntax 242<br />
components 6<br />
configurator 6<br />
connections 250<br />
update query 251<br />
control panel 18<br />
convert date fields 242, 265<br />
copy grid records 68, 71<br />
count 288<br />
criteria 240, 276, 278<br />
get values 274<br />
custom buttons 242, 245<br />
customize grid layout 68<br />
- D -<br />
data validation 84<br />
Data Warehouse<br />
build a template - GXL 123<br />
GXD 126<br />
GXL 124<br />
settings 122<br />
sign on 121<br />
database management 342<br />
date fields 265<br />
Delete Field 241<br />
Designer GL<br />
build a template - GXL 130<br />
GXL 131<br />
settings 128<br />
sign on 127<br />
disable formula calculations 67<br />
DistMgr menu 300<br />
distribute 317<br />
all 317<br />
group 317<br />
selected 317<br />
Distribution Control worksheet<br />
create 307<br />
Distribution Manager 4<br />
Distribution Manager profile 327<br />
distributor (local) email list 321<br />
DM ribbon 302<br />
DM settings 303<br />
DM toolbar 301<br />
DM view log 322<br />
drill down<br />
ad hoc 68, 80<br />
detail journal lines 78<br />
detailed account balances 72<br />
general grid features 68<br />
GXSALES 160<br />
journal entry lines 77<br />
journals 75<br />
multiple column account balances 74<br />
sub queries 68<br />
subsystem detail 79<br />
summarized account balances 73<br />
- E -<br />
Edit Calculated Field 241, 262<br />
EDQ files 235<br />
enable formula calculations 67<br />
error log<br />
DM 322<br />
PS 340<br />
QD 298<br />
SS 95<br />
Excel<br />
© 2014 ... <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
Index 345<br />
Excel<br />
GL formulas 34<br />
query formulas 200<br />
expand detail reports<br />
account detail 86, 87<br />
journal detail 90<br />
expand GL row 52<br />
explore 225<br />
Explorer File System panel 235<br />
export grid records 68, 71<br />
expr1 263<br />
expression 288<br />
- F -<br />
FASTR report conversion 162<br />
field list 259, 290<br />
builder 242<br />
hard coded criteria 276<br />
menu 241<br />
panel 240<br />
fields 241, 265<br />
add 259<br />
alias name 260<br />
calculated 262, 263, 265, 267, 272<br />
convert dates 242, 265<br />
delete 241<br />
move 241<br />
select/create 258<br />
summary 290<br />
file system 235<br />
filter grid records 68<br />
first 288<br />
fixed asset balances<br />
JD Edwards 161<br />
formula 34, 200, 277<br />
disable/enable calculations 67<br />
GEXD 205, 213<br />
GEXI 205, 226<br />
GEXQ 205, 210<br />
GEXS 205, 222<br />
GSV 116<br />
GXC 43<br />
GXD 43<br />
GXE 43, 86, 87, 90<br />
GXL 43, 49<br />
GXSALES 153, 158<br />
segment syntax 50<br />
SSLDESC 61<br />
upgrade workbook 98<br />
using hierarchy values 60<br />
using segment lists 60<br />
formula assistant 43, 205, 283<br />
GXL - JD Edwards 151<br />
GXSALES - JD Edwards 153<br />
- G -<br />
generate account detail 85<br />
get values 274<br />
GEXD 200, 201, 205, 213<br />
row function 272<br />
sample target range 218<br />
sample target table 220<br />
GEXD limit 287<br />
GEXI 200, 201, 205, 226<br />
GEXQ 200, 201, 205, 210<br />
control panel 18<br />
GEXQ (Summary) Field 241, 290<br />
GEXS 200, 201, 205, 222<br />
explore 225<br />
GL reporting 2<br />
global cache 65<br />
grid features 68, 71<br />
group by 240, 288<br />
group grid records 68<br />
GSV 116<br />
GXA<br />
BPCS 117<br />
GXC 34, 43<br />
GXD 34, 43<br />
Analyst 104<br />
BPCS 115<br />
Data Warehouse 126<br />
Infinium 140<br />
Jack Henry 146<br />
JD Edwards 156<br />
Lawson 168<br />
Movex 174<br />
Oracle 183<br />
PeopleSoft 191<br />
SAP 198<br />
GXE 34, 35, 43, 86<br />
account detail 87<br />
journal detail 90<br />
GXL 34, 35, 43, 49<br />
© 2014 ... <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
346<br />
<strong>Spreadsheet</strong> <strong>Server</strong> - <strong>Release</strong> <strong>V14</strong> R4 M140<br />
GXL 34, 35, 43, 49<br />
Analyst 101, 102<br />
BPCS 112, 113<br />
build a template - clear/do not clear worksheet<br />
40<br />
build a template - insert column data only 41<br />
build a template - shift worksheet data 42<br />
Data Warehouse 123, 124<br />
Designer GL 130, 131<br />
expand/collapse GL row 52<br />
Infinium 135, 137<br />
Jack Henry 143, 144<br />
JD Edwards 150, 151, 154<br />
Lawson 165, 166<br />
list accounts 51<br />
Movex 171, 172<br />
Oracle 179, 181<br />
PeopleSoft 188, 189<br />
SAP 194, 195<br />
using hierarchy values 60<br />
using segment lists 60<br />
GXSALES<br />
drill down 160<br />
JD Edwards 153, 158<br />
- H -<br />
hide zero balance rows 93<br />
hierarchy value 50, 54<br />
using in GXL 60<br />
host server<br />
reset connection 94<br />
- I -<br />
IN statement 274<br />
Infinium<br />
build a template - GXL 135<br />
GXD 140<br />
GXL 137<br />
load local profile 330<br />
settings 134<br />
sign on 133<br />
introduction 1<br />
- J -<br />
Jack Henry<br />
build a template - GXL 143<br />
GXD 146<br />
GXL 144<br />
settings 142<br />
sign on 141<br />
JD Edwards<br />
build a template - GXL 150<br />
FASTR report conversion 162<br />
fixed asset balances 161<br />
formula assistant - GXL 151<br />
formula assistant - GXSALES 153<br />
GXD 156<br />
GXL 154<br />
GXSALES 158<br />
load local profile 333<br />
settings 148<br />
sign on 147<br />
joins 237, 256<br />
journal detail lines drill down 78<br />
journal drill down 75<br />
journal entry line drill down 77<br />
- L -<br />
last 288<br />
Lawson<br />
build a template - GXL 165<br />
GXD 168<br />
GXL 166<br />
sign on 164<br />
legacy ad hoc queries 293<br />
list accounts<br />
account master 81<br />
in GXL formula 51<br />
segment list 62<br />
load local database<br />
BPCS 120<br />
load local profile<br />
Infinium 330<br />
JD Edwards 333<br />
local address list 321<br />
local cache 64<br />
locate segment 54<br />
© 2014 ... <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
Index 347<br />
Log Viewer<br />
DM 322<br />
PS 340<br />
QD 298<br />
SS 95<br />
- M -<br />
manual mode 246, 291<br />
mask 50, 280<br />
max 288<br />
menu 232<br />
DistMgr 300<br />
S<strong>Server</strong> menu 12<br />
merge data 318<br />
min 288<br />
Move Field 241<br />
Movex<br />
build a template - GXL 171<br />
GXD 174<br />
GXL 172<br />
settings 170<br />
sign on 169<br />
- N -<br />
navigation 11, 232, 299<br />
DistMgr menu 300<br />
DM ribbon 302<br />
DM toolbar 301<br />
QD ribbon 232<br />
SS ribbon 15<br />
SS toolbar 14<br />
S<strong>Server</strong> menu 12<br />
- O -<br />
optional components 6<br />
Oracle<br />
build a template - GXL 179<br />
GXD 183<br />
GXL 181<br />
segment mappping 184<br />
settings 177<br />
sign on 175<br />
overview<br />
Distribution Manager 4<br />
GL reporting 2<br />
Profile Scheduler 5<br />
query/Query Designer 3<br />
- P -<br />
parameters 277, 278<br />
Excel 277, 283<br />
GEXD limit 287<br />
panel 239<br />
Query Designer 277, 278<br />
smart parms 280, 281<br />
standard 278<br />
PeopleSoft<br />
build a template - GXL 188<br />
GXD 191<br />
GXL 189<br />
settings 187<br />
sign on 185<br />
Profile Scheduler 5, 324<br />
address book cache 326<br />
database management 342<br />
distribution manager 327<br />
load local INF 330<br />
load local JDE 333<br />
mapping drives 339<br />
scheduling tasks 336<br />
PS view log 340<br />
- Q -<br />
QD ribbon 232<br />
QD settings 247<br />
QD view log 298<br />
query 3, 295<br />
ad hocs 293<br />
add relationships 256<br />
add tables 254<br />
assign lookup 286<br />
clone 236, 294<br />
control panel 18<br />
create 252<br />
definition 296<br />
delete 236, 294<br />
description 236, 294<br />
detail 226<br />
download 229, 295<br />
© 2014 ... <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
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query 3, 295<br />
execute 292<br />
executing 18<br />
lock/unlock 294<br />
publish 295<br />
save 253<br />
select/create fields 258<br />
SmartPak 236<br />
sub query column 284<br />
Query Designer 3, 231<br />
Query Exchange 295<br />
download query 229, 295<br />
publish query 295<br />
Query View panel 237<br />
- R -<br />
range 50, 280<br />
register add-in 9<br />
relationships 237, 256<br />
required components 6<br />
reset host server connection 94<br />
re-sort grid columns 68<br />
restore hidden rows 93<br />
results container 292<br />
ribbon<br />
DM 302<br />
QD 232<br />
SS 15<br />
rows<br />
expand/collapse 52<br />
hide/restore 93<br />
- S -<br />
SAP<br />
build a template - GXL 194<br />
GXD 198<br />
GXL 195<br />
settings 193<br />
sign on 192<br />
security account profile 82<br />
segment lists 50, 280<br />
create/maintain 56<br />
description 61<br />
upgrade 97<br />
using in GXL 60<br />
view values 62<br />
segment mapping 184<br />
segment syntax 50<br />
settings<br />
BPCS 4.05 106<br />
BPCS 6.02 108<br />
BPCS 6.04 110<br />
Data Warehouse 122<br />
Designer GL 128<br />
DM 303<br />
Infinium 134<br />
Jack Henry 142<br />
JD Edwards 148<br />
Movex 170<br />
Oracle 177<br />
PeopleSoft 187<br />
QD 247<br />
SAP 193<br />
SS 22<br />
SHELL function 246, 291<br />
sign on 17<br />
Analyst 99<br />
BPCS 105<br />
Data Warehouse 121<br />
Designer GL 127<br />
enable formula calculations 67<br />
Infinium 133<br />
Jack Henry 141<br />
JD Edwards 147<br />
Lawson 164<br />
Movex 169<br />
Oracle 175<br />
PeopleSoft 185<br />
reset host server connection 94<br />
SAP 192<br />
single value 222, 280<br />
smart parms 222, 281<br />
entry criteria 280<br />
SmartPak 236<br />
sort 240<br />
specification rows 307, 315<br />
add 315<br />
copy 315<br />
maintain 316<br />
SQL text 290, 291<br />
panel 246<br />
SS ribbon 15<br />
SS settings 22<br />
© 2014 ... <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
Index 349<br />
SS toolbar 14<br />
SS validation 84<br />
SS view log 95<br />
S<strong>Server</strong> menu 12<br />
SSLDESC 34, 61<br />
standard deviation 288<br />
sub queries 68<br />
sub query column 284<br />
subsystem detail drill down 79<br />
sum 288<br />
summary fields 210, 290<br />
syntax<br />
account segments 50<br />
query parameters 280<br />
PS 340<br />
QD 298<br />
SS 95<br />
- W -<br />
where 288<br />
wildcard 50, 280<br />
- Z -<br />
zero balance rows<br />
hide/restore 93<br />
- T -<br />
tables 254<br />
add 237<br />
alias name 238<br />
remove 238<br />
select fields 259, 263<br />
textual 296<br />
toolbar<br />
DM 301<br />
SS 14<br />
totals 240, 241, 288<br />
trim 242, 256<br />
- U -<br />
uninstall 10<br />
update query connections 251<br />
upgrade segment list 97<br />
upgrade workbook 98<br />
- V -<br />
validation lists 84<br />
value 277, 278<br />
as number 278<br />
as string 278<br />
value list 50, 280<br />
variance 288<br />
view account balances 18<br />
view log<br />
DM 322<br />
© 2014 ... <strong>Global</strong> <strong>Software</strong>, <strong>Inc</strong>.
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