IBM Cognos FSR Version 6.6public.dhe.ibm.com/software/data/cognos/... · The IBM ®Cognos FSR...

IBM Cognos FSRVersion 6.6.1

Administration Guide

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NoteBefore using this information and the product it supports, read the information in “Notices” on page 165.

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This document applies to Cognos FSR Version 6.6.1 and may also apply to subsequent releases. To check for newerversions of this document, visit the IBM Cognos Information Centers (http://publib.boulder.ibm.com/infocenter/cogic/v1r0m0/index.jsp).

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Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix

Chapter 1. IBM Cognos Financial Statement Reporting overview . . . . . . . . . . . 1IBM Cognos FSR functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Typical report examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Statutory reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Corporate and industry reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Internal reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

What’s new. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3New functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Chapter 2. Basic IBM Cognos Financial Statement Reporting concepts . . . . . . . . 5User role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Administrator role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Login authentication methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Logging in to IBM Cognos FSR . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Logging in to IBM Cognos FSR with different options . . . . . . . . . . . . . . . . . . . . 6Opening a different report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

The IBM Cognos FSR interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7The Report Summary window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7The Report Design window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Report and account hierarchy structure . . . . . . . . . . . . . . . . . . . . . . . . . . 10Report types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Sections, objects, and checklists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Compliance checklists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Section and object properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Refreshing a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Refreshing a report manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Refreshing a report automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Validating a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Recalculating a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Saving a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Exiting a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Printing a report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Switching between different applications . . . . . . . . . . . . . . . . . . . . . . . . . 15Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Filtering on columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Setting an advanced filter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Chapter 3. New reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17The Report Setup window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Creating an entity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Creating a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Creating a report containing copied data . . . . . . . . . . . . . . . . . . . . . . . . . 21Upgrading a report in IBM Cognos FSR Version 6.6 that was created in an earlier version . . . . . . . . . 24Editing report properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Deleting a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Editing entity properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Deleting an entity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Chapter 4. Report design . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27The report building process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Sections and objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Adding a section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

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Editing section properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Deleting a section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Adding an object to a report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Finding an object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Copying and pasting an object . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Deleting an object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Viewing related objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Exporting an Excel object to a Microsoft Excel spreadsheet . . . . . . . . . . . . . . . . . . 30Exporting multiple Excel objects to a Microsoft Excel spreadsheet . . . . . . . . . . . . . . . . 31

Organization of sections and objects in a report . . . . . . . . . . . . . . . . . . . . . . . 31Organizing sections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Organizing objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Assigning objects to users through workflow . . . . . . . . . . . . . . . . . . . . . . . . 32Assigning an object to a customized group . . . . . . . . . . . . . . . . . . . . . . . . . 32Creating a due date for an object . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Applying common formatting across sections and objects . . . . . . . . . . . . . . . . . . . . 33

Default print settings and page setup. . . . . . . . . . . . . . . . . . . . . . . . . . 33Page numbering across report sections . . . . . . . . . . . . . . . . . . . . . . . . . 34Applying common page setup to report sections . . . . . . . . . . . . . . . . . . . . . . 35Object enforcement settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Configuring row and page breaks between Excel and Word objects . . . . . . . . . . . . . . . . 37Headers and footers in a report. . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Chapter 5. Shared objects and reference objects . . . . . . . . . . . . . . . . . 41Shared objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Adding a shared object to a section . . . . . . . . . . . . . . . . . . . . . . . . . . 41Sharing an Excel or Word object . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Shared objects as references or copies. . . . . . . . . . . . . . . . . . . . . . . . . . . 42Adding a shared object as a reference . . . . . . . . . . . . . . . . . . . . . . . . . 42Adding a shared object as a copy . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Cascaded reports and shared objects . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Chapter 6. Exhibits and supporting documents . . . . . . . . . . . . . . . . . . 45Exhibits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Adding an exhibit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Outputting an exhibit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Supporting documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Adding a supporting document . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Outputting a supporting document . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Chapter 7. Checklists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Checklists with Excel and Word objects . . . . . . . . . . . . . . . . . . . . . . . . . . 47

The Checklist toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Types of checklists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Adding a checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Copying a checklist template into a checklist . . . . . . . . . . . . . . . . . . . . . . . . 49Customizing a checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Deleting a checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Deleting multiple checklists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Chapter 8. Query Builder . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53About Microsoft SQL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53About Microsoft SQL and Query Builder . . . . . . . . . . . . . . . . . . . . . . . . . 53Databases and tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Microsoft SQL keywords, clauses, and statements . . . . . . . . . . . . . . . . . . . . . . 54Comparison operators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Logical operators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Joins and unions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Other clauses and operators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Use of semicolon in Microsoft SQL statements . . . . . . . . . . . . . . . . . . . . . . . . 56

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The Query Builder window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56The Query Builder toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58General process for building a query . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Creating a query. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Editing a query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Deleting a query. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60Adding a database connection to a query . . . . . . . . . . . . . . . . . . . . . . . . . 60Editing a database connection to a query . . . . . . . . . . . . . . . . . . . . . . . . . 61Deleting a database connection to a query . . . . . . . . . . . . . . . . . . . . . . . . . 61Building a query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Inserting a variable into a query . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Validating a query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Creating a join between two tables for a query . . . . . . . . . . . . . . . . . . . . . . . 66

Chapter 9. Workflow and auditing features . . . . . . . . . . . . . . . . . . . . 69Workflow configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

The Workflow toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Setting up workflow statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Designing a workflow process . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71Assigning a user to a workflow process . . . . . . . . . . . . . . . . . . . . . . . . . 71Setting a workflow due date. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72Conditions for workflow status changes . . . . . . . . . . . . . . . . . . . . . . . . . 72Reusing an existing workflow process . . . . . . . . . . . . . . . . . . . . . . . . . 75

Workflow status updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76Setting the default status of a workflow process . . . . . . . . . . . . . . . . . . . . . . 76Setting a workflow status item as editable . . . . . . . . . . . . . . . . . . . . . . . . 76Editing the status of a workflow process . . . . . . . . . . . . . . . . . . . . . . . . 76Connecting a workflow process to the database . . . . . . . . . . . . . . . . . . . . . . 77

Email notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77Configuring email notification in workflow. . . . . . . . . . . . . . . . . . . . . . . . 78Setting email notification for workflow . . . . . . . . . . . . . . . . . . . . . . . . . 78

Progress reports and audit reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78Creating a progress report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79Creating an audit report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80Adding and removing columns in a report . . . . . . . . . . . . . . . . . . . . . . . . 80The Group By pane. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81Filtering a progress report or audit report . . . . . . . . . . . . . . . . . . . . . . . . 82

Snapshots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Viewing snapshots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Compare versions of a document with snapshots . . . . . . . . . . . . . . . . . . . . . . 83Deleting a snapshot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Chapter 10. Account reconciliation. . . . . . . . . . . . . . . . . . . . . . . . 85Enabling account reconciliation functionality . . . . . . . . . . . . . . . . . . . . . . . . 85Account reconciliation and validation in Excel objects . . . . . . . . . . . . . . . . . . . . . 85

Inserting account reconciliation workflow into an Excel object . . . . . . . . . . . . . . . . . 86Applying a condition statement to advance the workflow in an Excel object . . . . . . . . . . . . . 86Reconciliation validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Account reconciliation in the account hierarchy interface . . . . . . . . . . . . . . . . . . . . 88Creating a user-defined template for account reconciliation . . . . . . . . . . . . . . . . . . 88Account reconciliation tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89Configuring account reconciliation. . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Match transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Concept overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Match Transactions window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Filtering transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95Auto-matching transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Chapter 11. Macro definitions . . . . . . . . . . . . . . . . . . . . . . . . . . 97Macro definition example. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

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Macro definition overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Macro definitions interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97The Run Macros window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Macro code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Macro functionality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Viewing macro definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Adding a macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101Deleting a macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101Adding a parameter to a macro . . . . . . . . . . . . . . . . . . . . . . . . . . . 101Executing a macro for an object . . . . . . . . . . . . . . . . . . . . . . . . . . . 102Executing macros while generating selected sections . . . . . . . . . . . . . . . . . . . . 102Executing macros while generating the entire report . . . . . . . . . . . . . . . . . . . . 102

Chapter 12. Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103Account hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Account hierarchy overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103Sample scenario for an account hierarchy . . . . . . . . . . . . . . . . . . . . . . . . 104The Account Hierarchy window . . . . . . . . . . . . . . . . . . . . . . . . . . . 104Refreshing dimensions and accounts in an account hierarchy . . . . . . . . . . . . . . . . . 105Adding domain members from an external domain to an account hierarchy . . . . . . . . . . . . 106Deleting domain members from an account hierarchy . . . . . . . . . . . . . . . . . . . . 106Clearing fact data and associated journal entries from an account hierarchy . . . . . . . . . . . . 106Adding an account to an account hierarchy . . . . . . . . . . . . . . . . . . . . . . . 107Editing account details for an existing account in an account hierarchy . . . . . . . . . . . . . . 108Moving an account to a new place in an account hierarchy . . . . . . . . . . . . . . . . . . 109Deleting an account in an account hierarchy . . . . . . . . . . . . . . . . . . . . . . . 109Viewing the history of adjustments for an account in an account hierarchy . . . . . . . . . . . . . 109Adding a user-defined attribute to an account hierarchy . . . . . . . . . . . . . . . . . . . 110Journal entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110Exporting a list of accounts from an account hierarchy to an external Microsoft Excel file . . . . . . . . 113Reversing a journal entry in an account hierarchy . . . . . . . . . . . . . . . . . . . . . 113Formulas and variables for an account hierarchy . . . . . . . . . . . . . . . . . . . . . 114

Account mapping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117Account mapping overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117The Account Mapping window . . . . . . . . . . . . . . . . . . . . . . . . . . . 117Adding accounts to the hierarchy structure in account mapping . . . . . . . . . . . . . . . . 118Moving an account to a new item in account mapping . . . . . . . . . . . . . . . . . . . 118Editing an item in the hierarchy in account mapping . . . . . . . . . . . . . . . . . . . . 118Deleting an account in account mapping . . . . . . . . . . . . . . . . . . . . . . . . 119Deleting accounts with a zero balance in account mapping . . . . . . . . . . . . . . . . . . 119Unlinking an account in account mapping. . . . . . . . . . . . . . . . . . . . . . . . 119Linking as a previous project in account mapping . . . . . . . . . . . . . . . . . . . . . 119

Master outline and hierarchy structure . . . . . . . . . . . . . . . . . . . . . . . . . . 120Hierarchies in a master outline . . . . . . . . . . . . . . . . . . . . . . . . . . . 120Adding an item to a master outline . . . . . . . . . . . . . . . . . . . . . . . . . . 121Editing the hierarchy in a master outline . . . . . . . . . . . . . . . . . . . . . . . . 122Deleting an item from the hierarchy in a master outline . . . . . . . . . . . . . . . . . . . 122Saving changes to a master outline . . . . . . . . . . . . . . . . . . . . . . . . . . 122Updating the hierarchy structure in account mapping . . . . . . . . . . . . . . . . . . . . 122

Report rounding parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123The Round Method property . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123Enabling and disabling rounding for an account. . . . . . . . . . . . . . . . . . . . . . 123Setting a balance account for the Top to Bottom rounding method. . . . . . . . . . . . . . . . 124The Round Type property . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124The Decimal Digit property . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124Results for the Round Type and Decimal Digit properties . . . . . . . . . . . . . . . . . . 125Editing report properties for rounding . . . . . . . . . . . . . . . . . . . . . . . . . 125

Setting a retained earnings account in account mapping . . . . . . . . . . . . . . . . . . . . 126

Chapter 13. Report output options . . . . . . . . . . . . . . . . . . . . . . . 127

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Report outputs to Microsoft Word or PDF formats . . . . . . . . . . . . . . . . . . . . . . 127Including or excluding objects in report output . . . . . . . . . . . . . . . . . . . . . . 127Outputting selected sections of a report to a Microsoft Word file . . . . . . . . . . . . . . . . 128Outputting the entire report . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Report output in XML for desktop publishing applications . . . . . . . . . . . . . . . . . . . 129Preparing older reports for desktop publishing output . . . . . . . . . . . . . . . . . . . 129Outputting a report in a desktop publishing format . . . . . . . . . . . . . . . . . . . . 130

Microsoft PowerPoint output . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131Exporting the value of a reference variable from an Excel object to a Microsoft PowerPoint file . . . . . . 131Exporting a cell range from an Excel object to a Microsoft PowerPoint file . . . . . . . . . . . . . 131Exporting a chart from an Excel object to a Microsoft PowerPoint file . . . . . . . . . . . . . . 132Outputting a report to a Microsoft PowerPoint file . . . . . . . . . . . . . . . . . . . . . 132

Chapter 14. Administrative tasks . . . . . . . . . . . . . . . . . . . . . . . . 133User administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Login credentials in the IBM Cognos FSR database . . . . . . . . . . . . . . . . . . . . . 133Customized groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134Allowing a user to access a report . . . . . . . . . . . . . . . . . . . . . . . . . . 136Editing a user's access to a report . . . . . . . . . . . . . . . . . . . . . . . . . . 137Removing a user's access to a report. . . . . . . . . . . . . . . . . . . . . . . . . . 137Enabling or disabling user access to IBM Cognos FSR . . . . . . . . . . . . . . . . . . . . 137Allowing users to access core features . . . . . . . . . . . . . . . . . . . . . . . . . 138Allowing non-administrative users to perform administrative tasks . . . . . . . . . . . . . . . 138Filter functionality in the Users window . . . . . . . . . . . . . . . . . . . . . . . . 140

The Global Variables table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140Adding a report to the Global Variables table . . . . . . . . . . . . . . . . . . . . . . 140Filter functionality in the Global Variables window. . . . . . . . . . . . . . . . . . . . . 140Updating the list of reports in the Global Variables table . . . . . . . . . . . . . . . . . . 140

The Query Variables table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141Defining a query variable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141Editing a query variable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142Deleting a query variable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

Report resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142Creating a resource table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142Selecting a resource table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142Editing a resource table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144Filter functionality in the Report Table Name window. . . . . . . . . . . . . . . . . . . . 144

Database and server maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . 144Replacing an OLAP connection . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

Sending automated emails to users . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

Chapter 15. Configuration settings . . . . . . . . . . . . . . . . . . . . . . . 147

Chapter 16. Known issues with Excel and Word objects . . . . . . . . . . . . . . 151Excel objects: Unable to reference Excel-calculated data with object variables . . . . . . . . . . . . . 151Excel and Word objects: Indent causes issues with the layout of an Excel object . . . . . . . . . . . . 151Excel and Word objects: Unexpected value returned by a source variable . . . . . . . . . . . . . . 152Refresh errors window appears during a build . . . . . . . . . . . . . . . . . . . . . . . 152

Appendix. Multiple versions of Microsoft Office . . . . . . . . . . . . . . . . . 155Effect of multiple versions of Microsoft Office if you use Microsoft Office 2003 . . . . . . . . . . . . 155Effect of multiple versions of Microsoft Office if you use Microsoft Office 2007 or Microsoft Office 2010 . . . . 160

Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

Contents vii

viii IBM Cognos FSR Version 6.6.1: Administration Guide

Introduction

The IBM® Cognos® FSR Administration Guide is intended for use with CognosFinancial Statement Reporting (FSR). It describes how to administer Cognos FSR.

IBM Cognos FSR is a unified financial governance solution that focuses onimproving financial processes and controls, particularly in the final stages beforedisclosure. It helps the finance department improve the timeliness and quality offinancial management processes and reporting, facilitate audits, extend enterpriseresource planning (ERP) transactional controls, and improve financial riskmanagement.

Cognos FSR automates the process of eXtensible Business Reporting Language(XBRL) tagging for compliance with the Security Exchange Commission mandateas well as other XBRL mandates around the world.

Features and benefits:v Enhances internal controls over financial reportingv Improves visibility and audit trail in the entire reporting processv Links source data to report datav Uses prior report as a template for the next reportv Integrates Tag Once XBRL functionv Contains tools to promote collaborationv Delivers workflow and task management toolsv Includes business rules and validationv Has multiple output options, such as XBRL, EDGAR, HTML, Microsoft Word,

PDF, and Adobe InDesign

Audience

This guide is intended for individuals working in the Office of Finance, who needto create, manage, and administer financial reports and workflows that are createdwith Cognos FSR. To use this guide, you should have a strong background indeveloping financial reports for regulatory submission.

Finding information

To find IBM Cognos FSR product documentation on the Web, access the IBMSupport site at http://www.ibm.com/support/docview.wss?uid=swg27024548. Youcan also find PDF versions of the product release notes and installation guidesdirectly from IBM Cognos product disks.

To view Cognos FSR help in the product, click Help > Content.

Accessibility features

This product does not currently support accessibility features that help users witha physical disability, such as restricted mobility or limited vision, to use thisproduct.

© Copyright IBM Corp. 2007, 2012 ix

http://www.ibm.com/support/docview.wss?uid=swg27024548

Forward-looking statements

This documentation describes the current functionality of the product. Referencesto items that are not currently available may be included. No implication of anyfuture availability should be inferred. Any such references are not a commitment,promise, or legal obligation to deliver any material, code, or functionality. Thedevelopment, release, and timing of features or functionality remain at the solediscretion of IBM.

x IBM Cognos FSR Version 6.6.1: Administration Guide

Chapter 1. IBM Cognos Financial Statement Reportingoverview

IBM Cognos Financial Statement Reporting (FSR) is a corporate reporting solutionthat combines numeric data with other presentation elements. Text and graphicscan be used to supplement the data in the report.

Many organizations manually produce their external financial reportingdocuments, for example, 10K, 10Q, and Board Books. With Cognos FSR, statutoryfinancial reports are dynamically driven from a central database to produce highlyformatted reports complete with appropriate commentary and supplementarynotes.

Cognos FSR provides a collaborative environment that incorporates workflow andaudit trails to ensure a high degree of data accuracy and to provide better internalcontrols for corporate governance.

You can now view the interface for Cognos FSR in several languages in addition toEnglish. For more information, see the IBM Cognos FSR Installation Guide.

IBM Cognos FSR functionalityThe IBM Cognos FSR interface is used to produce and output a financial report.

Cognos FSR has some useful functionality and capabilities to assist with building areport:v Collaboration. Each section of a document can be assigned to a separate user so

that any number of users can work on the same document simultaneously.v Workflow. You can easily see the status of each section of a financial document,

and determine which sections are overdue and who is responsible. Workflowincludes automatic email notification to quickly contact the persons responsiblefor items that are overdue.

v Internal control. Cognos FSR provides a comprehensive set of internal controls toensure that the proper steps are followed in the creation, submission, andapproval of each document section.

v Audit trail. Users can easily compare any two versions of the document to seewhat was changed, who changed it, and when it was changed.

v Data Integration. This feature provides an easy-to-use method to pull data fromvarious data sources including the leading ERP systems, the leadingconsolidation systems, relational databases, OLAP databases, and MicrosoftExcel.

v Output capability. Cognos FSR supports various output options includingMicrosoft Word, Excel, PDF, XBRL (with any taxonomy), and "EDGAR-ready"documents (for filing to the SEC).

v Ease of use. If your users already know how to use Microsoft Excel andMicrosoft Word, then using Cognos FSR is intuitive and easy. It provides a userinterface that leverages all of the formatting capabilities of Word and all of thecalculation abilities of Excel.

© Copyright IBM Corp. 2007, 2012 1

v Rounding. Cognos FSR provides an automated method to round your financialdata to thousands, millions, or billions while ensuring that all numbers tie out tothe bottom-line totals.

v Business rules. In some organizations, data might come from various sources.Cognos FSR business rules ensure that summary data in one section of thedocument always ties out to detailed data that exists elsewhere in the document.

v Data collection for operational data. External financial documents often includedata that might not exist in your ERP or consolidation system. Cognos FSRprovides an easy-to-use, web-based method to collect this statistical andoperational data with a secure audit trail and comprehensive workflow to ensurethat data is reviewed and approved before being included in the externaldocument.

v User security. Cognos FSR provides controlled access to sensitive informationand helps to maintain privacy.

Typical report examplesIBM Cognos FSR can be used to create various financial reports for internal orexternal publication for any organization.

Corporate and regulatory reports often contain repetitive sections that are timeconsuming to reproduce and manage with consistency. Cognos FSR enables suchreports to be templated, which can simplify and accelerate the process ofsubmitting reports. A sample of some report types that Cognos FSR can be used tomanage is provided in the following sections.

Statutory reportingIn many countries or regions, federal securities laws require publicly tradedcompanies to disclose information on an ongoing basis.

US regulatory reporting: 10-K, 10-Q, and 20-FRegulatory bodies such as the Securities and Exchange Commission (SEC) requirebusinesses to submit annual reports on Form 10-K, and quarterly reports on Form10-Q for specified events. Businesses must comply with various other disclosurerequirements. Foreign issuers must use Form 20-F to meet disclosure requirements.

The annual report on Form 10-K provides a comprehensive overview of thecompany's business and financial condition and includes audited financialstatements. Although similarly named, the annual report on Form 10-K is distinctfrom the annual report to shareholders.

Form 10-Q includes unaudited financial statements and is meant to provide acontinuing view of the company's financial position during the year. The reportmust be filed for each of the first three fiscal quarters of the company's fiscal year.

Form 20-F is a comprehensive core disclosure document that foreign private issuersmust file annually with the SEC, to register securities when they are offered in theUS.

Exhibits specifically refer to attachments that the SEC officially defines in its rulesand regulations. Exhibits are attached to an EDGAR form to provide additionalmaterials or information. The SEC might require one or more exhibits to beincluded with a 10-K or 10-Q filing.

2 IBM Cognos FSR Version 6.6.1: Administration Guide

Canadian regulatory reporting: annual reports and MD&AIn Canada, public and privately owned corporations are required to produceannual reports, and to disclose important events that affect the business inManagement Discussion and Analysis (MD&A) reports. There are various otherrequired reports that IBM Cognos FSR can also help with.

UK regulatory reporting: annual reports, Form 363The EU Transparency Directive is designed to bring all European stock exchangesup to the same level, with a uniform set of rules for Listing and Disclosure thatapply across the European Union. There are more stringent requirements forinterim and annual reports.

In the UK, the Companies House and Financial Services Authority (FSA) requiresbusinesses to submit various reports and forms on a timely basis. For example, theCompanies House requires an Annual Return (Form 363) to update companycontact information, contact information for corporate executives, and to provide astatement of principal business activities.

Corporate and industry reportingYou can use Cognos FSR to create standard corporate reports, such as quarterlyand annual reports. You can also create industry-specific reports, such as airlineindustry reports.

Quarterly reports, annual reports, and board booksIn general, corporations in different countries are required to produce quarterlyand annual reports, displaying financial results for the period. IBM Cognos FSRenables consistent report formatting and presentation of data.

Cognos FSR can be used to create and manage content related to board books (boardmeeting agenda packets).

Airline industry: Form 41The Form 41 provides valuable information for those who need to analyze andunderstand the US airline industry and its member carriers. Form 41 reports oncarrier costs, operations, profit and loss statements, and balance sheets.

Internal reportingYou can use Cognos FSR to create reports used for internal control. You can alsomaintain existing customized reports.

Account reconciliation reportsYou can use IBM Cognos FSR to produce reports that are used specifically forinternal control. Account reconciliation reports are not submitted to regulatorybodies.

Customized reportsAny report built in Excel or Word can be created and maintained in IBM CognosFSR. Additional functionality, such as Workflow and Audit Trail, can then beapplied.

What’s newThere are new features and functionality in the latest release of IBM Cognos FSR. Ifyou are new to Cognos FSR or if you want to review functionality in greater detail,see the appropriate section for more information.

Chapter 1. IBM Cognos Financial Statement Reporting overview 3

New functionalityThe latest version of IBM Cognos FSR contains several new features.

The following new features are included in Cognos FSR (including XBRL):v Native support for Microsoft Office 2007 and Microsoft Office 2010. You can now

work with your reports in native Microsoft Office 2003, Microsoft Office 2007,and Microsoft Office 2010.

v Adobe InDesign integration. If you plan to output your report to AdobeInDesign, versions CS 3 and CS 5.5, you can tag your data in Cognos FSR tomake formatting simpler when you import into Adobe InDesign.

v Localization of the Cognos FSR interface. You can now view the interface inseveral languages in addition to English.

v Ability to enable and disable users without deleting user data. If a user will notbe using Cognos FSR for a period of time, the administrator can now specifythat the user is inactive without having to delete the user's data and thenrecreate it when the user becomes active again.

v Additional configuration options. New configuration options are available, suchas performance monitoring, the ability to specify the location for temporary files,and customized views.

v Microsoft PowerPoint: Export to Microsoft PowerPoint 2007 and MicrosoftPowerPoint 2010 is now supported.

v SEC. Support for new US-GAAP 2012 taxonomy and updates to EFM (EDGARFiler Manual) validations is now provided.

v US GAAP 2012 (Taxonomy and EFM updates). Support for US-GAAP 2012 isnow provided.

v Solvency II. Support for draft taxonomy and specifications is now provided, asoutlined from consultations. Cognos FSR includes new functionality fordimensional tagging and for generating high volumes of XBRL from relationalsources.

v IFRS. Support for the IFRS international standard taxonomy with newfunctionality to reference linkbases directly is now provided.


Chapter 2. Basic IBM Cognos Financial Statement Reportingconcepts

Before you begin to use IBM Cognos Financial Statement Reporting (FSR), there aresome basic concepts that are helpful to understand.

Important: Using Cognos FSR requires a working knowledge of Microsoft Exceland Microsoft Word. Although some Excel and Word features are described in thisguide, it primarily contains information pertaining to Cognos FSR. Advanced Exceland Word functionality is beyond the scope of this guide. For more informationabout working with Excel and Word, see Microsoft documentation or Microsoftonline help.

User roleIBM Cognos FSR provides a collaborative environment for users to contribute tothe report during the design process. Cognos FSR users can contribute content tovarious parts of a report, and multiple users can work on different aspects of thesame report.

Users can view details within a section, but they can update the report only withintheir assigned sections. By default, tasks such as changing deadlines for submissionor changing global settings for all reports are tasks that are normally performedonly by the administrator. You can delegate some administrative tasks to a user oruser group if you wish. For more information, see Chapter 14, “Administrativetasks,” on page 133.

Administrator roleThe IBM Cognos FSR administrator creates the initial structure of a Cognos FSRreport, and provides security access to the report. The administrator assignssections of the report to users, along with a deadline for submission.

The administrator can edit any section of the report, and maintains the overallstructure, manages the project deadlines, configures user access levels, andmonitors work status and submissions. The administrator also publishes the reportto the users.

Login authentication methodsWhen you start IBM Cognos FSR, there are potentially three methods of loginauthentication.

You can use one of the following authentication methods when you log in:v Windows authenticationv Microsoft SQL authenticationv Web Services authentication


Logging in to IBM Cognos FSRIf this is the first time that you are starting Cognos FSR, you might be prompted toenter a license key to register the application on the client computer. You also needto specify your login credentials.

Procedure1. Click Start > All Programs > IBM Cognos Financial Statement Reporting >

IBM Cognos Financial Statement Reporting.2. Cognos FSR supports instances where Windows authentication is used to log in

to the Microsoft SQL Server. In the login window, specify a valid server anddatabase name, and then:v To use Windows authentication, click Log in to SQL Server and using

Windows authentication.v To use your SQL Server user ID and password, click Log in to SQL Server

and using SQL Server account, and then specify your SQL Server user IDand password.

v To use a Web Service, select Log in via Web Service, and specify the correctURL in the Web address field.

3. To save the current login details and to automatically log in for the nextsession, select the Automatically log in next time check box.

4. Click Log In. The Select Report window opens.5. Select the appropriate Entity and Report from the list.6. If the window contains the Select the custom group to display field, select the

group that you want to work with. This feature is normally disabled. For moreinformation about enabling this feature, see the CustomGroupsEnabled key inChapter 15, “Configuration settings,” on page 147.

7. If you are planning to work on XBRL, you have the option to load thetaxonomy with the report. To do this, enable the Load taxonomy on reportstartup check box. Depending on the size of the taxonomy, it might take aminute or more to load the first time. The Load taxonomy on report startupcheck box is available only if a taxonomy is associated with the selected report.

8. Click OK.

Results

In the Select Report window, uses can see only the reports that they are authorizedto see. For more information, see “Allowing a user to access a report” on page 136.

Logging in to IBM Cognos FSR with different optionsAfter you log in to Cognos FSR, you can change your options for future logins.

About this task

After you log in to Cognos FSR, you can perform the following tasks:v Switch between reports.v Change your login method, for example, from Windows authentication to Web

Service or Microsoft SQL login.v Turn off the automatic login feature.


Procedure1. Open any report.2. Click File > Login With Different Options. The Cognos FSR window opens.3. Change the login options as required.4. Click Log In. Cognos FSR lists all existing reports in the Select Report window.5. Click the report that you want to view, and click OK.

Results

The report opens.

Opening a different reportWhen you log in to IBM Cognos FSR, you automatically open a report. While youare working in Cognos FSR, you can open a different report if necessary.

Procedure1. Open any report.2. Click File > Select Report. The Select Report window opens.3. In the Entity list, select the entity that contains the report that you want to

open.4. In the Report list, select the report that you want to open.5. If the window contains the Select the custom group to display field, select the

group that you want to work with.

Important: For more information about groups, see Chapter 15, “Configurationsettings,” on page 147.

6. Click OK.

Results

The report opens.

The IBM Cognos FSR interfaceWhen you work in the Cognos FSR interface, you will often work in the ReportSummary window.

When you open a new or existing report in Cognos FSR, you view it in the ReportSummary window. The Report Summary window displays progress, overall status,and other information about the report. The window is available to users andadministrators at any time by clicking the Report Summary node in the Sectionpane.

The Report Summary windowWhen you open a new or existing report in IBM Cognos FSR, you view it in theReport Summary window. The Report Summary window displays the overallprogress of the report as it is completed.

To open the Report Summary window, both users and administrators click theReport Summary node in the Section pane. The Report Summary window opens,as shown in the following illustration:

Chapter 2. Basic IBM Cognos Financial Statement Reporting concepts 7

�A� - Document Summary

�B� - Document Status

�C� - Status By Object

The Document Summary area provides information related to the entire report.Different information is displayed according to the type of report being used.

The following list describes the parts of the Document Summary area for standardreport types including cascaded reports:v Entity. The corporate entity (for example, a company, division or cost center)

that is being reported on.v Period. The reporting period for the report (for example, end of year).v Document Name. The current name of the report.v Submission Due Date. The deadline for completion of the entire report.v # Working Days before Due Date. The number of days left to complete work

on the report.v Document Owner. The name of the user or administrator who is responsible for

the overall report.v Overall document sign-off. The status of the entire report.

The following list describes the parts of the Document Summary area for accountreconciliation reports:v Entity. The corporate entity (for example, a company, division, or cost center)

that is being reported on.v Period. The reporting period of the report.v Report Name. The name of the report.v Book Closing Date. The closing date for the report.v Days to completion. The remaining number of days before the book closes.

Figure 1. Report Summary window


v Sign-off Officer. The name of person who has final approval on all reportcontent.

v Overall document sign-off. The status of the entire report.

The Document Status area contains an interactive pie chart.v The pie chart displays the overall progress of the report while sections of the

report are being completed (Work in Progress, Under Review, Submitted,Approved).

v To move the pie chart along any axis, hover the mouse over the chart while youhold down the left mouse button, and then drag the mouse in a direction alongthe X, Y, or Z axis.

The Status by Object area provides details related to the completion of each objectof the report:v Section Name column. The title of the section that the object belongs to.v Report Object column. The title of each object in the report. The number of

objects in the report is displayed at the bottom of the table, in the No. objectsfield.

v Object Type column. The purpose of the object, for example, if it is being usedto contain header or footer content.

v Status column. The progress of the object (Work in Progress, Action Required,Under Review, Submitted, Approved).

v Workflow Due Date column. The deadline for completing the workflow processfor a given object. It is assigned by the administrator. A deadline is displayedonly if one has been set within the workflow process for that object.

v Assigned To column. The name or position of the user who is currentlyassigned to work on the object.

v The Due Date column. The due date assigned to the section by theadministrator. If a section is overdue, the due date is highlighted in red.

v Content column. Whether the object is based on Excel or Word.When you double-click a status item, you can see that section or object.Additionally, the columns are interactive, so you can change object-relatedinformation in the Status by Object pane.Each column in the Status by Object area can be filtered by clicking the Filter

icon in the column header. The columns can also be automatically filtered inascending or descending order by clicking the column header. For moreinformation about filters, see “Filters” on page 15.You can right-click a status item to view the context menu:– Move To Next Status. To move the object to the next workflow status.– Move To Status. To move the object to a workflow status selected from the

list.– Set User. To assign the object to a user selected from the list.– Set Workflow. To set the workflow for the object.– Track Changes. To turn the tracking feature on or off and commit changes.For more information about workflow options, see Chapter 9, “Workflow andauditing features,” on page 69.

The Report Design windowAs the administrator, you can use the Report Design window in IBM Cognos FSRto design and distribute reports.


The interface is divided into the following key areas, as shown in the followingillustration:

�A� - The menu bar contains commands that enable the functionality of theapplication.

Important: By default, all of the menu options associated with the former AccountMapping feature have been disabled (Adjustments, Account Mapping,Recalculate, Master Outline, Global Variables, Relational Database data import).For more information about how to enable these menu options, see the CognosFSR Installation Guide.

�B� - The Properties pane is used to view and edit settings within the report. Formore information about how to configure the Properties pane, see Chapter 15,“Configuration settings,” on page 147.

�C� - The workspace is used to view and enter information in the report.

�D� - The Section pane allows a user to select, add, or remove components in thereport. The components are organized in a tree format. For more information abouthow to configure the Section pane, see Chapter 15, “Configuration settings,” onpage 147.

Report and account hierarchy structureIBM Cognos FSR reports are constructed from a hierarchy structure and a reportstructure.

Reports are constructed from two separate components:v A hierarchy structure, where each external source account is mapped to an

equivalent account in Cognos FSR, and organized within a hierarchy.

Figure 2. Report Design window


v The actual Cognos FSR report structure, including the sections and objects usedto build it, along with any imported data.

Other Cognos FSR reports might contain a hierarchy structure that you want to useagain. If the same accounts exist in the current hierarchy, you can copy the accountstructure from another Cognos FSR report.

When you create a new Cognos FSR report, or when you copy an existing one, youhave the option to use any hierarchy structure that is already created. If thehierarchy structure contains the information required in the report being built,there is no need to create a new one.

Report typesThere are three report types in Cognos FSR.

There are three report types, as shown in the following table:

Table 1. Report types

Report type Description

Standard This is the standard report type.

Account Reconciliation This is the report used for account reconciliation purposes. Formore information, see Chapter 10, “Account reconciliation,” onpage 85.

Cascaded In this report, all shared objects in the original report arereferenced. Unshared objects are copied. For more information,see “Cascaded reports and shared objects” on page 43.

Standard and Account Reconciliation types can be chosen for new reports.Cascaded reports require an existing report to copy from.

Sections, objects, and checklistsYou can add sections, objects, and checklists to any report in IBM Cognos FSR.

You can add components to a report, as shown in the following illustration:


�A� - Section

�B� - Objects (PDF, Word, Excel, Web Page)

�C� - Checklists

A section is a viewable component of the report. As the administrator, you canconstruct a report by creating a section and associating objects to it. You can addmultiple sections, and multiple objects within a section, to build the framework ofa report.

Compliance checklistsWhen a new section is created in IBM Cognos FSR, an area to organize compliancechecklists is automatically created within the section. One or more customizedchecklists can then be created and appended to the section.

For more information, see Chapter 7, “Checklists,” on page 47.

Section and object propertiesEach component of your IBM Cognos FSR report is associated with a set ofproperties that defines how it looks and behaves in the report.

Section propertiesAfter you add a section to any report in IBM Cognos FSR, you can edit theproperties of the section.

To edit the properties of a section, click the section that you want to edit andchange the settings in the Properties pane.

Object propertiesAfter you add an object to a section of a report in IBM Cognos FSR, you can editthe properties of the object.

Figure 3. Section pane in the Report Design window


After you add an object to a section within a report, you can edit the settings inthe Properties pane.

Compliance checklist propertiesAfter you add a checklist to a report in IBM Cognos FSR, you can edit the settingsof the checklist.

The property settings for any checklist are the same, regardless of the type ofobject (Word, Excel, or PDF) used to create the checklist. After you have added achecklist, you can edit the settings in the Properties pane.

Refreshing a reportIn IBM Cognos FSR, you can refresh the data in a report manually to make surethat the data is up to date. At certain times during your work with a report, thedata is also refreshed automatically.

Refreshing a report manuallyYou can refresh the data in a report in IBM Cognos FSR manually to make surethat the data is up to date.

Procedure1. Open the report containing the data that you want to refresh.2. In the Section pane, right-click any section, and click Refresh. Data and any

edited settings are updated throughout the report. If the parts of the report aredelegated to other users for completion, the changes appear the next time thatthe other user refreshes the client application, or the next time that the otheruser logs in to Cognos FSR.

Refreshing a report automaticallyThe data in a report in IBM Cognos FSR is sometimes refreshed automatically tomake sure that the data is up to date.

During navigation between objects and report generation, Cognos FSR refreshes alldata sources. If there are errors during a refresh (for example, if OLAP parameterschange), the Refresh Errors window opens, and the errors appear in table formwith the following information:v Error Type. The type of error (for example, an Excel error).v Error Message. Explanation of the error.v Other Information. Details pertaining to the error (for example, missing Excel

file location).

Important: The window is a warning. Errors cannot be fixed in the Refresh Errorswindow. If you click OK to exit the window, Cognos FSR continues with thenavigation or report generation.

Validating a reportYou can validate the contents of a report in IBM Cognos FSR whenever you areworking in the Report Design window.

To validate data, click Tools > Validate Report. Cognos FSR runs any existingvalidation calculations that were created in the report. If the report is valid, a


confirmation message opens and details are logged in a Microsoft Excel file. Ifthere are any validation issues, a validation error message opens, and the errorsare logged in an Excel file.

Reports are also validated automatically every time that the report is generated.

For more information about adding validation to a report, see “The GlobalVariables table” on page 140.

Recalculating a reportIf the Recalculate option is selected, you can recalculate data values in your reportin IBM Cognos FSR.

Data recalculation is also done automatically with journal entry adjustments, andwhen a report is loaded.

Data values that come from the Cognos FSR database can be recalculated at anytime by clicking Tools > Recalculate.

Tip: It is possible to import source data from outside of the Cognos FSR database.Any data values that are from a non-Cognos FSR database source are notautomatically recalculated. To calculate values that are maintained in the AccountHierarchy (for example, journal entries or fact data), see “Account hierarchy” onpage 103.

Important: By default, the Recalculate option is disabled. For information aboutenabling this option, see the Cognos FSR Installation Guide.

Saving a reportAfter you edit settings in a section of a report in IBM Cognos FSR, you must savethe report.

After you edit settings in a section, click the Save Changes icon in the Cognos FSRtoolbar to save the changes.

When a section or object is edited in a report, before the user can continue workingon other report components, Cognos FSR prompts the user to either keep or deletethe changes to the layout.

Exiting a reportWhen you are finished working with your report in IBM Cognos FSR, you canclose the report.

A report can be closed at any time by clicking File > Exit. If there are any unsavedchanges, Cognos FSR prompts the user before closing the report.

Printing a reportIf you are authorized to do so, you can print a report in IBM Cognos FSR.


You can print the objects in a report only if the objects have the correct printoption enabled for output. By default, users are not allowed to print documents.However, administrators or users who have permission to generate reports canprint documents.

Switching between different applicationsWhen you are viewing a particular application that is open on your desktop, youcan easily switch to a different application.

Press the Alt + Tab keys when you move between IBM Cognos FSR and otherapplications that are open on your desktop.

You cannot switch to Cognos FSR from a different application by clicking in theCognos FSR workspace.

FiltersYou can use filters in IBM Cognos FSR to quickly manipulate and analyze data, orto create a custom view of the information presented in tables.

Filters are available for use wherever the Cognos FSR interface displays table-basedinformation; for example:v Using the Report Summary windowv Viewing a progress reportv Viewing an audit reportv Configuring user accessv Working with global variablesv Using a resource table

Filtering on columnsTo make the data in a table easier to read in a report in IBM Cognos FSR, you cansuppress the display of specific information. To refine a table view, create a filter.

For any column, click the column filter icons to edit your view of the table.

In the menu, select a specific item to use in filtering the column. You can see onlythe instances of the item that you selected, and no other values.

Alternatively, you can click Custom from the menu. The Custom Autofilterwindow opens.

After the filter is created, you can use the Filter Editor to edit the filter.

Setting an advanced filterTo make the data in a table easier to read in a report in IBM Cognos FSR, you canuse a filter to suppress the display of specific information.

About this task

All filters that are in use appear in the Filter Builder window.


Procedure1. Open the report that you want to view.2. Right-click the header of the column that contains the data that you want to

filter, and click Filter Editor. The Filter Builder window opens.3. Use the following components to build a filter statement:

v Boolean logic to be applied in the filter being created (for example, AND, OR,and NOT).

v Column header that you want the filter to apply to.v Logical operator to use when applying the parameters.v Value that you want the filter statement to evaluate.Only one Boolean logic condition can exist for a filter, but you can add multiplefilter conditions for each column header.

Adding or editing a filterTo make the data in a table easier to read in a report in IBM Cognos FSR, you canuse a filter to suppress the display of specific information.

Procedure1. Open the report that you want to view.2. In the filter statement, click the Boolean Logic part (red font), and select the

condition that you want to use (for example, AND, OR, NOT AND, and NOT OR).3. Click the Use the Insert or Add Key icon to add a new filter.4. In the filter statement, click the Column Header part (blue font), and select the

column header to apply the filter statement to.5. Click the Logical Operator part (green font), and select the condition to apply

to the filter statement.6. Click <enter a value>, and type a numeric or text value.7. Click the Apply button. The filter is applied to the report.8. Add other filter statements as required.9. When you are finished, click OK to exit and save the changes.

Deleting a filterIf you no longer need a filter in a report in IBM Cognos FSR, you can delete thefilter.

Procedure1. Open the report containing the filter.2. Delete the filter in one of the following ways:

v Open the Filter Builder, and click the Delete icon beside the filterstatements that you want to remove from the report.

v Right-click any column header, and click Clear Filter.

Restriction: If there are no applicable filters to clear, the Clear Filter is notavailable as a menu option.


Chapter 3. New reports

In IBM Cognos Financial Statement Reporting (FSR), an entity is the corporateentity that is being reported on (for example, a company, division, or cost center).At least one entity must exist in the report before you can create a report.

Multiple reports can be created within the same entity. Also, multiple reportingentities can be created to manage various reports.

When the New Report wizard is run, it provides two options:v Create a new blank report, without any sections or objects included.v Copy the content of an existing report into a new report, which can then be

updated and edited.

A report is associated with an OLAP data cube, relational data source, or externalsource file in the Cognos FSR database to provide users with report data. Exceland Word objects are used to retrieve and display data as defined in the dataconnection.

After you create an entity or a report, you can edit its default values in the ReportSetup window.

The Report Setup windowThe Report Setup window displays reports in IBM Cognos FSR, organizedaccording to the entity to which they belong.

The Report Setup window can be accessed by clicking Tools > Report Setup.

You can perform the following tasks in the Report Setup window:v Create or delete an entity.v Create or delete a report.v View and edit entity properties.v View and edit report properties.

After you create an entity, the following properties are available for editing:

Table 2. Entity properties

Field or check box Description

Entity Name The name of the corporate entity (for example, a company,division, or cost center).

Address/PO Box The street address or PO Box number for the company.

City/Town The city or town where the company is located.

State/Province The state or province where the company is located.

Country/Region The country or region where the company is located.

Zip/Postal Code The zip code or postal code for the company.

Contact The name of a representative who is designated as a contactperson by the company.


Table 2. Entity properties (continued)


Telephone The telephone number where the designated contact can bereached.

Fax The number to use to send a fax sent to the designated contact.

URL The address of the company's website.

Email The email address of the designated contact.

User-Defined Area 1and Area 2

Used to group or identify the entity. You can create and defineyour own custom attributes, and then use them to group andidentify specific entities. Two attributes can be defined andselected for every entity. The attributes must be entered in aresource table before they can appear in a list for selection.Resource tables are accessed by clicking Administration >Resources.

Comments Allows relevant comments to be entered for the entity.

After you create a report, the following properties are available for editing:

Table 3. Report properties


Report Period This property displays the report period that was initiallyselected when the report was created. If a change is required,click the list and use the calendar to select a new reportingperiod.

Document Name This property displays the current report name. If a change isrequired, click in the field and type the new report name.

Submission Due Date You can set the deadline for completing all work on the report.Cognos FSR uses this date to determine what sections of thereport are overdue. If a change is required, click the list and usethe calendar to select a new submission due date.

Report Owner By default, the administrator who initially created the report isconsidered to be the report owner. To specify another reportowner, click the list and select another administrator.Restriction: Users cannot be selected as report owners.

Round Type Possible selections include No Round, Round, Round toThousand, and Round to Million. For more information, see“Report rounding parameters” on page 123.

Decimal Digits Possible selections include 0-4. For more information, see“Report rounding parameters” on page 123.

Round Method Possible selections include Top to Bottom and Bottom to Top.For more information, see “Report rounding parameters” onpage 123.

Difference Plugged to For more information, see “Configuring rounding and differenceallocation in an account hierarchy” on page 115.

Zero Amount Shown as This property is used to define a default symbol that issubstituted when a zero value is displayed in a generatedreport. Cognos FSR does not substitute any value when the fieldis left blank.

Report Type Displays if the report type is Standard, Account Reconciliation,or Cascaded.


Table 3. Report properties (continued)


Update external links inWord during datarefresh

When this check box is selected, external links in MicrosoftWord are updated during data refresh.

Update external links inExcel during datarefresh

When this check box is selected, external links in MicrosoftExcel are updated during data refresh.

Locked The administrator can prevent the report from being altered byother users. To lock the report, select the Lock check box.Important: This feature is intended for future use.

Report options are accessible via the Report Setup window. Right-click a report,and click any of the following report options:

Table 4. Report options

Option Description

Delete Report The selected report is deleted.Restriction: You cannot delete a report that is currently loadedin Cognos FSR.

Load/Refresh DataSource

This option loads accounts into the Cognos FSR database withan Excel file or batch file. Accounts are refreshed in CognosFSR.Important: This option might slow down performance.

Load Data Source This option loads accounts into the Cognos FSR database via anExcel or batch file. Accounts are not refreshed in Cognos FSR.

Refresh Excel ObjectsOnly

For the selected report, all data is refreshed within the Excelobjects.

Refresh Current Form The report properties are refreshed.

Creating an entityAn entity is the corporate entity, such as a company, division or cost center that isbeing reported on in IBM Cognos FSR. If necessary, you can create an entity.

Procedure1. Open the report that you want to set up.2. Click Tools > Report Setup. The Report Setup window opens.3. Right-click in the list pane, and click New Entity. The Entity Name window

opens.4. Enter a name for the entity. Click OK. The entity is added to the list pane and

its properties are displayed.5. Enter information as required for the property fields.

Creating a reportIf you are an administrator, you can create a report in IBM Cognos FSR.

Chapter 3. New reports 19

About this task

The New Report wizard is used to create a report. To open the New Reportwizard, right-click the name of an entity in the Report Setup window, and clickNew Report. The New Report wizard opens with the following steps andparameters:

Table 5. New Report wizard steps and parameters

Step Field Description

Report Information

Report Information Report Information

Report Name Used to enter an appropriate name of up to100 characters to identify the report.

Report Due Used to select a due date for the entire report.

Report Type Used to specify the type of report that you arecreating.

Copy Report

Copy Report Used to copy existing report content into anew report.

Modify GlobalVariables

Physical Used to sort data from Account Mapping.

Logical Used to sort data from Account Mapping.

Procedure1. Open any report.2. Click Tools > Report Setup. The Report Setup window opens.3. In the list of existing reports, right-click the name of the entity, and click New

Report. The New Report wizard opens.4. Enter the required information, as shown in the following table:

Table 6. New Report wizard basic information

Field Description

Report Period Select the appropriate date.

Report Name Type an appropriate name to identify the report.

Report Due Select a due date for the entire report.

Report Type Select a report type.

Restriction: You can use a cascaded report only to leverage existing reports.You must copy another report to use this feature.

5. Click Next. The Copy Report step opens.6. Clear the Copy Report check box.7. Click Next. The Modify Global Variables step opens.8. If you use Account Mapping, enter a set of logical numbers in the Logical

column (for example, 100 or 200).

Important: If the Logical fields are left blank, users will see all zero amounts ifthey load data from a relational database.


9. Click Finish.

Results

The new blank report is generated.

Creating a report containing copied dataYou can use an existing report format and content as a template to create a reportin IBM Cognos FSR.

Procedure1. Open the report that you want to copy.2. Click Tools > Report Setup. The Report Setup window opens.3. In the list of existing reports, right-click the name of the entity associated with

the report that you want to create, and click New Report. The New Reportwizard opens.

4. Enter the required information, as shown in the following table:

Table 7. New Report wizard basic information

Field Description

Report Period Select the appropriate date.

Report Name Type an appropriate name to identify the report.

Report Due Select a due date for the entire report.

Report Type Select a report type.

5. Click Next. The Copy Report step opens.6. Select the Copy Report check box. The window is updated with further

options.7. Enter the required information:

Table 8. Settings for Copy Report step

Selection Description

Entity list For Standard and Account Reconciliation report types, you canselect only the entity that you are copying from. For theCascaded report type, the list displays all entities found in theReport Setup window. Select the entity for the report that youwant to copy.

Report list Select the report that you want to copy.

Refresh Data after Copycheck box

If you select this check box, Cognos FSR refreshes OLAP datawhen it copies the report.

Prompt me to updateExcel data range checkbox

If you select this check box, Cognos FSR updates MicrosoftExcel data ranges when it copies the report.

This option is available only if you selected the Refresh Dataafter Copy check box.


Table 8. Settings for Copy Report step (continued)

Selection Description

Set Objects to DefaultStatus check box

Select this check box to set the workflow for each object to thedefault status in the report being copied. Clear this check box ifyou want to select one status to reset all the objects to.

If you clear this check box, the Set Objects to this status fieldopens, containing a list of workflow statuses. Select a statusfrom the list.

This option is available only if you selected the Refresh Dataafter Copy check box.

Reset values ofobject-level variablescheck box

Select this check box if you want to reset the values ofobject-level variables in the report being copied.

Include Accounts checkbox

Select this check box to include accounts that are contained inthe existing report.

Important: Depending on your selections in the previous table, you might ormight not see all the windows in the following steps. If you do not see thewindow for a particular step, skip that step in these instructions.

8. Click Next. The Modify Global Variables step opens.9. Enter a set of numbers in the Logical column (for example, 100 or 200). If the

Logical fields are left blank, users will see all zero amounts if they load datafrom a relational database.

10. Click Next. Any query variables being copied from the existing report appearin the Modify Query Variables step:v Add a variable by typing the name and value of the variable. You must

enclose the name of the variable in brace brackets ( { and } ).v Update an existing variable by selecting it from the list, and then edit the

variable name or value as required.v Delete a variable from the list by selecting it, and then click Delete.v In the Comment field, provide a description of the variable if you want.v In the Scope field, specify whether the query variable applies to all queries,

or just queries of a particular type.v Select the Allow Override check box if you want to overwrite report

variables at the object level.v Select the Visible On Rollover check box if you want the selected variables

to show in the user interface during the rollover process.v When you are finished, click Set.

11. Click Next. If the report that you are copying contains XBRL formatting, theModify XBRL Target Namespace and Time Periods window opens:v In the Target Namespace list, select a name for the report.v In the Default Period list, select a default duration for the report.v The Periods list contains a list of all time periods that are currently used for

XBRL tags in the existing report. From the list beside each period, select anew time period. Your time period selections are used to update the XBRLtags being carried forward in the new report.

v Click Add Period to add a time period to the Periods list.12. Click Next. The Modify Usable Filters step opens.


13. For each filter in the list, select the check box in the Show column for eachfilter that you want to use in the new report.

14. Click Next. The Load/Refresh Data step opens.

Important: In Cognos FSR, there are two types of data loading:1. Initialize and load. This type of data loading deletes all accounts in thecurrent report and loads them from an external Excel file again.2. Load and refresh. This type of data loading compares current accountsalready in Cognos FSR with accounts within an external Excel file. CognosFSR updates existing accounts with a new amount from the external file, andadds new accounts if they do not exist in Cognos FSR. Existing accounts arenot deleted; they are only overwritten by whatever is in the external file.The first method is used only when a user is loading accounts in the NewReport wizard. The second method is used with existing reports, where theuser wants to update data values for existing accounts.

15. Select either Relational or Excel as the data source that you want to load orrefresh in the new report.

16. If you selected Relational in the Load/Refresh Data step, the Load RelationalData step opens.a. Type the name of the batch file for the relational data, or click the icon to

browse for the file.b. Click Next.

17. If you selected Excel in the Load/Refresh Data step, the Load Data from Excelstep opens.

Important: Before import, it is best practice to ensure that the data columns inthe Excel file were mapped in Cognos FSR. For more information, see “Reportresources” on page 142.a. In the Select an import template list, select an import template to use

when the Excel file is imported into the new report:v Load Account (Credit/Debit). Cognos FSR looks for debit and credit

columns in the Excel file, and assigns the value in that column to thespecified debit or credit field in Cognos FSR.

v Load Account (Amount). Cognos FSR looks for an amount column, andassigns the value in that column according to its signage (+ or - value)to the specified debit or credit field in Cognos FSR.

v Load Account (Amount/Para). Cognos FSR looks for an amount column,and assigns the value in that column to a field according to conditionalparameters defined in the mapping. (For example, if the value is greaterthan 1000, assign to field A. If the value is under 1000, assign to field B.If it is a positive value, assign to field B.)

b. Specify the Excel file location in the Pick an Excel file field.c. In the Select a sheet list, select the worksheet containing data.

18. Click Finish. The new report is generated.v If any new accounts are encountered that are not mapped to an equivalent

account in Cognos FSR, a notification window opens. Map the newaccounts, and run the import process again.

v If no new accounts are encountered during the process, the informationfrom the existing report is copied into the new report.

v If you selected the Prompt me to update Excel data ranges check box in theCopy Report step, a series of windows opens in succession for each object


that has a data range from an Excel file. You can either keep the currentparameters, or select new ones (for example, Excel file, worksheet name, orcell range).

Upgrading a report in IBM Cognos FSR Version 6.6 that was created inan earlier version

When you use Cognos FSR Version 6.6 to generate a report that was designed withan earlier version of Cognos FSR, Word object variables are not resolved. Thesyntax of the variable (for example, ##D<fsyear>) appears in the actual report.

About this task

As part of the upgrade process to Cognos FSR Version 6.6, you need to perform aprocedure the first time you open any existing (pre-6.5) Cognos FSR report orproject. This procedure needs to be done only once for a report that was created ina version earlier than Cognos FSR Version 6.6. There is no need to do these stepsfor reports that were created using Cognos FSR Version 6.6. After you performthese steps, Word object variables are correctly displayed on output.

Procedure1. Log in as an administrator (a user who belongs to the administrator group).2. Open the report that was created in a version earlier than Cognos FSR Version

6.6.3. Click Administration > Generate ##D in Word Documents. A notification

message opens with the following message: Variables in Word Documents havebeen saved to database.

4. You can either continue to use the report, or close it. Repeat for other pre-6.6reports as required.

Editing report propertiesIf necessary, you can edit the properties of a report in IBM Cognos FSR.

Procedure1. Open the report that you want to edit.2. Click Tools > Report Setup. The Report Setup window opens.3. From the list of available reports, select the report that you want to edit.4. Update the settings as required.5. Click Update.

Deleting a reportIn IBM Cognos FSR, if you do not need to use a report any more, you can delete it.

Procedure1. Open any report.2. Click Tools > Report Setup. The Report Setup window opens.3. In the list pane, right-click the report that you want to delete, and click Delete

Report. A confirmation message opens.4. Click Yes.


Results

The report is deleted.

Editing entity propertiesIn IBM Cognos FSR, you can edit the properties of an entity.

Procedure1. Open the report containing the entity that you want to edit.2. Click Tools > Report Setup. The Report Setup window opens.3. Select the entity that you want to edit.4. On the Report tab, update the settings as required:

v Entity Name

v Address/PO Box

v City/Town

v State/Province

v Country/Region

v Zip/Postal Code

v Contact

v Telephone

v Fax

v URL

v Email

v Select User-Defined Areas (UDAs) from the menus and add relatedcommentary

v Comments

5. Click Update.

Deleting an entityIn IBM Cognos FSR, if you do not need an entity, and if the entity does not containany reports, you can delete the entity.

Procedure1. Open any report.2. Click Tools > Report Setup. The Report Setup window opens.3. In the list pane, right-click the entity that you want to delete, and click Delete

Entity.

Results

The entity is deleted.



Chapter 4. Report design

In IBM Cognos Financial Statement Reporting (FSR), data is stored in tables in theCognos FSR database. The Report Builder provides an interface to access the data,to adjust or calculate on the data values within the report, and to present the datawith formatting, text, and images.

The Report Builder can also be used to edit the table structure in the Cognos FSRdatabase.

Important: Any change to data via the Cognos FSR client affects only the view ofthe data in that report. It does not change data in the Cognos FSR database.

The report building processIBM Cognos FSR reports are built and can be made available in a conceptuallysimilar fashion to building a standard template or report.

About this task

The report building process consists of several main steps.

Procedure1. Using the Cognos FSR interface, an administrator constructs a new report.2. Administrators add sections and objects to the Cognos FSR report.3. Users add text and numeric data to the objects, and can collaborate on content

and further customize information displayed in the report.4. When the data and content is complete, Cognos FSR is used to publish the

report. A report can be produced in various formats. As well, the web interfacecan be used to provide the report to users. For more information, see “Reportoutputs to Microsoft Word or PDF formats” on page 127.

Sections and objectsThe administrator can add or delete sections, objects, or checklists at any timewhen building a new IBM Cognos FSR report, or when working with an existingreport. Users can edit existing objects, but they cannot add or delete sections,objects, or checklists from a report.

Important: Adding, editing, and deleting sections are tasks that are normallyperformed only by the administrator. You can delegate some administrative tasksto a user or user group if you want. For more information, see “Useradministration” on page 133.

Adding a sectionA section represents components of a report in IBM Cognos FSR. You can add asmany sections as necessary to a report.

Procedure1. Open the report where you want to add a section.


2. In the Section pane, right-click Report Summary, and click Add Section. A newsection is added to the report.

3. In the Properties pane, you can change the following settings:v section namev note numberingv sort sequencev TOC heading

Editing section propertiesIn IBM Cognos FSR, you can edit the properties of a section.

Procedure1. Open the report containing the section that you want to edit.2. Open the section.3. In the Properties pane, change the following settings as required:

v section namev note numberingv sort sequencev TOC heading

Deleting a sectionIf you no longer need a section in a report in IBM Cognos FSR, you can delete thesection.

About this task

Important: When you delete a section, you delete all of the objects associated withit. You cannot undo this action because deleting sections or objects is permanent.

Procedure1. Open the report containing the section that you want to delete.2. In the Section pane, right-click the section that you want to delete, and click

Delete Section. A confirmation window opens.3. Click Yes.

Results

The section and any associated objects are deleted.

Adding an object to a reportAn object is a type of content in the report. After a section is created in a report inIBM Cognos FSR, you can add an object.

Procedure1. Open the report where you want to add an object.2. In the Section pane, left-click the section where you want to add an object.3. Right-click the section, and click Add Object.4. In the Properties pane, provide the required information:

a. In the Object Name field, type a suitable name for the object.


b. In the Object Type field, select an Excel, Word, PDF, or Web page object.c. If you are creating a Word object, select a type in the Document Type field.

For more information, see other topics in this section about page setup,headers, and footers.

d. In the Object Due Date field, select a date when this object must becomplete.

e. Complete other fields as required. Depending on the type of object, somefields might or might not be available.

5. Create a workflow process for the object. For more information, see “Workflowconfiguration” on page 69.

Restriction: You cannot save data or content to the object until a workflowprocess is configured.

6. In the Cognos FSR toolbar, click Save Changes.

Results

A new object is added to the section that you selected.

Finding an objectTo find an object in a report, you can open the section where it is stored, or youcan use the Search Object By Name feature.

Procedure1. Open the containing the object that you want to find.2. Right-click anywhere in the Section pane, and click Search Object By Name.

The Search Object By Name window opens.3. In the Find What field, type the name of the object that you want to find. You

can click the Exact Match check box to find an exact match, or you can clickMatch Case to find partial matches. The results of your search appear in theSearch Results list.

4. In the list, click the object that you want to open.

Copying and pasting an objectAfter a section is created in a report in IBM Cognos FSR, you can copy an object.You can then paste it within the same section or to a different section of a report.

About this task

Cognos FSR displays the same object name, even if the name of the object exists inthe report.

Procedure1. Open the report containing the object that you want to copy.2. In the Section pane, click the object that you want to copy.3. Right-click the object, and click Copy Object.4. Navigate to the section where you want to paste the object. Right-click the

section, and click Paste Object.

Results

The object appears in the section that you selected.

Chapter 4. Report design 29

Deleting an objectIf necessary, you can delete an object from a report in IBM Cognos FSR.

About this task

Important: When you delete an object, the deletion is permanent. You cannot undothis action to recover the object.

Procedure1. Open the report that contains the object that you want to delete.2. In the Section pane, right-click the object, and click Delete Object.3. In the confirmation window, click Yes.

Results

The object that you selected is deleted.

Viewing related objectsAfter you copy an existing report from a prior year in IBM Cognos FSR, you mightwant to compare objects related to your current report.

About this task

For more information, see “Creating a report containing copied data” on page 21.

Procedure1. Open the report that contains an object that you want to compare to other

objects.2. In the Section pane, right-click the object that you want to view, and click View

Related Objects. The View Related Objects window opens.3. Enter the name of the related object in the field, and click OK. A table displays

all other objects related to the object.

Important: If there is any difference (for example, a name change) between theobjects, Cognos FSR does not consider them related, and the object does notappear in the table.

4. To view a related object, double-click it. The object opens for review.5. Click Close.

Exporting an Excel object to a Microsoft Excel spreadsheetIn IBM Cognos FSR, you can export an Excel object to an Excel spreadsheet.

Procedure1. Open the report containing the Excel object that you want to export.2. In the Section pane, right-click the object, and click Export Selected Excel

Objects.3. In the Export Excel Objects window, specify how you want to save the Excel

object, and click Save. The Export Excel Objects To window opens.4. Select the location where you want to save the exported Excel object, specify a

name, and click Save.


Exporting multiple Excel objects to a Microsoft Excelspreadsheet

In IBM Cognos FSR, you can export all Excel objects to an Excel spreadsheet at thesame time. Alternatively, you can select particular Excel objects to export.

Procedure1. Open the report containing the Excel objects that you want to export.2. In the Section pane, perform one of the following steps:

v To export selected Excel objects, press Ctrl while you click each object. Thenright-click one of the objects, and click Export Selected Excel Objects.

v To export all Excel objects, right-click any Excel object, and click Export AllExcel Objects.

3. In the Export Excel Objects window, specify whether you want to save theExcel objects in one workbook or as separate workbooks, and click Save. TheExport Excel Objects To window opens.

4. Select the location where you want to save the exported Excel objects, specify aname, and click Save.

Organization of sections and objects in a reportObjects can appear in any order within a section in IBM Cognos FSR. The “top tobottom” order of sections (and objects within sections) that appears in the Sectionpane determines the page order when the report is generated.

The sort sequence property setting is available for both sections and objects, anddetermines the order of appearance in the report. The ascending order isdetermined by the sequence number, measured in increments of 10 (for example,10 = first object to appear, 20 = second object to appear).

Objects are sequenced only within sections. Because objects can be associated withonly one section, the sequence numbering for objects is independent of otherobjects outside of that section. When a report is generated, Cognos FSR uses thesequence numbering of sections to determine the order of appearance in the report.It also uses the sequence numbering of objects to determine the order ofappearance in the section.

Organizing sectionsThe order of sections in IBM Cognos FSR determines the page order when thereport is generated. If necessary, you can change the order of sections in a report.

Procedure1. Open the report containing the sections that you want to reorganize.2. In the Section pane, open each section that you want to reorganize, and record

the sort sequence number for each.3. Open each section again and change the sort sequence numbers to place each

section in the order that you prefer.4. In the Cognos FSR toolbar, click Save Changes for each section.

Results

Your settings are saved, and the order of sections in the report is updated.


Organizing objectsThe order of objects in a section in IBM Cognos FSR determines the page orderwhen the report is generated. If necessary, you can change the order of objects in areport.

Procedure1. Open the report containing the objects that you want to reorganize.2. In the Section pane, open each object that you want to reorganize, and record

the sort sequence number for each.3. Open each object again and change the sort sequence numbers to place each

object in the order that you prefer.4. In the Cognos FSR toolbar, click Save Changes for each object.

Results

Your settings are saved, and the objects are reorganized for the entire section.

Assigning objects to users through workflowIn IBM Cognos FSR, you can use the workflow process to assign objects to users.You can also use it to control access to objects, and to control the progression of anobject along the workflow chain as it is completed.

When a new object is created by the administrator, it is automatically assigned tothe administrator who created it.

Cognos FSR objects can be reassigned by the administrator to other Cognos FSRusers for completion through the workflow process. If an object is already assignedto a user, the administrator can reassign it to any other Cognos FSR user.

Users cannot assign an object to another user, except by advancing the object to thenext stage of the workflow chain. This action automatically changes the assigneduser to the next person responsible for working on the object.

Important: If the initial user assigns the object to another user via workflow bymistake, the only way to reassign the object again is via the administrator.

For more information about how to configure workflow, see Chapter 9, “Workflowand auditing features,” on page 69.

Assigning an object to a customized groupA customized group is used to include similar objects together when a report isoutput in IBM Cognos FSR.

Before you begin

Before you can assign an object to a customized group, you must define thecustomized groups that you need. For more information, see “Report resources” onpage 142.


About this task

For each Excel or Word object, users can select one or more groups. When thereport is generated using a customized group, Cognos FSR filters out and excludesany objects that are not part of selected group. For more information, seeChapter 13, “Report output options,” on page 127.

Procedure1. Open the report containing the Excel or Word object that you want to assign to

a customized group.2. Select the Excel or Word object.

3. In the Properties pane, click the Set Customized Groups icon. TheCustomized Groups window opens.

4. Select the check boxes beside each group that you want to add the object to,and click OK.


Results

The customized groups are displayed in the Properties pane.

Creating a due date for an objectIn IBM Cognos FSR, you can set a due date for the completion of the objectswithin a section.

Restriction: Only the Cognos FSR administrator can specify or edit a due date.

Procedure1. Open the report containing the Excel or Word object that you want to edit.2. In the Section pane, select the Excel or Word object.3. In the Properties pane, select a future date in the Object Due Date calendar.4. In the Cognos FSR toolbar, click Save Changes.

Applying common formatting across sections and objectsIn IBM Cognos FSR, you can apply common formatting such as page numbering,page setup, and headers across sections and objects in a report.

Default print settings and page setupIn IBM Cognos FSR, you can add default page setup and output settings thatapply to all sections in the report. You do so by adding a Word object to a sectionthat contains the print settings required in the report.

The location of the Word object among the other report sections determines whereyou want to start to apply the print settings. Cognos FSR compiles the entirereport in descending order (by sort sequence). The print settings are applied to thereport only after the Word object.


It is possible to have more than one Word object configured with print settings.You can edit the print properties of every Word object throughout the report.Cognos FSR always applies the print settings encountered as it compiles the reportin sequence.

Important: The first Word object used for page setup that contains font settings isused to apply a common font style and size across the entire report. Creatingsubsequent page setup Word objects with different font styles or sizes does notoverride the first page setup Word object.

Page numbering across report sectionsIn IBM Cognos FSR, the number of pages within each section of a report can vary,depending on which sections you choose to output, or what content you add tothe report. You can configure the report to control the page numbering process.

Starting page numbering at a certain point in a reportIn IBM Cognos FSR, you can start page numbering at the beginning of the report,or you can configure the numbering to start wherever you prefer.

Procedure1. Open the report that you want to configure.2. Select the section where you want page numbering to start and add a Word

object into that section of the report.3. In the Properties pane, select the following property settings for the Word

object:v Object Name. Enter a name such as Page Numbering.v Object Type. Set the property to MS-Word if it is not currently selected.v Document Type. Set the property to one of the following settings:

– Footer if you want the page numbering in the footer area of the report– Header if you want the page numbering in the header area of the report

v Current Status. If this object does not have to go through the review process,set the status to Approved.

4. In the body of the Word object (not in the header or footer), insert a pagenumber:a. In Word, click Insert > Field. The Field window opens.b. Select Page as the field name.c. Select the numbering format for the field properties.d. Click OK. The page number is added to the Word object.

5. In the Word object, select the page number and apply the formatting that youwant to use:v Set justification for the page number (left, right, or center).v Apply other styles as required (for example, bold, underline, or italics)


Results

When the report is generated, page numbering starts from this Word object.

Stopping page numbering at a certain point in a reportIn IBM Cognos FSR, if you have page numbering in a report, you can configurethe page numbering to stop at a particular place in the report.


Procedure1. Open the report that you want to configure.2. Select the section where you want page numbering to end and add a Word

object into that section of the report.

Important: This object must occur after the page numbering start point.3. In the Properties pane, select the following property settings for the Word

object:v Object Name. Enter a name such as Page Numbering.v Object Type. Set the property to MS-Word if it is not currently selected.v Document Type. Set the property to one of the following settings:

– Footer if you want the page numbering in the footer area of the report– Header if you want the page numbering in the header area of the report

v Current Status. If this object does not have to go through the review process,set the status to Approved.

4. In the body of the Word object (not in the header or footer), select and deletethe page number.


Results

When the report is generated, the page numbering stops here.

Applying common page setup to report sectionsYou can specify page setup options that apply to an entire report in IBM CognosFSR.

Procedure1. Open the report that you want to configure.2. Add a section to the report. The section can have any name, but typically the

section is called Print Default Settings.3. Add an object to the Print Default Settings section.4. In the Properties pane, select the following property settings for the Word

object:v Object Name. Enter a name such as Page Setup.v Object Type. Set the property to MS-Word if it is not currently selected.v Document Type. Set the property to Page Setup.v Current Status. If this object does not have to go through the review process,

set the status to Approved.5. Format the Word object with the page setup and print settings you want to use.

Important: Word objects use standard Microsoft Office printing format options.For more information about working with Microsoft Word, see Microsoftdocumentation or Microsoft online help.


Object enforcement settingsYou can use IBM Cognos FSR to apply uniform formatting across to a range ofExcel and Word objects in a report.


Object enforcement settings are available in the Properties pane for all Excel andWord objects. If there are individual objects within the range that you want to

exclude from formatting, you can use the Object Enforcement Settings icon.

The advantage to this feature is that you can easily apply a default formattingmethod to a range of Cognos FSR objects. You can also optionally select anddisable the default formatting for an individual Cognos FSR object within thatrange. Customized formatting can then be applied to that Cognos FSR object.

Excluding an object from using common page setupIn IBM Cognos FSR, you can use object enforcement settings to exclude an objectfrom being formatted by common page setup selections.

Procedure1. Open the report that you want to configure.2. Select the object to be excluded from uniform formatting.3. Click the Object Enforcement Settings button. The Enforce Report Settings

window opens.4. To prevent default format methods from being applied to the object, select the

check boxes for the settings that you want, as shown in the following table:

Table 9. Enforce Report Settings window

Setting Parameter

Font Type v Enabled. Default (Global) font type is used as configured inthe Cognos FSR report.

v Disabled. Font type within the object is used.

Font Size v Enabled. Default font size is used as configured in theCognos FSR report.

v Disabled. Font size within the object is used.

Paragraph Keep withNext

v Enabled. The Paragraph Keep with Next setting is used asconfigured in the default page setup in the Cognos FSRreport.

v Disabled. The Paragraph Keep with Next setting is used asdefined within the object.

Table Indent from Left v Enabled. The Table Indent from Left setting is used asconfigured in the default page setup in the Cognos FSRreport.

v Disabled. The Table Indent from Left setting is used asdefined within the object.

5. Click OK.

Results

The report automatically updates the object. For any object enforcement settingsthat are checked, Cognos FSR applies the default format methods that areconfigured in the common page setup for the report.


Configuring row and page breaks between Excel and Wordobjects

In IBM Cognos FSR, when a report is generated in Enforce Report Settings, allseparate Excel and Word objects are compiled together to create one document.

About this task

You can control the transition between objects within the report (for example,blank pages between objects) by setting the Break Type property in the Propertiespane.

Procedure1. Open the report that you want to configure.2. Select the Excel or Word object before which you want to insert one or more

blank rows or page breaks.3. In the Properties pane of the Excel or Word object, click the Break Type list,

and select one of the available options:v Blank Rows. When the report is compiled, the object is separated from the

previous object with at least one row.v New Page. When the report is compiled, the section is separated from the

previous object with at least one blank page.4. Depending on the selection, either the # Pages or # Rows list is displayed in

the Properties pane. Select the number of pages or rows to be added at reportrun time between the object that you are configuring and the previous object.

5. Right-click the object, and click Refresh. A confirmation window opens.6. Click Yes.7. In the Cognos FSR toolbar, click Save Changes.

Headers and footers in a reportYou can insert headers or footers in a report in IBM Cognos FSR.

A header appears at the top of a page, and can contain content or formatting. It canrecur across multiple pages in a document.

A footer appears at the bottom of a page, and can contain content or formatting. Itcan also recur across multiple pages in a document.

Inserting a header at a certain point in a reportYou can apply a header to a report in IBM Cognos FSR. You can add a header atthe beginning of the report, or you can configure it to start wherever you prefer.

Procedure1. Open the report that you want to configure.2. Select the section where you want the header to start, and create a Word object

in that section.3. In the Properties pane, select the following property settings for the Word

object:v Object Name. Enter a name such as Header.v Object Type. Set the property to MS-Word if it is not currently selected.v Document Type. Set the property to Header.


v Current Status. If this object does not have to be edited, set the status toApproved.

4. Add the content or formatting.5. In the Cognos FSR toolbar, click Save Changes.

Results

When the report is compiled, it uses the Word object as the starting point, andapplies it as a header across the entire report.

Removing an existing header at a certain point in a reportIf you have a header in a report in IBM Cognos FSR, you can configure the headerto stop at a particular place in the report.

Procedure1. Open the report that you want to configure.2. Select the section where you want the current header to end, and create a blank

Word object in that section.3. Set the Document Type property setting to Header.4. Leave the object blank (do not enter any content or formatting).5. In the Cognos FSR toolbar, click Save Changes.

Results

When the report is compiled, it will no longer generate the heading in the reportbeyond this Word object.

Inserting a footer at a certain point in a reportYou can apply a footer to a report in IBM Cognos FSR. You can add the footer atthe beginning of the report, or you can configure it to start wherever you prefer.

Procedure1. Open the report that you want to configure.2. Select the section where you want the footer to start, and create a Word object

in that section.3. In the Properties pane, select the following property settings for the Word

object:v Object Name. Enter a name such as Footer.v Object Type. Set property to MS-Word if it is not currently selected.v Document Type. Set property to Footer.v Current Status. If this object does not have to be edited, set the status to

Approved.4. Add the content or formatting.5. In the Cognos FSR toolbar, click Save Changes.

Results

When the report is compiled, it uses the Word object as the starting point, andapplies it as a footer across the entire report.


Removing an existing footer at a certain point in a reportIf you have a footer in a report in IBM Cognos FSR, you can configure the footerto stop at a particular place in the report.

Procedure1. Open the report that you want to configure.2. Select the section where you want the current footer to end, and create a blank

Word object in that section.3. Set the Document Type property setting to Footer.4. Leave the object blank. Do not enter any content or formatting.5. In the Cognos FSR toolbar, click Save Changes.

Results

When the report is compiled, it will no longer generate the footer in the reportbeyond this Word object.



Chapter 5. Shared objects and reference objects

In IBM Cognos Financial Statement Reporting (FSR), a shared object is an Excel orWord object that is made available for sharing. A reference object is a shared objectthat is referenced within another section of a report, or in a different report.

You can select an existing Excel or Word object and make it available as a sharedobject. You can then reference the same object within another section of the report,or in a different Cognos FSR report. A reference object cannot be selected as ashared object.

Shared objectsAny Excel or Word object can be shared by a report in IBM Cognos FSR. Users canview a shared object if they receive permission through the workflow process.

The corresponding reference object does not have to be available to the user toview a shared object.

There are two ways to determine whether an object is shared:

v The icon changes in the Section pane (from a regular Excel icon to an Excel

icon with a hand ) to indicate that the object is now shared.v The Share this object property setting in the Properties pane is enabled.

Adding a shared object to a sectionIn IBM Cognos FSR, a shared object can be created and shared among otherreports. You can select objects only if they were set up as shared objects.

About this task

Important: For more information about working with shared objects, see “Sharedobjects as references or copies” on page 42.

Procedure1. Open the report that contains the shared object that you want to add.2. In the Section pane, right-click the section that you want to add another object

to, and click Add Shared Object. The Shared Object window opens.3. Select the shared object you want, and click either Link to Original, or Create a

Copy. The shared object is added as an object in the selected section.4. In the Cognos FSR toolbar, click Save Changes.

Results

The object is saved in the selected section.

Sharing an Excel or Word objectYou can share an Excel or Word object in a report in IBM Cognos FSR.


Procedure1. Open the report that contains the Excel or Word object that you want to share.2. Create an Excel or Word object, or select an existing one.3. In the Properties pane, select the Share this object check box.4. In the Cognos FSR toolbar, click Save Changes.5. Add the object to a report as a reference object. For more information, see

“Shared objects as references or copies.”

Shared objects as references or copiesIf an Excel or Word object was set up as a shared object, it can be inserted as areference object, or copied as a new object, within the same report or in a differentreport in IBM Cognos FSR.

The object types must be the same. For example, an Excel reference object cannotbe associated to a Word object.

When a report is refreshed, the information in a reference object is updated fromthe source (the shared objects that they are linked to). If the referenced informationneeds to be updated, it must be done at the source, in the original shared object.Copied reports are not refreshed.

Important: If you edit data in the reference object, the changes are not saved.

Administrators must select reference objects to include in a report, and they mustselect the method of refreshing data. Users can view a reference object in thefollowing situations:v If the reference object was added to a report they have access to.v If the user has access to view that section of the report.

There are two ways to determine whether an object is a shared object:

v The icon changes in the Section pane (from a regular Excel icon to an Excel

icon with a hand ) to indicate that the object is now shared.v The Properties pane has additional Object Sharing property settings available.

Adding a shared object as a referenceIf an Excel or Word object was set up as a shared object, you can add it as areference object within the same report or in a different report in IBM Cognos FSR.When a report is refreshed, the information in a reference object is updated fromthe source.

Procedure1. Open the report where you want to add a shared object as a reference.2. In the Section pane of the Report Summary window, right-click the section

where you want to insert a shared object as a reference, and click Add SharedObject. The Shared Objects window opens.

3. From the list, select the shared object you want to link to in the reference objectand click Link To Original. The new reference object is opened in anembedded Excel or Word object in the section that you selected.


4. In the Properties pane, the Object Sharing property displays the followingmessage: This is a reference objectType a name for the inserted referenceobject and apply a workflow to the object as required.

Important: The message This is a reference object makes it easy for you toidentify the purpose of the object. It is only a notification message, and is not aselectable property setting.


Adding a shared object as a copyIf an Excel or Word object was set up as a shared object, you can create a copy of itand use it within the same report or in a different report in IBM Cognos FSR.Copied objects are not refreshed.

Procedure1. Open the report where you want to add a shared object as a copy.2. In the Section pane of the Report Summary window, right-click the section

where you want to insert a shared object as a copy, and click Add SharedObject. The Shared Objects window opens.

3. From the list, select the shared object that you want to copy, and click Create aCopy. The new copied object is opened in an embedded Excel or Word objectin the section that you selected.

4. In the Properties pane of the copied object, type a name for the object andapply a workflow as required.


Cascaded reports and shared objectsWhen you copy an existing report in IBM Cognos FSR, you can use a cascadedreport type to refer to shared objects in the original report.

A cascaded report references any shared objects contained in the original report, aswell as a copy of any (unshared) object.

Cascaded reports allow for single sourcing. The original report that contains theshared object is where you update content. Changes to the shared object in theoriginal report are automatically copied to the cascaded reports.

You can also create cascaded reports that are based on other cascaded reports. Eachsubsequent cascaded report references any shared object. Each subsequentcascaded report also creates a copy of any original unshared object that wascreated in the cascaded report.

Important: All referenced objects in copied reports are read-only.

For more information about copying reports, see “Creating a report containingcopied data” on page 21.

Chapter 5. Shared objects and reference objects 43


Chapter 6. Exhibits and supporting documents

In IBM Cognos Financial Statement Reporting (FSR), you can append additionaldocuments that support the financial reports that you create. These documents canbe either included (embedded) in the report when it is generated, or they can beoutput as additional separate files.

ExhibitsAn exhibit is a type of supporting document that is often required by regulatorybodies. Any Excel or Word object can be selected as an exhibit item in IBM CognosFSR.

When the report is generated, an exhibit is always output as a separate Worddocument. It is not integrated into the report upon output.

Important: To properly display each exhibit when you are generating a report,place each object marked as an exhibit alone, without other objects, in a separatesection.

Adding an exhibitAn exhibit is a type of supporting document that is often required by regulatorybodies. You can add an exhibit to any report in IBM Cognos FSR.

Procedure1. Open the report where you want to add an exhibit.2. In the Section pane, create a section for your exhibit. Right-click the section,

and add an object. The object opens.3. Configure the object settings as required, and make sure that the following

settings are selected in the Properties pane:v Object Type: MS-Word, MS-Excel

v Print Option: Exhibits

4. Copy the content that you want in the supporting document into the object.5. In the Cognos FSR toolbar, click Save Changes.

Results

The exhibit is saved in the selected section.

Outputting an exhibitWhen an exhibit is ready to view in a report in IBM Cognos FSR, you can outputit.

For more information about outputting exhibits, see “Report outputs to MicrosoftWord or PDF formats” on page 127.


Supporting documentsA supporting document is a type of document that is used to include additionalinformation associated to a report in IBM Cognos FSR. Depending on the type ofreport being produced, supporting documents might or might not be necessary.

Any Excel or Word object can be selected as a supporting document. When thereport is generated, the supporting document is included directly in the reportoutput.

Adding a supporting documentA supporting document is a type of document that is used to include additionalinformation associated to a report in IBM Cognos FSR. You can add a supportingdocument to any report.

Procedure1. Open the report where you want to add a supporting document.2. In the Section pane, create a section for your supporting document. Right-click

the section, and add an object. The object opens.3. Configure the object settings as required, and make sure that the following

settings are selected in the Properties pane:v Object Type: MS-Word, MS-Excel

v Print Option: Supporting Document

4. Copy the content that you want in the supporting document into the object.5. In the Cognos FSR toolbar, click Save Changes.

Results

The supporting document is saved in the selected section.

Outputting a supporting documentWhen a supporting document is ready to view in a report in IBM Cognos FSR, youcan output the supporting document.

For more information about outputting supporting documents, see “Report outputsto Microsoft Word or PDF formats” on page 127.


Chapter 7. Checklists

In IBM Cognos Financial Statement Reporting (FSR), a checklist is primarily used toprovide task-oriented information and reference within a report. You can createcustomized checklists as a means of process control, compliance, and verification.

You can leverage your existing checklists and procedures, or you can configureCognos FSR to provide standard checklist types to use with your reports. A usercan also append files to the checklist for reference and support in the reportingprocess.

Checklists with Excel and Word objectsYou can use Excel and Word objects to create checklists in reports in IBM CognosFSR.

Important: Advanced Microsoft Excel and Microsoft Word functionality is beyondthe scope of this guide. For more information, see Microsoft documentation orMicrosoft online help.

The Checklist toolbarThe Checklist toolbar contains icons that provide functionality specific to CognosFSR. The icons that appear depend on the type of object that you are using tocreate the checklist.

When you are using an Excel object, the Checklist toolbar contains the followingicons:

Table 10. Checklist toolbar for Excel objects

Icon Name Description

Collapse orRestore Panel(Horizontally)

Used to expand the workspace area in a horizontaldirection so that you can see more of the Excel object.

Collapse orRestore Panel(Vertically)

Used to expand the workspace area in a verticaldirection so that you can see more of the Excel object.

Save Changes Used to save any changes to the Excel object.

Send Email toAssigned User

Used to send an email to the owner of a report section.

View Audit Trail Used to view a list of all changes submitted by users forthe Excel object. The details of any update appearing inthe list can be selected and viewed.

Set ColumnWidth

Displays the current size of the selected columns in theExcel object, and allows the user to set the width. Can beset in either inches or centimeters.

Set Row Height Displays the current size of the selected rows in the Excelobject, and allows the user to set the height. Can be setin either inches or centimeters.

Import Used to import an external Excel file into the Excelobject.


Table 10. Checklist toolbar for Excel objects (continued)


Export Used to extract the information from the selected objectinto an external Excel file format.

Manage QueryVariables

Used to manage query variables for Excel objects.

Load Data Invokes a wizard to assist in the selection of OLAP orrelational data to include in the Excel object.Important: Source data can be imported only into theDatabase worksheet of the Excel object.

Modify Data Used to edit the data in the Database worksheet of theExcel object.

Delete Data Used to delete the data in the Database worksheet of theExcel object.

Add Template Used to add a predefined checklist template to the Excelobject.

Insert AR Query Used to insert a predefined query built in the QueryBuilder.

Run Macro Used to run a macro for the object.

Insert ARWorkflow

Used to paste the workflow outline as text into theobject.

When you are using a Word object, the Checklist toolbar contains the followingicons:

Table 11. Checklist toolbar for Word objects


Collapse orRestore Panel(Horizontally)

Used to expand the workspace area in a horizontaldirection so that you can see more of the Word object.

Collapse orRestore Panel(Vertically)

Used to expand the workspace area in a verticaldirection so that you can see more of the Word object.

Save Changes Used to save any changes to the Word object.

Discard Changes This icon appears only when an object is added. Click itif you did not save changes and you want to delete theWord object.

Send Email toAssigned User

Used to send an email to the owner of a report section.

View Audit Trail Used to view a list of all changes submitted byCognos FSR users for the Word object. The details of anyupdate appearing in the list can be selected and viewed.

Add Template Used to add a predefined checklist template to the Wordobject. See Chapter 7, “Checklists,” on page 47.

For both Excel and Word objects, the Checklist Template icon is available onlywhen you create a new checklist using the standardized templates that areavailable in Cognos FSR.


Types of checklistsTo keep checklists organized within a section in a report in IBM Cognos FSR, youcan associate an Excel or Word object to create a category.

The checklist type can be selected in the checklist Type property setting. There arefive default types of checklist types:v Accountingv Accounting - UKv Disclosurev Consolidationv Entity Underline

These checklist types are listed in a resource table called Checklist Group, which iscreated automatically during the installation process. The list can be added to oredited at any time by the administrator. For more information, see “Reportresources” on page 142.

Adding a checklistA checklist is primarily used to provide task-oriented information and referencewithin a report in IBM Cognos FSR. You can add a checklist to any section.

Procedure1. Open the report where you want to add a checklist.2. In the Section pane, click the section where you want to add a checklist.3. Right-click the Compliance Checklist component of the section, and click Add

Checklist.4. In the Properties pane, complete the following fields:

v Type a name for the checklist in the Object Name field.v From the Object Type list, select either an Excel object or a Word object.v If you selected Word as the object type, select a type to group the checklist

with.v Select a Print Option.v If required, enter an explanation of the checklist in the Description field.


Results

A new checklist is added to the section, categorized by the type that you selected.

Copying a checklist template into a checklistYou can copy a checklist template into a checklist in any report in IBM CognosFSR.

Procedure1. Open the report containing the checklist that you want to work with.2. Add a checklist to the appropriate section.3. In the Cognos FSR toolbar, click Save Changes.

4. Click the Add Template icon. The Checklist Template window opens.

Chapter 7. Checklists 49

5. Expand the list and locate the template that you want. Verify that the checklistfile extension matches the type of object that you are using to construct achecklist:v .xls = Excel objectv .doc = Word object

Restriction: It is not possible to save an Excel-based template into a Wordobject, or vice versa.

6. Left-click the template to select it, and click OK. The template is applied to theblank checklist.


Customizing a checklistYou can edit the content of a checklist that was created from a template in IBMCognos FSR.

To customize a checklist, you must edit the Excel or Word object directly, and thensave the changes. For more information, see the appropriate section describingExcel or Word object functionality.

Deleting a checklistIf you no longer need a checklist in a report in IBM Cognos FSR, you can deletethe checklist.

About this task

Important: Deleting a checklist is permanent. You cannot undo this action.

Procedure1. Open the report containing the checklist that you want to delete.2. In the Section pane, click the section containing the checklist that you want to

delete.3. Click Compliance Checklist to expand the view of available checklists.4. Click the checklist you want to delete, right-click it, and click Delete Checklist.

A confirmation window opens.5. Click Yes to confirm that you want to delete the checklist.

Deleting multiple checklistsIf you no longer need all checklists in a section of a report in IBM Cognos FSR,you can delete the checklists.

About this task

Important: If you delete all checklists for a section, the deletion is permanent. Youcannot undo this action.

Procedure1. Open the report containing the checklists that you want to delete.2. In the Section pane, click the section that contains the checklists that you want

to delete.


3. Click Compliance Checklist to select it, right-click it, and click DeleteChecklist. A confirmation window opens.

4. Click Yes to confirm that you want to delete all of the checklists for the section.

Chapter 7. Checklists 51


Chapter 8. Query Builder

In IBM Cognos Financial Statement Reporting (FSR), you can use the QueryBuilder to create custom Microsoft SQL data queries and retrieve the results into areport. The query can be then inserted into an Excel object.

The Query Builder is designed to retrieve data via SELECT statements. However, itsupports other query commands against the database, as permitted by SQL Server.

For a user to run Query Builder or add query results to an Excel object, thepermissions must be enabled by the administrator. For more information, see “Useradministration” on page 133.

Important: Advanced Microsoft SQL concepts are beyond the scope of this guide.For more information, see your Microsoft documentation or Microsoft online help.

About Microsoft SQLStructured Query Language (SQL) is a standard language for accessing andmanipulating databases. You use SQL in the Query Builder in IBM Cognos FSR.

You can use SQL statements to perform the following types of database-relatedtasks:v Execute queries against the databasev Retrieve data from the databasev Insert, update, or delete records from a databasev Create new databasesv Create new tables, stored procedures, or views in a databasev Set permissions on tables, procedures, or views

About Microsoft SQL and Query BuilderYou can use the Query Builder in IBM Cognos FSR to write correct SQL code whilehiding technical details. It is helpful to have a basic knowledge of SQL concepts.

Important: This topic covers basic SQL concepts only, especially how to retrievedata into an Excel object.

There are many different versions of the SQL language. However, most arecompliant with the ANSI (American National Standards Institute) standard, whichmeans that the major commands, such as SELECT, UPDATE, DELETE, INSERT, andWHERE are supported.

Query Builder supports the ANSI standard, and allows you to use the SQLlanguage used by your SQL server. Query Builder can be used to quickly buildSQL statements, which are then validated by the SQL server that you areconnected to.

SQL is a dynamic and robust language. You can use Query Builder to buildcomplex SQL statements. However, you need to know SQL, the structure of thedatabase you are working with, and the outcome that you want.


Databases and tablesA database usually contains more than one table. Each table contains records (rows)with data, and each table must have a unique name.

Microsoft SQL keywords, clauses, and statementsIn the Query Builder in IBM Cognos FSR, you can use SQL statements to performmost of the activities that you need to perform in a database.

SQL is a keyword-based language. Each SQL statement begins with a keyword,such as SELECT, UPDATE, INSERT, and DELETE. You then add clauses, operators, andother parameters to build the statement. When it is executed against the database,the statement retrieves values into a result set.

Important: SQL itself is not case-sensitive. Names can be case-sensitive, and theycan contain spaces and other delimiters if they are surrounded by double quotationmarks.

The following statement shows the structure of a basic SQL statement:

SELECT VendorName FROM Table_Vendor

The statement consists of keywords, as shown in the following table:

Table 12. SQL keywords

Keyword Description

SELECT The SELECT clause is mandatory, and specifies a list of columnsto be retrieved. The result is stored in a result table, called theresult set.

SELECT column_names

Tip: The asterisk (*) is a quick way of selecting all columns in atable.

SELECT * FROM table_name

FROM The FROM clause is also mandatory, and always follows theSELECT clause, and lists the tables to be accessed by the query.

SELECT column_namesFROM table_name

WHERE The WHERE clause is optional. When used, it always follows theFROM clause. WHERE filters rows in the tables specified in the FROMclause. If the WHERE clause is not included, all rows are used.

SELECT column_namesFROM table_nameWHERE conditional_expression

Comparison operatorsIn the Query Builder in IBM Cognos FSR, the WHERE clause can use comparisonoperators as part of the expression.

About this task

The following table illustrates operators and their results. The result of a WHEREexpression is always evaluated to true, false, or unknown.


Table 13. Comparison operators

Operator Description

= Equal to

> Greater than

< Less than

>= Greater than or equal to

<= Less than or equal to

<> Not equal to

Logical operatorsIn the Query Builder in IBM Cognos FSR, the WHERE clause can use logicaloperators as part of the expression.

About this task

The following table illustrates logical operators and their results. Like comparisonoperators, logical operators evaluate to true, false, or unknown:

Table 14. Logical operators

Logical operators Description

AND This operator combines two logical operators. AND requires thateach must be met for the record to be included in the result set.When you use AND and OR operators together, AND has a higherprecedence than OR.

SELECT columnsFROM tablesWHERE column1 = value1 AND column2 =value2

In this case, column1 must equal value1 and column2 must equalvalue2, or no record is returned in the result set.

OR This operator combines two logical operators. OR requires thatany of the conditions must be met for the record to be includedin the result set. When you use AND and OR operators together inan expression, OR has a lower precedence than AND.

SELECT columnsFROM tablesWHERE column1=value1 OR column2=column2

In this case, either column1 or column2 must equal the statedvalue, or no record would be returned in the result set.

NOT This operator inverts the result of a comparison expression or alogical expression. To be able to return a record in the result set,NOT requires that none of the conditions are met.

SELECT columnsFROM tablesWHERE column1=value1 NOT column2=column2

In this case, neither column1 nor column2 can equal the statedvalue, or no record is returned in the result set.

Chapter 8. Query Builder 55

Joins and unionsIn the Query Builder in IBM Cognos FSR, you can use a Microsoft SQL statementto create joins and unions between tables.

The following table illustrates joins and unions and their descriptions.

Table 15. Query types for joins and unions

Query type Description

JOIN A join is a query that is written to combine rows from multipletables. It is performed whenever two or more tables are listed inthe FROM clause of a SQL statement. An inner join is the mostcommon, and returns all rows from multiple tables where thejoin condition is met. An outer join is used to return all rowsfrom one table. Only the rows from a secondary table where thejoined fields are equal (that is, the join condition is met). Forexample:

SELECT column_nameA, column_nameBFROM tableA, tableBWHERE column_nameA = column_nameB

UNION A union query allows you to combine the result sets of two ormore SELECT queries. It removes duplicate rows between thevarious SELECT statements. For example:

SELECT column_nameAFROM table_nameAAAUNION ALLSELECT column_nameZFROM table_nameZZZ

Other clauses and operatorsIn the Query Builder in IBM Cognos FSR, you can use a Microsoft SQL statementto order and group data, join tables, refine queries, and alter tables and their data.For example, you can use UPDATE, INSERT, and DELETE statements.

Important: This clause and operator functionality goes beyond the scope of thisdocumentation. For more information about advanced SQL querying, see yourMicrosoft documentation or Microsoft online help.

Use of semicolon in Microsoft SQL statementsIn the Query Builder in IBM Cognos FSR, use of the semicolon is not supported.

The Query Builder windowIn the Query Builder in IBM Cognos FSR, you can create custom Microsoft SQLdata queries and retrieve the results into a report.

To open the Query Builder, click Tools > Query Builder. The Query Builderwindow opens, as shown in the following illustration:


�A� - Query Designer pane and Query Result pane

�B� - Query Properties icon

�C� - Tables & Views pane

�D� - SQL Statement pane

�E� - Query Description

The Query Designer pane is used to construct the query. The SQL Statement panedisplays the actual SQL statement parameters as it is being built. This is thelocation where you can edit the statement.

The columns shown in the Query Designer pane are used to perform all necessaryoperations with query output columns and expressions. You can input parametersto define field aliases, sorting and grouping, and define criteria.

The Query Result pane displays the results that the query returns when it is run.

The Tables and Views pane is at the right. You can use it to browse the databaseand select parts of it to include in your query.

In the Query Builder toolbar, you can switch between the main query andsubqueries.

When you double-click the Query Properties icon or anywhere in the Main tab ofthe Query Designer pane, the Query Properties window opens. In the QueryProperties window, you can select more advanced query options to include in yourSQL query.

Figure 4. Query Builder window


The Query Builder toolbarsIn the Query Builder in IBM Cognos FSR, the toolbars contain helpful icons.

In the Query Designer pane and Query Result pane, the toolbar contains thefollowing main icons:

Table 16. Toolbar items in the Query Designer pane and Query Result pane of the QueryBuilder


New Query Used to open the Add Query window, where you cancreate a query and database connection.

Save Query Used to save the changes to your query.

Manage Queries Used to open the Queries Manager window, where youcan add, edit, or remove existing queries.

ManageConnections

Used to open the Connections Manager window, whereyou can add, edit, or remove existing databaseconnections.

Show querystructure

Used to display or hide the Query Structure pane, whichshows the structure of the query in a hierarchical view.

Refresh Metadata Used to refresh the parameters used in Query Builderfor the query being worked on.

For Microsoft SQL statements, the toolbar contains the following icons in the SQLStatement pane:

Table 17. Toolbar items in the SQL Statement pane of the Query Builder


Run Query Used to run the query in the SQL Statement pane. If youdid not save changes to your query, you are prompted tochange them first.

Design Query Used to return to the Query Designer after you run thequery.

General process for building a queryIn the Query Builder in IBM Cognos FSR, Microsoft SQL statements have a specificsyntax and require certain information, which can be the difficult part tounderstand. When you select what you want to include in the SQL statement,Query Builder structures the statement correctly.

About this task

Although the Query Builder contains a great deal of functionality, the main stepsof building a query are always the same. For more information, see “Building aquery” on page 62.

Procedure1. Open any report.2. Click Tools > Query Builder. The Query Builder opens.3. Select a predefined query and a valid database connection.


4. Drag the table that contains information you want to query from the Tables &Views pane into Main tab of Query Designer pane.

5. In the table that you selected, select the check box beside the items that youwant to query.

6. Refine the query by selecting properties in the Query Designer pane.7. Run the query and view the results.

Creating a queryYou can use the Query Builder in IBM Cognos FSR to create a query.

About this task

When you use the Query Builder for the first time in a new report, or if there areno queries or connections already defined, you are prompted to create one.

Procedure1. Open any report.2. Click Tools > Query Builder. The Query Builder opens.

If there are no queries saved, the No Queries found window opens, andinstructs you to create a query.

3. Click OK. The Add Query window opens.4. Complete the following fields:

v Query Name. Enter a unique name for the queryv Server Type. Select a valid server:

– Microsoft SQL Server 2000 or 2005– Microsoft Access JET 3 or 4– Oracle 7, 8, 9 or 10– IBM DB2®

– OLE DB– ODBC

v Connection Name. If a previous connection was defined, you can select it byselecting the name from the list.

v Connections. This button displays the Connections Manager window, whichis used to add, edit, or delete database connections. If no connections exist,click Connections and add a new one. For more information, see “Adding adatabase connection to a query” on page 60.

v Comments. Optionally, you can enter some text to describe the purpose ofthe query that you are creating.

5. Click Save.6. Click Close.

Editing a queryYou can use the Query Builder in IBM Cognos FSR to edit a query.

Procedure1. Open any report.


2. Click Tools > Query Builder. The Query Builder opens. If you have only onequery, it opens. If you have more than one query, select the query that youwant to edit from the Current Query list.

3. Click the Manage Queries icon. The Queries Manager window opens.4. Select the query that you want to edit and click Edit. The Edit Query window

opens.5. Change the query name, server type, connection, or comments, as required.6. Click Save.7. Click Close.

Deleting a queryIf you no longer need a query, you can use the Query Builder in IBM Cognos FSRto delete the query.

Procedure1. Open any report.2. Click Tools > Query Builder. The Query Builder opens. If you have only one

query, it opens. If you have more than one query, select the query that youwant to edit from the Current Query list.

3. Click the Manage Queries icon. The Queries Manager window opens.4. Select the query that you want to delete and click Remove. A confirmation

window opens.5. Click Yes.6. Click Close.

Adding a database connection to a queryTo create a successful query in IBM Cognos FSR, you must define a dataconnection and then associate it to the query. You can do so anytime in the QueryBuilder, or when a new query is being created for the first time.



3. Perform one of the following steps:v In the Add Query window, click the Connections button.v In the Query Builder window, click the Manage Connections icon.The Connections Manager window opens.

4. To add a data connection, click Add. The Add Connection window opens.5. Enter the parameters for connection:

v Connection Name. Type a unique name to identify the connection that youare creating.

v Connection Type. From the list, select the type of connection. It can be oneof the following types:– Microsoft SQL Server Connection– Microsoft Access Connection– Oracle Connection


– OLE DB Connection– ODBC Connection

v Server Name. Enter the name of the SQL Server database.v Authentication. Depending on the authentication method used to connect to

the data, you can select either Windows authentication or SQL ServerAuthentication, which requires a valid username and password.

v Connect to Database. If the user has another SQL Server database assigned,you can select it here. Otherwise, select default.

6. To confirm that the connection is valid, click Test.7. Click Save.8. Click Close.

Editing a database connection to a queryYou can use the Query Builder in IBM Cognos FSR to edit a database connection toa query.

Procedure1. Open any report.2. Click Tools > Query Builder. If you have only one query, the Query Builder

window opens. If you have more than one query, select the query that containsthe connection that you want to edit from the Current Query list.

3. Click the Manage Connections icon. The Connections Manager window opens.4. Select the connection that you want to edit and click Edit. The Edit Connection

window opens.5. Change the connection name or type, as required:

v Connection Name. Type a unique name to identify the connection that youare creating.

v Server Name. Enter the name of the Microsoft SQL Server databasev Authentication. Depending on the authentication method used to connect to

the data, you can select either Windows Authentication or SQL ServerAuthentication, which requires a valid username and password.

v Connect to Database. If the user has another SQL Server database assigned,you can select it here. Otherwise, select default.

6. To confirm that the connection is valid, click Test. If you receive a messageindicating that the test is successful, click OK and proceed to the next step.Otherwise, check your parameters and test again.

7. Click Save.8. Click Close.

Deleting a database connection to a queryIf you no longer need a database connection to a query, you can use the QueryBuilder in IBM Cognos FSR to delete the connection.

About this task

Restriction: You cannot delete a connection that is the only connection for aparticular query. If you try to do so, the Dependency window opens, listing thename of the query. To delete the connection, you must also delete the query. Formore information, see “Deleting a query” on page 60.


Procedure1. Open any report.2. Click Tools > Query Builder. If you have only one query, the Query Builder

window opens. If you have more than one query, select the query that containsthe connection that you want to edit from the Current Query list.

3. Click the Manage Connections icon. The Connections Manager window opens.4. Select the connection that you want to delete and click Remove. A confirmation

window opens.5. Click Yes.6. Click Close.

Building a queryYou can use Microsoft SQL statements in the Query Builder in IBM Cognos FSR tobuild a query.

Before you begin

These steps assume that you have already created at least one query. If there areno queries created, you must perform additional steps before you can use theQuery Builder. For more information, see “Creating a query” on page 59.



3. Optionally, you can click the Show query structure button to view thestructure as it is built.

4. Drag the table that contains information you want to query from the Tables &Views pane into the Main tab of Query Designer pane.

5. In the table you selected, select the check box beside the items that you wantto query. As you select items in the table, the related SQL parameters areadded.

6. Refine the query by selecting the SQL parameters that you want in the QueryDesigner pane, as shown in the following table.

Important: For more information about how these parameters work with yourSQL query, see your Microsoft documentation or Microsoft online help.

Table 18. Query Builder parameters

Parameters Description

Output Select this check box to include the item in the result set whenthe query is run.

Expression Click the list to select another item in the table, or keep the oneyou already selected.


Table 18. Query Builder parameters (continued)


Aggregate You can define how the result set is aggregated when the queryis run:

Avg

Avg Distinct

Checksum_Agg

Checksum_Agg Distinct

Count

Count Distinct

Count_Big

Count_Big Distinct

Max

Max Distinct

Min

Min Distinct

StDev

StDev Distinct

StDevP

StDev Distinct

StDevP

StDevP Distinct

Sum

Sum Distinct

Var

Var Distinct

VarP

VarP Distinct

Alias If you want to give the selected item from the table anothername, you can type it in this field as you want it to appear.

Sort Type The result set can be displayed in ascending or descendingorder.

Sort Order When you have multiple items selected for output, you can usethis parameter to determine the sort order. Select a number fromthe list on each row, or type in the field.

Grouping This setting is used to group the result set by one or morecolumns. One row is returned for each group.


Table 18. Query Builder parameters (continued)


Criteria When you are applying further criteria, you can use this field tospecify the location for the criteria for groups or for values.

Or Use this field to open the Parameter Selection window. You cancreate an expression by using a distinct value, or by entering aquery variable. For more information about query variables, see“The Query Variables table” on page 141.

Or Use this field to add the OR condition to your SQL statement.When you click this field, the Parameter Selection windowopens, where you can create an expression using a distinctvalue, or by entering a query variable. For more informationabout query variables, see “The Query Variables table” on page141.

7. Right-click in the pane, and click Validate Query. The query is validated.8. Click the Run Query icon, and view the results.9. To refine your SQL statement, you can double-click the workspace of the

Main tab to access the Query Properties window. Use parameters in yourstatement, as shown in the following table:

Table 19. Query Properties window

Parameter Description

Default Select Default to use the standard SELECT statement. Nooptional clauses or operators are used to edit what thestatement returns. For example:

SELECT column_namesFROM table_name

DISTINCT Some of the columns in a table might have a value that occursmore than once. Although this situation in itself is not aproblem, you might sometimes want to list only the differentvalues found in a table. Select the DISTINCT keyword to returnone distinct instance of each value that occurs, and excluderepeat instances of the same value. For example:

SELECT DISTINCT column_namesFROM table_name

ALL Select ALL to retrieve all of the values that meet the conditionsspecified in the SQL statement.

TOP Select TOP to add a top number (N) selection to the query thatyou are building. After this setting is enabled, further optionsare available, and more than one can be selected:

v To retrieve top N records: Select TOP and type the number thatyou want to retrieve.

v To retrieve top N records as a percent: Select TOP, type thenumber you want, and select the PERCENT check box.

v To retrieve top N records with related ties: SelectTOP, type thenumber you want to retrieve, and select the WITH TIEScheck box.


Table 19. Query Properties window (continued)


INTO Select INTO to select data from one table and inserts it into adifferent table. The tables can even be from different databases.After enabling this setting, enter the name of the table to insertvalues into. For example:

SELECT *INTO NewTableName[IN ExternalDatabaseName]FROM OldTableName

GROUP BY Select GROUP BY to group the result set by one or more columns.One row is returned for each group:

Select ALL to include all groups and result sets, even the groupsand results sets that do not have any rows that meet the searchcondition specified. When you select ALL, null values arereturned for the summary columns of groups that do not meetthe search conditions.Restriction: ALL cannot be used with CUBE or ROLLUP in astatement.

v None. Statement will not use CUBE or ROLLUP

v WITH CUBE. In addition to the usual rows provided byGROUP BY, this returns summary rows into the result set usingthe cube.

v WITH ROLLUP. Specifies that in addition to the usual rowsprovided by GROUP BY, summary rows are retrieved into theresult set using the rollup.

For example:

SELECT column_namesFROM table_nameGROUP BY column_AWITH CUBE

10. To insert variables into your query, see “Inserting a variable into a query.”11. To create a join between two tables, see “Creating a join between two tables

for a query” on page 66.12. To validate your query, see “Validating a query” on page 66.13. You can continue to edit the query as required and run it again until you get

the results that you want.14. When you are finished designing your query, save your changes and close the

Query Builder.

Inserting a variable into a queryAt any time while you are using Microsoft SQL statements to build your query inthe Query Builder in IBM Cognos FSR, you can insert a variable.



3. In the Current Query list, select the query that you want.


4. In the SQL Statement pane, click where you want to insert the variable,right-click, and click Insert Variable. The Query Variables window opens.

5. Select the variable and click OK.

Results

The variable is inserted into the query statement.

Validating a queryAt any time, you can validate the Microsoft SQL statements in your query in theQuery Builder in IBM Cognos FSR.



3. In the Current Query list, select the query that you want to validate, right-clickthe SQL Statement pane, and click Validate Query.

Results

The query is validated.

Creating a join between two tables for a queryAt any time while you are building your query in the Query Builder in IBMCognos FSR, you can usea Microsoft SQL statements to insert a join between twotables.

Before you begin

These steps assume that you have already created at least one query. If there areno queries created, you must perform additional steps before you can use theQuery Builder. For more information, see “Creating a query” on page 59.



3. Use the Current Query list to select the query that you want.4. Optionally, you can click the Show Query Structure button to view the

structure as it is built.5. Drag the tables that contain information that you want to join from the Tables

& Views pane into Main tab of the Query Designer pane.6. In the Main tab, left-click a table and drag the mouse over on top of the other

table. Release the left mouse button. A join is created.7. To edit the link properties, right-click the join, and click Properties. The Link

Properties window opens.v To include all of the table in a query, select the Select All from Left or Select

All from Right check boxes.


v For a join, the default is always an equal comparison between tables. You canalso select other comparison operators (for example, <=, >=, <>, and =).

8. Click OK. The SQL statement is updated in the SQL Statement pane.9. Repeat the process for further joins as required.



Chapter 9. Workflow and auditing features

In IBM Cognos Financial Statement Reporting (FSR), workflow is used to track theprogress of a report object (Excel, Word, or checklist objects) towards completion.The administrator creates an approval process for each object.

The administrator can create a customized workflow process for each object, andthen copy the workflow process to another object or checklist.

The administrator can advance or reject an object through all the statusesconfigured for that object. A user can only advance the current status to the nextstatus in the approval chain, or reject and revert an object to its previous status.

The administrator can configure a workflow to apply a status when a conditionchanges. This feature is important when you want to conditionally control theprogress of an object through completion.

Cognos FSR supports blacklining. It has an audit trail feature that records everysubmission to the Cognos FSR database, along with the user name and date ofsubmission. It can be used to view all status changes to Excel and Word objects inthe report. Cognos FSR uses the Track Changes feature of Microsoft Excel andMicrosoft Word to perform comparisons between a current and previous version ofan object.

Workflow configurationWorkflow is used to track the progress of a Word, Excel, or checklist object towardscompletion in a report in IBM Cognos FSR. The administrator can design a customworkflow process for the object that includes any number of steps in the approvalprocess and for various users.

When a new object is created in a report, no workflow status is configured for theobject. The Current Status field in the Properties pane displays the followingmessage: No Status

Restriction: If a user does not belong to the workflow process for an object, anychanges made by the user to the object are not saved.

The administrator can design a custom workflow process for an object by draggingand dropping in the Workflow window.

The administrator can change the workflow to any status, even if it is not in theworkflow chain. A user can select only a status that is part of the definedworkflow chain. Users are restricted to advancing the workflow status only forobjects that they are assigned to.

The administrator can customize the look and feel of the workflow status featurein the following areas:v The status items available for selection.v The icon that represents the status itemv Which user groups can select the workflow status item.v The order of appearance for the status items.


v If the object can be edited when the workflow status item is selected.v The sequence that the workflow status items appear in as the user advances

through them.v The font and background color of the status items.

The Workflow toolbarThe Workflow toolbar contains icons that provide functionality specific to IBMCognos FSR.

The Workflow toolbar contains the following icons:

Table 20. Workflow toolbar icons


Undo, Redo. andDelete

Used to undo and redo actions, and to delete items.

Copy Workflow Used to copy the workflow process for use in otherobjects.

Paste Workflow Used to paste the workflow process into another object.

Zoom in andZoom Out

Used to increase or decrease the view of the workflowprocess.

Zoom to Fit Used to return the workflow process to its normalviewing size.

Refresh Used to update the workflow process in Cognos FSR.

AssignUsers/Groups toWorkflow Status

Used to assign users or user groups to workflow status.

Edit Body ofEmail Sent WhenWorkflow StatusChanged

Used to edit the body of and email sent when theworkflow status changes.

Set Due Date Used to set a due date for the workflow.

Apply conditionwhen statuschanges

Used to apply a condition when the workflow statuschanges.

Setting up workflow statusesWorkflow statuses that are available in the Workflow window are created using theWork Flow resource table in IBM Cognos FSR.

Before you begin

Before you can select a status in a workflow process, the status must exist in theWork Flow table.

Procedure1. Open the report containing the object with the workflow that you want to

configure.2. Click Administration > Resources. The Resource Table Name window opens.


3. From the menu, select the Work Flow table.4. Click OK. The Resource window opens and displays the current statuses in

use, as shown in the following table:

Table 21. Resource window

Column ID Description

Status Name Unique identifier that is automatically applied to everyworkflow status item in the table. Non-editable.

Image Associate any image or picture to the status item.

Sort Order Control the order of appearance for each status item in thetable.

Back Color Apply a background color to the Current Status propertysetting.

Preview View a preview of the workflow.

v To add a status, click Add Status, and populate the other columns asrequired.

v To edit a status, click its cell and edit the content.v To change the image that represents a workflow item, click its cell, and then

click its icon. The Resource N/A window opens. Select the new image andclick Open.

v To change text, click its cell and type new text.v To change the background color of a workflow item, click its cell, and then

click a color in the color chart that opens.v To delete a status, click its cell, click Remove Status, and click Yes in the

confirmation window.5. Click Refresh.6. Click Close.

Designing a workflow processA workflow describes the actions that users must complete for a particular object inIBM Cognos FSR. For each object, you can design a workflow process.

Procedure1. Open the report containing the workflow that you want to configure.2. In the Section pane, click an object.3. In the Properties pane, click the Show Workflow icon next to the Current

Status property. The Workflow window opens.v Drag the workflow items that you need for the workflow.v To build relationships between workflow items, left-click and hold the mouse

button, and then drag the cursor to the item that you want to associate it to.4. Click OK to save the changes and exit the workflow diagram for that section.

Assigning a user to a workflow processWhen you design a workflow process for an object in IBM Cognos FSR, you mustassign users to the workflow.

Chapter 9. Workflow and auditing features 71

Procedure1. Open the report containing the workflow that you want to configure.2. In the Section pane, click the object that you want to add users to.3. In the Properties pane, click the Show Workflow icon beside the Current

Status property. The workflow diagram opens.4. Select the workflow item and drag it into the diagram. If the item exists in the

diagram, you can right-click to select it.5. While the item is selected, click the Assign Users/Groups to Workflow Status

icon. The Assign Users/Groups window opens.6. To select a user, select the check box beside the user name.7. Click OK to save your changes.

Setting a workflow due dateWhen you design a workflow process for an object in IBM Cognos FSR, you mustset a workflow due date.

Procedure1. Open the report containing the workflow that you want to configure.2. In the Section pane, click the object that you want to set a workflow due date

for.3. In the Properties pane, click the Show Workflow icon beside the Current

Status property. The workflow diagram opens.4. Select the workflow item and drag it into the diagram. If the item exists in the

diagram, you can right-click to select it.5. While the item is selected, click the Set Due Date icon. The Set Workflow Due

Date window opens.6. Select a date and click OK.7. Click OK to save your changes.

Conditions for workflow status changesYou can configure a condition as part of the workflow process in IBM Cognos FSR.The workflow status can be advanced only when the condition is met.

This feature relies on the use of an object variable ##WR (workflow rule variable).The object variable identifies the condition to be used to determine whetherworkflow status is allowed to be advanced.

Workflow can also be configured to advance the status conditionally, when aparticular set of conditions occurs. For example, if object XYZ must be completedbefore you can advance the workflow status of object ABC, you can set up aconditional status check for ABC. The conditional status check prevents the statusof object ABC from being changed until object XYZ is completed.

Another common business use is to configure a value check. A condition can becreated to determine whether the value is as expected. If not, workflow cannot beadvanced.

Applying a value check condition to a workflow statusWhen you design a workflow process for an Excel object in IBM Cognos FSR, youcan apply a value check condition to the workflow.


About this task

Important: As the administrator, you can perform the steps in this procedure tocreate a value check condition. However, if you want to test the condition toensure that it performs correctly, you must log in to Cognos FSR as a user.

Procedure1. Open the report containing the workflow that you want to configure.2. In the Section pane, click the Excel object where you want to apply a value

check condition.3. In the Display worksheet of the Excel object, type the object variable (##WR) in

a cell outside the display area, as shown in the following table:

Table 22. Variable code for value check conditions

VariableCode

VariableType Example Description

##WR WorkflowRuleVariable

##WR | Rule Name |Conditional Rule

Where:

##WR = the variable (first cell).

Rule Name = the name of therule (second cell).

Conditional Rule = thecondition that you want tocheck for (third cell).

This variable is used with theworkflow feature to set up acondition. It prevents workflowstatus from being advanceduntil the condition is met.

Cognos FSR checks for thisvariable. If the variable isfound, the rule is available forselection in the workflow.

The contents of the two cellsimmediately to the right of thisvariable code determine theunique name for the variable,and the value.

4. For ##WR variable, enter the condition to be checked. The condition can beany value or Excel formula. The following table provides examples:

Table 23. Workflow formulas for value check conditions

Workflow formula Description

=IF((Display!E10>2500),1,0) This Excel formula checks to see whether cell E10in the Display worksheet is greater than 2500. Ifit is, the condition is set to 1 (true). Otherwise, itis 0 (false). Workflow can be configured not toadvance for the object until this condition is met(where E10 is greater than 2500).

=IF((Display!E25=“Text”),1,0) This Excel formula checks to see whether cell E25in the Display worksheet is equal to TEXT. If it is,the condition is set to 1 (true). Otherwise, it is 0(false). Workflow can be configured not toadvance for the object until this condition is met(where E25 is equal to the word TEXT).

5. In the Cognos FSR toolbar, click Save Changes.6. Click the Show Workflow icon. The Workflow window opens, and displays

the workflow diagram that was configured for that section.7. Determine the status that you want to set a condition for, and select the arrow

joining that workflow status to the prior one.


8. In the Workflow window, click the Apply a Condition When Status Changes

icon. The Apply condition when status changes window opens.9. The rule you created earlier is now available in the list of the window. Select

it and click OK.10. Click OK to exit the Workflow window. The condition is now configured for

use with workflow.11. In the Cognos FSR toolbar, click Save Changes.

Applying a status check condition to a workflow statusWhen you design a workflow process for an Excel object in IBM Cognos FSR, youcan apply a status check condition to the workflow.

About this task

In this scenario, the Excel object you are working on (CASHFLOW) cannot beapproved until another object is completed first (CASH).

In this situation, preventing the status of an object from being changed until acondition is met involves the use of both ##WS and ##WR variables. The ##WSvariable retrieves the status of an object found elsewhere in the report. Once thatstatus is available in your Excel object, you can use the ##WR variable to create aconditional status check.

The following procedure demonstrates how to configure workflow for the CASHFLOWobject to check the status of another object called CASH.

Important: As the administrator, you can perform the steps in this procedure tocreate a status check condition. However, if you want to test the condition toensure that it performs correctly, you must log in to Cognos FSR as a user.

Procedure1. Open the report containing the Excel object with the workflow that you want

to configure.2. In the Section pane, click the Excel object where you want to apply a status

check condition.3. In the Display worksheet of the CASHFLOW Excel object, type the object variable

parameters (##WS | CASH) in adjacent cells outside the display area, as shownin the following table:

Table 24. Variable code for status check conditions

VariableCode

VariableType Example Description

##WS WorkflowStatusVariable

##WS | CASH |

Where:

##WS = the variable (first cell).

CASH = the Cognos FSR objectname (second cell).

The third cell displays theactual workflow status.

This variable can be used toretrieve the status of anotherobject within the Cognos FSRreport.

The contents of the cellimmediately to the right of the##WS variable code determineswhich Cognos FSR object statusis retrieved. The result isdisplayed in the adjacent cell(in this case CASH).


4. In the Cognos FSR toolbar, click Save Changes. The ##WS variable value isretrieved.

5. In the Display worksheet of the CASHFLOW Excel object, type the object variableparameters for the ##WR variable, and enter the condition to be checked.Specifically in this scenario, it checks for the status retrieved by the ##WSvariable, as shown in the following table:

Table 25. Workflow formula for status check conditions

Workflow formula Description

=IF((E25=“APPROVED”),1,0) This Excel formula checks to see whether cell E25in the Display worksheet is equal to APPROVED. Ifnot, the status for the CASHFLOW object is set to 0(false). Otherwise, it is 1 (true). Workflow can beconfigured to prevent the CASH object status frombeing changed until this condition is met (whereE25 is equal to the word APPROVED).

6. Save the changes to the Cognos FSR object.7. Click the Show Workflow icon. The Workflow window opens, and displays

the workflow diagram that was configured for that section.8. Determine the status that you want to set a condition for, and select the arrow

joining that workflow status to the prior one.9. In the Workflow window, click the Apply a Condition When Status Changes

icon. The Apply condition when status changes window opens.10. The rule you created earlier is now available in the list of the window. Select

it and click OK.11. Click OK to exit the Workflow window. The condition is now configured for

use with workflow.12. In the Cognos FSR toolbar, click Save Changes.

Reusing an existing workflow processTo save time in constructing a workflow diagram for every section of a report inIBM Cognos FSR, you can copy a completed workflow process and reuse it inanother workflow.

About this task

An approval process can be applied to every report section.

Procedure1. Open the report containing the workflow process that you want to copy.2. Select the section containing the workflow that you want to copy.3. Click the Show Workflow icon. The Workflow window opens, and displays the

workflow diagram that was configured for that section.

4. In the Workflow window, click the Copy icon.5. Navigate to and select the section that you want to copy the diagram to, and

click the Show Workflow icon. The Workflow window opens for that section.

6. In the Workflow window, click the Paste icon. The workflow diagramopens in the window for that section.

7. Click OK to save the changes and exit the Workflow window.


Workflow status updatesIn the Properties pane, the Current Status field can be updated at any time by anadministrator, or by a valid user in the workflow approval process in IBM CognosFSR.

Setting the default status of a workflow processYou can set each object in a report in IBM Cognos FSR to display a default statusin the workflow process.

Procedure1. Open the report containing the workflow that you want to configure.2. In the Section pane, click the object that you want to set the default status for.

3. Click the Show Workflow icon. The Workflow window opens.4. Right-click the text (not the icon) of the status that you want to select, and click

Set as Default Status.5. Click OK to exit the Workflow window and return to the Report Design

window. When you click another object to continue your work, Cognos FSRprompts to save the change of default status through the report.

6. Click Yes to save the changes and close the Workflow window.

Setting a workflow status item as editableWhen a status of a workflow in IBM Cognos FSR is selected in the approvalprocess, the object might or might not be editable. The editable status determineswhether users can edit the object after a status is selected.

About this task

The editable status is determined by the administrator during the configuration ofa workflow process.

Procedure1. Open the report containing the workflow that you want to configure.2. In the Section pane, click the object that you want to set as editable.3. In the Properties pane, click the Show Workflow icon beside the Current

Status property. The workflow diagram opens.

4. Click the Show Workflow icon. The Workflow window opens.5. Right-click the text (not the icon) of the status that you want to mark as

editable, and click Editable from the menu.6. Click OK.

Results

The changes are saved, and any object with this status is editable by users whohave access to it.

Editing the status of a workflow processIf necessary, you can edit the status of a workflow process in IBM Cognos FSR.


Procedure1. Open the report containing the workflow that you want to edit.2. In the Section pane, click the object whose status you want to edit.

3. Click the Show Workflow icon. The Workflow window opens, and thestatus of the object is highlighted in red.

4. Right-click the status that you want to select, and click Move to This Status.5. When a new status is selected, Cognos FSR detects the change and displays a

window to prompt the user to send email notification to the owner.v Click Yes for the option to send an email.v Click No to update the status without sending a notification email.

Results

The object is updated with the new status.

Connecting a workflow process to the databaseYou can connect a workflow process to, or disconnect a workflow process from,the Cognos FSR database at any stage, as predefined in the workflow process.

About this task

If the workflow item is not connected, [D] is displayed in the Current Status list.

Procedure1. Open the report containing the workflow that you want to configure.2. In the Section pane, click the object containing the workflow.

3. Click the Show Workflow icon. The Workflow window opens.4. Right-click the workflow item that you want to connect or disconnect, click

Connected to data source, and click one of the following options:v Click Enable to connect the workflow process to the data source. A check

mark appears to indicate that the workflow item is connected to the datasource.

v Click Disable to disconnect the workflow process from the data source. Nocheck mark appears.

Results

The workflow item is updated. If the workflow process is disconnected from thedata source, the following message appears below the workflow icon:Disconnected

Email notificationYou can use the email notification feature in IBM Cognos FSR to create automatedemails to users. You can use this feature to reduce a repetitive task, and toautomatically include any required information.

For example, when a user changes the workflow status for an Excel or Wordobject, you might want to remind the user to notify the person responsible forcompletion of the object. The automated email reminds the user to send anotification email to the user assigned to that object.


Configuring email notification in workflowYou might want users to send an email notification when they forward an object tothe next step in the approval process in IBM Cognos FSR. You can configure theworkflow to include a default message in the email.

Procedure1. Open the report containing the workflow that you want to configure.2. In the Section pane, click the object that you want to set up email for.

3. In the Properties pane, click the Show Workflow icon beside the CurrentStatus property in the Properties pane. The Workflow window opens.

4. Left-click the arrow between two workflow items, and then click the Edit bodyof Email sent when workflow status changed icon. The E-mail Messagewindow opens.

5. Enter the default text message that you want to include in the email that occurswhen the workflow is advanced to the next status, and click OK. Your text issaved.

6. Click OK to save your changes and exit the Workflow window.

Setting email notification for workflowYou can use the email notification feature to send an automated email to theassigned user of a workflow in IBM Cognos FSR.

Procedure1. Open the report that you want to send an email about.2. In the Section pane, click the Excel or Word object that you want to send an

email about.3. In the Cognos FSR toolbar for the Excel or Word object, click the Send Email to

Assigned User icon. A selection window opens:v Click Yes if you want to send the email to all users associated to the

workflow.v Click No if you want to send an email only to the assigned user for the

object.

A new email is created with key information related to the section. The emailincludes the email address of the assigned user.

Important: You can send email to a user only if a valid email address for theuser is entered in Cognos FSR. For more information, see “User administration”on page 133.

4. Add further detail to the email as required, and click Send. The email isdelivered.

Important: When you advance the workflow process, you can send an emailonly if the default email client is running. If the email client is not open, theemail is not sent, and it does not appear in the Outbox of the email client.

Progress reports and audit reportsYou can use a progress report or audit report to monitor information about areport in IBM Cognos FSR.


A progress report provides a detailed view of the status of objects. An audit reportprovides a detailed analysis of all changes to the Cognos FSR database. Bothreports can be run at any time by the administrator or any user who hasadministrative access to the feature.

Important: Progress and audit reporting are tasks that are normally performedonly by the administrator. You can delegate some administrative tasks to a user oruser group if you want. For more information, see “User administration” on page133.

The interfaces for a progress report and an audit report have similar functionality.However, for a progress report, you can click the Refresh icon to update the dataat any time. You can also click Export to Excel to copy the progress report into anexternal Microsoft Excel file.

Creating a progress reportYou can create a progress report for a report in IBM Cognos FSR.

Procedure1. Open the report that you want to generate a progress report for.2. Click Tools > Progress Report. The Progress Report window opens.3. Changes are sorted alphabetically by section and then by object. You can

perform several types of tasks with the data:v To refresh the data in the report, click Refresh in the menu, or right-click the

report and click Refresh.v To copy the data into Excel for further analysis, click Export to Excel in the

menu. Alternatively, right-click the report, and click Export To Excel.v To filter the data that is displayed in the report, see “Filters” on page 15.v To add or remove columns in the report, see “Adding and removing columns

in a report” on page 80.v To group items in the report, see “The Group By pane” on page 81.v To change the appearance of the report, right-click any column header, and

click one of the following options:

Table 26. Options for progress reports

Option Description

Sort Ascending Selected column is sorted in ascending order (A to Z).

Sort Descending Selected column is sorted in descending order (Z to A).

Clear Sorting Resets report sorting to default.

Group By This Column Groups the other fields in the progress report by the oneselected.

Group By Box Controls how the report items are organized and displayed inthe progress report.

Column Chooser Displays the Customization window, which allows the reportuser to customize the layout. It enables the report user to add orremove fields from the progress report via drag-and-drop.

Best Fit Resizes the selected column in the report.

Clear Filter Removes any unapplied filters from the report.

Filter Editor Displays the Filter Builder window, which allows the reportuser to create customized filters.


Table 26. Options for progress reports (continued)

Option Description

Best Fit (all columns) Resizes all of the columns being displayed in the report.

4. When you are finished, click Close. The Report Design window opens.

Creating an audit reportYou can create an audit report for a report in IBM Cognos FSR.

Procedure1. Open the report that you want to generate an audit report for.2. Click Tools > Audit Report. The Audit Report window opens.3. Changes are sorted alphabetically by section and then by object. You can

perform several tasks with the data:v To refresh the data in the report, right-click the report, and click Refresh

Data.v To copy the data into a Microsoft Excel file for further analysis, right-click

the report, and click Export Data.v To filter the data that is displayed in the report, see “Filters” on page 15.v To add or remove columns in the report, see “Adding and removing columns

in a report.”v To group items in the report, see “The Group By pane” on page 81.v To change the appearance of the report, right-click any column header, and

click one of the following options:

Table 27. Options for audit reports

Option Description

Sort Ascending Selected column is sorted in ascending order (A to Z).

Sort Descending Selected column is sorted in descending order (Z to A).

Clear Sorting Resets report sorting to default.

Group By This Column Groups the other fields in the audit report by the one selected.

Group By Box Controls how the report items are organized and displayed inthe audit report.

Column Chooser Displays the Customization window, which allows the reportuser to customize the layout. It enables the report user to add orremove fields from the audit report via drag-and-drop.

Best Fit Resizes the selected column in the report.

Clear Filter Removes any unapplied filters from the report.

Filter Editor Displays the Filter Builder window, which allows the reportuser to create customized filters.

Best Fit (all columns) Resizes all of the columns being displayed in the report.

4. When you are finished, click the Close button at the top right corner of thewindow. The Report Setup window opens.

Adding and removing columns in a reportYou can add columns to, or remove columns from, a report in IBM Cognos FSR.


Procedure1. Open the report that you want to configure.2. Right-click a column header, and click Column Chooser. The Customization

window opens.3. To remove a column from the report view, click a column header, and drag it

into the Customization window.4. To include a column header within the report, drag the column header from

the Customization window back into the report.5. Repeat for other columns as necessary. Click the Close button at the top

right corner of the window.

The Group By paneYou can control how report items are organized and displayed in a progress reportin IBM Cognos FSR.

The Group By pane controls how report items are organized and displayed in aprogress report, as shown in the following illustration:

�A� - Group By pane

Opening and closing the Group By paneWhen you want to configure a progress report in IBM Cognos FSR, you can usethe Group By pane to configure columns.

Before you begin

The progress report remains organized using previously selected parameters, evenif the Group By pane is closed.

Procedure1. Open the report that you want to configure.2. Right-click a column header, and click Group By Box.

Figure 5. Group By pane


Results

If the Group By pane was closed, it opens. If the pane was already available, itcloses.

Creating a report view with the Group By paneIn IBM Cognos FSR, you can use the Group By pane to structure the appearance ofinformation in a progress report.

Procedure1. Open the report that you want to configure.2. Drag a column header into the Group By pane to create the initial view. The

report is sorted based on the selected column header.3. Continue to build the view by dragging other column headers into the Group

By pane as required. Create the sort order you want by releasing the columnheader in the position where you want it to appear.

4. For each column header in the Group By pane, click the up arrow or downarrow to set the order to ascending or descending.

Results

The progress report displays information using the parameters that youconfigured.

Filtering a progress report or audit reportIn a progress report or audit report, you can use the same filter functionality thatis common to other features in IBM Cognos FSR.

For more information about how to use filter functionality, see “Filters” on page15.

SnapshotsA snapshot can be used for comparing reports that are generated in IBM CognosFSR.

If the snapshot output option is selected when a report is generated, Cognos FSRsaves a snapshot of the report.

Viewing snapshotsYou can use snapshots to compare reports that were generated in IBM Cognos FSR.You can view documents that are saved as a snapshot.

Procedure1. Ensure that the report that contains the snapshot that you want to view was

generated with the Saved as Snapshot option.2. Open the report.3. Click Tools > Snapshot. The Snapshots window opens, with all of the currently

available snapshots listed in the window.4. Left-click the snapshot, and then click View.


Results

The snapshot opens in Microsoft Word.

Compare versions of a document with snapshotsYou can use snapshots to compare two versions of a document in IBM CognosFSR. You can see what was deleted from the earlier version and what was addedto the later version.

Procedure1. Ensure that the report that contains the snapshot that you want to view was


available snapshots listed in the window.4. To select any two snapshots, press Ctrl and click each snapshot.5. Click Compare.

Results

The snapshots open in Microsoft Word, with any differences identified.

Deleting a snapshotIf you no longer need a snapshot in IBM Cognos FSR, you can delete it.

Procedure1. Ensure that the report that contains the snapshot that you want to delete was


available snapshots listed in the window.4. Click the snapshot that you want to delete, and click Delete. A confirmation

window opens.5. Click Yes.



Chapter 10. Account reconciliation

In IBM Cognos Financial Statement Reporting (FSR), you can configure accountreconciliation.

You can apply the account reconciliation feature in two ways:v In an Excel object, you can create a validation rule to conditionally check and

update the workflow status of an Excel object at rollover, using predefinedcriteria.

v For the account hierarchy, you can configure a process that reconciles an accountin Cognos FSR against another (external) account whose value is entered into auser-defined template within Cognos FSR. The workflow status of the CognosFSR account is updated based on predefined criteria.

In either method, the workflow for the object or account can be updated basedupon predefined conditions.

Enabling account reconciliation functionalityIf you want to use reconciliation in IBM Cognos FSR, you need to enable it foreach report that requires reconciliation.

Procedure1. Open the report that you want to enable account reconciliation for.2. In the Report Summary window, click Tools > Report Setup. The Report Setup

window opens.3. Select the report that you want to configure. For Report Type, click Account

Reconciliation.4. Click Update. The account reconciliation feature is enabled for the report.

Important: In the Cognos FSR interface, some field names change to moreaccurately reflect accounting terms related to the new functionality. Forexample, Submission Due Date changes to Book Closing Date.

Account reconciliation and validation in Excel objectsYou can use the reconciliation feature in IBM Cognos FSR to work with avalidation rule to conditionally check and update the workflow status of an Excelobject at rollover. If an object does not meet the predetermined criteria, the statuscan be held or changed.

Workflow status is advanced by user selection. Workflow status can also beautomatically and conditionally advanced for an object, based on the results ofvalidation criteria.

Each time that the reconciliation validation is run, the Report Summary page canalso be configured to update with the latest status of the object. As well, IBMCognos FSR can be configured to send a notification email to an assigned user.

The following list contains the main steps to set up reconciliation and validation:1. Enable account reconciliation functionality for the selected report.


2. Insert the AR workflow into an Excel object.3. In the Excel object, apply a conditional statement to determine the workflow

status if the condition occurs. For example, if two accounts do not reconcile to0, you might want the workflow status for the object to revert to an earlierstage.

4. Apply to other Excel objects as required.5. Run the Reconciliation validation on the report.

Inserting account reconciliation workflow into an Excel objectIf you are working with Excel objects in IBM Cognos FSR, you can insert theexisting workflow status for the Excel object as text. It appears in a new worksheet,and you can then use this information to build a reconciliation.

About this task

Every workflow item in the AR_Workflow worksheet has a unique defined namein the Excel object. As best practice, we use the defined name to build Excelformulas, because they do not change over time, unless the workflow item itself isdeleted. Because description names are sometimes changed, this method reducesrequired maintenance with formulas.

For example, Work in Progress is the third workflow item that was created in theWork Flow resource table. When the workflow items are copied into theAR_Workflow worksheet, the description Work in Progress appears, and thedefined name AR_Workflow_3 is automatically created in the worksheet.

Procedure1. Open the report where you want to configure account reconciliation.2. Open the Excel object.3. Open the worksheet.4. In the Excel object toolbar, click the Insert AR Workflow button. The current

workflow process is inserted into a new worksheet called AR_Workflow.

Important: Any unused workflow items that are not in active use in theworkflow are not inserted into the worksheet.


Applying a condition statement to advance the workflow in anExcel object

To create a process where workflow is automatically advanced in accountreconciliation in IBM Cognos FSR, you must apply an IF statement in the Excelobject that checks for an existing condition. The workflow might be advanced,depending on whether the condition set evaluates to true or false.

About this task

As best practice, the condition statement must reference the defined names in theAR_Workflow worksheet.

In the following scenario, this condition statement evaluates the total for the Cashaccount found in cell G22 of the Display worksheet. It also checks to see whetherthe value exceeds 5 million. If it does, the workflow status changes to Review. Ifnot, the workflow status remains as Work in Progress.


Procedure1. Open the report containing the AR_Workflow worksheet.2. Open the Excel object.3. Switch to the Display worksheet, and determine the cell value you want to

reference. Make a note of the cell coordinates for the data that you want.4. Switch to the AR_Workflow worksheet. In the column titled New Object

Status, enter an IF statement in cell B2 that checks for the condition that youwant. For example:v =IF (Display!G22>5000000,AR_Workflow!ARWORKFLOW_3,

AR_Workflow!ARWORKFLOW_1)

v Where:– G22 is the value for Cash in the Display worksheet of the Excel object.– ARWORKFLOW_3 is Review

– ARWORKFLOW_1 is Work in Progress


Reconciliation validationAfter a reconciliation validation is configured in IBM Cognos FSR, you canperform a reconciliation validation on selected sections of a report, or on the entirereport.

Validating all sections in an account reconciliation reportAfter a reconciliation validation is configured in IBM Cognos FSR, you canperform a reconciliation validation on the entire report.

Procedure1. Open the report containing the account reconciliation data that you want to

validate.2. Right-click in the Section pane, and click Reconciliation Validation for Entire

Report. A confirmation window opens when the validation is complete.3. Click OK to close the confirmation window. You can review the results on

workflow by looking at the statuses in the Report Summary window.

Validating selected sections in an account reconciliation reportAfter a reconciliation validation is configured in IBM Cognos FSR, you canperform a reconciliation validation on selected sections of the report.


validate.2. In the Section pane, select the sections that you want to validate. To select

multiple sections, press Ctrl and click each section that you want to select.3. Right-click, and click Reconciliation Validation for Selected Sections. A

confirmation window opens when the validation is complete.4. Click OK to close the confirmation window. You can review the results on

workflow by looking at the statuses in the Report Summary window.

Chapter 10. Account reconciliation 87

Account reconciliation in the account hierarchy interfaceYou can reconcile accounts in the Account Hierarchy interface against accounts inuser-defined templates in IBM Cognos FSR. The user-defined templates are createdin Cognos FSR.

Creating a user-defined template for account reconciliationYou can create a user-defined template for account reconciliation in IBM CognosFSR.

About this task

Creating a user-defined template, for account reconciliation, involves three steps:

Procedure1. Define layouts.2. Create templates, and assign templates to the layouts.3. Enter account information in the table for each template.

Results

After accounts are entered into the templates, the Account Hierarchy feature isused to specify what accounts will be reconciled against the accounts in thetemplates.

In the Account Hierarchy window, each account selected for reconciliation has onequery.

Tip: Queries are built using the Query Builder.

The query can be further customized for the account by editing any of thefollowing items:v Parameter namev Parameter valuev Parameter typev Workflow

Threshold conditions are then created for the account. Workflow users are assignedto the threshold condition set, to determine the action if the resulting value fromthe reconciliation is within or exceeds the threshold.

Reconciliation for accounts can be performed in two places:v Run Reconciliation button in the Account Hierarchy window reconciles

accounts that fit the dimensions specified in the Dimensions pane, against thoseaccounts in the user-defined templates.

v The Run Reconciliation button in the Report Setup window reconciles accountsthat fit the dimensions specified in the Dimension Intersection for CurrentReport pane against those accounts in the user-defined templates.

Important: For accounts to be reconciled through the Report Setup window, theircorresponding parameter types, for the query selected, must be set to Dimension inthe Account Reconciliation Query window.


After reconciliation, the following columns are updated in the account hierarchy:v Workflow Status: Displays the current workflow item for the accounts after

reconciliation. Depending on the results of running a reconciliation, theworkflow status can change each time.

v Workflow User: Displays the user assigned to the current workflow status forthe accounts being used.

v Result: Displays the resulting value after the reconciliation runs.

Account reconciliation tasksYou can perform several main tasks when you use the Account Reconciliationfeature in IBM Cognos FSR.

Preparing account reconciliation involves the following tasks:v Define layoutsv Create data entry templatesv Enter account information in the templatesv Add queries for accounts to be reconciled in the account hierarchyv Run the reconciliationv View results in the account hierarchy

The Layout windowYou can use the Layout window to create layouts for your account reconciliationtemplate in IBM Cognos FSR.

You can access the Layout window by clicking Tools > Account Reconciliation >Define Layout.v To refresh the current view of the table to the first layout in the Select Layout

list, click Refresh.v To save a layout, click Save.v To add a layout, click New.v To delete the row highlighted in the table, click Delete Field.v To delete the current layout. click Delete Layout.

Restriction: Layouts that are assigned to a template cannot be deleted. The userreceives an error message.v Click Close to exit the Layout window.

The Template windowYou can use the Template window to work with account reconciliation templates inIBM Cognos FSR.

The Template window can be accessed by clicking Tools > Account Reconciliation> Data Entry Template.v To refresh the Template table, click Refresh.v To save changes in the Template table, click Save.v To delete the template highlighted in the table, click Delete.v To exit the Template window, click Close.

The Data Entry windowYou can use the Data Entry window to enter account information for your accountreconciliation templates in IBM Cognos FSR.


The Data Entry window can be accessed by clicking Tools > AccountReconciliation > Data Entry. All of the fields defined for the layout of thetemplate appear as column headers in the table.v To refresh the Data Entry table, click Refresh.v To save changes, click Save.v To delete the row highlighted in the Data Entry table, click Delete.v To exit the Data Entry window, click Close.

The Account Reconciliation Query windowYou can use the Account Reconciliation Query window to add queries for accountsthat must be reconciled in IBM Cognos FSR.

The Account Reconciliation Query window can be accessed through the AccountHierarchy interface by performing one of the following actions:v Right-click an account in the hierarchy, and select Account Reconciliation.

v Click the ellipsis icon in the Query column of the account

In the Account Reconciliation Query window, you can perform the followingactions:v To refresh the window, click Refresh.v To clear the Query pane, click New.v To delete a query for an account, click Delete.v To save query changes for an account, click Save.v To exit the Account Reconciliation Query window, click Close.

The Account - Intersection Selection pane

The Account - Intersection Selection pane displays the account name, accountnumber, and the intersection of dimensions for the account. The dimensions areselected in the Dimensions pane of the Account Hierarchy interface.

The Query pane

The Query pane is used to select the query to be used for account reconciliation:v The Query Type list contains the type of queries that can be usedv The Query Name list contains predefined queries that can be used for account

reconciliation. These queries, and their parameters, are created in the QueryBuilder. For more information about creating queries, see Chapter 8, “QueryBuilder,” on page 53.

v The table displays parameters that were created for the query. These values canbe edited, and the changes reflect only in the selected record, as shown in thefollowing table:

Restriction: Users cannot add new parameters to the table. They can only editexisting parameters.

Table 28. Queries


Parameter Name The parameters that are defined for the query selected in theQuery Name list.

Parameter Value The value of the parameter. This value can be used only if theadjacent Parameter Type field is set to Fixed Value.


Table 28. Queries (continued)


Parameter Type Fixed Value: The value is derived from the adjacent ParameterValue column. Query Variable: The value is derived from aquery variable with the same name. For example, to retrieve thevalue for a query variable called {Current}, the parameter namewould be the same, {Current}.

Dimension: The value is derived from the relevant Cognos FSRdimension, as selected in the Account Reconciliation tab of theReport Setup window. For example. the current value for theFiscal Period dimension is set to Q1 in the Report Setupwindow. By using the Dimension parameter type, you canconfigure multiple accounts to use this value. The benefit to thismethod is efficiency. You can select your dimensions in theReport Setup window, and when you run the AccountReconciliation process, the values are applied to any accountsconfigured with the Dimension parameter type. Keyword: Thistype of parameter is used only for certain reserved wordswithin account reconciliation. The recognized keywords are:

{##AccountID}. Variable for the Cognos FSR account ID

{##AccountNumber}. Variable for the Cognos FSR accountnumber

For example, if the parameter type is set to Keyword when theAccount Reconciliation process is run, the query replaces thefollowing items:

##AccountID keyword with the account ID for the Cognos FSRaccount

##AccountNumber with the account number for the Cognos FSRaccount

The Workflow pane

The Workflow pane is used to create a workflow for the query. Items in theworkflow appear in the list. For more information about workflows, see Chapter 9,“Workflow and auditing features,” on page 69.

The Threshold pane

The Threshold pane is used to create the threshold conditions for the query:v In the Difference Threshold field, you can enter the numerical value for the

threshold that you want to set.v In the Difference Threshold list, you can select how you want to compare the

accounts, by Number or by Percentage.v In the In Threshold list, you can set the workflow action to be used if the

difference threshold is within the range.v In the Exceed Threshold list, you can set the workflow action to be used if the

difference threshold exceeds the range.


Configuring account reconciliationWhen you configure account reconciliation in IBM Cognos FSR, you must followseveral main steps.

Configuring account reconciliation involves the following main steps:1. Create layouts.2. Create templates.3. Enter the account information into the templates.4. Create queries for accounts to be reconciled.5. Run the reconciliation.

Creating a layout for account reconciliationYou can create a layout for account reconciliation in IBM Cognos FSR.


create a layout for.2. In the Layout window, click New.3. Enter the layout name in the Enter Name field.4. In the table, enter the field name in the New Name field.5. Use the Source Field list to select a field.6. Repeat until you have defined all your fields.7. Click Save. Your layout is saved.

Creating a template for account reconciliationYou can create a template for account reconciliation in IBM Cognos FSR.


create a template for.2. In the Template window, place your cursor in a new row of the Template

Name column. Enter the template name.3. In the Layout Name column, select a layout from the list.4. Click Save. Your template is saved.

Entering account information in an account reconciliationtemplateYou can enter account information in a template for account reconciliation in IBMCognos FSR.

Procedure1. Open the report containing the account reconciliation template that you want to

complete.2. In the Data Entry window, select the template from the Select Template list.

The fields defined in the template's layout appear as column headers in thetable.

3. For each row, enter the values in the fields.4. Repeat until you have entered all accounts.5. Click Save. The values for the template are saved.


Creating an account reconciliation query in an account hierarchyYou can create a query for an account in an account hierarchy in IBM Cognos FSR.


create a query for.2. In the Account Hierarchy interface, select the dimensions in the Dimensions

pane.3. Click Refresh. The account hierarchy refreshes for the dimensions specified.4. In the account hierarchy, highlight the account. Right-click the account, and

click Account Reconciliation. The Account Reconciliation Query windowopens.

5. In the Query pane, select the name of the query to use from the Query Namelist.

6. In the Workflow pane, select the workflow for the account.7. In the Threshold pane, enter the difference threshold value and action (number

or percentage).8. Select the workflow actions for In Threshold or Exceed Threshold.9. Click Save. Your query is saved for the account.

Selecting a query for an accountIf an account reconciliation query exists for an account in an account hierarchy,you can select the query in IBM Cognos FSR.

Procedure1. Open the report containing the query for account reconciliation data.2. In the Account Hierarchy interface, select the dimensions in the Dimensions

pane.3. Click Refresh. The account hierarchy refreshes for the dimensions specified.4. In the account hierarchy, highlight the account. Right-click the account, and

click Account Reconciliation. The Account Reconciliation Query windowopens.

5. Select a query from the Query Name list.6. Click Save. The query is associated with the account that you selected.7. Click Close. The Query column for the account in the hierarchy displays the

query name that you selected.

Running account reconciliation in the Account HierarchyinterfaceYou can run account reconciliation in the Account Hierarchy interface in IBMCognos FSR.

Procedure1. Open the account reconciliation report.2. In the Account Hierarchy interface, select the Dimensions on the left.3. Click Refresh. The account hierarchy refreshes for the dimensions specified.4. Click Run Reconciliation. A progress bar opens above the account hierarchy.


Results

The results for the dimensions that you specified are listed in the Results columnfor the accounts. The workflow status is changed.

Running account reconciliation in the Report Setup windowYou can run an account reconciliation in the Report Setup window in IBM CognosFSR.

Procedure1. Open the account reconciliation report.2. Click Tools > Report Setup. The Report Setup window opens.3. Select the report in the left pane.4. Navigate to the Account Reconciliation tab on the right.5. Select the dimensions from the Dimension Intersection for Current Report

table.6. Click Run Reconciliation. A progress bar appears, and results are shown in the

Account Hierarchy interface.

Match transactionsYou can use the Match Transactions interface to view transactional data recordsthat are being imported into IBM Cognos FSR, and to match records that are fromthe same transaction. You can view and accept those transactions that wereautomatically matched by Cognos FSR, or you can manually match thetransactions.

In either case, when you accept the transaction, Cognos FSR accounts are updatedwith the value.

Concept overviewWhen you match transactions, the data is brought into IBM Cognos FSR throughan Extract-Transfer-Load (ETL) process. For matching to work, the external filemust be in a format that is specified as part of the implementation.

The external file is brought into the AR_BankTransactions table. It is this table thatis displayed in the Match Transactions window.

After the external file is imported to the AR_BankTransactions table in thedatabase, Cognos FSR tries to make transaction matches by comparing theapproximate date, amount, and account name. The results of the matching processare displayed when you click Tools > Account Reconciliation > MatchTransactions. Initially, the transaction records that are unmatched are displayed inthe Match Transactions window. You can then apply filters to see all records,matched records only, or unmatched records only.

Match Transactions windowYou can use the Match Transactions window to match account reconciliationtransactions in IBM Cognos FSR.

To open the Match Transactions window, click Tools > Account Reconciliation >Match Transactions.v Click Refresh to refresh the table based on the filters selected.


v Click Show Checked Only to display the transactions that are selected in theTransactions table.

v Click Auto-Match to force a match between the transactions selected in theTransactions table.

v Click Match Selected to match the transactions that are selected in theTransactions table. If the selected transactions do not meet the matching criteria,an error message opens.

v Click Close to exit the Match Transactions window

Filters paneYou can use the Filters pane in the Match Transactions window to apply filters toaccount reconciliation transactions in IBM Cognos FSR.

The Filters pane is used to apply filters to the transactions displayed in theTransactions table:v Account #: Filters the transactions by the account number selected from the listv Year: Filters the transactions by the year selected from the listv Month: Filters the transactions by the month selected from the listv Status: Filters the transactions by status (match, unmatched)

Transactions paneYou can use the Transactions pane in the Match Transactions window to viewaccount reconciliation transactions in IBM Cognos FSR.

The Transactions pane contains a table of account reconciliation transactions. Thetransactions in the table are dependent on the filters applied, and the fields areread-only.

Table 29. Transactions pane

Field Description

Category The category of the transaction. The value can be Bank or GL.

Account # The account number of the transaction.

Year The year of the transaction.

Month The month of the transaction.

Amount The transaction amount.

Date The date of the transaction.

Match # If the transaction is matched to another, the value in this field will be thematch number. If the transaction has no match, the value is -1.

Ref1 A user-defined field reserved for further customization purposes.

Ref2 A user-defined field reserved for further customization purposes.

Filtering transactionsYou can filter the transactions in the Transactions table in IBM Cognos FSR so thatyou can view the transactions in the way that you prefer.

Procedure1. Open the report where you want to work with matching transactions.2. Click Tools > Account Reconciliation > Match Transactions. The Match

Transactions window opens.


3. Set the filters to apply to the table in the Filters pane.4. Click Refresh. The table refreshes.

Auto-matching transactionsYou can use the Auto-Match feature in IBM Cognos FSR to find transactions moreeasily.

Procedure1. Open the report where you want to work with matching transactions.2. Click Tools > Account Reconciliation > Match Transactions. The Match

Transactions window opens.3. Set any filters to apply in the Filters pane.4. Click Refresh. The table refreshes.5. In the Transactions pane, select the transactions to match.6. Click Auto-Match. A confirmation window opens.7. Click Yes. The transactions are matched.


Chapter 11. Macro definitions

In IBM Cognos Financial Statement Reporting (FSR), you can create macros forExcel and Word objects to automate repetitive tasks.

Macro definition exampleIn IBM Cognos FSR, you can use macros to automate certain repetitive tasks thatcan occur with managing content in Excel or Word objects.

For example, you might want to apply formatting or search and replace a specificword within an object. You can create a macro for an Excel or Word object toperform such tasks, and execute it at the individual object level. Optionally, macrosfor Word objects can also be run as part of the report generation process.

Macro definition overviewIn IBM Cognos FSR, you can specify macros with one or more parameters.

These parameters are fixed values, and can be changed each time a macro isexecuted. For example, a macro might have a parameter Year, and its value can bechanged by the user before the macro is executed. After macros are created, youcan execute them in the following ways:v In individual objects in the Section pane.v While generating selected sections from the Section pane.v During generation of the entire report.

Excel macros are available for use only with Excel objects. Word macros areavailable for use with Word objects, and also while generating selected sections, orgenerating the entire report.

Cognos FSR can also import macros, including workbook content, defined in anexternal Microsoft Excel file.

Macro definitions interfaceWhen you work with macros in IBM Cognos FSR, you work in the MacroDefinitions window.

Click Tools > View Macro Definitions. The Macro Definitions window opens, andthe table displays all Excel and Word macros that were created:v To add and define a new macro, click Add New Macro.v To delete the highlighted macro from the table, click Delete Macro.

The Macro Definitions windowYou can add new macros in the Macro Definitions window in IBM Cognos FSR.

To add a macro, click Add New Macro. The Macro Definitions window opens.v To refresh the window, click Refresh.v To save changes, click Save.v To exit the Macro Definitions window, click Close.


The Macro tab

In the Macro tab, you can add or edit macros:v Enter the macro name in the Macro Method Name field.v Use the Macro Target list to select the object type for the macro, either Excel or

Word.v Enter a description of the macro in the Short Description field.v Enter the content of the macro in the Macro Content field.

Important: The Macro Method Name must be the same as the macro name. Forexample, if the macro content is Sub resetRowHeightWord() ... end Sub, then theMacro Method Name must be resetRowHeightWord.

The Parameter tab

In the Parameter tab, you can add, edit, or remove parameters for a macro.

The Parameter table displays all parameters that were created for the macro.

The Parameter Name pane

When a parameter does not exist or when an existing parameter is not selected, theParameter Name pane contains the following items:v The Parameter table is empty.v Enter a name in the Parameter Name field.v Select a type in the Parameter Type list.v To create a parameter, click Add.v The Parameter Value table displays the values for the parameter.v To add a value for the parameter, click New.v To delete the selected value from the Parameter Value table, click Remove.

When a parameter does exist and a parameter is selected in the Parameter table,the Parameter Name pane contains the following items:v The Parameter table contains information about the currently selected parameter.v To enter the name of the parameter, use the Parameter Name field.v The Parameter Type list allows you to select a type for the parameter.v To save changes, click Save.v To clear all fields in the Parameter Name pane, click Create New. You can then

create a parameter.v To delete the selected parameter from the Parameter table, click Delete.v The Parameter Value table displays the values for the parameter.v To add a value for the parameter, click New.v To delete the selected value from the Parameter Value table, click Remove.

The Run Macros windowWhen you run macros in IBM Cognos FSR, you work in the Run Macros window.

You can access the Run Macros window in the following ways:v Click the Run Macro icon in the IBM Cognos FSR toolbar.


v Click the Generate Selected Sections And Run Macro option in the Sectionspane.

v In the Generate Report wizard, when the Run Macros check box is selected.

In the Run Macro window, you can perform the following tasks:v To select a macro to execute, select the check box to the left of the macro.

v To move the selected macro to the top of the list, click the up arrow icon.

v To move the macro to the bottom of the list, click the down arrow icon.v To execute the selected macros from the list, click Run Macro.

Expand the (+) to the left of a macro to view its parameters:v The Parameter Name column displays all parameters for the macro.v Use the Parameter Value list to select a value for the parameter.

Macro codeYou use the Visual Basic programming language to create a macro. In IBM CognosFSR, you can write your own macro script, or copy all or part of a macro to a newmacro.

Important: Writing in Visual Basic is beyond the scope of this guide. For moreinformation, see your Microsoft documentation or Microsoft online help.

The following code displays valid macro code for a Word object. The followingmacro resets the row heights in a table:

Sub resetRowHeightWord()

Dim tbl As TableDim i As Integeri = 0i = i + 1For Each tbl In ActiveDocument.Tables

tbl.SelectSelection.Rows.HeightRule = wdRowHeightAtLeastSelection.Rows.Height = CentimetersToPoints(2)

Next tbl

End Sub

Macro functionalityTo create and execute macros in IBM Cognos FSR, you must enable the correctlevel of macro security in the Microsoft Excel and Word applications on yourcomputer. Additionally, non-administrator users need to have macro functionalityenabled for them within Cognos FSR.

Important: When you use add-ins supported by Cognos FSR, make sure thatmacro security is set to low.

Enabling macro security for Excel objectsYou can enable macro security for Excel objects in IBM Cognos FSR.

Procedure1. Close the Cognos FSR application.2. Open the Microsoft Excel application on your computer.3. In the Excel application, click Tools > Options. The Options window opens.4. Navigate to the Security tab. Click Macro Security. The Security window

opens.

Chapter 11. Macro definitions 99

5. Navigate to the Trusted Publishers tab. Select the Trust access to Visual BasicProject check box, and click OK.

6. Click OK to exit the Options window.

Results

Macros can be used for Excel objects in Cognos FSR.

Enabling macro security for Word objectsYou can enable macro security for Word objects in IBM Cognos FSR.

Procedure1. Close the Cognos FSR application.2. Open the Microsoft Word application on your computer.3. In the Microsoft Word application, click Tools > Options. The Options window

opens.4. Navigate to the Security tab. Click Macro Security. The Security window

opens.5. Navigate to the Trusted Publishers tab. Select the Trust access to Visual Basic

Project check box. Click OK.6. Click OK to exit the Options window.

Results

Macros can be executed for Word objects in Cognos FSR.

Enabling macro functionality for non-administrator usersIf you are the administrator, you can enable macro functionality in IBM CognosFSR for non-administrator users.

Procedure1. Open any report.2. Click Administration > Users. The Users window opens.3. Select the user to grant permission to, right-click, and click Task Permissions.

The Task Permissions for user window opens.4. From the list, select the Run Macros and Manage Macro Definitions and

Parameters Values check boxes.5. When you finish your user access tasks, click Save and then click Close.

Results

Users can now create and execute macros within Cognos FSR.

Viewing macro definitionsYou can view the attributes of a macro that can be used in IBM Cognos FSR.

Procedure1. Open any report.2. Click Tools > View Macro Definitions. The Macro Definitions window opens,

and the table displays all macros within Cognos FSR.3. Double-click a macro in the list to view its attributes.


Adding a macroYou can add a macro that can be used in IBM Cognos FSR.

Procedure1. Open any report.2. Click Tools > View Macro Definitions. The Macro Definitions window opens.3. Click Add New Macro. The Macro tab opens.4. Enter the macro name in the Macro Method Name field.5. Select Excel or Word as your target from the Macro Target list.6. You can optionally enter a description in the Short Description field.7. Enter the macro content in the Macro Content field.8. Click Save.

Results

The macro is added.

Deleting a macroIf you no longer need to use a macro in IBM Cognos FSR, you can delete it.

Procedure1. Open any report.2. Click Tools > View Macro Definitions. The Macro Definitions window opens.3. Highlight the macro to delete from the table and click Delete Macro.

Results

The macro is deleted from the table.

Adding a parameter to a macroYou can add a parameter to a macro that can be used in IBM Cognos FSR.

Procedure1. Open any report.2. Click Tools > View Macro Definitions. The Macro Definitions window opens.3. In the Macro Definitions window, double-click the macro that you want to add

a parameter to.4. Click the Parameter tab.5. Specify the name and type of the new parameter.6. Click New beside the Parameter Value table. A new row appears.7. Type a value for the new parameter, and click Add. The new parameter

appears in the Parameter table.8. Click Save.

Results

The parameter is saved.

Chapter 11. Macro definitions 101

Executing a macro for an objectYou can execute a macro for an object in IBM Cognos FSR.

Procedure1. Open the report containing the object.2. In the Report Design window, navigate to the Excel or Word object.3. Click the Run Macro icon in the Cognos FSR toolbar. The Run Macro window

opens.4. Select the macro to execute from the list. Click Run Macro.

Results

The macro executes for the object.

Executing macros while generating selected sectionsWhen you generate selected sections of a report in IBM Cognos FSR, you canexecute macros at the same time.

Procedure1. Open the report that contains the sections that you want to generate.2. In the Report Design window, select the sections to generate. To select multiple

sections, press Ctrl and click each section that you want to select.3. Right-click, and click Generate Selected Sections And Run Macro. The Run

Macro window opens, and all Word macros created within Cognos FSR are inthe list.

4. Select the macros that you want to execute.5. For each macro chosen, select parameter values, if applicable.6. Click Run Macro.

Results

The macro runs, and the report generates for the selected sections.

Executing macros while generating the entire reportWhen you generate an entire report in IBM Cognos FSR, you can execute macrosat the same time.

Procedure1. Open the report that you want to generate.2. In the Report Design window, right-click an item in the Section pane, and click

Generate Entire Report. The Generate Report wizard opens.3. Select the Customized Group, output format, and select the Run Macros check

box.4. Click Finish. The Run Macro window opens, with all the Word macros created

within Cognos FSR in the list.5. Select the macros that you want to execute.6. For each macro chosen, select parameter values, if applicable.7. Click Run Macro. The macros run, and the entire report generates.


Chapter 12. Accounts

In IBM Cognos Financial Statement Reporting (FSR), accounts are structured in ahierarchy. The structure can be edited locally (within an individual report) orglobally in the master outline (across all reports).

When accounts are added locally, they appear only in the report they are added to.Any account added to the master outline is available in every report.

Users can view accounts that exist in Cognos FSR. Editing the hierarchicalstructure is a task that is normally performed only by the administrator. You candelegate some administrative tasks to a user or user group if you want. For moreinformation, see Chapter 14, “Administrative tasks,” on page 133.

Editing the master outline and mapping accounts are strictly administrator tasks.

Before data can be imported, accounts between the import source and Cognos FSRmust be mapped.

Account hierarchyThe Account Hierarchy functionality replaces the capabilities found in the AccountMapping, Master Outline, and Adjustment (Journal Entry) features in IBM CognosFSR.

You can use the Account Hierarchy feature to perform the following tasks:v View and adjust data and attributes for accounts in a hierarchy, at an

intersection of members in the other dimensions.v Manage dimensional data and maintain the account structure that was set up in

Cognos FSR during the implementation process.

Account hierarchy overviewDimension or hierarchy members (for example, accounts) that exist within theaccount hierarchy can be used within any report in IBM Cognos FSR.

Unlike normal account mapping, accounts do not have to be independently linkedto each report. They are available globally among all reports.

Working with an account hierarchyAt the start of an IBM Cognos FSR implementation, a customized stored procedureis run to extract, transfer, and load the account hierarchy and related accountinformation into Cognos FSR. Users can then access account information with theAccount Hierarchy feature.

About this task

, Users can use the Account Hierarchy feature to perform the following tasks:v Edit the attributes of an accountv Create automatically calculated values derived from other existing account

valuesv Create adjusting journal entries (JEs)


v Clear fact data from the Cognos FSR database.

Important: Clearing fact data is permanent, and you cannot undo this action. Ifyou want to change a value, it is better to do it manually via a JE adjustment or bydirect data entry for the account.

Managing an account hierarchyAfter dimensions are created in IBM Cognos FSR, and the stored procedure hasbeen run, you are ready to manage the account hierarchy.

About this task

The following list contains the main steps in configuring accounts:v Create variables. You can use variables to calculate the value of an account. This

step is not mandatory, but it might be useful in certain accounting situations.v Configure calculations on accounts. You can perform this task at any time, but is

important to do before you start to adjust data with journal entries. To performthis task, click the Configure Calculations button.

v Adjust the account details for any accounts that require further configurationafter the import. You can perform this task at any time, but it is a good idea todo before you start to adjust data with journal entries.

v Set user security. Before you provide the account hierarchy to users, confirm thatthe security settings reflect what you want. For instance, you might want toadjust or enter an initial value for an account. Only the administrator canperform these tasks; users can only adjust values by using the Journal Entryfeature.

v Perform journal entry adjustments to data as required.

Sample scenario for an account hierarchyAfter the implementation team creates the dimensions and account hierarchy foryour IBM Cognos FSR database, you might want to add an additional account foruse in your reports.

You can use the Account Hierarchy feature to quickly add the new account. Afterthe account is created, you then enter an initial opening value, and recalculate thehierarchy so the new data is accurately reflected.

While you are analyzing your data, you might determine that a journal entry isrequired to adjust the initial account value. You might also decide to include thenew account in your report, and import it into an Excel object for display withinthe report. You can use the Account Hierarchy feature to perform these tasks.

The Account Hierarchy windowWhile you are working in an account hierarchy in IBM Cognos FSR, you can viewinformation about dimensions and accounts.

To view the account hierarchy, click Forms > Account Hierarchy. The AccountHierarchy window opens, as shown in the following illustration:


�A� - The Dimensions pane displays dimensions and related members. You add ordelete domain members from dimensions.

�B� - The Accounts pane displays the members from the accounts dimension. Allaccounts that exist in Cognos FSR are displayed.

�C� - The Account Properties pane displays more detailed information that isassociated to a member selected from the Accounts pane.

�D� - Where necessary, the Journal Entries pane is used to apply an adjustment toaccounts for the selected dimensions.

Adjusting the view of data in an account hierarchyWhile you are working in an account hierarchy in IBM Cognos FSR, you can adjustyour view of the data.

About this task

You can use the Push Pin icons to optimize your view of the Dimension pane, theAccount Properties pane, and the Journal Entries panes:

v When the push pin is pointed downwards , the pane stays visible in theaccount hierarchy interface.

v When the push pin is pointed to the left , the pane auto-hides when you arenot in the pane. When the pane is hidden, you can see its title on the perimeterof your screen near the usual location of the pane. To reverse the auto-hidefeature, click the title and click the push pin again to point it downwards.

Refreshing dimensions and accounts in an account hierarchyIf changes were made to dimensions or accounts in an account hierarchy in IBMCognos FSR, you must refresh your account hierarchy to see the changes.

Figure 6. Account Hierarchy window

Chapter 12. Accounts 105

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. In the Accounts pane, click Refresh to update your view of the dimensions and

accounts displayed in the Account Hierarchy window.

Adding domain members from an external domain to anaccount hierarchy

You can link to and retrieve members and data from an external domain, and addthem to your account hierarchy in IBM Cognos FSR.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. Right-click the Dimensions pane, and click Add Domain Member.4. Type a new domain member name and press Enter.

Deleting domain members from an account hierarchyIf you no longer need a domain member in your account hierarchy in IBM CognosFSR, you can delete the domain member.

About this task

Important: If you delete a domain member, all associated data is deleted. Youcannot undo this action.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. Right-click the domain member in the Dimensions pane, and click Delete.4. Depending on the situation, one of the following results occurs:

v If nothing is associated in Cognos FSR, the domain member is deleted.v If there is information associated, a notification message advises that you are

also deleting all related journal entries and fact data. Click Yes to confirmthat you want to proceed.

Clearing fact data and associated journal entries from anaccount hierarchy

You can clear all fact data and any associated journal entries from an accounthierarchy in IBM Cognos FSR.

About this task

Important: Clearing fact data is permanent. All data and associated journal entriesfor the intersection of data is deleted. You cannot undo this action.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. Click Clear Fact Data.


4. Click Yes to confirm the deletion.

Adding an account to an account hierarchyYou can add accounts to your account hierarchy in IBM Cognos FSR.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. In the Accounts pane, select the location where you want to create a account,

right-click, and click Create Child Account.4. In the Account Properties pane, enter information about the account or

configure further details, as shown in the following table:

Table 30. Account Properties pane


Account Name Enter the name of the account.

Account Number Enter the account number for the account.

Type You can click Block Rounding Adjustment so the account isunaffected by the rounding method in Cognos FSR, or leave itas a Normal account type.

Sign The sign determines the weighting of the account value, and theeffect it has on its parent in the hierarchy.

A positive (+) weight causes the value to be reflected positivelyin the total of the parent account in the hierarchy A positiveweight is often used with asset accounts.

A negative (-) weight has the opposite effect, and is used withliabilities and equity accounts.

The tilde (~) represents a null weight; that is, the value is notreflected in the total of the parent in the hierarchy. The tilde isuseful for statistical data.

Description Enter a description of the account.

Debit If the new account has an opening balance, you can enter ithere. As best practice, you might want to use Journal Entries toadjust the account value thereafter.

Credit If the new account has an opening balance, you can enter ithere. As best practice, you might want to use Journal Entries toadjust the account value thereafter.

Calculation You can use the Variable and Formula fields to set up acalculated value for the new account being created. For moreinformation, see “Formulas and variables for an accounthierarchy” on page 114.

User-defined Attributes You can create and apply user-defined attributes that group andidentify specific types of accounts for reporting. For moreinformation, see “Adding a user-defined attribute to an accounthierarchy” on page 110.

5. Click Save. The new account appears in the location in the hierarchy that youselected.

Tip: You might have to resize the Journal Entries pane to be able to click theSave button.


Editing account details for an existing account in an accounthierarchy

You can edit an existing account in the account hierarchy in IBM Cognos FSR. Ifyou are a user, you can edit attributes only if you have correct user permissions.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. In the Accounts pane, select the account.4. In the Account Details pane, click Edit. If you have the correct user

permissions, the account details are enabled. Enter or edit the account details asrequired, as shown in the following table:

Table 31. Account Details pane




Type You can click Block Rounding Adjustment so the account isunaffected by the rounding method in Cognos FSR, or leave itas a Normal account type.

Sign The sign determines the weighting of the account value, and theeffect it has on its parent in the hierarchy.

A positive (+) weight causes the value to be reflected positivelyin the total of the parent account in the hierarchy A positiveweight is often used with asset accounts.

A negative (-) weight has the opposite effect, and is used withliabilities and equity accounts.

The tilde (~) represents a null weight; that is, the value is notreflected in the total of the parent in the hierarchy. The tilde isuseful for statistical data.

Description Enter a description of the account.

Credit/Debit If the new account has an opening balance, you can enter ithere. As best practice, you might want to use Journal Entries toadjust the account value thereafter.

Calculation You can use the Variable and Formula fields to set up acalculated value for the new account being created. For moreinformation, see “Formulas and variables for an accounthierarchy” on page 114.

User Defined Attributes You can create and apply user-defined attributes that group andidentify specific types of accounts for reporting. For moreinformation, see “Adding a user-defined attribute to an accounthierarchy” on page 110.

5. Click Save. The account attributes are updated.

Tip: You might have to resize the Journal Entries pane to be able to click theSave button.


Moving an account to a new place in an account hierarchyYou can move a segment of the hierarchy or an individual account to anotherlocation in the account hierarchy in IBM Cognos FSR.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. In the Accounts pane, left-click to select the account or hierarchy segment. Press

and hold the left mouse button.4. Drag the item to the location that you want, and then release the left mouse

button. A confirmation window opens, asking you to confirm the location.5. Click Yes to drop the accounts in the selected location.

Results

The item moves and the hierarchy updates.

Deleting an account in an account hierarchyIf you no longer need an account in an account hierarchy in IBM Cognos FSR, youcan delete it.

About this task

Important: Deleting accounts is not reversible. Associated data is not available,even if you add the account again at a later date. When you delete a parentaccount, you also delete all child accounts beneath it.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. In the Accounts pane, click the account or hierarchy segment to select it,

right-click, and click Delete. A confirmation window opens, asking you toconfirm whether you want to delete the selected accounts in the hierarchy.

4. Click Yes to delete the selected accounts.

Results

The account is deleted and the hierarchy updates.

Viewing the history of adjustments for an account in anaccount hierarchy

You can view the history of adjustments for any account in an account hierarchy inIBM Cognos FSR.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. Click Refresh. The Accounts pane is updated.4. In the Accounts pane, navigate to the account you want, right-click the account

name, and click View history. The Account History window opens, displayingany additions or edits to the selected account.


5. When you are finished the review, click the Close button at the upper rightcorner of the window.

Adding a user-defined attribute to an account hierarchyYou can create attributes in an account hierarchy in IBM Cognos FSR. Theattributes can then be used to group selected accounts.

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This feature is especially useful when you want to import a specific set of accountsfrom the Cognos FSR database into an Excel object. When you import from theaccount hierarchy, you can select an attribute to filter on. Only these accounts inthe hierarchy segment with the chosen attribute are imported into the Excel object.

To configure groups for the account hierarchy import option, you must performthe following main steps:1. Set up user-defined attribute categories and attributes and apply them to the

appropriate accounts.2. When you import Excel data into the Database worksheet of the Excel object,

click the Account Hierarchy option.3. Select the dimensions you want to import. Select the attributes you want to

filter on import.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. In the Accounts pane, select an account. In the Account Properties pane, click

Edit.4. For User-defined Attributes, type a unique attribute name in the field to the

left of the Create new Attribute button.5. Click the Create new Attribute button. The attribute is added, with an editable

list beside it.6. Add other attributes as required.7. To add a value for each attribute:

v Click the list for that category and type a unique value.v Select an attribute value that exists for another account.


Journal entriesYou can use the Journal Entries (JE) feature in IBM Cognos FSR to add, edit, ordelete account data. The Journal Entries feature is a double-entry accountingsystem.

When you create a JE, debit and credit items must match. When JE values areapplied to selected accounts in the hierarchy, the values are reflected upwards inthe hierarchy at the parent level for those accounts.

Viewing journal entry adjustments for an account in an accounthierarchyYou can view any journal entry adjustments for an account in an account hierarchyin IBM Cognos FSR.


Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. Select an account in the Accounts pane. Any associated JE adjustments for that

account are displayed in the Journal Entries pane. Only adjustments that affectthe selected account are displayed.

4. If you want to see all account items that are associated with the JE, select theShow entire Journal Entries check box.

Creating a journal entry for an account in an account hierarchyYou can create a journal entry for an account in an account hierarchy in IBMCognos FSR.

About this task

Important: All debit and credit adjustments in the JE must be in balance and netto zero. If there is a discrepancy, you see a warning window. Although it ispossible to save a journal entry that is out of balance, it is not recommended.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. In the Journal Entries pane, click Create Journal Entry. The list of existing JEs

in the Journal Entries pane is replaced by an empty workspace.4. Left-click to select an account from the Accounts pane, and drag it into the

workspace of the Journal Entries pane. Repeat for each account that you wantto use in the JE.

5. For each account item, enter information as required, as shown in the followingtable:

Table 32. Journal Entries pane

Column header Description

Journal # The ID number of the journal entry. This field is read-only, andis automatically assigned by Cognos FSR.

Account Name The name of the account that you want to journalize. This fieldis read-only.

Account Number The number of the account that you want to journalize. Thisfield is read-only.

Debit Enter a debit amount, if applicable. You can also use theAuto-complete feature. See “Auto-completing journal entries inan account hierarchy” on page 112.

Credit Enter a credit amount, if applicable. You can also use theAuto-complete feature. See “Auto-completing journal entries inan account hierarchy” on page 112.


Table 32. Journal Entries pane (continued)

Column header Description

Type Normal. Use this type to indicate to other users that you arecreating an ordinary JE adjustment.

Reclass. Used to indicate that an existing JE contains incorrectaccounts. You are creating another JE to correct the problem andapply the amount against a different class of an account.

Final. Used to indicate that you are applying a final adjustmentagainst the involved accounts.

Exclude. Used to exclude the value of the JE from being rolledup to affect the value of parent accounts in the accounthierarchy.

Comment Use this column to enter any additional comments relevant toposting the JE.

Updated On Displays the date of the latest update. This field is read-only.

Updated By Displays the user who created or edited the JE entry. This fieldis read-only.

6. Click Save Journal Entry.

Editing a journal entry for an account in an account hierarchyYou can edit a journal entry for an account in an account hierarchy in IBM CognosFSR.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. In the Accounts pane, select one of the accounts that was used in creating a JE

adjustment. All of the associated JEs are displayed for that account in theJournal Entries pane.

4. In the Journal Entries pane, select a JE from the list of JE adjustments, and clickEdit Journal Entry. The workspace updates and displays the selected JE.

5. Click the Debit column or Credit column to edit the value. You can also usethe Auto-complete feature. For more information, see “Auto-completing journalentries in an account hierarchy.”

Tip: Only debit or credit column data can be edited.6. Click Save Journal Entry.

Auto-completing journal entries in an account hierarchyYou can use the Auto-complete feature for journal entries in IBM Cognos FSR.

About this task

The Auto-complete feature determines the net difference between debits andcredits in the entire JE, and automatically plugs that difference into an account thatyou select in the adjustment. This feature is available when you edit or add JEs,and is especially useful when you are working with multiple accounts in acomplicated JE.


Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. While you create or edit a journal entry, right-click the account that you want

to automatically determine a value for, and click Auto-complete. Thedebit/credit difference is calculated and applied to either the Debit or Creditcolumn for the account that you selected.

Exporting journal entries from an account hierarchy to anexternal Microsoft Excel fileYou can export journal entries from IBM Cognos FSR to an external MicrosoftExcel file.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. To export only new journal entries, select the Export only new Journal Entries

check box in the Journal Entries pane. To include all journal entries in the Excelfile, clear the check box and select the top-level account.

4. Click the Export Journal Entries button in the Journal Entries pane. The journalentries are copied into and displayed in a Microsoft Excel file.

5. Review and save the Microsoft Excel file as required.

Exporting a list of accounts from an account hierarchy to anexternal Microsoft Excel file

You can export a list of the accounts in an account hierarchy in IBM Cognos FSR toan external Microsoft Excel file.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. In the Accounts pane, click the Export Accounts button. All of the accounts are

copied into and displayed in a Microsoft Excel file.4. Review and save the Microsoft Excel file as required.

Reversing a journal entry in an account hierarchyIf necessary, you can create a reverse journal entry for an existing journal entry inIBM Cognos FSR.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. In the Accounts pane, select one of the accounts that was used in creating the

JE adjustment that you want to reverse. All of the associated JEs are displayedfor that account in the Journal Entries pane.

4. In the Journal Entries pane, select a JE from the list of JE adjustments, and clickReverse Journal Entry.


Results

The accounts used in the selected JE are used to automatically create a reverse JEentry.

Formulas and variables for an account hierarchyYou can use variables to represent the value of an account in IBM Cognos FSR. Thevariable can be used in a formula to calculate the value of another account, or toreference the value.

The square yellow icon appears beside any account that has a variable.

You can create a formula (for example, 10+20) that contains simple mathematicaloperators (+ - / *). You can also insert variables into the formula that were already

created for another account. The following icon appears next to any accountthat has a formula. For more information, see “Creating a variable for an accountin an account hierarchy.”

When you work with variables and formulas, consider the following rules:v Account variables cannot be referenced outside of the Account Hierarchy

interface.v An account can have either a variable or a formula declared on it. It cannot have

both declared.v Formulas can be declared only on leaf accounts.v Variables are called by using them in formulas on the accounts.

Creating a formula for an account in an account hierarchyYou can create a formula to calculate the value of an account in an accounthierarchy in IBM Cognos FSR.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. In the Accounts pane, select the account that you want to apply a formula to.4. In the Account Details pane, click Edit. Enter a calculated value for the

Formula field.5. In the Account Details pane, click Save.

Creating a variable for an account in an account hierarchyYou can create a variable to represent an account in an account hierarchy in IBMCognos FSR.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. In the Accounts pane, select the account that you want to apply a variable to.4. In the Account Details pane, click Edit. Enter the variable name.5. In the Account Details pane, click Save.


Evaluating variables and formulas in an account hierarchyIf you created variables or formulas in an account hierarchy in IBM Cognos FSR,you can calculate the value of the variables or formulas.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. In the Account Hierarchy interface, select the dimensions in the Dimensions

pane.4. In the Accounts pane, click Calculate.

Results

All variables and formulas are evaluated.

Configuring rounding and difference allocation in an accounthierarchyYou can configure rounding and difference allocation for accounts in an accounthierarchy in IBM Cognos FSR.

About this task

Rounding and allocation methods can also be configured through the originalAccount Mapping feature. For more information, see “Report roundingparameters” on page 123.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. In the Accounts pane, select the accounts that you want to configure.4. Click Configure Calculation. The Configure Calculation window opens.5. Set the parameters, as shown in the following table:

Table 33. Configure Calculation window

Field Description

Round Type For more information about settings and selections, see “TheRound Type property” on page 124.

Digits For more information about settings and selections, see“TheRound Type property” on page 124

Round Method For more information about settings and selections, see“TheRound Type property” on page 124


Table 33. Configure Calculation window (continued)

Field Description

Difference Plugged To To plug the difference to the account with the largest amount,click Maximum Amount.

The Amount closest to 0.5 setting plugs the rounding differenceto the account that is closest to 0.5.

For example, you have 3 values that are rounded in millions:

Parent Account: 11,500,000 (rounded in millions = 11.5)

Account A: 3,400,000 = 3, with round difference of 0.4 (afterrounding plug = 4)

Account B: 4,750,000 = 4, with round difference of 0.75

Account C: 4,350,000 = 4, with round difference of 0.35

The difference between the original Parent Account value(rounded in millions = 11.5) and the sum of the rounded Childaccounts (A-C) (rounded in millions = 12.5) is 1.

The rounding difference has to be plugged somewhere so theParent Account value is accurate. 0.4 is closer to 0.5 than either0.35 or 0.75. So the rounding difference would be plugged toAccount A, and the rounded value would be 4.

No Account getsDifference More than 2

This setting applies the following behavior to rounding:

Parent Account: 7

Account A: 1.4 (after rounding plug = 2)

Account B: 1.4 (after rounding plug = 2)

Account C: 1.4

Account D: 1.4

Account E: 1.4

In order to make the Parent Account equal to sum of ChildAccounts (A-E), one or more accounts have to be plugged withthe difference. When this option is enabled, none of the childrencan be set to 3. Thus, two of them are set to 2.

6. To apply the settings to the selected accounts, click Apply to this intersectiononly. To apply to all accounts, click Apply to all intersections.

Performing a calculation in an account hierarchyYou can apply the configured calculations to the accounts in an account hierarchyin IBM Cognos FSR.

Procedure1. Open any report.2. Click Forms > Account Hierarchy. The Account Hierarchy window opens.3. Click Calculate.


Account mappingWhen a new account is added at the data source, you can use the AccountMapping feature to associate the new account with an equivalent account in IBMCognos FSR.

Important: By default, this option is disabled. For more information aboutenabling this option, see Cognos FSR Installation Guide. Tasks in the AccountMapping feature are normally performed only by the administrator. You candelegate some administrative tasks to a user or user group if you wish. For moreinformation, see “User administration” on page 133.

Account mapping overviewYou can use the Account Mapping feature to identify the accounts to be used whenIBM Cognos FSR performs retained earnings allocations and manages roundingdifferences.

Important: The administrator can add new accounts and items to the hierarchystructure in the Master Outline. Users can only add new accounts to the existinghierarchy structure within the report.

If an account needs to be available among multiple Cognos FSR reports, it isadvisable to add the account to the hierarchy structure via the master outline, andnot within the individual report. This requires administrator level access. For moreinformation, see “Master outline and hierarchy structure” on page 120.

The Account Mapping windowYou can use the Account Mapping feature to view information about accountmappings in the Account Mapping window in IBM Cognos FSR.

To view account mappings, click Forms > Account Mapping. The Cognos FSR -Account Mapping window opens, as shown in the following illustration:

�A� - Hierarchy Structure pane

�B� - Account Member pane

In the Hierarchy Structure pane, you can navigate through the hierarchy membersby using the plus and minus icons to show or hide details. When you click amember of the hierarchy, any accounts that are associated to it are displayed in theAccount Member pane.

Figure 7. Account Mapping window


Tip: To refresh the hierarchy at any time, press the F4 key.

Adding accounts to the hierarchy structure in accountmapping

You can use the Account Mapping feature to add accounts to the hierarchystructure in IBM Cognos FSR.

Procedure1. Open any report.2. Click Forms > Account Mapping. The Cognos FSR - Account Mapping window

opens.3. In the Account Member pane, right-click the item that you want to edit, and

click New Account. The New Account window opens.4. Enter details about the new account, as shown in the following table:

Table 34. New Account window

Field Description



Sub Level From the hierarchy, select an item to contain the new account.

Note Item Enter a description of the account.

Amount If the new account has a balance, you can enter it here.

Round If rounding is used, enter the rounded amount.

5. Close the window. A confirmation window opens.6. Click Yes. The new account is added to the hierarchy at the specified sub level.

Moving an account to a new item in account mappingYou can use the Account Mapping feature to associate an account to an item in thehierarchy in IBM Cognos FSR.


opens.3. Determine where you want to move the account within the hierarchy structure.4. In the Account Member pane, click and drag the account onto the hierarchy

item in the Hierarchy Structure pane.5. Release the mouse button. The account is associated to the item.

Editing an item in the hierarchy in account mappingYou can use the Account Mapping feature to rename or delete an item in thehierarchy structure in IBM Cognos FSR.


opens.


3. In the Hierarchy Structure pane, click the item that you want to edit, and clickAdd/Delete Item. The Add/Delete Item window opens.

4. Click any item and enter a new name for the item.5. Close the window. Your settings are updated in the hierarchy. Alternately, you

can click the item within the hierarchy, and rename it.

Restriction: Only administrators can create new items within the hierarchy.

Deleting an account in account mappingIf you no longer need an account, you can use the Account Mapping feature todelete it from the hierarchy in IBM Cognos FSR.


opens.3. Right-click the account to be deleted, and click Delete Account. The account is

removed from the hierarchy.

Deleting accounts with a zero balance in account mappingYou can use the Account Mapping feature to remove all accounts from thehierarchy that have no data (a zero balance) in IBM Cognos FSR.


opens.3. Right-click and click Delete Account with Zero Amount. All zero-balance

accounts are removed from the hierarchy structure.

Unlinking an account in account mappingIf you want to remove an account from the hierarchy in IBM Cognos FSR withoutdeleting it, you can use the Account Mapping feature to unlink it.


opens.3. In the Hierarchy Structure pane, click the item that has the account associated

to it.4. In the Account Member pane, select an account to remove from the hierarchy,

right-click and click Unlink Account. The account is removed, and appears atthe root level of the hierarchy.

Linking as a previous project in account mappingIf some of the accounts being imported are not mapped in the current report, butthey are in another report, you can use the Account Mapping feature to import theaccount mappings into IBM Cognos FSR. Because you do not have to manuallymap the accounts, you can use the linking feature to save time.


About this task


opens.3. In the Hierarchy Structure pane, click the item that has the account associated

to it.4. In the Account Member pane, select the account, right-click and click Link as

Previous Project. The Select Report window opens.5. Select a report from the list, and click OK. The account is mapped according to

the prior report that you selected.

Master outline and hierarchy structureThe master outline is a table that determines the hierarchical relationship ofaccounts and other items in IBM Cognos FSR. The master outline provides acentralized location to manage the hierarchical account structure for all CognosFSR projects.

Important: By default, this option is disabled. For more information about how toenable this option, see Cognos FSR Installation Guide.

Hierarchies in a master outlineItems are the building blocks for creating a hierarchical structure in accountmapping. Items are used to organize accounts within a hierarchy in IBM CognosFSR.

The item structure can be edited only by the administrator. When users addaccounts to the hierarchy, they can select items that are available in the masteroutline to include in their reports.

When you view the master outline, enter information as shown in the followingtable:

Table 35. Master Outline

Field Description

IdName The name of the account.

ID A number that represents the relationship of the item to otherswithin the hierarchy.

ParentID A number that represents the immediate parent of the item.

R represents the root level (no parent above the item).

Working with the master outline requires an understanding of how Cognos FSRidentifies hierarchical relationships between items, and how to include items inCognos FSR reports.

When a check box is enabled for an item, the item will be included in the report.

The ID and ParentID number fields are used to indicate the level of the itemwithin the hierarchy, as shown in the following illustration:


Where:

�A� - Level 1 (1st Tier)

�B� - Level 2 (2nd Tier)

�C� - Level 3 (3rd Tier)

�D� - Level 4 (4th Tier)

Each part of the ID and ParentID number is used to determine the location of theitem in the hierarchy.

The following table illustrates the format of the ID and ParentID fields:

ee.fff.gggg.hhhh

Table 36. Parameters for ID and ParentID fields


ee A two-digit field representing the first tier in the hierarchy.Numbering is handled by Cognos FSR automatically, with itemsbeing numbered in increments of 1. If the item being viewed isat a top-level (no other items above it in the hierarchy), it has atwo-digit number.

fff A three-digit field representing the second tier in the hierarchy.Numbering is handled by Cognos FSR automatically, with itemsbeing numbered in increments of 10.

gggg A four-digit field representing the third tier in the hierarchy.Numbering is handled by Cognos FSR automatically, with itemsbeing numbered in increments of 100.

hhhh A four-digit field representing the fourth tier in the hierarchy.Numbering is handled by Cognos FSR automatically, with itemsbeing numbered in increments of 100.

Adding an item to a master outlineWhen you are working with a hierarchy in IBM Cognos FSR, you might need toadd another row to accommodate a new item.

Procedure1. Open any report.

Figure 8. Hierarchies in a master outline


2. Click Administration > Master Outline. The Cognos FSR Master Outlinewindow opens.

3. Expand the hierarchy in the Item column until you can see the location whereyou want to add an item.

4. In the hierarchy, right-click the location where you want to add the item, andclick Add Item.

Important: Adding an item to the master outline does not necessarily add it tothe report. Ensure that the check box beside the item has been selected.The item appears in the hierarchy, and if the check box has been selected, theitem will be available for use with all reports.

Editing the hierarchy in a master outlineIn a master outline in IBM Cognos FSR, you can move an account in an accounthierarchy to a different location.

Procedure1. Open any report.2. Click Administration > Master Outline. The Cognos FSR Master Outline

window opens.3. Expand the hierarchy in the Item column until you can see the account that

you want to move.4. Click and hold the account you want to move. Drag and drop the account to

the location you want.

Deleting an item from the hierarchy in a master outlineIf you no longer need an item in a hierarchy in IBM Cognos FSR, you can delete it.

Procedure1. Open any report.2. Click Administration > Master Outline. The Cognos FSR Master Outline

window opens.3. In the Cognos FSR Master Outline window, right-click the item to be deleted,

and click Delete Item. A confirmation window opens.4. Click Yes to delete the account.

Saving changes to a master outlineAfter you have made changes to a master outline in IBM Cognos FSR, you mustsave your changes.

Procedure1. Open any report.2. Right-click any account in the Item column, and click Save Data. A

confirmation window opens.3. Click Yes to save your changes.

Updating the hierarchy structure in account mappingWhen you use a master outline to adjust the hierarchy structure in IBM CognosFSR, you must update the hierarchy structure in the account mapping from time totime.



opens.3. Right-click and click Update Current Mapping.

Report rounding parametersYou can specify a different rounding configuration for each report in IBM CognosFSR.

To enable rounding, three parameters must be configured in the Report Setupwindow:v Round Method

v Round Type

v Decimal Digit

The Round Method propertyYou can specify how numbers are rounded within an account hierarchy for anindividual report in IBM Cognos FSR.

The Round Method property determines how numbers are rounded within anaccount hierarchy for an individual report, and how to resolve any roundingdifference that occurs. You can choose to round numbers top to bottom or bottomto top.

Top to Bottom methodYou can use the Top to Bottom method for rounding numbers in a report in IBMCognos FSR.

Higher level hierarchy members are rounded. Any rounding difference is appliedto the lower-level members with the highest balance. This rounding method doesnot “plug” the rounding difference to an account with a zero balance.

Bottom to Top methodYou can use the Bottom to Top method for rounding numbers in a report in IBMCognos FSR.

The lowest level members of the hierarchy are rounded. Their rounded values arethen rolled up through the hierarchy to parent level members. Any roundingdifference is applied to a designated balance account that is selected by theadministrator. For more information, see “Setting a balance account for the Top toBottom rounding method” on page 124.

Enabling and disabling rounding for an accountWith the Top to Bottom method, IBM Cognos FSR universally applies therounding method to all accounts in the report. If there are accounts that do notneed to be rounded, you can exclude them by identifying them in the accounthierarchy.

Procedure1. Open any report.2. Click Forms > Account Mapping. The Account Mapping window opens.


3. To disable rounding, in the Hierarchy Structure pane, right-click the memberthat you want to prevent from being rounded, and click Block Rounding

Adjustment. A round red icon with a slash through it appears beside theitem in the hierarchy to indicate that it is excluded from the roundingadjustment.

4. To enable rounding, right-click the icon, and click Enable RoundingAdjustment. The selected rounding method is applied to the account when thedata is refreshed again.

Setting a balance account for the Top to Bottom roundingmethod

When you use the Top to Bottom rounding method, a member must be identifiedas a balance account. IBM Cognos FSR applies any rounding differences to thisaccount.

About this task

For more information about selecting a rounding method, see “Report roundingparameters” on page 123.

Procedure1. Open any report.2. Click Forms > Account Mapping. The Account Mapping window opens.3. In the Hierarchy Structure pane, right-click the member you want to identify as

a retained earnings account, and click Set as Balance Account. A green jigsaw

puzzle piece icon appears beside the item in the hierarchy to indicate thatit is set.

The Round Type propertyBy default, a newly created report in IBM Cognos FSR rounds data to thousands.You can select a different round type

To select another round type, use the Round Type list to select a different type

Table 37. Round types

Round type Description

No Round Data is displayed with no rounding applied by Cognos FSR.

Round Data is rounded to a specified decimal amount, as defined bythe number selected in the Decimal Digits field.

Thousands Data is rounded to thousands.

Millions Data is rounded to millions.

The Decimal Digit propertyYou can use the Decimal Digit property setting to determine the amount ofprecision with rounding decimal places in IBM Cognos FSR.

This property setting determines the amount of precision with rounding decimalplaces.


The possible values are any number 0 - 4. The 0 value applies rounding to zerodecimal places. The 4 value applies rounding to four decimal places.

Results for the Round Type and Decimal Digit propertiesWhen you use theRound Type and Decimal Digit properties together in a reportin IBM Cognos FSR, you must make sure that you get the result that you expect.

About this task

The following table illustrates the result of using Round Type and Decimal Digittogether in different combinations:

Table 38. Results of using the Round Type and Decimal Digit properties together

Round Type Decimal Digit Result

Amount: 7, 823, 662. 54

No Round 0/1/2/3/4 7, 863, 562. 54

Round 0 7, 863, 563

Round 1 7, 823, 562. 5

Round 2 7, 863, 562. 54

Round 3 7, 863, 562. 540

Round 4 7, 863, 562. 5400

Thousand 0 7, 824

Thousand 1 7, 823. 6

Thousand 2 7, 823. 56

Thousand 3 7, 823. 563

Thousand 4 7, 823. 5636

Million 0 8

Million 1 7. 8

Million 2 7. 82

Million 3 7. 824

Million 4 7. 8236

Editing report properties for roundingYou can edit the way that rounding is calculated in a report in IBM Cognos FSR.

Procedure1. Open the report that you want to edit.2. Click Tools > Report Setup. The Report Setup window opens.3. From the list of available reports, select the report that you want to edit.4. Select the appropriate rounding settings as required.5. Click Update.


Setting a retained earnings account in account mappingTo determine where retained earnings will be posted, you can use the AccountMapping feature to identify a member in the hierarchy in IBM Cognos FSR.

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Important: Only the lowest-level members in the hierarchy structure can beselected as a retained earnings account.


opens.3. In the Hierarchy Structure pane, right-click the member that you want to

identify as a retained earnings account, and click Set as Retained Earnings

Account. A dollar sign icon appears beside the item in the hierarchy toindicate that it is set.


Chapter 13. Report output options

At any time during the report building process in IBM Cognos Financial StatementReporting (FSR), the report can be generated in various ways.

You can select any of the following output options:v Microsoft Wordv PDFv Email (with PDF attached)v XML for Desktop Publishing application (Adobe InDesign Versions CS 3 and CS

5.5)v Export to Microsoft PowerPoint Versions 2007 and 2010v SEC Filing EDGAR

You can output individual sections or the entire report. You can also filter theoutput to include only those sections and objects that are associated with acustomized group.

Report outputs to Microsoft Word or PDF formatsIn IBM Cognos FSR, users can print the sections of a report that are assigned tothem. The administrator can output individual sections or the entire report.

Generating a report is a task that is normally performed only by the administrator.You can delegate some administrative tasks to a user or user group if you want.For more information, see “User administration” on page 133.

Including or excluding objects in report outputWhen you are outputting a report in Cognos FSR, you can choose to include orexclude objects in the output.

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You can control how an object is displayed with a report is generated in the PrintOptions list. The Print Options list can be found in the Properties pane. Thefollowing table describes your print options.

Table 39. Print options

Print option Result Description

NotPrintable

When the reportis generated, theobject does notappear in anyoutput.

In IBM Cognos FSR, you can include additionalinformation (for example, checklists or other supportingdocumentation) in the report, and you can suppress thisinformation when the report is being output.

Report When the reportis generated, theobject is alwaysincluded in theoutput.

The Report setting is the default for any newly createdExcel or Word object. When you select Report, the objectis considered part of the report, and is always displayedon output.


Table 39. Print options (continued)

Print option Result Description

SupportingDocument

When the reportis generated, theobject isoptionallyincluded in theoutput.

The user generating the report must specify at run timeif all objects marked as supporting documents areincluded with the report output.

Exhibits When the reportis generated, theobject isoptionallyincluded in theoutput.

This print option identifies the object as an exhibit itemwithin the report. The user generating the report mustspecify at run time if the exhibits are to be includedwithin the output.

Procedure1. Open the report that you want to output.2. Select the object that you want to include or exclude from output.3. In the Properties pane, click the Print Options list, and select Not Printable,

Report, Supporting Document, or Exhibits.4. Save your settings.5. Repeat for other objects as required.

Outputting selected sections of a report to a Microsoft Wordfile

You can output selected sections of a report in IBM Cognos FSR to a MicrosoftWord file.

Procedure1. Open the report that you want to output.2. In the Section pane, press Ctrl, and click each section that you want to output.3. Right-click the Section pane, and click Generate Selected Sections.4. If you did not save your most recent changes, click Yes in the confirmation

window.

Results

Cognos FSR generates a report that includes the sections that you selected, anddisplays it in Microsoft Word format.

Outputting the entire reportIn IBM Cognos FSR, you can output a report in the following formats: MicrosoftWord, PDF, Microsoft PowerPoint, or Adobe InDesign.

Procedure1. Open the report that you want to output.2. Right-click in the Section pane, and click Generate Entire Report. The Generate

Report wizard opens.3. If you tagged some objects as customized groups, you can use the Customized

Group list to select a group filter for the generated report.


Tip: To clear the selection of a customized group, click Cancel to exit thewizard and then restart it.

4. Select one of the following methods of output:v Microsoft Word. Cognos FSR generates a Microsoft Word document.v Adobe PDF. Cognos FSR generates a PDF file.v Email (with PDF attached). Cognos FSR generates a PDF document and

attaches it to a new Microsoft Outlook email message.v XML for desktop Publishing application. Cognos FSR exports the report to

Adobe InDesign Versions CS 3 and CS 5.5.v Export to PowerPoint Versions 2007 and 2010.v SEC Filing EDGAR. Cognos FSR saves the report in EDGAR-compliant

HTML with a file name and in a location that you specify.

Important: If you want to output your report to a format that is compatiblewith Adobe InDesign, see “Outputting a report in a desktop publishing format”on page 130. If you want to output your report to a format that is compatiblewith PowerPoint, see “Microsoft PowerPoint output” on page 131,

5. Depending on your choice of output, you might also be able to select some ofthe following options:v Include Supporting Documents. Select this check box if you want to have

any supporting documents displayed in the report.v Include Exhibits. Clear this check box if you want to exclude exhibits from

being included in the final report output. This check box is selected bydefault.

v Run Macros. Cognos FSR opens the Run Macro window, enabling you toselect a macro to execute, by selecting the check box to the left of the macro.

v Save as Snapshot. Select this check box if you want to also save the currentversion of this report as a snapshot, so it can be later compared to previousversions. When the check box is selected, a comment line appears where youcan type a description or name to uniquely identify the snapshot.

6. Click Finish. The report is generated in the specified file format.7. Use the application to review the report or save it to any available folder

location.

Report output in XML for desktop publishing applicationsFrom IBM Cognos FSR, you can output an XML file that is compatible with AdobeInDesign Versions CS 3 and CS 5.5.

Important: You must make sure that the content that you want to include wastagged in Cognos FSR. For more information about tagging for Adobe InDesign,see the Cognos FSR End User Guide.

Preparing older reports for desktop publishing outputIn IBM Cognos FSR, you can output a report in an XML file that is readable inAdobe InDesign Versions CS 3 and CS 5.5. If your report was created in CognosFSR Version 6.6.0 or earlier, you must update your report before you can create theXML file.

Chapter 13. Report output options 129

About this task

If you plan to continue to work with an older report, and you want to output it ina desktop publishing format, you must perform this task. This task is requiredeven if the original report did not contain any tagging for Adobe InDesign. If youdo not perform this task, users will not be able to select Generate XML forDesktop Publishing in the Report Generation wizard, and the data that users tagwill not appear in the XML file when the output is generated.

However, if your report was created in Cognos FSR Version 6.6.1 or later, you donot need to perform this task.

Important: For more information about tagging for Adobe InDesign, see theCognos FSR End User Guide.

Procedure1. Open a report that was created in Cognos FSR Version 6.6.0 or earlier.2. Click Administration > Data Conversion > Update Desktop Publishing tags.

A confirmation message opens.3. Click Yes. A progress bar indicates that the conversion process is occurring, and

it closes when the process is complete.4. Repeat for all reports created in Cognos FSR Version 6.6.0 or earlier.

Outputting a report in a desktop publishing formatIn IBM Cognos FSR, you can output a report in a format that is readable in adesktop publishing format that is compatible with Adobe InDesign Version CS 3and CS 5.5.

Procedure1. Open the report that you want to output.2. Right-click in the Section pane, and click Generate Entire Report. The Generate

Report wizard opens.3. In the Customized Group list, select a group filter for the generated report, or

leave as Show All Groups [default].4. For method of output, select Adobe InDesign.

Important: You must tag the parts of the report that you want to output. Formore information about tagging for Adobe InDesign, see the Cognos FSR EndUser Guide.

5. Click the Search icon to select a folder location and enter a file name.6. Click Finish. A notification window opens that indicates the report was

exported successfully.7. Click OK.

Results

IBM Cognos FSR outputs a file name.xml and file name.html file to the specifiedfolder location.v Images are stored in the file name_Images folder.v By default, images are named SectionName_ObjectName_SheetName


Microsoft PowerPoint outputIn IBM Cognos FSR, you can export a report to PowerPoint Versions 2007 and2010.

The values are tagged in Cognos FSR, and then the tag is entered where you wantthe value to appear in the PowerPoint file. When you use Cognos FSR to output tothe PowerPoint file, the value is updated and displayed in the PowerPoint file.

You can export a cell or range of values, or an entire Excel chart, into PowerPoint.1. Tag the data in Cognos FSR so the data to be displayed in PowerPoint is

identified in the Cognos FSR report.2. Reference the data in the PowerPoint file so the data displays and is located in

the right place.3. Generate the output so the data is inserted into the PowerPoint file.

Exporting the value of a reference variable from an Excelobject to a Microsoft PowerPoint file

You can add a reference variable in a PowerPoint file and output the result fromIBM Cognos FSR.

Procedure1. Open the report containing the data that you want to export.2. Select an existing Excel object, or create a new one. Ensure that the workflow is

set, and save the changes to the object.3. In the Excel object, create a source variable that represents a value (for example,

##S | testVariableA | 5799.95). Save the changes to the object.4. In the Display worksheet of the Excel object, type ##D<testVariableA> outside

of the display range (as defined by ##RS ##RE).5. Use PowerPoint to open the file that will hold the exported data.6. In the PowerPoint file, enter the variable ##D<testVariableA> where you want

the value to appear. Save the changes and close the PowerPoint file.7. In Cognos FSR, output the report to PowerPoint.

Exporting a cell range from an Excel object to a MicrosoftPowerPoint file

You can export a cell range from an Excel object in IBM Cognos FSR to aPowerPoint file.

Procedure1. Open the report containing the data that you want to export.2. In the Excel object, select the cell containing the value.3. Click Insert > Name > Define. The Name Definition window opens.4. Specify PP_RangeName as the name, where RangeName is any unique name for

the range. RangeName must match the name defined in the range in the Excelobject.

5. Click OK.6. In the Cognos FSR toolbar, click Save Changes.7. Open the PowerPoint file that the range will be exported to and perform the

following steps:

Chapter 13. Report output options 131

a. Add a field to the PowerPoint file, so the range can be displayed.b. Adjust the field size to accommodate the display dimension of the range.c. In the field, type <RangeName>. The range that you use in PowerPoint must

match the name that is defined on the Excel worksheet.d. Save your changes to the PowerPoint file.

8. In Cognos FSR, output the report to the PowerPoint file.

Exporting a chart from an Excel object to a MicrosoftPowerPoint file

You can export a chart from an Excel object in IBM Cognos FSR to a PowerPointfile.

Procedure1. Open the report containing the data that you want to export.2. Select the Excel object containing the chart.3. In the Excel object, select the worksheet containing the chart.4. To create a name for the chart, perform the following steps:

a. In any cell on the worksheet, type a name for the chart.b. Click Insert > Name > Define. The Name Definition window opens.c. Specify PPOBJ_ChartName as the name, where ChartName is any unique

name for the chart.d. Click OK.

5. In the Cognos FSR toolbar, click Save Changes.6. Open the PowerPoint file that the chart will be exported to and perform the

following steps:a. Add a field to the PowerPoint file, so the chart can be displayed.b. Adjust field size to accommodate the display dimension of the chart.c. In the field, type <ChartName>. The variable name that you use in the angle

brackets in PowerPoint must match the name that you entered on the Excelworksheet.

d. Save your changes to the PowerPoint file.7. In Cognos FSR, output the report to the PowerPoint file.

Outputting a report to a Microsoft PowerPoint fileYou can output any report from IBM Cognos FSR to a PowerPoint file, Versions2007 and 2010.

Procedure1. Open the report that you want to output to a PowerPoint file.2. Right-click in the Section pane, and click Generate Entire Report. The Generate

Report wizard opens.3. Select Export to PowerPoint and click Next. The PowerPoint Template step

opens.4. Use the Select icon to navigate to and select the PowerPoint file. Click Open to

select the file and return to the PowerPoint Template step.5. Click Finish. The Exporting to PowerPoint window appears, to confirm that

you want to open the exported file.6. Click OK.


Chapter 14. Administrative tasks

In IBM Cognos Financial Statement Reporting (FSR), some tasks can be performedonly by the administrator. The administrator can choose to grant permission tonon-administrative users to perform some of these tasks.

User administrationIn IBM Cognos FSR, the administrator is responsible for creating the initial reportstructure. The administrator is also responsible for making sure that theappropriate users can work with the appropriate material in the reports.

Cognos FSR is a collaborative tool. The administrator must provide user access tothe report and assign sections to each user.

When you add a user in Cognos FSR, you must provide information for thefollowing fields at a minimum:

Table 40. User data

Header Description

LoginID The user credentials used to log in to the Cognos FSR report.

GroupID The level of control the user has when working on the CognosFSR report (administrator, user).

UserName The full name of the user.

Email The company email address of the user. This address is usedwhen an email notification is generated.

Important: The Cognos FSR user must exist in the Cognos FSR database, as wellas in any report that the user must access.

Login credentials in the IBM Cognos FSR databaseFor security reasons, users cannot log in to reports in IBM Cognos FSR until theusers are added to the Cognos FSR database.

Before users can log in, their names must be added to Microsoft SQL security andto the Cognos FSR database.

Adding a user to Microsoft SQL security for SSAS 2005 or SSAS2008If you use Microsoft SQL Server Analysis Services (SSAS) 2005 or 2008, the usermust exist under SQL security before you can add the user to the IBM Cognos FSRdatabase.

Procedure1. Launch the SQL Server Management Studio application. The Connect to

Server window opens.2. For Server Type, select Database Engine from the list.3. For Server Name, select the server that contains the database you want to add

a user to.


4. Click Connect. The SQL Server Management Studio window opens.5. Navigate to SQL Security and select the Logins table.6. Right-click the Logins table, and click New Login. The Login - New window

opens.7. Enter the Login name or click Search to locate the user name.8. Select SQL Server Authentication, and enter the password for the user in

SQL.9. Type the password again in the Confirm Password field.

10. Select the default database and language.11. Click OK.

Adding a user to the IBM Cognos FSR database for SSAS 2005or SSAS 2008If you use the Cognos FSR database for Microsoft SQL Server Analysis Services(SSAS) 2005 or 2008, you can add a user to the database after you add the user toSQL Security.

Procedure1. In SQL Server Management Studio, navigate to the Cognos FSR database and

select the Tables folder.2. In the Tables folder, right-click the dbo.TxUser table, and click Open Table.

The TxUser table opens.3. In the last line of the table (indicated by an asterisk), left-click each of the

following fields and enter the required information. At minimum, you mustcomplete the following fields:v LoginID

v GroupID

v UserName

v Email

4. Ensure that the XBRL feature is enabled by typing True or False in theXBRLEnabled field.

5. Save your changes to the table.

Customized groupsIn IBM Cognos FSR, when an object is created, it is automatically assigned to theadministrator. Excel and Word objects can be associated to a customized group, somore than one user can access the object in the report.

Additionally, users can select customized groups for report objects when loading areport into IBM Cognos FSR.

By default, there are three customized groups in Cognos FSR: yearly, quarterly, andmonthly. You can add more groups, and you can edit or delete existing groups.

The customized groups must be defined before an object can be assigned to one.To configure customized groups, complete the following main steps:1. Add a customized group.2. Associate Excel and Word objects to the customized group.


Adding a customized groupIn IBM Cognos FSR, you can associate Excel and Word objects to a customizedgroup, so that more than one user can access the object in the report. As theadministrator, you can add a customized group.

Procedure1. Open any report.2. Click Administration > Resources. The Resource Table Name window opens.3. From the list, click the Customized Groups table and click OK. The

Customized Groups table opens.4. To update the table, click an empty cell under the GroupName column, and

enter the name of the new group that you want to add.5. Right-click in the first column beside the new group name, and click Save

Data. A confirmation window opens.6. Click Yes.7. To exit, click another item in the main menu.8. To see if the new customized group appears correctly, click File > Select Report

and look in the Select the custom group to display field.

Associating an Excel or Word object to a customized groupYou can associate Excel or Word objects to a customized group, so more than oneuser can access the object in the report in IBM Cognos FSR.

Procedure1. Open the report containing the Excel or Word object.2. Open the Excel or Word object.

3. Click the Customized Group icon. The Customized Groups windowopens.

4. Select the check box for the group that you want to select, and click OK.5. In the Cognos FSR toolbar, click Save Changes.

Editing the name of a customized groupIn IBM Cognos FSR, you can associate Word and Excel objects to a customizedgroup, so that more than one user can access the object in the report. You can editthe name of a customized group.


Customized Groups table opens.4. Click the name of the customized group that you want to change, and type a

new name.5. Right-click in the first column beside the group name, and click Save Data. A

confirmation window opens.6. Click Yes.7. To exit, click another item in the main menu.8. To see if the name of the customized group appears correctly, click File > Select

Report and look in the Select the custom group to display field.

Chapter 14. Administrative tasks 135

Deleting a customized groupIn IBM Cognos FSR, you can associate Excel and Word objects to a customizedgroup, so that more than one user can access the object in the report. If you nolonger need a customized group, you can delete it.


Customized Groups table opens.4. Delete the name of the customized group.5. Right-click in the first column beside the group name, and click Save Data. A

confirmation window opens.6. Click Yes.7. To exit, click another item in the main menu.8. To make sure that the customized group was deleted, click File > Select Report

and look in the Select the custom group to display field.

Allowing a user to access a reportAs the administrator, you can allow a user to access a report in IBM Cognos FSR.

Procedure1. Open the report that you want to configure access for.2. Click Administration > Users. The Users table opens, and all Cognos FSR users

who are authorized to access the report are listed in the table.3. Click Add User.4. Enter the user details.5. If you are using an XBRL-enabled version of Cognos FSR, to allow the user

access to XBRL and XET, select the check box in the XBRL Enabled column.6. To change the objects that the user can view in the report, in the Filter By

column, click one of the following filter options:

Table 41. Filters

Filter Effect

None The user can see all report objects without restriction.

By Visibility Users who are assigned to one of the workflow stages can seethe object, regardless of its status. Unassigned objects are notvisible to the user.

By Workflow The user’s ability to view report objects is controlled by theworkflow process that was set up by the administrator. Userscan see the object only when it is their responsibility (in otherwords, either pending submission, or rejected by another personin the workflow process).

7. To allow this user to perform some administrative tasks, click TaskPermissions, and in the Task Permissions window, select the check box besidethe tasks that you want to allow. For more information, see “Allowingnon-administrative users to perform administrative tasks” on page 138.

8. When you finish your user access tasks, click Save and then click Close.


Editing a user's access to a reportYou can edit the way that a user can access a report in IBM Cognos FSR.


who are authorized to access the report are listed in the table.3. Click the cell in the table that contains the user information that you want to

edit.4. Revise information in the table as required.5. If you are using an XBRL-enabled version of Cognos FSR, to allow the user

access to XBRL and XET, select the check box in the XBRL Enabled column.6. To change the objects that the user can view in the report, in the Filter By

column, click one of the following filter options:

Table 42. Filters

Filter Effect

None The user can see all report objects without restriction.

By Visibility Users who are assigned to one of the workflow stages can seethe object, regardless of its status. Unassigned objects are notvisible to the user.

By Workflow The user’s ability to view report objects is controlled by theworkflow process set up by the administrator. Users can see theobject only when it is their responsibility (in other words, eitherpending submission, or rejected by another person in theworkflow process).

7. To allow this user to perform some administrative tasks, click TaskPermissions, and in the Task Permissions window, select the check box besidethe tasks that you want to allow. For more information, see “Allowingnon-administrative users to perform administrative tasks” on page 138.


Removing a user's access to a reportYou can prevent a user from being able to access a report in IBM Cognos FSR. Youmight want to do so, for example, if the user leaves the company.


who are authorized to access the report are listed in the table.3. Click in the first column of the row of the user that you want to delete, and

click Remove User. A confirmation window opens.4. Click OK.5. When you finish your user access tasks, click Save and then click Close.

Enabling or disabling user access to IBM Cognos FSRYou can enable or revoke access to Cognos FSR for users at any time, withoutdeleting the user profile.


Procedure1. Open any report.2. Click Administration > Users. The Users table opens, and all Cognos FSR users

who are authorized to access the report are listed in the table.3. To allow a user access to Cognos FSR, select the check box in the FSR Enabled

column for that user. To remove access for that user, clear the check box.4. When you finish your user access tasks, click Save and then click Close.

Allowing users to access core featuresIn IBM Cognos FSR, users can be granted or denied permission to work witheXtensible Business Reporting Language (XBRL), or XBRL Extended Taxonomies(XET). When you enable a feature, the required functionality is available to theuser.

About this task

An example of a core feature is the XBRL button, which appears in the CognosFSR toolbar for every Excel and Word object.

Procedure1. Open the report that you want to provide access to.2. Click Administration > Users. The Users table opens, and all Cognos FSR users

who have access to the report are listed in the table.3. Select the XBRL Enabled check box for each user that you want to provide

with access to XBRL and XET.4. When you finish your user access tasks, click Save and then click Close.

Allowing non-administrative users to perform administrativetasks

In IBM Cognos FSR, by default, only the administrator can assign or removespecific functionality. However, the administrator can choose to authorize someusers to perform some administrative tasks.

Before you begin

The users must have access to the Cognos FSR report.

Procedure1. Open any report.2. Click Administration > Users. The Users table opens, and all Cognos FSR users

who have access to the report are listed in the table.3. Find the user that you want to provide specific administrator functionality for.4. Right-click anywhere on the row for the user, and click Task Permissions.

Alternatively, select the row for the user and click Users > Task Permissions.The Task Permissions for User window opens.

5. Select the check box next to each administrative function to which you wantthe user to have access, as shown in the following table:

Table 43. Administrative tasks that can be delegated to users

Administrative tasks When the check box is selected...

Generate Entire Report The user can output an entire Cognos FSR report.


Table 43. Administrative tasks that can be delegated to users (continued)

Administrative tasks When the check box is selected...

View Snapshot The user can review and audit any changes to the Cognos FSRreport.

Modify Properties of anObject

The user can edit property settings for the assigned objects.

Access AccountMapping

The user can view and edit the account structure via Forms >Account Mapping.

Access Journal Entry To view journal entries, the user can click Forms > AccountHierarchy.

Access Adjustments To adjust data in the report, the user can click Tools >Adjustments.

Access Report Setup The user can edit the report setup property settings (forexample, to change report name or submission date).

Progress Report The user can view progress reports.

Audit Report The user can view audit reports.

Query Builder The user can create queries using the Query Builder.

Add Query to Excel The user can add queries to Excel objects.

Insert AccountReconciliation Workflow

The user can insert an AR_Workflow worksheet into an Excelobject.

Account Hierarchy To see the Account Hierarchy functionality, based on selectedpermission settings, the user can click Forms > AccountHierarchy.

Maintain Dimension/Account structure

To edit the dimension and account hierarchies, the user can clickForms > Account Hierarchy.

Create Journal Entries To create journal entries, the user can click Forms > AccountHierarchy.

Modify Journal Entries To edit existing journal entries, the user can click Forms >Account Hierarchy.

ReconciliationValidation For EntireReport

The user can run a reconciliation validation for the entire report.Only users who have full access to all sections and objects canperform this task.

ReconciliationValidation For SelectedSection

The user can run reconciliation validations for selected sections.

Run Macros The user can run macros for the entire report and selectedsections.

Manage MacroDefinitions andParameters Values

The user can add, edit, and delete macro definitions andparameter values.

Run AccountReconciliation

The user can run account reconciliations in the Report Setupwindow or in the Account Hierarchy feature.

View ReferenceVariables

The user can view the list of reference variables that are inavailable for use.

Change Print Optionsfor an Object

The user can print any Word, PDF, or Excel object.

View Related Objects The user can view objects related to the selected object.



Filter functionality in the Users windowThe Users window uses the same filter functionality that is common to other IBMCognos FSR features.


The Global Variables tableIn IBM Cognos FSR, you can use the Global Variables table with account mappingto maintain unique internal references for each report.

You can access the Global Variables table directly by clicking Administration >Global Variables, or when you initially are creating a report.

Reports in this table can retrieve data that was added to the Cognos FSR databasevia account mapping. The report must exist in the table, or no data is retrieved.

Each report in the table must have a unique logical number. It allows Cognos FSRto load account mapping data into an Excel object. If there is a report in the tablewith no unique logical number, data is not loaded into the object.

The physical order of the reports in the Global Variables table can be manuallyadjusted by using filters at the top of the columns.

Important: By default, this feature is disabled. For more information about how toenable this feature, see Cognos FSR Installation Guide.

Adding a report to the Global Variables tableIn IBM Cognos FSR, you can add a report to the list in the Global Variables table.

Procedure1. Open any report.2. Click Administration > Global Variables. The Global Variables window opens.3. In the Physical column, click the blank cell that is available at the bottom of the

table.4. Use the list to select the report.5. In the Logical column, type a unique number.6. Right-click in the Logical column, and click Refresh Data.

Filter functionality in the Global Variables windowThe Global Variables window uses the same filter functionality that is common toother IBM Cognos FSR features.


Updating the list of reports in the Global Variables tableIn IBM Cognos FSR, you can update the reports that exist in the Global Variablestable.


Procedure1. Open any report.2. Click Administration > Global Variables. The Global Variables table opens.3. Update the table as required:

v In the Physical column, select the report that you want.v In the Logical column, retype a unique number.

4. Optionally, you can use the filters to resort the table.5. Right-click in the table, and click Refresh Data.

The Query Variables tableIn IBM Cognos FSR, the Query Variables table maintains unique internalreferences for each report.

Global variables can be used to reference either OLAP or relational databasesources. The name of the variable is the administrator’s choice, but the syntax of aquery variable is always the same, as shown in the following table:

Table 44. Syntax for query variables

Data source Variable syntax Example

OLAP “{variablename}”,“{variablename}”

“{Current_Quarter}”,“{Current_TimePeriod}” = Q3 2007

Using this method, quotations around the variable namemust be used for variables that return a numeric value.

OLAP {variable name},{variable name}

{Current_Quarter},{Current_TimePeriod} = 'Q3 2007'

Using this method, quotations around the value must beused for variables that return a numeric or alphanumericvalue.

Relational(SSAS)

{variable name},{variable name}

{Current_Quarter},{Current_TimePeriod} = Q3 2007

Quotations are not required when referencing a numericvalue from a relational source.

Tip: Always separate multiple variable names with a comma.

Defining a query variableIn IBM Cognos FSR, if you need a query variable that does not currently exist, youcan define one.

Procedure1. Open any report.2. Click Administration > Query Variables. The Query Variables window opens.3. To add a variable:

v Using the correct syntax, type a unique variable name (for example,Current_TimePer) in the Variable field.

v In the Value field, enter a value for the new variable, and click Set. Thevariable appears in the list.

v To enter a comment for the variable, use the Comment field.v Use the Scope list to define where you want to use this variable:

– All Queries. This variable can be used in all queries.


– OLAP Data. This variable can be used only in OLAP Data queries.– Account Hierarchy. This variable can be used only in account hierarchy

queries.– Excel Data Range. This variable can be used only in Excel data range

queries.v If you want to overwrite report variables at the object level, select the Allow

Override check boxv If you want the variable to be visible to the user on rollover, select the

Visible on Rollover check box.4. Click OK to save the changes and close the window.

Editing a query variableIn IBM Cognos FSR, if necessary, you can edit an existing query variable.

Procedure1. Open any report.2. Click Administration > Query Variables. The Query Variables window opens.3. Select the variable from the list. The Variable and Value fields display the

settings for the variable.4. Enter the settings for the variable, and click Set. The variable is updated in the

list.5. Click OK to save the changes and close the window.

Deleting a query variableIn IBM Cognos FSR, if you no longer need a query variable, you can delete it.

Procedure1. Open any report.2. Click Administration > Query Variables. The Query Variables windows open.3. Select the variable from the list. The Variable and Value fields display the

settings for the variable.4. Click Delete. The variable is deleted from the list.5. Click OK to save the changes and exit the window.

Report resourcesIn IBM Cognos FSR, the administrator can use the Resources feature to providereference tables to all users. The tables can include any information related to thereport being built.

Creating a resource tableThe database owner (DBO) can use Microsoft SQL Server Enterprise Manager tocreate a resource table for IBM Cognos FSR.

Selecting a resource tableMany resource tables are available in IBM Cognos FSR.


About this task

You can select any of the following resource tables:

Table 45. Resource tables

Table name Description

Account: Sub Level Used to customize additional categories for Account Mapping.

Account: User-DefinedTable 2

Used to customize additional categories for Account Mapping.

Account: User-DefinedTable 3

Used to customize additional categories for Account Mapping.

Checklist Used for the checklist library.

Checklist: Type Used for group names that are used to organize different kindsof checklists. New names can be added to the table, and existingones can be edited.

Checklist: Group 1 Used for group names to organize checklists. User-defined.



Customized Groups Used for names of customized groups.

Database Views Used to identify which custom database views are displayed inthe report as a menu selection when importing data via thedatabase.

Entity: User-DefinedTable 1

For future use.

Entity: User-DefinedTable 2

For future use.

Import Mapping Used to customize imports from Microsoft Excel to AccountMapping.

Import Template Used for mapping names.

Journal: User-DefinedTable 1

Used for the journal entry system category.

Journal: User-DefinedTable 2

Used for the journal entry user category.

Resources Used for the names of the available resource tables.

User Group For future use.

Work Flow Used for workflow components (stages of completion).

Procedure1. Open any report.2. Click Administration > Resources. The Resource Table Name window opens.3. From the list, select the name of the table that you want to view.4. Click OK.

Results

The resource window opens with the contents of the selected table.


Editing a resource tableAfter the database owner (DBO) creates a resource table, the administrator can usethe administrator client in IBM Cognos FSR to edit it.

Procedure1. Open any table.2. Click Administration > Resources. The Resource Table Name window opens.

For more information, see “Selecting a resource table” on page 142.3. Left-click the cell that you want to edit.4. Edit the text or data in the cell.5. Click the Close button at the upper right corner of the window. A

confirmation window opens.6. Click Yes to save the changes.

Filter functionality in the Report Table Name windowThe resource tables in IBM Cognos FSR use the same filter functionality that iscommon to other Cognos FSR features.


Database and server maintenanceYou can perform maintenance on the database and server for IBM Cognos FSR. Ifrequired, you can replace an online analytical processing (OLAP) connection.

Replacing an OLAP connectionIf necessary, you can replace an online analytical processing (OLAP) connection forIBM Cognos FSR.

Procedure1. Open any report.2. Click Administration > Replace OLAP Connection. The Replace OLAP

Connection window opens.3. Enter the name of the server in the Server name field.4. Additionally, you can select the following check boxes. The fields are populated

for the OLAP connection:v User name

v Password

v Application name

v Cube name

5. The Apply to current report only check box is selected by default. This settingcan be changed only in the relevant configuration file.

Important: For more information about setting the Apply to current reportonly and Ignore audit trail features, see Chapter 15, “Configuration settings,”on page 147.

6. The Ignore audit trail check box is selected by default. This setting can bechanged only in the relevant configuration file.

7. Click OK.


Results

The connection parameters are updated.

Sending automated emails to usersAs the administrator of your IBM Cognos FSR system, you might sometimes needto perform maintenance tasks on your system. While these tasks are running, userscannot work in the system.

About this task

You can send an automated email to your users when you are ready to perform aprocess, to ask them to save their work and exit the system. After the processfinishes, you can send another automated email to your users to inform them thatit is safe for them to log in again.

There are two email notification options available when you click Administration> Send Email Notification:v Beginning Process Notice. Creates an email with a template response, to be sent

to all Cognos FSR users that have email addresses.v End Process Notice. Creates an email with a template response, to be sent to all

Cognos FSR users that have email addresses.

Important: If a user does not have an email address listed in Cognos FSR, noemail can be sent to that user. For more information about how to update a user'semail address, see “User administration” on page 133

Procedure1. Open any report.2. Click Administration > Send Email Notification, and then click either

Beginning Process Notice or End Process Notice. The Process/MaintenanceComplete Notification window opens.

3. Review and ensure that the Cognos FSR users that you want to email areselected.

4. Update the subject line and body of the email if required.5. Click Send.



Chapter 15. Configuration settings

The configuration file for IBM Cognos Financial Statement Reporting (FSR),(Clarity.FSR.UI.exe.config) can be used to set a number of different options.

The following table lists the keys used to affect these options, a description of theoption, and its possible values.

Table 46. Configuration settings

Key Description Values

<add key="AlwaysPromptToSaveExcel"value="false" />

If this value is set to true, CognosFSR prompts users to save theirwork when they close an Excelobject, regardless of whether theychanged the object.

false ortrue

<add key="Clarity.Logger.Level"value="1" />

This option sets the level of logging:

v Level 0 = no logging

v Level 1 (default) = errors(includes crashes)

v Level 2 = Level 1 logging andinformation

v Level 3 = Level 1 logging andLevel 2 logging and details fordebugging

0, 1, 2, 3

<add key="Clarity.Logger.Path"value="C:\Logs" />

This option enables the user tospecify the location of the CognosFSR log files.

<path>

<addkey="Clarity.Logger.SingleFile"value="false" />

If this value is set to false, CognosFSR logs errors to multiple filesbased on the date.

false ortrue

<add key="ConserveMemoryEnabled"value="false" />

If this value is set to true, CognosFSR uses the hard disk drive towrite files to and release memory.This key is used in specialconditions when the computer orserver memory is not enough.

false ortrue

<add key="CustomGroupsEnabled"value="false" />

If this value is set to true, the usersees the Custom Group list duringthe report selection step, if thereport was configured to use customgroup tags.

false ortrue

<addkey="EnableLegacyAccountMapping"value="false" />

This option enables or disables oldaccount mapping. It is disabled bydefault.

false ortrue

<add key="AllowExcelCompatibilityChecker" value="false" />

If this value is set to false, thecompatibility checker, whichappears due to the incompatibilitybetween Microsoft Office 2007 and2003 with Office 2010, is suppressed.

false ortrue


Table 46. Configuration settings (continued)


<addkey="EnablePercentDivisionExcel"value="true" />

If this value is set to true, CognosFSR divides the values of aMicrosoft Excel percentItemType tagby 100 in the XBRL instancedocument.

false ortrue

<add key="EssbaseRuntimePath"value="C:\Program Files\IBM\CognosFSR\ />

This value specifies the path for theEssbase client runtime files. If theEssbase client is already installedbut Cognos FSR does not detect it,you must specify the path of theruntime files in the configurationfile (Clarity.FSR.UI.exe.config).

<path>

<add key="IsRightToLeft"value="false" />

If this value is set to true, the UI inCognos FSR appears right to left.

false ortrue

<add key="LeftPanelWidth"value="320" />

This value specifies the width of theSection pane (where a tree structureof a report is displayed).

<number>

<add key="MissingValueAsZero"value="false" />

This value displays missing or nullvalues from an OLAP query asempty cells when set to f, and asthe value 0 when set to true.

false ortrue

<add key="PDFComparePath"value="c:\" />

This value specifies an alternativepath to save PDF documents to becompared. The default path is%APPDATA%\IBM\Cognos FSR\

<path>

<add key="PromptToRefreshExcelOnNavigation" value="true" />

If this value is set to true, a userwho is navigating to an Excel objectis prompted to refresh the data inthe Excel object.

false ortrue

<add key="RefreshDataOnSave"value="false" />

If this value is set to true, CognosFSR refreshes the data when a userclicks Save.

false ortrue

<add key="ReplaceForm_ApplyToCurrentReportOnly"value="false" />

If this value is set to true, theApply to current report only checkbox in the Replace OLAPConnection window is selected.

false ortrue

<addkey="ReplaceForm_IgnoreAuditTrail"value="false" />

If this value is set to true, theIgnore audit trail check box in theReplace OLAP Connection windowis selected.

false ortrue

<add key="TopPanelHeight"value="183" />

This value specifies the height of theProperties pane.

<number>

<add key="MaxRestartExcelChart"value="10" />

This value specifies the number oftimes Cognos can try to openMicrosoft Excel to export a chart.

<number>

<add key="TempPath" value = "true"/>

If this value is set to true and atemporary file path is specified,Cognos FSR stores all temporaryfiles in the specified location.

false ortrue


Table 46. Configuration settings (continued)


<add key="MonitorPerformance"value="false" />

If this value is set to true, CognosFSR displays an updatedperformance log file showing thecurrent date with the date reflectingthe generated object.

false ortrue

<add key="CustomizedView"value="false" />

If the value is set to true, CognosFSR enables a customized view inthe data wizard.

false ortruefalse ortrue

<addkey="DefaultExcelInitialization"value="true" />

If this value is set to false, CognosFSR initializes Microsoft Excel usingan alternative method.

false ortrue

Chapter 15. Configuration settings 149


Chapter 16. Known issues with Excel and Word objects

The troubleshooting section provides solutions for problems that you mightencounter while you are using IBM Cognos Financial Statement Reporting (FSR).

Excel objects: Unable to reference Excel-calculated data with objectvariables

An error occurs when you use IBM Cognos FSR object variables to reference databetween objects.

Issue

An error occurs when you use Cognos FSR object variables (for example, ##S and##D) to reference data between objects.

Details

In this situation, a mathematical Microsoft Excel formula (for example, a SUMfunction) references a range of numbers in the grid. Those numbers cannot bereferenced by both the Excel formula and Cognos FSR. When you use a variable inCognos FSR to reference any data that is already being used by the Excel formulato calculate a result, and that variable is in turn referenced by the same data,Microsoft Excel cannot resolve the circular reference.

Solution

This issue is a limitation of Microsoft Excel, and there is no workaround. Theeasiest solution to avoid the circular reference issue is to prevent it from occurring.

Excel and Word objects: Indent causes issues with the layout of anExcel object

If an Excel object follows a Word object, when IBM Cognos FSR compiles thereport, it continues to apply the Word paragraph indent setting to the Excel object.

Issue

If an Excel object follows a Word object, when Cognos FSR compiles the report, itcontinues to apply the Word paragraph indent setting to the Excel object.

Details

You can customize the paragraph indent for a Word object by clicking Format >Paragraph. The indent causes issues with the layout of the Excel object when theCognos FSR report is compiled into a Word table on final output.

Solutions

When you change a paragraph indent in a Word object, always reset the paragraphindent back to zero after the paragraph.


Alternatively, you can use Object Enforcement Settings to apply a consistentformat. For more information, see “Applying common formatting across sectionsand objects” on page 33.

Excel and Word objects: Unexpected value returned by a sourcevariable

In IBM Cognos FSR, an incorrect value is returned when you use a source variableto reference a destination variable.

Issue

In Cognos FSR, an incorrect value is returned when you use a source variable (forexample, ##S, ##GSS, or #GSD) to reference a destination variable (for example, ##Dor ##GD).

Details

When an object is generated, destination variables are compiled from sourcevariables, including destination variables that occur within a range.

If you choose to reference a destination variable with a source variable, you mightnot get the correct value. You might see this issue when you are navigating to anobject or generating a report, and results from the refresh order are different thanexpected.

Solution

Destination variables are used to refer to source variables. Avoid using sourcevariables to reference destination variables.

Refresh errors window appears during a buildWhen you are attempting to build an XBRL instance in IBM Cognos FSR, theRefresh Errors window opens during the process.

About this task

Microsoft Office 2010 has additional security that validates files in binary formatthat are not in a trusted location (this includes Microsoft Office 97-2003 files). If afile contains any specious data, such as external links to the Internet or a macro,the file fails validation and Microsoft Office produces an error message.

Perform this procedure to turn off the Microsoft Office file validation feature.

Procedure1. Click Start > Run.2. In the Run window, type regedit

3. Click OK.4. Access the following path: HKEY_CURRENT_USER\Software\Microsoft\Office\

14.0\Excel\Security\FileValidation\EnableOnLoad

5. Right-click EnableOnLoad and click Modify.

Tip: If EnableOnLoad does not exist, create it.


6. In the Edit Value window, in the Data value field, type 0.

Results

Microsoft Excel no longer validates the files.

Chapter 16. Known issues with Excel and Word objects 153


Appendix. Multiple versions of Microsoft Office

Your reports can contain Excel and Word objects. Some aspects of your reports andobjects depend on the version of Microsoft Office that was used to create theobject, and the version of Microsoft Office that you use to open the report.

The following list shows the versions of Microsoft Office that you and other usersof your report might use to create Excel and Word objects:v Microsoft Office 2003v Microsoft Office 2003 with the Microsoft Office Compatibility Pack for Word,

Excel, and PowerPointv Microsoft Office 2007v Microsoft Office 2010

If all objects in your report are created with the same version of Microsoft Office,and all users of your report use the same version of Microsoft Office, you do notneed to read the rest of the topics in this section.

However, if any objects in your report are created with different versions ofMicrosoft Office, or some users use a different version of Microsoft Office, read thefollowing sections for useful tips on how to work with your report and objects.

Important: It is recommended that all users use the same version of MicrosoftOffice. For more information on the impact of mixed environments, see thefollowing topics.

Effect of multiple versions of Microsoft Office if you use MicrosoftOffice 2003

If you use Microsoft Office 2003, some aspects of your reports depend on theversion of Microsoft Office that was used to create various objects. The version ofMicrosoft Office that you use can affect actions such as opening reports andobjects, pasting and exporting objects, and generating reports.

Important: You can use the Compatibility Pack for Word, Excel, and PowerPoint.The compatibility pack upgrades the functionality of Microsoft Office 2003 so thatit works more smoothly with later versions of Microsoft Office. You can downloadthe compatibility pack from the Microsoft website.

Opening reports and objects

If you use Microsoft Office 2003, consult the following table to learn about howdifferent Microsoft Office versions affect opening reports and objects.


Table 47. Effect of multiple Microsoft Office versions on opening reports and objects

SituationIf you use Microsoft Office2003

If you use Microsoft Office2003 plus the compatibilitypack

If the report contains Excelor Word objects that werecreated in Microsoft Office2003 only

You can open the report andall objects normally.

You can open the report andall objects normally.

If the report contains Excelor Word objects that werecreated in a later version ofMicrosoft Office

You cannot open the reportor view objects.

To open the report, you mustinstall the compatibility pack,or upgrade to the version ofMicrosoft Office that wasused to create the object.

You can open the report andall objects. You view laterobjects in Microsoft Office2003 format, but no changesare made in the database.

When you save a later object,you automatically save it inMicrosoft Office 2003 format,and you might lose featuresor formatting specific to thelater version.

To view or save the object inits original format, you mustupgrade to the version ofMicrosoft Office that wasused to create the object.

Important: You might open a report in Microsoft Office 2003, and then, while thereport is open, someone might create an Excel or Word object for the same reportin a later version of Microsoft Office. In this situation, you can still view the reportwhile it is open, but you cannot view the new object. If you close the report, youcannot open it again.

Copying and pasting objects

If you use Microsoft Office 2003, consult the following table to learn about howdifferent Microsoft Office versions affect copying and pasting objects.

Table 48. Effect of multiple Microsoft Office versions on copying and pasting objects




You can copy and paste anobject normally byright-clicking the object andthen clicking Copy andPaste.

You can copy and paste anobject normally byright-clicking the object andthen clicking Copy andPaste.


Table 48. Effect of multiple Microsoft Office versions on copying and pastingobjects (continued)




You cannot copy and pasteobjects.

To copy and paste objects,you must install thecompatibility pack, orupgrade to the version ofMicrosoft Office that wasused to create the object.

You can copy and paste anobject by right-clicking theobject and then clickingCopy and Paste. Youautomatically save the pastedobject in Microsoft Office2003 format, and you mightlose features or formattingspecific to the later version.

To save the pasted object inits original format, you mustupgrade to the version ofMicrosoft Office that wasused to create the object.

Working with shared objects

If you use Microsoft Office 2003, consult the following table to learn about howdifferent Microsoft Office versions affect shared objects.

Table 49. Effect of multiple Microsoft Office versions on shared objects


Result with Microsoft Office2003 plus the compatibilitypack


You can work with sharedobjects normally.

You can work with sharedobjects normally.

Appendix. Multiple versions of Microsoft Office 157

Table 49. Effect of multiple Microsoft Office versions on shared objects (continued)


Result with Microsoft Office2003 plus the compatibilitypack


You cannot work with sharedobjects.

To work with shared objects,you must install thecompatibility pack, orupgrade to the version ofMicrosoft Office that wasused to create the object.

Objects are opened inMicrosoft Office 2003 format.When you try to save theobject, you receive a messagein which you must specifywhether you want to save inMicrosoft Office 2003 format.

v If the shared object is aLink To Original, thecontent cannot bemodified. A linked objectactually has no content, sowhen an object is opened,the content is retrievedfrom the original sourceobject. This content opensin the version of MicrosoftOffice that is on yourcomputer, and you mightlose features or formattingspecific to the laterversion.

v If the shared object is aCopy, the content can bemodified because a copy istreated like any otherobject that has content. Alllater shared Excel or Wordobjects are saved inMicrosoft Office 2003format, and you mightlose features or formattingspecific to the laterversion.

To view and save the sharedobject in its original format,you must upgrade to theversion of Microsoft Officethat was used to create theobject.

Exporting Excel objects

If you use Microsoft Office 2003, consult the following table to learn about howdifferent Microsoft Office versions affect object exports.


Table 50. Effect of multiple Microsoft Office versions on exporting Excel objects




You can export objectsnormally.

You can export objectsnormally.


You cannot export objects.

To export objects, you mustinstall the compatibility pack,or upgrade to the version ofMicrosoft Office that wasused to create the object.

You can export the objectand select the format of thefinal output (xls, xlsx, orxlsm). When you open thedocument, it opens incompatibility mode, and youmight lose features orformatting specific to thelater version.

To export the object in itsoriginal format, you mustupgrade to the version ofMicrosoft Office that wasused to create the object.

Viewing and comparing audit trails or snapshots

If you use Microsoft Office 2003, consult the following table to learn about howdifferent Microsoft Office versions affect audit trails and snapshots.

Table 51. Effect of multiple Microsoft Office versions on audit trails or snapshots



If the report contains Excelor Word objects that werecreated in Microsoft Office2003 only, or if all snapshotswere created in MicrosoftOffice 2003 only

You can view and compareaudit trails or snapshotsnormally.

You can view and compareaudit trails or snapshotsnormally.

If the report contains Excelor Word objects that werecreated in a later version ofMicrosoft Office, or if at leastone of the snapshots wascreated in a later version ofMicrosoft Office

You cannot view or compareaudit trails or snapshots.

To view audit trails orsnapshots, you must installthe compatibility pack, orupgrade to the version ofMicrosoft Office that wasused to create the laterobjects or snapshots.

You can view and compareaudit trails or snapshots.When you select an audittrail entry or a snapshot, youview it in Microsoft Office2003 format, and you mightnot see features or formattingspecific to the later version.The changes are not saved tothe database.

To view and compare audittrails or snapshots in theiroriginal format, you mustupgrade to the version ofMicrosoft Office that wasused to create the objects orsnapshot.


Generating reports

If you use Microsoft Office 2003, consult the following table to learn about howdifferent Microsoft Office versions affect generating reports.

Table 52. Effect of multiple Microsoft Office versions on generating reports




You can generate the reportnormally. The report isgenerated as a .doc file.

You can generate the reportnormally. The report isgenerated as a .doc file.


You cannot generate thereport.

To generate the report, youmust install the compatibilitypack, or upgrade to theversion of Microsoft Officethat was used to create theobject.

You can generate the report.All later Excel and Wordobjects are converted toMicrosoft Office 2003 formaton your local machine, andyou might lose features orformatting specific to thelater version. However, theversion is not changed in thedatabase.

To generate the report withobjects in their originalformat, you must upgrade tothe version of MicrosoftOffice that was used tocreate the objects.

Performing report rollovers

When you roll forward a report containing mixed environments, all Excel andWord objects remain in the same version of Microsoft Office as before the rollover,because no conversion process takes place.

Effect of multiple versions of Microsoft Office if you use MicrosoftOffice 2007 or Microsoft Office 2010

If you use Microsoft Office 2007 or Microsoft Office 2010, some aspects of yourreports depend on the version of Microsoft Office that was used to create variousobjects. The version of Microsoft Office that you use can affect actions such asopening reports and objects, pasting and exporting objects, and generating reports.

Opening reports and objects

If you use Microsoft Office 2007 or Microsoft Office 2010, consult the followingtable to learn about how different Microsoft Office versions affect opening reportsand objects.


Table 53. Effect of multiple Microsoft Office versions on opening reports and objects

SituationIf you use Microsoft Office 2007 orMicrosoft Office 2010

If the report contains Excel or Word objectsthat were created in an earlier version ofMicrosoft Office

You can open and save reports and objects.When you save objects, you automaticallysave them in the format of the version ofMicrosoft Office that you use.

If the report contains Excel or Word objectsthat were created only in the version ofMicrosoft Office that you use

You can open and save reports and objectsnormally.

If the report contains Excel or Word objectsthat were created in a later version ofMicrosoft Office

You view the later object in the format of theversion of Microsoft Office that you use, andyou might not see features or formattingspecific to the later version. However, nochanges are made in the database.

To view the object in its original format, youmust upgrade to the version of MicrosoftOffice that was used to create the object.

Copying and pasting objects

If you use Microsoft Office 2007 or Microsoft Office 2010, consult the followingtable to learn about how different Microsoft Office versions affect copying andpasting objects.

Table 54. Effect of multiple Microsoft Office versions on copying and pasting objects



You can copy and paste an object byright-clicking the object and then clickingCopy and Paste. When you save a pastedobject, you automatically save it in theformat of the version of Microsoft Office thatyou use.


You can copy and paste an object normallyby right-clicking the object and then clickingCopy and Paste.


You can copy and paste an object byright-clicking the object and then clickingCopy and Paste. All later Excel and Wordobjects are saved in the format of the versionof Microsoft Office that you use, and youmight lose features or formatting specific tothe later version. The original object remainsin its original format.

To view and save a pasted object in itsoriginal format, you must upgrade to theversion of Microsoft Office that was used tocreate the object.


Working with shared objects

If you use Microsoft Office 2007 or Microsoft Office 2010, consult the followingtable to learn about how different Microsoft Office versions affect shared objects.

Table 55. Effect of multiple Microsoft Office versions on shared objects



You can work with shared objects. Allcopied Excel or Word objects are saved inthe format of the version of Microsoft Officethat you use.


You can work with shared objects normally.


Objects are opened in the format of theversion of Microsoft Office that you use.When you save the object, you receive amessage in which you must specify whetheryou want to save in the format of theversion of Microsoft Office that you use.

v If the shared object is a Link To Original,the content cannot be modified. A linkedobject actually has no content, so whenthe object is opened, the content isretrieved from the original source object.This content opens in the format of theversion of Microsoft Office that you use,and you might not be able to viewfeatures or formatting specific to the laterversion.

v If the shared object is a Copy, the contentcan be modified because a copy is treatedlike any other object that has content. Alllater Excel or Word objects are saved inthe format of the version of MicrosoftOffice that you use, and you might losefeatures or formatting specific to the laterversion.

To view a shared object in its originalformat, you must upgrade to the version ofMicrosoft Office that was used to create theobject.

Exporting objects

If you use Microsoft Office 2007 or Microsoft Office 2010, consult the followingtable to learn about how different Microsoft Office versions affect object exports.

Table 56. Effect of multiple Microsoft Office versions on exporting objects



You can export the object and select theformat of the final output (xls, xlsx, orxlsm).


Table 56. Effect of multiple Microsoft Office versions on exporting objects (continued)



You can export objects normally.


You can export the object and select theformat of the final output (xls, xlsx, orxlsm). When you open the document, itopens in compatibility mode, and you mightlose features or formatting specific to thelater version.

To export an object in its original format,you must upgrade to the version ofMicrosoft Office that was used to create theobject.

Viewing and comparing audit trails or snapshots

If you use Microsoft Office 2007 or Microsoft Office 2010, consult the followingtable to learn about how different Microsoft Office versions affect audit trails andsnapshots.

Table 57. Effect of multiple Microsoft Office versions on audit trails or snapshots


If the report contains Excel or Word objectsthat were created in an earlier version ofMicrosoft Office, or if the snapshots werecreated in an earlier version of MicrosoftOffice

You can view and compare audit trails orsnapshots. When you select an audit trailentry or snapshot, you view it in the formatof the version of Microsoft Office that youuse. The changes are not saved to thedatabase.

If the report contains Excel or Word objectsthat were created only in the version ofMicrosoft Office that you use, or if thesnapshots were created only in the versionof Microsoft Office that you use

You can view and compare audit trails orsnapshots normally.

If the report contains Excel or Word objectsthat were created in a later version ofMicrosoft Office, or if at least one of thesnapshots was created in a later version ofMicrosoft Office

You can view and compare audit trails orsnapshots. When you select an audit trailentry or a snapshot, you view it in theformat of the version of Microsoft Office thatyou use, and you might not see features orformatting specific to the later version. Thechanges are not saved to the database.

To view an audit trail entry or snapshot inits original format, you must upgrade to theversion of Microsoft Office that was used tocreate the objects in the audit trail or thesnapshot.


Generating reports

If you use Microsoft Office 2007 or Microsoft Office 2010, consult the followingtable to learn about how different Microsoft Office versions affect reportgeneration.

Table 58. Effect of multiple Microsoft Office versions on generating reports



You can generate the report. All earlier Exceland Word objects are saved in the format ofthe version of Microsoft Office that you use.The report is generated as a .docx file.


You can generate the report normally. Thereport is generated as a .docx file.


You can generate the report. All later Exceland Word objects are saved in the format ofthe version of Microsoft Office that you use,and you might lose features or formattingspecific to the later version. The report isgenerated as a .docx file.

To generate the report in its original format,you must upgrade to the version ofMicrosoft Office that was used to create theobject.

Performing report rollovers

When you roll forward a report containing mixed environments, all Excel andWord objects remain in the same version of Microsoft Office as before the rollover,because no conversion process takes place.


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