PS Nvision Handbook

PeopleSoft NVisionHand Book

Prepared by

G.kumaranPeopleSoft Technical Consultant

DriveStream Inc

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Contents:

CHAPTER 1 – Understanding nVision

CHAPTER 2 – General Overview

CHAPTER 3 – Running Reports with PS/nVision

CHAPTER 4 – Hands on Exercises

CHAPTER 5 - REVIEW QUESTION

CHAPTER 6 - SHORTCUTS

CHAPTER 1 –Understanding nVision

PS/nVision enables you to retrieve information from your PeopleSoft database into a Microsoft Excel spreadsheet-not merely as "raw" data, but as information in a form that helps you see the big picture, explore the details, and

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make decisions. You can use familiar Excel commands to format and analyze the data. By using PS/nVision, you can spend your time analyzing results, rather than summarizing data and entering it into your spreadsheet. In this chapter we'll

provide an introduction to the sophisticated reporting options available through PS/nVision.

Working with PS/nVision

PS/nVision doesn't just work with spreadsheets-it works within them. You access PS/nVision features from a special nVision menu within Microsoft Excel. Your organization can also create a custom "front-end" macro sheet to give your users point-and-click access to reports and reporting functions.Because PS/nVision works from within your spreadsheet, you'll use the familiar commands Excel offers for inserting formulas, formatting, and graphics. We'll review some of the more common Excel features in this chapter, but for more detailed information see your Microsoft Excel User's Guide or the Excel online help.

Understanding Reports and Layouts

We refer to each Excel spreadsheet created with PS/nVision as either a report instance or a report layout. A report instance contains data that PS/nVision has retrieved from your PeopleSoft database. It is the end result of using PS/nVision. Every report you can create is based on a report layout. When you run a report, PS/nVision uses the specified layout to determine what data to retrieve for the report and how to display it. Therefore, creating a PS/nVision report is a three-step process:1. First, someone must define a report layout that specifies what query to use for

the report and how to format the report. The report layout is really just an Excel spreadsheet. However, it doesn't include any actual PeopleSoft data; it's just the structure of the report-query information, criteria, text, formulas, graphics, formatting, or other information you want to include. This step is only required the first time you create the report-once the layout has been saved, you can use the same layout repeatedly.

2. Someone must also create a report request specifying the layout and options for the report.

3. After defining a report layout and request, you run the report request, using the nVision menu in Microsoft Excel, the Run button on the request dialog box, or a button/macro that calls PS/nVision to run the report. You can produce multiple instances of the report as needed. For example, you might provide an income statement report for each department within your organization. Each instance is an individual report with up-to-the-minute data from your database, selected and formatted according to the instructions in the report layout.

The layout and request are all you need to run your report-creating a spreadsheet rich with data. As the report runs, a copy of the layout, called an instance, is populated with data and is saved as a normal spreadsheet file. (If you're using a scope with your report, you may produce several instances from one layout with one report request.

Besides the numerous features that are available to you through PS/nVision, you can use all of Excel's powerful features to customize layouts, and the resulting reports, to your liking. For example, Excel features dynamically-linked charting and drawing tools for creating colorful graphs and diagrams. To help get your message across,

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you can add your own finishing touches to a layout. Because the layout is the basis for all reports produced from it, you can format and enhance the report once, and get the benefits automatically each time the report is run.

If you're working with PeopleSoft Financials products, you may be interested in using ledgers with PS/nVision and taking advantage of the TimeSpan feature to define reports that "roll" from period to period without any changes to the layout. Using TimeSpans, the same layout can retrieve year-to-date data based on the "as of" date for which the report is requested.

Tabular and Matrix Layouts

PS/nVision offers two kinds of report layouts-tabular layouts and matrix layouts. The major difference between them is how they specify what data to retrieve from the database. In general, tabular layouts lend themselves to detailed reporting, while matrix layouts are more appropriate for summarized reporting. In this chapter, we'll provide a brief discussion here of both layout types.

Tabular layouts are the simpler of the two layout types. They use a query defined in PeopleSoft Query to retrieve data. The columns in the report correspond to the fields returned by the query; the rows in the report correspond to the rows in the query result set.

Matrix layouts have data selection criteria associated with columns and rows in the spreadsheet, creating a criteria matrix. The data retrieved for an individual cell is determined by a combination of the criteria for its column and its row. Like tabular layouts, a matrix layout can use a query defined in PeopleSoft Query to retrieve data. For PeopleSoft Financials applications, matrix layouts are mostly defined using the ledger and ledger_budg table for data retrieval.

The table below shows some of the key differences between tabular and matrix layouts.

Feature/Function Matrix Layout Tabular Layout

Data sources Multiple queries and/or ledgers; labels.

Single query.

Data Numbers in matrix, text in labels and variables.

Text and numbers.

Data delivery Row/column intersections (amounts); row and column labels (text).

Selected query result columns, one data row per spreadsheet row.

Layout sheets One per workbook. Multiple per workbook.

Selection criteria ScopeQuery, incl. PromptsSheet, column, row and cell.

ScopeQuery, incl. Prompts.

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Feature/Function Matrix Layout Tabular Layout

PS/nVision variables Yes. No.

Scope Multiple instances of layout workbook.

Multiple instances of layout workbook.

NPlosion Rows and columns. None.

DrillDown from instance

Yes. No.

TimeSpans Yes, with data keyed by year, period.

No.

CHAPTER 2 – General Overview

STEPS TO RUNNING AN EXISTING NVISION REPORT

I. How to open an existing nVision layout file (.xnv file)

1. Find out the name and location of the .xnv file bya. Find out from the requester where the file is locatedb. On each .xls report instance the Report Request name should be

listed. The .xnv name is on the report request form.

2. To open the .xnv layout filea. nVision

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b. Open Layoutc. Navigate through directories until you find the applicable file

II. How to open an existing Report Request

The following steps should be taken to open an existing report request file.

1. nVision

2. Report Request

3. OPEN Push button

4. Business Unit: <Click on the ? and choose applicable bus unit>

5. Get List Push button

6. Choose applicable report request form from the list

Note: If you cannot find the Report Request Form see step III. on the next page

7. You should now have the report request open on your desktop

8. Check the MAIN AS OF DATE section to ensure that the correct date is specified. For example: if you need the report data to be run for period 3 you would 09/30 in this field.

9. Take note of the directory template field so you know where the .xls file will be saved upon run time.

10. Click - RUN or nVision, Run Current Report to invoke the report request.

11. You will now have a .xls file open on your desktop

III. How to Create a NEW Report Request

The following steps should be taken to create a new report request form:

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Click on the New push button and use the above print screen as a benchmark. The following descriptions explain each field on this form.

Report Name This name identifies a Report Request.

Report Title This title appears on prompt lists and can be used in report

RequestingBusiness unit Rept Req are owned by bus units. The Layout may retrieve

data for this bus unit alone or for multiple units.

Layout Choose the applicable .xnv file that you want to execute

Scope Optional. Leave blank if you do not need a scope. A scope is used to create multiple instances of one .xnv file, such as

instances for each business unit or department.

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DirectoryTemplate Specifies which directory to place the report after you have

run the request. If you leave the field blank the finished report will be put into the default directory.

File Template Specifies the name of the worksheet (report) that is created when you run the request. You can include nVision

variables in the template to dynamically create file names at run time. All nVision report instances are stored as Excel files with an .xls extension (ex: %LYN% = BALSHEET.XLS)

Enable Nplosion If turned off will not execute specified nplosion

Data From ReqBus Unit Only When this check box is turned on the report will only reflect

from the requesting Bus Unit. If this box is not checked, on will extract data for all bus units meeting the Criteria in in the Layout. This is how you can run a consolidated rept.

Main As of Date nVision uses this date to determine the meaning of relative timespans used in the Layout.

As of Date for Trees Allows you to select the effective date of the trees to be used

when trees are referenced in Layouts and Scopes. This is usually left at the default “:Use main as of date”, meaning it will use the tree closest to the As of date.

IV. Running the Report Request

When you run a report nVision will: Create a worksheet file for each instance of the report Ensure the trees specified in the Layout or Scope are valid Call the database to extract information that you requested via Criteria in the

Layout Look to the report definition and accounting calendars to transform the nVision

variables into values

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nVision Components

There are three key components to the nVision report definition process: LAYOUT = .XNV extension, this is where you define report criteria, for example:

Account nodes, department values, timespans.The layout file itself does not contain data - think of it as a template that can

be re-used. In order to populate it with information you will have to define a Report Request. The amounts will not appear until the report request is executed ultimately creating an .xls file with the data.

NPlosion is set in a layout. NPlosion provides the ability to specify a tree node in a layout and have rows or columns inserted at run time for each underlying detail value which makes up the criteria. Likewise, you may expand multi-period timespans, such as YTD, to show amounts for each accounting period. Detail value rows are inserted above the row where the nPloded criteria is specified. Detail value columns are inserted to the left of the column where the nPloded criteria is specified.

SCOPE (Optional) = Used to run multiple instances (.xls files) based on one layout file. For example if you wanted the same report for every Department, you would create a scope requested ALL DEPARTMENTS and then link the scope to your report request. When the report request is run it will generate an .xls instance for each department per your scope.

REPORT REQUEST = Form that specifies criteria necessary to run the report such as (as of date, output location, output filename, report title)

LAYOUT FILE + REPORT REQUEST FORM = 1 .XLS FILE

LAYOUT FILE + REPORT REQUEST FORM + SCOPE DEFINITION _______ = MULTIPLE .XLS FILES

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Establishing Criteria

Through Criteria you specify the data you wish to extract from your PeopleSoft database and where to place it on the report. The Criteria is entered in rows and columns; each intersection of row and column Criteria defines a data element to be retrieved. An intersection typically contains the following elements of Criteria:

LEDGER (ACTUALS OR STD_BUDGET) We also have an ACCRUAL and REPORTS. The source of the REPORTS ledger is data generated from the Asset Management module.

TIMESPAN (YTD, BAL [includes period 0], PER, etc...) CHARTFIELDS (ACCOUNT, DEPTID, PROGRAM, FUND)

Once you define a ChartField you need to then decide if you want to use a detail value or a tree node.

Understanding TimeSpansTimeSpans control the number of periods for which data can be extracted from the Ledger table. They enable you to easily select and retrieve information for use in allocations, inquiries, and nVision reporting.

Typical TimeSpans provided with PeopleSoft General Ledger include:

PER Retrieve activity for a specific period selected.YTD Include year-to-date amounts. BAL Retrieve balance forward amounts + YTD amount.

Many TimeSpans are expressed relative to the current period, so that they automatically adapt the content of a report to the date it is produced. For example if our .xnv file uses the BAL timespan and we run the report with an as of date of 9/30/00, we will get the BALANCE as of 9/30/00. If we run the same .xnv report as of 10/28/00 we will get the BALANCE as of 10/28/00. Other timespans are defined for specific periods. For example we could create a timespan called BAL1. This would always retrieve the balance as of period 1, regardless of the AS OF DATE on the report request.

Note that you cannot run an ACTUALS or STD_BUDGET report as of a certain day. The ledger stores data by period. If today is 9/4/00 and you run your report, you will get all data as of 9/4/00. If today is 9/15/00 and you run the report as of 9/4/00 you will get data as of 9/15/00. You will get the data as of period 3.

We do have a DAILY BALANCE ledger. This ledger contains an accounting period for each day of the year. We use this ledger in our interest distribution of fund 128 reports.

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The above diagram illustrates the panel where you specify the Ledger and the timespan. Also, there’s an option called Reverse Sign which will flip the sign of the dollar amount. For example, if you have revenues of -100 it will display the amount as 100 on the report.

This feature is used when you want to reflect your revenues and liabilities as positive amounts for report purposes.

Creating Matrix Layouts

The Layout is a kind of TEMPLATE for defining how the report will look and what type of information will go into the different cells of the spreadsheet. It DOES NOT contain financial data from the database. You specify the links, or CRITERIA, that will map the desired data directly into your report from the database upon run time (or execution of the report request form).

There are four common types of information you may want to include in your Layout (1) TEXT (2) EXCEL FORMULAS (3) NVISION VARIABLES (4) CRITERIA

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Column A

Row 1

DEPARTMENT CRITERIA 1 DEPARTMENT CRITERIA 2

ACCOUNT CRITERIA

ACCOUNT CRITERIA

ACCOUNT CRITERIA

The Matrix nVision report works by defining criteria in Column A and Row 1 that will intersect at various points resulting in a desired amount from the ledger table. The above illustration shows that there are 6 points of intersections that will result in amounts.

CRITERIA HIERARCHY

Criteria elements may be placed at any or all of the following levels within a report layout:

CELL REF(1) ENTIRE WORKSHEET A1 - "The BRICK"

Criteria common to the entire report (all cells) should be specified at the worksheet level.Criteria at the worksheet level are used to specify defaults for the entire worksheet.They can be overridden by different Criteria for columns, rows, and cells, in that order.For example: the cell overrides the row Criteria for similar information.

(2) SPECIFIC COLUMN In row 1Criteria at the worksheet level are combined with Criteria for columns and rows.

(3) SPECIFIC ROW In column A

For the intersection of a row and column, the Criteria are combined where possible.

(4) SPECIFIC CELL Any cell - Must include all criteriaRARELY USED here at the Univ of Wis.

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CHANGING CRITERIA

Go into the nVision, Layout Definition panel, and choose appropriate push button based on what criteria needs to be modified.

FIELD Use this to add or modify CField Criteria QUERY Used in tabular reports and query matrix

reportsLEDGER Used to define Ledger, TimeSpan and Reverse

SignLABELS Used to define report labels (DESCR, DESCRSHORT,

ACCOUNT, DEPTID, FUND_CODE, PROGRAM_CODE, TREE_NODE).

nPlosion

Used to define nPlosion options at a GLOBAL level vs on a case by case specification

Variable

Used to define nVision variables such as %ASD% (As of Date) %LYN% (Layout Name)

Prompt Used to define the SETID for particular report and Effective date

Note: Use the arrow keys to navigate between formulas. For example you can move from cell A10 to cell A11 by hitting the DOWN arrow.

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IMPORTANT NOTE ABOUT THE PROMPT push button -This dialog box contains a SETID and EFFECTIVE date field.This dialog box is what nVision uses to determine which valid values to select when defining your report criteria through the menus. If you are not getting values you think you should this is the first place to look. For example if you are trying to add a DEPTID to your report that you know is valid and you cannot select it, chances are the SETID on the prompt box option is set to another business unit or has an old effective date. Always check to ensure this prompt has your SETID and a current date so your most recent trees and values are always available for selecting. The date on this prompt only determines what you see when building the report, it does not have anything to do with what $ amounts that are returned. The As of date in the report request determines that.

REVIEW THE EACH COMPONENT WITHIN THE LAYOUT DEFINITION PANEL:

NVISION / LAYOUT DEFINITION / FIELD:Following tab can be used to enter field definition

To define what field you want to define click the ADD push button. The following panel is returned:

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Upon clicking the ? you will get a list of chartfields as shown below:

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Always ignore the SETID and LEDGER column when you’re in this view. Many users get confused when they see this panel. The important column in this view is Chartfield. Select the chartfield you want to base your criteria on.

After selecting your chartfield you must decide if you’re going to use a tree node, detail values or nodes from a summary ledger. There are 4 options:

SELECTED TREE NODES:Use this option when you want to use a node on a tree for your criteria. For example if you wanted to retrieve all expenses, you would want to use a tree node that already defines what those accounts are.

SELECTED DETAIL VALUESUse this option when you need to define a specific value. For example if you only need a couple of accounts you would use this option and specify each account.

ALL DETAIL VALUESUse this option to select ALL values. For example you may want to ask for ALL VALUES and then use the nPlosion feature.

SELECTED SUMMARY CHARTFIELD NODESThis option is only valid when using a summary ledger.

**If you are not seeing the correct trees or values on these prompts, check your PROMPT push button on the LAYOUT DEFINITION panel and ensure it contains your SETID and a recent effective date [today or greater].

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NVISION / LAYOUT DEFINITION / QUERY:The following panel is returned after clicking the QUERY from Type drop down:

The Encumbrance amount is stored on the Ledger table in the ENCUMBURED_AMOUNT field. The only way to bring encumbrance amounts into your nVision reports is by using the a Query. The Query we use here at the UW is shown in the above panel UW_ACTUAL_ENCUMBURED_AMT.

We also have another Query that is used that adds up the ACTUALS + ACCRUALS ledger. That Query is named Q[NVS]_LEDGER_ACTUAL_ACCRUAL

The Query option allows you to write non-ledger reports. One example we have of this type of report is POQ 130 located on the PO DETAIL nVision page.Here’s a small snap shot of this nvision report:

PO ACCOUNTING ENTRIES Total

PO ID ENC ENC_REV ENC_CLO00033832 3,500.00 0.00 (3,500.00) 0.00 0030015 750.00 (23.75) 0.00 726.25 0030026 257,691.07 (255,562.79) 0.00 2,128.28 0030030 3,500.00 (1,294.16) 0.00 2,205.84 0030041 1,500.00 (140.07) 0.00 1,359.93 0030074 3,500.00 (136.25) 0.00 3,363.75 0030085 500.00 (32.33) 0.00 467.67 0030100 200.00 0.00 0.00 200.00

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NVISION / LAYOUT DEFINITION / LEDGERThe following panel is returned after clicking the LEDGER from Type drop down:

1. The Ledger field is where you define which ledger you want to use. Usually the Ledger criteria is defined in the column. For example you could have the STD_BUDGET ledger in column D and ACTUALS in column E. The two ledgers we use are ACTUALS and STD_BUDGET. See the Query section on how to bring in an ENCUMBRANCE amount on your report.

2. The TimeSpan is where you define how many accounting periods you want your column to include. For example you may want to bring in the CURRENT PERIOD data in one column and the YTD data in another. For example you could have the YTD STD_BUDGET ledger in column D and YTD ACTUALS in column E, and a CURRENT PERIOD ACTUALS in column F.

3. The nPlode TimeSpan option is generally used on YTD columns. When you turn this switch on you will get your YTD amount broken out into a separate column for each accounting period upon generating the report.

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1

23

4

NVISION / LAYOUT DEFINITION / LABELS:

The following panel is returned after clicking the LABEL option from drop downUsing the report labels feature, you can have nVision automatically print certain descriptive headings, such as your account descriptions, on your reports.

The following lists the options you have in each field. As you can see from the above picture there is not a prompt box. You need to know what to put in each field.

1. FIELD ON DETAIL VALUE TABLE:Use the following in this edit box:ACCOUNT, DEPTID, PROGRAM_CODE, FUND_CODE, PROJECT_ID, BUSINESS_UNIT, MANAGER_NAME, ACCOUNTING_PERIOD, DESCR

2. FIELD ON TREE NODE TABLE:Use the following in this edit box:DESCR, DESCRSHORT, TREE_NODE

To determine where to place labels in a report, keep in mind that report labels are generated as a result of the intersection of the report label definition and the report’s row and or column criteria. With this in mind, note the following rules for report label placement:

Report labels are placed on either column A or Row 1 Report label are never placed in a cell or at the worksheet level For row labels, select the column where you want the row labels to

appear. The report label definition will intersect with the row criteria to place a report label on each criteria row

For column labels, select the row where you want the column labels to appear. The report label definition will intersect with the column criteria to place a Report label on each criteria column.

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1

2

NVISION / LAYOUT DEFINITION / NPLOSION:The following panel is returned after clicking the nVision Layout options:

COPY FORMULAS TO NPLODED CELLSFor selected rows or columns, you can copy formulas to nPloded details if you have rows or columns that contain only formulas, such as variance or total columns or rows, and you want the results of the formula to appear for each nPloded value.

Think of the direction of the nPlosion. For nPloded columns, select the row which contains the formula you wish to copy. For nPloded rows, select the column containing the formula you wish to copy.

If the below report were to contain nPlosion on the Column and the Rows you would need to put the COPY NPLOSION OPTION in two places as illustrated below.

Nplosion form

Budget Actuals Diff

Tree node Rev 5000 200 4800Tree node Exp 1000 500 500

nPlosion NI 4000 -300 4300

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form

NVISION / LAYOUT DEFINITION / VARIABLE:The following panel is returned after clicking the VARIABLE tab:

Use nVision variables to place information that may change from report to report or from report run to report run in the headings of your report, as well as in the file and directory templates on the report request. For example, use the As of Date %ASD% variable to automatically print the As of Reporting Date so you do not have to enter it every time you run a report. Variables are also useful in adding documentation to a report instance, telling the viewer how the report was developed and where the information for the report came from.

When you request an nVision variable: You must specify the cell into which the variable should be placed You cannot place anything but the variable in the cell specified Variables cannot be specified in ROW 1 or COLUMN A You can attach text and a variable together in a single cell by using the TEXT

OPERATOR &. For example if you have the variable %ASD% in cell P15, you can put the following formula in your heading, let’s say CELL B5

=”As of Date: “&P15. Upon running the report CELL B5 would contain As of Date: 2000-07-01. There is also a way to make the date look “pretty”. Here are some examples of adding 2 cells together:12 B C D [Results of formula] Actual formula in column D

13 Jon Doe JonDoe =+B13&C13

14 Jon Doe Name: JonDoe ="Name: "&+B14&C14

Basically to use this formula wrap any text in quotes and use the "&" to link another cell to it. Think of the & as you would think of +, but instead of adding numbers you are adding contents in the cells together.

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REPORT REQUEST:Variables that extract information from the report request

DATE AND TIME PERIODVariables that resolve date and time related information for your report, including the Main As of Date.

SCOPE RELATED:Variables that read in values from your Scope. When using a scope on your layout it is critical you include these variables in your heading.

Most of our reports use this feature, refer to those for more examples.

CHAPTER 3 – Running Reports with PS/nVision

To start PS/nVision from PeopleTools or from a PeopleSoft application, select Go, PeopleTools, nVision.

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PS/nVision automatically opens Microsoft Excel, and the PS/nVision icon appears minimized on the Windows taskbar. You can click this icon to open the PS/nVision window, but unless a specific PS/nVision dialog box is currently active (such as the Layout Definition dialog box or Scope Definition dialog box), the PS/nVision window will be blank. You initiate PS/nVision commands from within Excel using the nVision menu. When PS/nVision is active, it displays an extra menu in the Excel menu bar.

Selecting an Existing Report to RunTo select from a list of defined reports, click the * NVISION / REPORT REQUEST* Click the Open button to display the Open Report Request dialog box. The following prompt should be displayed:

The Open Report Request Dialog BoxBoth the Business Unit and Report Name are initially blank, but you can click the Get List button to display the available reports. If you want a partial list of requests, enter partial values in the Qualifier(s) before pressing the Get List button.

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This is the same box that is returned when using the following MACRO BUTTON located on the OPERATIONAL page

REPORT REQUEST

It doesn’t matter which method you use, they both perform the same

After you click the Get List button, if the list is too long to scroll through, enter part of the name in the Report Name text box before clicking Get List. Double-click the report name to select it, or highlight it and click OK.

In the example below we typed UWADM / DOACHK1. This will return a short list.

Requesting a New ReportTo run a new layout [.xnv] you must define a report request. You need to enter a Request Name and Report Title for the new report request and link the applicable report layout [.xnv] to use. The Request Name is what you save the report request as. The information you enter in this panel will also be saved. By saving report request, you can retrieve it versus re-entering it the next time you want to run the report. Choose a name that describes the contents of the report so you can easily find it next time you need to run the report. In this example we have saved our report request as DOA_CHK1. We open this report request when we want to run this report versus re-entering all of the below information at run time: Why re-enter the same data every time you run the report? It is much easier to save this form and open it when you want to run it again.

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Enter a report title in the Report Title text box. Many report layouts display the Report Title at the top of the report.

From the Layout list box, select the report layout to use for this report.Identifying Report Scope

Most report layouts enable you to create multiple instances of a report using a single report request. For example, you might run three instances of an expense report that differ only in which department they report on. All three reports share the same layout, but each contains the expenses of only one department.To produce multiple instances of a report from this request, you need to select a scope from the Scope list box. The scope definition specifies what data each instance includes and how many instances PS/nVision creates. In our expense report example, you'd choose a scope definition that instructed PS/nVision to create one instance for each department. Here is an example of a scope that contains three departments:

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To link this scope to the above report request you would choose ADHOC in the scope definition field and use a scope variable to save the file as shown below:

Specifying Report File and Directory NamesYou use the Directory Template and File Template boxes to specify where PS/nVision saves the report instances when you run the report. Because PS/nVision may create multiple instances when you run the report-one for each value in the scope-you will want to enter a unique directory and/or filename. You can specify a template that PS/nVision uses to generate the names based on the instance it's creating. For example, if you're running a report for multiple departments , you might want the department name to appear as part of the filename, or you might want the instance for department to appear in a different directory.

In the Directory Template box, specify which directory you want PS/nVision to put the report instance or instances into. If you leave this box blank, PS/nVision puts the report instances in the instance directory specified on the nVision tab of the PeopleTools Configuration Manager. Do not leave this blank because most users do

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%SFV%.XLS

not have rights to create files to this default directory. If you enter a nonexistent directory, PS/nVision will create the directory. For example if you use a department variable in the directory name such as %SFV%, PS/nVision will create a directory for each department listed in your scope automatically.

In the File Template box, enter a name for the report instances. If you keep the default value, %RID%.XLS, PS/nVision uses the value from the Request Name text box (identified by the variable %RID%) as the filename, with the .XLS extension common to Excel spreadsheets.

You can include PS/nVision variables in the templates to create directory or file names based on the data contained in each instance. For example, you can include variables like %LYN% and %APA% to yield directories indicating the business unit and "as of" accounting period for which the report was produced.

If you are creating multiple instances of a report using a scope, it is especially important that you use the templates to give your report instances unique, descriptive names.

In some cases, it is appropriate to qualify a variable within a template. This is important when using a scope with more than one field. For example, if you're producing a revenue report by FUND and PROGRAM, you might want to include both values in your file or directory template. To do this, follow the variable identifier with a period (.) and the name of the scope field, as follows:%SFV.FUND_CODE%

If you omit this qualification and use a variable like %SFV% with a scope containing multiple fields, PS/nVision will use the first field in the scope by default.

The Descriptive Field (%DES%) variable is a special case. This variable allows you to retrieve the value of any text field on the tree or detail value record associated with a field in the scope. For example, if the scope is by DEPTID and the detail values on the tree that rolls up DEPARTMENTS into DIVISIONS has a manager name as one of its fields, you can retrieve that manager name and use it to name the instance directory or file. Here is an example of the manager name DES variable: %des.deptid.Manager_name%.

The Layout is a kind of TEMPLATE for defining how the report will look and what type of information will go into the different cells of the spreadsheet. It DOES NOT contain financial data from the database. You specify the links, or CRITERIA, that will map the desired data directly into your report from the database upon run time (or execution of the report request form).

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Reporting Variables:

Variable Description Sample ValueRID Report ID BUDSUMRTT Report Title Budget SummaryBUV Business Unit Name UWADMBUN Business Unit Description UW AdministrationASD As of Reporting Date 2000-02-26AST As of Tree Date 2000-02-26LYN Layout Name BUDSUMICT Scope Instance Counter 24SCN Scope Name ALL_ORGSSCD Scope Description All valid Organization valuesOPR Operator ID T1RDTS Detail Ledger (D)/Sum Ledger (S) DIDN Instance Directory Name C:\PSIFN Instance Output File Name BUDSUM.XLS

Ledger-Dependent Variables:

Variable Description Sample ValuePER As of (Reporting) Period 8APN Period Name February FY 1999-2000APA Period Abbreviation FEBFY2 Year (YY) 00FY4 Year (YYYY) 2000PED End Date of Current Period 2000-02-26

ScopeField-Dependent Variables:

Variable Description Sample ValueSFN Scope Field Name DEPTIDSFV Scope Field Value 101000SFD Scope Field Description Chancellor's Office%des.deptid.Manager_name% Greenhill,Gaylon

HAND ON EXERCISES

CHAPTER 4 –Hands on Exercises

Exercise 1: - Create a matrix nVision layout1. Navigate into nVision

Click Go / PeopleTools / nVision

2. Create a new layout .xnv file Click NVision / New Layout Type in c:\ps\[3-DIGIT OPERID]class1 as shown above.

In this case my operid is T1R, so my file name is t1rclass1 Click SAVE You will have a blank worksheet open Take note how column A and row 1 are hidden

3. Display column A and row 1

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Click NVision / Options / Check on “Show Row and Column Criteria”

Click OK You should have the following worksheet displayed:

4. Define the Layout Structure Click NVision / Layout Definition / Matrix Layout Sheet

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Enter online nVision prompts Click OK / Close**** NOTE: When modifying reports and you do not seem to be getting the tree or value information desired it is usually due to the prompt either having the wrong SETID or an old effective date. Always check this value when trouble shooting. You can get the above prompt on any .xnv file by navigating to the nVision \ layout definition and selecting the PROMPT push button ***********

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5. Enter column criteria Highlight column E Click nVision / Layout Definition Select LEDGER tab and replicate the following:

Click OK / CLOSE Cell E1 should contain the following code

%,LSTD_BUDGET,SYTDThe L = LedgerThe S = Timespan

Highlight column F Click nVision / Layout Definition Select LEDGER and choose ACTUALS for the Ledger and YTD for the

TimeSpan. Click OK / CLOSE Cell F1 should contain the following code

%,LACTUALS,SYTD Format column E and F to be at least 15 char wide Format column E and F be number formatted with 2 decimals. Add column headings to row 5.

E5 should contain a heading called BudgetF5 should contain a heading called ActualsG5 should contain a heading called Diff

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6. Enter row criteria. Highlight row 10 Click nVision / Layout Definition Select Filter tab

Click on the ADD button shown below:

Click on the question mark. You will see the following list:

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You should ignore the SETID and LEDGER column in the above view. You are only interested in defining your chartfield, which in this example is ACCCOUNT. You see there are two accounts listed above. It does not matter which one your choose.

After selecting ACCOUNT highlight “Selected Detail Values” radio button Click OK Replicate the following:

Click OK Your panel should look like below: Click OK / Close Cell A10 should have the following code:

%,FACCOUNT,V3100

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You can ADD more than one account to this row. For example if you wanted to add up account 3100 + 3110 simply click on the ADD push button on the bottom part of this panel and select account 3110 in the value field.

The F = Chartfield valueThe V = Detail value

Add an Excel formula to cell G10 that add +E10-F10, to give you your difference amount.

SAVE the .xnv file by clicking on the SAVE ICON

7. Create a Report Request Navigate to nVision / Report Request Click the NEW push button Replicate the following panel, REMEMBER to replace T1R with your 3-digit

operid.

Click the SAVE push button on the above panel Click the RUN push button to generate the following report

%,LSTD_BUDGET,SYTD

%,LACTUALS,SYTD

Budget Actuals Diff

%,FACCOUNT,V3100 0.00 175,143.58 (175,143.58)

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Navigate to Window. Notice you have 2 files open T1RCLASS.XNV and T1REX1.XLS

Open EXPLORER and navigate to c:\nvs\class. You should see the T1REX1.XLS file. Notice how nVision automatically created the C:\NVS\CLASS directory for you.

Click cell F10 on your .xls report and run every drill down at least once so you gain an understanding on how they work.

Exercise 2: - Add additional rows to your existing layoutThis exercise does not show as much detail as exercise 1. Refer to exercise 1 if you need additional help. 1. Close out of nVision

2. Navigate back into nVision Click Go / PeopleTools / nVision

3. Open your layout from exercise 1 located in c:\ps\t1rclass1.xnv Click nVision / Open Layout -navigate to c:\ps and open .xnv report

4. Enter a second row of Account criteria to your layout Highlight row 11 Click nVision / Layout Definition Select Field Click Add button Click the ? and choose ACCOUNT Highlight the SELECTED DETAIL VALUE radio button Click OK Click the ? on the Values Table field and choose GL_ACCOUNT_TBL In the Value field type in the account SPEXP1 Click OK / OK / CLOSE Cell A11 should have the following code:

%,FACCOUNT,VSPEXP1 Copy the difference formula in G10 to cell G11 Save the .xnv file by clicking on the SAVE ICON

5. Open your existing Report Request Navigate to nVision / Report Request Click the OPEN push button Fill in business unit and report name [UWADM / T1REX1]

Remember to replace T1REX1 with your 3-digit operid Click on the GET LIST push button Double click on your report to open You should now have the Report Request form open on your desktop Click OK

6. Run Report Request Click nVision / Run Current Report

Note: You can only use the “Run Current Report” command when you have the desired Report Request Open. Since we opened T1REX1 in step 5 we can use this command.

The report should look like….

%,LSTD_BUDGE %,LACTUALS,SYTD

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T,SYTD

Budget Actuals Diff

%,FACCOUNT,V3100 0.00 175,143.58 (175,143.58)%,FACCOUNT,VSPEXP1 5,765,185.58 0.00 5,765,185.58

7. Enter a third row of Account criteria to your layoutIn this row we are going to include both account 3100 and SPEXP1 Highlight row 12 Click nVision / Layout Definition Select Field Click Add button Click the ? and choose ACCOUNT Highlight the SELECTED DETAIL VALUE radio button Click OK Click the ? on the Values Table field and choose GL_ACCOUNT_TBL In the Value field type in the account 3100 Click OK Click the ADD button located in the Selected Detail Value section In the Value field type in the account SPEXP1 Click OK Cell A11 should have the following code:

%,FACCOUNT,V3100,VSPEXP1 Copy the difference formula in G11 to cell G12 Save the .xnv file by clicking on the SAVE ICON


The report should look like….%,LSTD_BUDGET,SYTD

%,LACTUALS,SYTD

Budget Actuals Diff

%,FACCOUNT,V3100 0.00 175,143.58 (175,143.58)%,FACCOUNT,VSPEXP1 5,765,185.58 0.00 5,765,185.58 %,FACCOUNT,V3100,VSPEXP1

5,765,185.58 175,143.58 5,590,042.00

Exercise 3: - Add additional rows to your existing layout using tree nodes vs detail values 1. Navigate to tree manager

Click Go / PeopleTools / tree manager Open the SHARE folder

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Open the ACCOUNT chartfield folder Open the ALL_ACCT_MAJCLASS tree Open the first tree in the list Here’s a snap shot of the ALL_ACCT_MAJCLASS tree

The folders on the tree are referred to as TREE NODES The leafs on the trees are referred to as DETAIL VALUES. In this case the

detail values are ACCOUNT numbers. Trees allow you to summarize your data. Examine the tree node SPEXP1.

This tree node includes accounts 2000-3999 + SPEXP1. It is much more efficient to build a tree to represent rollups and then refer to that tree in your nVision report.

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2. Add the tree node SPEXP1 from the ALL_ACCT_MAJCLASS tree into your T1RCLASS1.XNV report. Open your T1RCLASS.XNV report Highlight row 13 Click nVision / Layout Definition Select Field Click Add button Click the ? and choose ACCOUNT Highlight the SELECTED TREE NODES radio button Click the ? and select the ALL_ACCT_MAJCLASS tree

Panel should look like…………

Click OK Always leave the Tree Level BLANK Click the By Position button and select SPEXP1

Panel should like………..

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Click OKPanel should look like………

Click OK / Close Cell A13 should have the following code:

%,FACCOUNT,TALL_ACCT_MAJCLASS,NSPEXP1The F = ChartfieldThe T = Tree nameThe N = Node name on the tree

Copy the difference formula in G12 to cell G13 Save the .xnv file by clicking on the SAVE ICON


The report should look like….%,LSTD_BUDGET,SYTD

%,LACTUALS,SYTD

Budget Actuals Diff

%,FACCOUNT,V3100

0.00 175,143.58 (175,143.58)

%,FACCOUNT,VSPEXP1 5,765,185.58 0.00 5,765,185.58 %,FACCOUNT,V3100,VSPEXP1

5,765,185.58 175,143.58 5,590,042.00

%,FACCOUNT,TALL_ACCT_MAJCLASS,NSPEXP1

5,765,185.58 3,277,940.26 2,487,245.32

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Exercise 4: - Run a consolidated Report

1. Open your existing Report Request [Skip this step if it is open already] Navigate to nVision / Report Request Click the OPEN push button Fill in business unit and report name [UWADM / T1REX1]

Remember to replace T1REX1 with your 3-digit operid Click on the GET LIST push button Double click on your report to open You should now have the report request form open on your desktop

2. Save the existing report request as a new name Change the Report Name from T1REX1 to T1REX4

Remember to replace T1REX4 with your 3-digit operid Change the Report Title to say CONSOLIDATED RPT In the Options section, uncheck the “Data from requesting Business Unit

Only” box.The panel should look like………………..

Click the Save push button Click the Run push button to generate the report request. It will take a lot

longer to run since it is retrieving ALL BUSINESS UNITS balances and summarizing them into one number.

The report should look like….Budget Actuals Diff

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%,FACCOUNT,V3100 0.00 98,213,730.42 (98,213,730.42)

%,FACCOUNT,VSPEXP1 901,471,588.22 0.00 901,471,588.22

%,FACCOUNT,V3100,VSPEXP1 901,471,588.22 98,213,730.42 803,257,857.80


901,471,588.22 863,510,096.51 37,961,491.71

Perform a Drill / Account by Business Unit drill down on cell E13. You will see that more than the UWADM business unit makes up the

$901,471,588.22 amount. Since you turned off the “Data from Requesting Business Unit Only” checkbox the report summed up all business units.

CLOSE NVISION

Exercise 5: - Add Labels to your Report – See page 16Labels must be contained in COLUMN A or ROW 11. Close out of nVision if you have not done so already

2. Navigate back into nVision Click Go / PeopleTools / nVision

3. Open your layout from exercise 1 located in c:\ps\t1rclass1.xnv Click nVision / Open Layout and navigate to c:\ps

4. Add Account Labels to your report Highlight column B Click nVision / Layout Definition

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Select Labels tab

Replicate the following………………… Click OK / Close Cell B1 should have the following code:

%,ATF,FACCOUNT,UTREE_NODE Save the .xnv file by clicking on the SAVE ICON

5. Open your existing Report Request T1REX1 Navigate to nVision / Report Request Click the OPEN push button Fill in business unit and report name [UWADM / T1REX1]

Remember to replace T1REX1 with your 3-digit operid Click on the GET LIST push button Double click on your report to open You should now have the report request form open on your desktop Click OK


The report should look like….%,ATF,FACCOUNT,UTREE_NODE

%,LSTD_BUDGET,SYTD

%,LACTUALS,SYTD

Budget Actuals Diff

3100 0.00 175,143.58 (175,143.58)SPEXP1 5,765,185.58 0.00 5,765,185.58 3100 5,765,185.58 175,143.58 5,590,042.00

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Run-Time Options:

Click on the “Put labels in blank cells only” checkbox when you do not want your cell to be overridden with a label.

Uncheck the “Resize column for labels“ check box if you do not want nVision to automatically expand your column based on a label size.

SPEXP1 5,765,185.58 3,277,940.26 2,487,245.32 The value that intersects in on B12 is misleading. It makes it look like row 12

only contains Account 3100. Labels can only bring back one value, even though nVision does not have a limit to how many values or tree nodes you can define in a single row.

Hard code a label for cell B12. In your .XNV file not your .XLS - Go to B12 and type 3100 + SPEXP1 Re-run the report.

Note: If you had not checked the “Put labels in blank cells only” checkbox in the label definition panel the 3100 + SPEXP1 formula would have been overridden with a label.

7. Add Description Labels to your report Return to your .xnv and highlight column C Click nVision / Layout Definition Select Labels tab

Replicate the following……………..

Click OK / Close Cell C1 should have the following code:

%,ATF,FDESCR,UDESCR Put heading descriptions in cells B5 and C5. On my report I put ACCOUNT in

B5 and Descr in C5. Save the .xnv file by clicking on the SAVE ICON


The report should look like…Account Descr Budget Actuals Diff

3100 Supplies 0.00 175,143.58 (175,143.58)

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SPEXP1 Supplies & Expense 5,765,185.58 0.00 5,765,185.58 3100+SPEXP1

Supplies 5,765,185.58 175,143.58 5,590,042.00

SPEXP1 Supplies and Services

5,765,185.58 3,277,940.26 2,487,245.32

NOTE: Remember that all changes must be done in the .xnv file. Formatting the .xls file will do you no good; it will be overridden each time you run the report with a new .xls file.

Exercise 6: - Adding Variables to your layoutVariables can be contained in any cell EXCEPT COLUMN A or ROW 1

1. Open your layout t1rclass1.xnv

2. Add the As of Date variable to your report heading Go to cell B2 Click nVision / Layout Definition Select Variable tab Choose the “Date and Time Periods” radio button

Select ASDReplicate the following……………..

Click OK / Close

3. Add the Report Request Id variable to your report heading Go to cell B3 Click nVision / Layout Definition Select Variable push button

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Select RID variable Click OK / Close

4. Add the Instance directory name variable to your report heading Go to cell B4 Click nVision / Layout Definition Select Variable push button Select IDN variable Click OK / Close

Note: We will cover the SCOPE related variables in a later exercise.


The report should look like…….2000-07-01TJREX1c:\nvs\classACCT DESCR Budget Actual Diff

3100 Supplies 0.00 175,143.58 (175,143.58)SPEXP1 Supplies & Expense 5,765,185.58 0.00 5,765,185.58 3100+SPEXP1

Supplies 5,765,185.58 175,143.58 5,590,042.00


5,765,185.58 3,277,940.26 2,487,245.32

6. List all the variables in your layout so you can see their values. Navigate to L18 and begin listing all of the variables that your curious about.

For example if you want to list 10 variables you will end up in cell L28. We will use our arrow icons within the Layout Definition prompt box to navigate.

In cell L18 - Click nVision / Layout Definition Select Variable tab Replicate the following panel….

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Click the APPLY followed by the Down Arrow to move to cell L19 and enter

next variable. Check the “Highlight” checkbox. This will highlight the active cell so it’s easy

to see where your at when navigating around. In column K type in the name of the variable you chose in column L. For

example if you put %LYN% in cell L18 type LYN in cell K18. By doing this you are creating a list that you can later use as a reference.


Here’s what my report looks like upon running the report……….. COL K COL LRID T1REX1RTT Theresa's Exercise 1LYN t1rclass1RBU UWADMRBN UW System

AdministrationOPR T1RASD 2000-07-01PER 13FY2 00FY4 2000PED 2000-07-01

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Exercise 7: - Using Variables to create filenames and directory structures in your Report Request form



2. Save the existing report request as a new name Change the Report Name from T1REX1 to T1REX7

Remember to replace T1REX7 with your 3-digit operid

3. Insert variables into the Directory Template on the Report Request The Directory Template on your report request currently has:

C:\NVS\CLASS, change it to C:\NVS\CLASS\%RID%\%FY4%\%PER%

4. Insert variables into the File Template on the Report Request The File Template on your report request currently has:

%RID%.xlschange it to%RID%-%LYN%.xls

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Your Report Request should look like this………..

Click the Save push button Click the Run push button to generate the report

The report should look like……..

2000-07-01T1REX7C:\NVS\CLASS\T1REX7\2000\13Account Descr Budget Actuals Diff

3100 Supplies 0.00 175,143.58 (175,143.58)SPEXP1 Supplies & Expense 5,765,185.58 0.00 5,765,185.58 3100+SPEXP1 Supplies 5,765,185.58 175,143.58 5,590,042.00 SPEXP1 Supplies and

Services5,765,185.58 3,277,940.26 2,487,245.32

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5. Use Explorer to see how nVision used the variables in your report request to automatically generate directories and a filename. Open Explorer Navigate to C:\NVS\CLASS

The Directory Template variablesC:\NVS\CLASS\%RID%\%FY4%\%PER% translated to C:\NVS\CLASS\T1REX7\2000\13

The File Template variables%RID%-%LYN%.xls translated toT1REX7-T1RCLASS1.xls

6. Run the Report as of 7/15/2000 Change the as of date on the report request from 7/1/00 to 7/15/00. Open Explorer Navigate to C:\NVS\CLASS, you will now have a directory for FY 2001 and

Period 1.

7. Experiment using different variables in your report request.

Exercise 8: - Review Report Request Parameters on reports generated by the overnight report book process

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1. Defining the Directory Template for reports that will be scheduled to run by the overnight report book process. In class we have sent all of our instances to the c:\ drive. This is not a

practical place to save reports that need to be shared among users. Reports generated by report books must be saved to the shared PeopleSoft

drive. To define this drive you would use the following string:\\PSFIN-NT1\SFS\ vs c:\

Here is an example of UWMIL’S Report Request:

The Directory Template variables\\psfin-nt1\sfs\nVision\layout\uwmil\instance\%FY4%\%SCN%\PER-%PER% translates to \\psfin-nt1\sfs\nVision\layout\uwmil\instance\2001\101-DIV\PER-?

The File Template variable%SFD.deptid%.xls.xls translates to Academic Affairs.xls[Which is a department description on their ORGROLLUP. Their ORGROLLUP tree is used in the 101-DIV Scope definition]

Exercise 9: - Review LAYOUT .xnv File Parameters on reports generated by the overnight report book process

1. Defining the Directory Template for reports that will be scheduled to run by the overnight report book process.

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\\psfin-nt1\sfs\nVision\layout\uwmil\instance\%FY4%\%SCN%\PER-%PER%

In class we saved our files to the c:\ drive. This is not a practical place to save reports that need to be shared among users.

The report book process must find the Layout .xnv file in the default directory : \\PSFIN-NT1\SFS\NVISION\LAYOUTIf the report book process cannot find the layout in the default directory it will not run.

Most users do not have rights to this directory. This is to ensure that reports do not get changed inadvertently.

If you do not plan on using Report Books you can store your reports on a local shared drive. This way you can share them without asking for READ/ WRITE security privileges to the \\psfin-nt1\nvision\layout directory.

Phil Koenig’s group grants rights to the \\psfin-nt1 directory.

Exercise 10: Using nPlosion in your LayoutnPlosion is a feature that explodes your criteria in a column or row to the lowest level of detail.

1. Set nPlosion on Account Node criteria Open your T1RCLASS1.XNV report Highlight row 15 Click nVision / Layout Definition Select Field tab Click Add button Click the ? and choose ACCOUNT Highlight the SELECTED TREE NODES radio button Click the ? and select the ALL_ACCT_MAJCLASS tree


Click OK Always leave the Tree Level BLANK Click the By Position button and select LTESTU Click OK Check the “nPlosion” button as shown below……

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After that check the corresponding option

Click OK / Close Cell A15 should have the following code:

%,FACCOUNT,TALL_ACCT_MAJCLASS,X,NLTESTUThe F = ChartfieldThe T = Tree nameThe X = nPlode to underlying detailsThe N = Node name on the tree

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Copy the difference formula in G12 to cell G15 Save the .xnv file by clicking on the SAVE ICON

2. Open your existing T1REX1 Report Request Navigate to nVision / Report Request Click the OPEN push button Fill in business unit and report name [UWADM / T1REX1]

Remember to replace T1REX1 with your 3-digit operid Click on the GET LIST push button Double click on your report to open Click the Run push button to generate the report

The report should look like……..

2000-07-01T1REX1c:\nvs\class

Account Descr Budget Actuals Diff%,FACCOUNT,V3100

3100 Supplies 0.00 175,143.58 (175,143.58)

%,FACCOUNT,VSPEXP1

SPEXP1 Supplies & Expense

5,765,185.58 0.00 5,765,185.58

%,FACCOUNT,V3100,VSPEXP1

3100+SPEXP1

Supplies 5,765,185.58 175,143.58 5,590,042.00



5,765,185.58 3,277,940.26 2,487,245.32

%,V1601 1601 LTE – Hourly 0.00 43,806.78 %,V1603 1603 LTE – Overtime 0.00 228.00 %,V1771 1771 Student – Hourly 0.00 39,942.22 %,V1781 1781 Work Study –

Hourly0.00 1,443.56

%,VLTESTU LTESTU LTE/Student 90,087.00 0.00 %,FACCOUNT,TALL_ACCT_MAJCLASS,X,NLTESTU

LTESTU Student Salary 90,087.00 85,420.56 4,666.44

Take note of all the additional rows that were generated upon running the report. Your original formula from row A15 moved to A20 and a detail row for each Account making up LTESTU was inserted. The default setting for nPlosion suppresses rows where there is no activity. For example account 1602 does not appear in the above report because there was no activity to display. There is an option you can switch on if you want all rows to appear regardless if they have activity or not. We used this option on our FUND trial balance report so we can see each fund displayed with a zero balance.

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3. How do you get the diff formula in Column G to copy to the nPloded cells? Since the nPloded cells are “intangible” on the .xnv file, there is no place for

you to literally copy the formula to, but rather there is an option you must set in Column A or Row 1 depending on where your nPlosion takes place.

Highlight column G Click nVision / Layout Definition Select nPlosion push button Select the checkbox “Copy formulas to nPloded cells” as shown below…..

Click OK / Close Cell G1 should have the following code:

%,C Save the .xnv file by clicking on the SAVE ICON Click nVision / Run Current Report Your .xls file should contain difference amounts on all rows in column G.

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4. Set nPlosion on Time Span Criteria Open your T1RCLASS1.XNV report Column H Click nVision / Layout Definition Select Ledger

Replicate the following…….

Click OK / CLOSE The only difference between the formula in column F and H is we have the

nPlode TimeSpan option selected in column H. Cell H1 should have the following code:

%,LACTUALS,SYTD,XSThe L = LedgerThe X = nPlode TimeSpanThe S = Timespan

Run Current Report The report should nPlode a column for every accounting period.

5. Add a label to capture the acctg period name on the nPloded Timespan columns. Highlight Row 5 Click nVision / Layout Definition Select LABELS

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Replicate the following:

Click OK / Close Run Current Report Here is a small section of how your .xls file should look………

2000-1 2000-2 2000-3 2000-4 2000-5

2862.56 8600.3 7453.91 21679.26 10280.80 0 0 0 0

2862.56 8600.3 7453.91 21679.26 10280.8150047.5 392297.1 168771.7 263803.7 301658.1

In your .xls file take note of the Group Outline buttons located in the upper left hand corner. There should be 2 sets of 1 and 2 buttons. Click on the 1 to get a summary view of the report, click on the 2 to view all the nPloded detail.

There are several techniques to formatting nPloded values. I would recommend reviewing some of the Budget Summary Reports developed for other campuses.

One basic technique for formatting nPloded cells is to format the entire worksheet. It is also helpful know that nPloded cells inherit their formats from Column A or Row 1. For example if your nPloding on a row the format for the nPloded row will be inherited from Row 1. More specifically, if you have an nPloded intersection in CELL D12, the format for that intersection will be derived from the format in CELL D1. If D1 is shaded and bold all of the nPloded rows in column D will be shaded and bold.

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Exercise 11: Using the Reverse Sign Option

1. Insert a Revenue criteria row in your existing layout Open your T1RCLASS1.XNV report Highlight row 14 Click nVision / Layout Definition Select Field Click Add button Click the ? and choose ACCOUNT Highlight the SELECTED TREE NODES radio button Click the ? and select the ALL_ACCT_MAJCLASS tree


Click OK Always leave the Tree Level BLANK Click the By Position button and select REVENUE Click OK / OK / CLOSE Copy the Diff formula from G13 to G14 Save the .xnv file by clicking on the SAVE ICON Click nVision / Run Current Report

Partial Report view, the Revenue Row should look like………..……………..

Account Descr Budget Actuals Diff

REVENUE Total Revenue 0.00 (24,901,597.83) 24,901,597.83

Most users would want Revenues and Liabilities to contain positive signs on reports versus their natural accounting sign.

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2. Reverse the sign on the Revenue Account criteria Highlight Row 14 Click nVision / Layout Definition Select Ledger

Replicate the following Panel……….

Click OK / Close Cell A14 should contain the following code

%,R,FACCOUNT,TALL_ACCT_MAJCLASS,NREVENUEThe R = Reverse Sign

Save the .xnv file by clicking on the SAVE ICON Click nVision / Run Current Report

Partial Report view, the Revenue Row should look like………….Account Descr Budget Actuals Diff

REVENUE Total Revenue 0.00 24,901,597.83 (24,901,597.83)

The revenue amount is returned with a positive number

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Exercise 12: Adding Encumbrance Amounts to LayoutThe Encumbrance amount is stored on the Ledger table in the ENCUMBURED_AMOUNT field.

1. Insert an YTD Encumbrance column in your existing layout Open your T1RCLASS1.XNV report Highlight column D Click nVision / Layout Definition Select Query Replicate the following panel……….

Click OK / Close Cell D1 should contain the following code

%,QUW_ACTUAL_ENCUMBERED_AMT,SYTDThe Q = QueryThe S = TimeSpan

Insert a heading titled “Enc” in cell D5 Save the .xnv file by clicking on the SAVE ICON Click nVision / Run Current Report Partial Report view, the Revenue Row should look like………

Account Descr Enc Budget Actuals

3100 Supplies 862.58 0.00 175,143.58 SPEXP1 Supplies & Expense 0 5,765,185.58 0.00 3100+SPEXP1 Supplies 862.58 5,765,185.58 175,143.58 SPEXP1 Supplies and Services 65629.52 5,765,185.58 3,277,940.26

Perform a Drill Actual Encumbrance Journal Lines on cell D10

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Exercise 13: Using the Scope functionScopes allow you to generate multiple instances [.xls files] from one layout. 1. Create a scope definition

Click nVision / Scope Definition Click the NEW push button and fill out the following fields

Scope Name = T1RSCOPE1 [replace T1R with your 3-digit operid]Description = Used in trainingTable Setid = UWADM

Click on the ADD push button under the Fields section Click the ? and choose DEPTID Highlight the “Selected Detail Values” radio button Click on the ? in the Value Table field Choose ORG_TBL

Your panel should look like the following………….

Click OK Click on the ? in the Value field. You should get a list of the first 300 ORGs. Highlight the following 3 ORGS:

131000423000441000Click Select

Note: If you have more than 300 ORGS you would need to put a partial value in the Value field before selecting the question mark.

Your panel should look like the following…………

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Click the SAVE push button Click OK to close out of Scope Definition

2. Link the Scope to your report Now that you have defined a scope you need to link it your report. You can

use the same scope on many different reports if needed.



4. Save the existing report request as a new name

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Change the Report Name from T1REX1 to T1REXSRemember to replace T1REXS with your 3-digit operid

5. Update the Report Request with the Scope and Scope filename Variables In the Instance Controls section of the Report Request click on the ? in the

Scope field Choose the scope you created called T1RSCOPE1

Remember to replace T1R with your 3-digit operid Change the Report Title to “Using a Scope” The File Template on your report request currently has:

%RID%.xlschange it to%SFV%.xlsThe most common error made by users when using scopes is not updating the filename variable in the report request. If we were to leave this variable at %RID%.xls, each file generated by the scope would overwrite the previous file. In the end you would only have the last file saved as an .xls.

Save the Report RequestThe Report Request should look like:

Run current report When a report is running with a scope, nVision runs and then closes the

report. When the report is finished only the last file generated is left open.

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6. View all the reports generated by the Scope Open Explorer Navigate to C:\NVS\CLASS

You should see a file for each DEPARTMENT VALUE listed in the scope

The most common error made by users when using scopes is not updating the filename variable in the report request.

Open 131000.xlsA partial view of the report should look like………………….

2000-07-01T1REXSc:\nvs\classAccount Descr Enc Budget Actuals Diff

3100 Supplies 0 0.00 10,469.95 (10,469.95)SPEXP1 Supplies

& Expense

0 121,587.50 0.00 121,587.50

If you were to print this report you would have no idea what department this data is related to. You need to add variables to the heading section of your layout .xnv file.

7. Add Scope Variable Headings to your Layout .xnv file Open your T1RCLASS1.XNV file

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Go to Cell G2 Click nVision / Layout Definition Select Variable push button Choose the “Scope-Related” radio button Select SFV

Replicate the following……………

Click Apply Click on the down arrow to navigate to cell G3 Select SFD Click OK / Close Run Current Report The last report generated should be 441000.xls and should look like….

2000-07-01 441000T1REXS Policy Analysis and

Researchc:\nvs\classAccount Descr Enc Budget Actuals Diff

3100 Supplies 0 0.00 5,602.00 (5,602.00)SPEXP1 Supplies

& Expense

0 52,500.00 0.00 52,500.00

Now if you were to print these reports you would know what departments they belong to

You would want to add descriptions to the left of the actual values. For example you would want to put a title to the left of 441000 indicating it is a department value. There are formulas you can use to combine the variable with a description. I would recommend reviewing some of our existing reports to gain an understanding of these formulas.

Exercise 14: Using 2 chartfield components in one row of criteria.

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1. Close completely out of nVision2. Navigate back into nVision3. Open your c:\ps\T1RCLASS1.XNV file4. Open your T1REX1 Report Request and Click OK to return back to your .xnv 5. Add a new row of criteria for Account and nPlode by Dept

Highlight row 17 Click nVision \ Layout Definition Select Field Add Account Criteria using the ALL_ACCT_MAJCLASS tree, choosing the

SPEXP1 nodeYou should have the following panel:

Click the ADD push button located in the Specified Fields section Click the ? and select DEPTID Select the “All Detail Values” radio button Click the ? in the Value Table Field and select ORG_TBL

You should have the following panel:

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Click OK Select the “nPlode to Underlying Details” check box as shown below…. Click OK / Close

Cell A17 should contain the following code:%,FACCOUNT,TALL_ACCT_MAJCLASS,NSPEXP1,FDEPTID,X,_

Copy the formula in G15 to G17 Run current report

Here’s a partial look at the results of running the report…………Descr Enc Budget Actuals Diff

Office of the President 20645.8 82,962.00 63,291.68 19,670.32 Senior VP for Administration

7850.61 39,248.00 20,103.42 19,144.58

OLIT*OLIT 3633.27 29,500.00 27,212.14 2,287.86 UWSA-LAN*UWSA-LAN 6927.31 176,159.90 145,200.17 30,959.73

You can bring in the DEPTID number by placing a label in row 1 on the column you want the DEPTID number to appear. In this example replace the ACCOUNT label in column B with a DEPTID label.

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Exercise 15 - Defining a REPORT BOOK

A report book is a grouping of nVision report requests stored within a run control id for processing using Process Scheduler, you can run them on the client workstation or on the server. You can schedule Report Books to run on a server. Each campus has at least one nVision server.

1. Close nVision2. Navigate to

GO / PEOPLETOOLS / REPORT BOOKSUSE / REPORT BOOK DEFINITION / ADD / CLASS_T1RReplace T1R with your 3-digit id

3. Always end your report book run control id names with your 3-digit operid. There is a “bug” that if two users create the same run controls one of them will become corrupt.

4. Replicate the following:5. Click the RUN ICON

Run it with the default parameters which in this case is client / file6. Click OK to invoke the report 7. The report book process should

* OPEN nVision* Process all of the report requests listed in your report book* Close nVision [note Excel will remain open]

Page 68 of 77Continue listing all of the reports you need to process.

8. Most users prefer their reports to be generated on the report server. Advantages:* Reports scheduled to run and generated overnight* Reports do not run on your desktop, so you can continue working* Reports run much faster on the server

9. Rules to running your report book on the SERVER:* .xnv file must be located in \\PSFIN-NT1\SFS\NVISION\LAYOUT directory* The Report Request output parameter must be set to save the report to a directory on the \\PSFIN-NT1 server.

All of our class exercise reports are saved on our c:\drive and our report requests save to the c:\ drive, therefore, we cannot successfully run those as a report book.

10. The following is an example of how your report book run control id would look if you were going to run your report book on the UW sys NVS server:

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FINAL EXERCISE

Create a report for the UWADM business unit that list all of my Account Detail Values down the rows and gives me the ACTUAL YTD amount as of 08/26/2000 broken out by period in the columns.

You will need to do the following:

1. Create a new Layout – Save it as C:\PS\FINAL.xnv Use above information to define your rows and columns Insert Variables to make your Report Heading meaningful Insert Labels in to capture your account numbers and descriptions

as well as accounting period in the columns.

2. Create a new Report Request name it T1RFIN. Use your 3-digit operid Save the output to C:\NVS\CLASS Use the Variable %RID% as the .xls filename Run the report as of 08/26/2000

3. Run the Report RequestHere is what the finished report will look like:

UWADM 2001-1 2001-22000-08-26c:\nvs\class

1007 Faculty - Foreign COLA 1,250.00 1,250.00 2,500.00 1051 Academic Staff - Annual 361,106.89 373,214.86 734,321.75 1055 Academic Staff - Lump Sum 1,231.73 49,518.55 50,750.28 1211 Project/Program Assist-Annual 700.44 700.44 1,400.88 1531 Classified - Hourly 238,494.54 250,587.01 489,081.55 1532 Classified - Lump Sum 240.00 240.00 480.00 1533 Classified Project - Hourly 6,958.29 7,220.23 14,178.52 1541 Classified - Overtime 221.32 127.01 348.33 1543 Classified - Differential 0.00 2.40 2.40 1601 LTE - Hourly 7,893.28 8,957.64 16,850.92 1603 LTE - Overtime 50.17 0.00 50.17 1771 Student - Hourly 2,285.38 6,686.55 8,971.93 1903 Fac/Acad- Social Security 19,073.26 353.71 19,426.97 1904 Fac/Acad- Medicare 5,191.17 727.68 5,918.85 1905 Fac/Acad- Group Health 77,980.88 0.00 77,980.88 1906 Fac/Acad - Group Life 1,560.81 0.00 1,560.81 1907 Fac/Acad - Retirement 50,957.19 90.66 51,047.85 1908 Fac/Acad - Income

Continuation508.76 0.00 508.76

1913 Fac/Acad - Unemployment Comp

0.00 610.00 610.00

1929 Grad Asst - Social Secuirty 43.43 0.00 43.43 1930 Grad Asst - Medicare 10.16 0.00 10.16 1932 Grad Asst - Group Health 803.41 0.00 803.41 1935 Fac/Acad - Generic Fringes 6,881.38 0.00 6,881.38

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1938 Classified - Social Security 14,853.26 15,633.74 30,487.00 1939 Classified - Medicare 3,473.76 3,656.26 7,130.02 1940 Classified - Group Health 115,091.23 40,667.33 155,758.56 1941 Classified - Group Life 911.80 0.00 911.80 1942 Classified - Retirement 33,444.39 35,127.67 68,572.06 1943 Classified-Income Continuation 451.60 444.87 896.47 1954 LTE - Social Security 492.49 555.38 1,047.87 1955 LTE - Medicare 115.18 129.90 245.08 1957 LTE - Retirement 248.27 307.82 556.09 1969 Student - Social Security 118.51 352.98 471.49 1973 Student - Medicare 27.73 82.53 110.26 1974 Classified - Generic Fringes 18,964.38 0.00 18,964.38 2100 Travel-Employe-In State Bus 2,538.48 (16.40) 2,522.08 2101 Travel Empl Reportable Meals 8.00 106.10 114.10 2115 Travel-Employe-In State-Conf 673.66 1,049.83 1,723.49 2127 Travel-Employe-Foreign Conf 0.00 337.56 337.56 2130 Travel-Employe-Out State-Conf 7,377.03 12,654.31 20,031.34 2140 Travel-Fleet Charges-Vehicles (58.58) 617.62 559.04 2146 Moving/Temp Lodging-

Employees0.00 4,520.14 4,520.14

2162 Travel-Non Employe 0.00 548.40 548.40 2181 Training & Devlop Career Grad 1,218.60 0.00 1,218.60 2184 Training & Development-Job

Rel0.00 110.00 110.00

2201 Telecomm Services-Centrex 9.50 91.09 100.59 2210 Telephone Service-NonSTS

Tolls30.64 1,304.26 1,334.90

2240 Telephone Service-STS 0.00 1,096.07 1,096.07 2260 Communication-Miscellaneous 0.00 800.50 800.50 2310 Rental of Space-UW/State

Owned20.00 12,858.00 12,878.00

2420 Maintenance & Repair-Structure

0.00 11,924.00 11,924.00

2460 Maintenance & Repair- DP Equip

23,005.96 33.00 23,038.96

2480 Maintenance & Repair-Other 1,124.95 3,238.59 4,363.54 2600 DP Services-State & Univ Dept 34.11 0.00 34.11 2610 DP Services - Outside Source 750.00 0.00 750.00 2620 Services - Professional 127,091.53 336,263.93 463,355.46 2623 Services - Miscellaneous 1,285.65 5,305.55 6,591.20 2650 Services - Internal 41.21 (10.26) 30.95 2670 Printing & Duplicating-State 494.48 2,975.83 3,470.31 2675 Printing & Duplicating-NonStat 0.00 1,209.89 1,209.89 3100 Supplies 1,412.18 3,280.23 4,692.41 3120 Supplies-Maint/Operational (9.93) 54.48 44.55 3140 Fuel for Vehicles 0.00 12.00 12.00 3150 Software-Under $5,000 0.00 1,200.00 1,200.00 3165 Food & Food Service Contracts 103.94 96.91 200.85 3195 Equipment & Furniture

<$5,0006,981.00 1,318.12 8,299.12

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3700 Postage 6.45 4,575.74 4,582.19 3702 S & E - Default 10,501.44 14,744.97 25,246.41 3710 Freight 437.74 272.92 710.66 3720 Subscriptions 75.00 1,893.94 1,968.94 3730 Memberships 3,880.00 (95.00) 3,785.00 3740 Advertising & Notices 1,398.91 836.22 2,235.13 3780 Conference/Workshop

Expenses1,258.46 1,953.90 3,212.36

4520 Bldg & Attached Fixtures 5,395.00 0.00 5,395.00 6100 Cash (1,168,753.0

5)(1,202,657.5

2)(2,371,410.5

7)6166 Employee Travel Advance-

Single0.00 (4,206.00) (4,206.00)

7100 Accounts Payable (159.59) (471.87) (631.46)9050 Sales Credits-Internal (20.00) 0.00 (20.00)9051 Sales Credits-External (20.00) 0.00 (20.00)9182 Miscellaneous Fees 3,018.46 14,945.28 17,963.74 9198 Daily Deposit - Treasury (360.46) (16,072.52) (16,432.98)9200 Miscellaneous Revenue (2,428.66) (13,018.20) (15,446.86)9220 County Sales Tax Collections (0.29) (0.47) (0.76)9224 State Sales Tax Collections (2.93) (4.68) (7.61)9225 State Sales Tax Trf to DOR 6.02 0.00 6.02 9800 Earnings-Investment Fund

Share0.00 (2,921.68) (2,921.68)

(0.00) (0.00) 0.00

ANSWER – PART 1Here is the LAYOUT DEFINITION for the FINAL.XNVDo not look at this until you complete the FINAL EXERCISE

1 A B C D2 %,AFT,FACCOUN

T%,AFT,FDESCR %,LACTUALS,SYTD,X

S34 %,AFF,FACCOUNTING_PERI

OD%RBU%

5 %ASD%6 %IDN%78 %,FACCOUNT,X,_

ANSWER – PART 2

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Here is the REPORT REQUEST FORM should look like

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CHAPTER 5 - REVIEW QUESTION

1. What must be defined in order for nVision to be able to extract data from the database and place it in a cell?

Criteria for a row and column.

2. Where do you select the ledger and timespan on your report?The Layout .xnv file

3. How does nVision know which table to access to extract data?In the LAYOUT DEFINITION, you can define a LEDGER or use a QUERY. For example, Actual and Budget amounts are retrieved by selecting them under the LEDGER option, whereas, encumbrance amounts must be retrieved using the QUERY option.

4. What is a simple method for combining report data for several accounts, for example if you wanted one line for all salary expenses?

In your report refer to a tree node when specifying your field criteria.

5. What are the two most common ways to select balances for specific amounts?

Detail values or tree nodes.

6. Where does nVision obtain the Main As Of (Reporting) date? Report Request

7. What is the function of the Main As Of (Reporting) date field?To determine the value of “current period” in order to resolve relative TimeSpans. This will determine how many periods are included on your report.

8. What will happen if you do not mark the checkbox labeled “DATA FROM REQUESTING BUSINESS UNIT ONLY”?

All business units will be combined unless criteria or scope requests a specific business unit.

9. How do you specify a filename and path for each report type?On the Report Request

10. What is an easy way to automate report file naming?NVision variables

11. Are report labels retrieved for tree nodes or detail values? How?Report labels can be retrieved for both tree nodes and detail values.

12. How can you prevent labels from overwriting existing labels in your layout?

Select the option to print labels in BLANK CELLS ONLY

13. Will report labels feature work if your criteria contains multiple detail values or tree nodes?

Yes, but it will print labels for the FIRST detail value or node only.

14. How many fields can you nPlode in a report row?

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One. And nPlosion always goes to the lowest level of detail.

15. What happens if multiple tree nodes are specified and nPlosion is requested, for example if you choose Salaries and Fringe Benefit tree nodes on one line?

The nodes are nPloded together as a unit and the account detail is listed sequentially on the report. Be sure to hardcode the label on the nPloded line, since the label feature would only display the first tree node on the total line.

16. What is the relationship between the scope definition and fields?A scope is based upon one or more fields

17. What happens if more than one field is specified in a scope?An instance is produced for each combination of field values specified so the number of instances produced will grow as fields are added.

18. What are the two ways to specify scope instances?Detail values and tree nodes. Defining a scope is identical to adding criteria to your .xnv layout file. The difference with a scope is it is stored outside of the layout and will produce separate reports based on the criteria you define. You link a scope to a layout via the Report Request.

19. What is the advantage of using scope related variables on a report?The run-time values for these variables will automatically change for each report instance. You need to use these variables in the heading rows so when you print out the reports you will know what they represent.

20. What happens if more than one field is used in a scope and the scope variables are not qualified? For example if you use FUND and DEPTID and you only use %SFV% vs %SFV.DEPTID%?

NVision returns the resolved variables for the first chartfield defined in the scope.

21. What is the purpose of the FIELD COMBINATION TABLE on the scope definition?

The purpose of the FIELD COMBINATION TABLE is to filter invalid combinations of Scope Fields in order to prevent the generation of unnecessary instances.

22. Can you drill down from any cell within a report?It must be a cell with data achieved by an intersection of criteria.

23. Are drill down reports automatically saved by nVision so that you can access them later?

No. You must explicitly save using File Save As from the menu. If you do not save, the drill down instance will close when you exit nVision.

24. Why are Queries used in a layout?To retrieve balances from a table other than a ledger table. This is particularly useful for reporting outside the general ledger application.

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25. What is the difference between a tabular and a matrix layout?Matrix layouts are based on intersections of column and row criteria. In tabular layouts, intersections are irrelevant and the columns correspond to the fields selected by the query.

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CHAPTER 6 - SHORTCUTS

1. Instead of navigating to NVISION / LAYOUT DEFINITION, you can double click anywhere on your .xnv file and get the LAYOUT DEFINITION menu.

2. Use your HIGHLIGHT SELECTION and RETAIN CONTENTS checkboxes. The

HIGHLIGHT SECTION allows you to see where you are. The RETAIN CONTENTS is great to use when your adding a lot of rows to your report and just need to change the SELECTED DETAIL VALUE. For example if you are in ROW 11 and are choosing the SALPRM node from the ACCOUNT tree, you can click RETAIN CONTENTS, and navigate to ROW 12. Then all you need to do in ROW 12 is DELETE SALPRM and click ADD to choose the node you want in ROW 12.

….MORE TO COME

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