Global Software, Inc.'s
Spreadsheet Server
for use with JD Edwards®
User Manual
Release V11 R2 M4
Worldwide Headquarters
3200 Atlantic Avenue
Raleigh, NC 27604 USA
+1.919.872.7800
www.glbsoft.com
EMEA Headquarters
500 Chiswick High Road
London, W4 5RG UK
+44 (0) 20 8956 2213
Spreadsheet Server for use with JD Edwards
Global Software, Inc.'s Spreadsheet Server converts familiar
spreadsheet software, such as Microsoft® Excel, into tightly
integrated analytical tools for financial systems. Financial users can
leverage the strength of spreadsheets with seamless dynamic
integration to financial information. Spreadsheet Server eliminates
the re-keying or downloading of data into spreadsheets and makes
them an integral part of the financial application.
Spreadsheet Server for use with JD Edwards
All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic,
or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - without
the written permission of the publisher.
Microsoft, Excel, Access, Windows, Outlook, Office and SQL Server are all registered trademarks of Microsoft
Corporation. Oracle, JD Edwards, PeopleSoft, World, and OneWorld are registered trademarks of Oracle
Corporation and/or its affiliates. IBM, DB2, iSeries, and AS/400 are registered trademarks of International
Business Machines Corporation in the United States and/or other countries. Trade names referenced are the
service marks, trademarks, or registered trademarks of their respective manufacturers in the United States
and/or other countries. Global Software, Inc. is not associated or affiliated in any manner with the respective
owners of the foregoing trademarks, trade names or service marks unless expressly stated otherwise. The
respective owners of the foregoing trademarks, trade names or service marks have not endorsed, certified or
approved any of Global Software, Inc.'s products for use in connection with their respective products.
While every precaution has been taken in the preparation of this document, the publisher and the author
assume no responsibility for errors or omissions, or for damages resulting from the use of information contained
in this document or from the use of programs and source code that may accompany it. In no event shall the
publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to
have been caused directly or indirectly by this document.
Printed: October 2009
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Table of Contents
4
Part I Spreadsheet Server Overview
1 Introducing Spreadsheet
...................................................................................................................................
Server
4
2 Features & Benefits
................................................................................................................................... 5
6
Part II Spreadsheet Server Installation
1 Additional Components
................................................................................................................................... 6
2 Spreadsheet Server
...................................................................................................................................
Installation
7
3 Uninstall Process
................................................................................................................................... 8
9
Part III Getting Started
1 Navigation
................................................................................................................................... 9
SServer Menu
..........................................................................................................................................................
SS Toolbar
..........................................................................................................................................................
SS Ribbon
..........................................................................................................................................................
10
11
12
2 Initiate Excel...................................................................................................................................
Add-In
13
3 User Settings................................................................................................................................... 14
Part IV Load Local PC Databases (optional)
17
Part V Building Spreadsheets
24
1 Build a Template
................................................................................................................................... 25
2 Formula Assistant
................................................................................................................................... 28
3 GXD Formula................................................................................................................................... 37
4 BUDESC Formula
................................................................................................................................... 38
5 CODESC Formula
................................................................................................................................... 39
6 GXA Formula...................................................................................................................................
for Account Values
40
7 GXAB Formula
...................................................................................................................................
for Weekly Balances
43
8 GXA Formula...................................................................................................................................
for Budget Data
44
9 GXA Formula...................................................................................................................................
for Budget Manager Data
45
10 Using Category
...................................................................................................................................
Codes or Business Unit Type in a GXA Formula
46
11 Using Value ...................................................................................................................................
Lists in a GXA Formula
47
12 List Accounts
...................................................................................................................................
for a GXA or FXA Formula
48
13 GXSALES Formula
................................................................................................................................... 49
14 FXA Formula................................................................................................................................... 53
Fixed Asset Category Codes
..........................................................................................................................................................
56
15 Segment Lists
................................................................................................................................... 57
Create/Maintain Segment Lists
..........................................................................................................................................................
57
Enter Values for Segment Lists
..........................................................................................................................................................
60
Enter Values for Category Code Lists
..........................................................................................................................................................
61
© 2009 ... Global Software, Inc.
Contents
II
Enter Values for Combined Lists
..........................................................................................................................................................
62
Enter Descriptions for Category Codes
..........................................................................................................................................................
64
Using Segment Lists in a GXA Formula
..........................................................................................................................................................
65
SSLDESC Formula
..........................................................................................................................................................
66
View or Modify Segment List Values from within Excel
..........................................................................................................................................................
67
Synchronize Segment Lists
..........................................................................................................................................................
68
Part VI Calculations
70
1 Calculation Options
................................................................................................................................... 70
2 Review/Refresh
...................................................................................................................................
PC Cache
71
Part VII Drill Down Functionality
72
1 General Grid...................................................................................................................................
Features
72
Export to Excel
..........................................................................................................................................................
74
Custom Grid Layouts
..........................................................................................................................................................
76
Manage Group Totals
..........................................................................................................................................................
77
2 Drill Down to...................................................................................................................................
Account Balances
78
3 Drill Down to...................................................................................................................................
Account Balances - Summarized
79
4 Drill Down to...................................................................................................................................
Multiple Column Account Balances
81
5 Drill Down to...................................................................................................................................
Journals per Selected Account(s)
82
6 Drill Down to...................................................................................................................................
Journal Entry Lines
83
7 Drill Down to...................................................................................................................................
Subsystem Detail
84
8 Drill Down to...................................................................................................................................
Sales Detail
85
9 Drill Down to...................................................................................................................................
Fixed Asset Detail
86
Part VIII Review Account Master
87
1 List Accounts
................................................................................................................................... 87
2 Copy/Export...................................................................................................................................
Accounts from Account List
88
3 View Account
...................................................................................................................................
Balances
90
Part IX Miscellaneous Features
93
1 Data Validation
................................................................................................................................... 93
2 Generate Account
...................................................................................................................................
Detail for Current Sheet
94
3 GXE - Expand
...................................................................................................................................
Detail Reports - Account Details
95
Expand a Single Source Line
..........................................................................................................................................................
96
Expand Multiple Source Lines Using Ranges
..........................................................................................................................................................
98
4 GXE - Expand
...................................................................................................................................
Detail Reports - Journal Entry Details
101
5 GXECC - Expand
...................................................................................................................................
Detail Reports by Category Code - Account Details
103
6 GXECC - Expand
...................................................................................................................................
Detail Reports by Category Code - Journal Entry Details
105
7 Hide Rows ...................................................................................................................................
with Zero Balances
107
8 Disable / Enable
...................................................................................................................................
Spreadsheet Server Formula Calculations
108
9 Reset Host ...................................................................................................................................
Server Connection
109
10 FASTR Report
...................................................................................................................................
Conversion
110
© 2009 ... Global Software, Inc.
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Index
112
© 2009 ... Global Software, Inc.
Spreadsheet Server Overview
1
Spreadsheet Server Overview
1.1
Introducing Spreadsheet Server
4
What is Spreadsheet Server?
Global Software, Inc.'s Spreadsheet Server converts familiar spreadsheet software (Microsoft® Excel) into a
tightly integrated analytical tool for financial systems. Financial users can leverage the strength of spreadsheets
with seamless dynamic integration to financial information. Spreadsheet Server eliminates the re-keying or
downloading of data into spreadsheets and makes those spreadsheets an integral part of financial applications.
Ease of Use
Based on knowledge of Excel, minimal training is required to use Spreadsheet Server. No programming or query
knowledge is necessary. Users utilize the standard spreadsheet capabilities supplemented with simple cell
formulas to gain access to dynamic financial information.
Leverage Spreadsheet Skills
While maintaining the full functionality of the spreadsheet application, Spreadsheet Server allows the user to mix
General Ledger and non General Ledger data in a single worksheet. The combination of powerful spreadsheet
functions (charting, text formatting, and sorting) and dynamic financial information provides the basis for building
an income statement, balance sheet, and other financial statements.
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Features & Benefits
Features
· Retrieve dynamic period, range of periods, quarter-to-date, year-to-date, and life-to-date balances
· Retrieve account, company, and business unit descriptions
· Retrieve balances using ranges, wildcards, category codes, or segment lists
· Drill down to detailed account balances
· Drill down to journal detail for selected accounts
· Drill down to journal lines for a selected journal entry
· Drill down to selected subsystem detail
· Copy drill down data and paste into spreadsheets or other documents
· Report on data from multiple environments in a single spreadsheet
Benefits
· Leverage spreadsheet skills and write reports within minutes
· Eliminate requirement for IT or super-users to create/change financial reports
· No more downloading or re-keying of spreadsheet data
· Reduce number of days to close financial books; save just 3 hours per month per user and the investment is
paid for in less than 12 months
· Publish executive-quality reports from current spreadsheet software
· Increase the efficiency and timeliness of the budgeting process
· Build a complete Executive Information System
· Create ad-hoc reports or perform account analysis within minutes
· Save financial user's time by combining reporting, account inquiry, and journal inquiry into one application; free
up time for true business analysis
· Perform corporate consolidations with instant access to dynamic data
· Reduce external audit time by allowing easier, instant access to financial data with full drill down capabilities
· Reconcile accounts
· Print or email spreadsheets quickly and easily from a single, central application
Spreadsheet Server Installation
2
Spreadsheet Server Installation
2.1
Additional Components
6
REQUIRED COMPONENTS
Configurator
A single installation of the Configurator must completed by the administrator, and each user must be established
within the Configurator prior to using Spreadsheet Server. Contact the administrator for the network location of the
configurator file.
Microsoft® .Net Framework
Microsoft .Net Framework Version 3.5 is a prerequisite for Spreadsheet Server. It is recommended that users
have this Framework loaded before installing Spreadsheet Server, otherwise the Setup program will force the
installation of Framework prior to loading Spreadsheet Server.
OPTIONAL COMPONENTS
Additional components may be required based upon the type of database being accessed. Contact your IT
department to determine what is required to be installed.
iSeries™ DB2® Database
™
1. Either the ODBC component or the OLE DB Provider component of the IBM® iSeries Access for Windows®
must be loaded onto the PC which will have Spreadsheet Server installed.
2. Run the setup program within IBM iSeries Access for Windows to determine that one of the Data Access
components is installed. See the screen below to verify the component is installed.
Microsoft® SQL Server™ Database
The Microsoft SQL Server OLE DB Provider must be loaded on the PC which will have Spreadsheet Server installed.
Microsoft® Windows XP already has the required SQL Server components.
Oracle® Database
Global provides a direct connect option for accessing the Oracle database. However, if you desire to connect to the
Oracle database via the Oracle Client OBDC provider, then Oracle Client software must be installed and a host
connection must be configured on each user's computer. Within Oracle Client, configure the local service name, and
assign the appropriate host name and port number. For Oracle clients, Spreadsheet Server uses the OLEDB.DLL
component.
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Spreadsheet Server Installation
A separate program, Configurator, is used by the Spreadsheet Server administrator to create host configurations
and valid Spreadsheet Server users. The Configurator program is delivered and installed separately. The
installation of Spreadsheet Server assumes that the appropriate hosts and users have already been configured,
and the configuration database file has been copied into a network location accessible to all users.
1. Run the Setup program from either an installation CD or the file downloaded from Global's web site.
2. Follow and respond to the installation prompts. Global recommends taking the defaults on the standard
installation panels.
3. On the Configurator Location panel, click the Browse button and navigate to the common network folder
location for the Configurator database file (SSJDECONFIG.MDB).
4. Click OK to write the data and complete the installation process.
After installation customers may be directed to reboot.
Spreadsheet Server Installation
2.3
8
Uninstall Process
It is not necessary to uninstall Spreadsheet Server prior to installing new versions. An uninstall should only be
performed in order to completely remove the product from the PC.
1. Start Excel.
2. Signing on to Spreadsheet Server is optional. Cancellation of sign on is available.
3. For Excel 2003 and Prior:
· From the Excel menu, select Tools>Add-Ins. The Add-Ins panel appears.
· De-select the add-in named Global's SS for JDE, and click OK.
For Excel 2007:
· Click the Office button. The Office Menu panel appears.
· Click the Excel Options button. The Excel Options panel appears.
· Select Add-Ins, and click Go. The Add-Ins panel appears.
· De-select the add-in named Global's SS for JDE, and click OK.
4. Ensure the SServer menu no longer appears.
5. Exit Excel.
6. From the desktop, click Start>Control Panel>Add or Remove Programs.
7. Select the Spreadsheet Server for JDE program and click the Change/Remove button.
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3
Getting Started
3.1
Navigation
Spreadsheet Server for use with JD Edwards (SS) uses the following navigation methods for processing
functions on an Excel spreadsheet. Each function is not always available from each method.
· SServer Menu (see SServer Menu)
· SS Toolbar (see SS Toolbar)
· Spreadsheet Server Ribbon (see SS Ribbon)
For Excel 2003 and Prior:
· The SServer menu is accessible from the Excel menu bar.
· The SS toolbar is accessible in the standard toolbar section.
· The Spreadsheet Server ribbon is NOT applicable.
For Excel 2007:
· The SServer menu and SS toolbar are accessible from the Add-Ins ribbon.
· The Spreadsheet Server ribbon requires a separate install and is only available when Spreadsheet Server
is selected as an add-in to Excel.
NAVIGATION TIPS:
Throughout the manual navigation tips, noted by the convention "NAV TIP", will be listed indicating the various
paths available to access a function.
Getting Started
3.1.1
10
SServer Menu
After Spreadsheet Server is initiated as an add-in to Excel, the SServer menu is added to Excel. The menu is used
to access/process various functions within the application.
For Excel 2003 and Prior:
The SServer menu is accessible from the Excel menu bar.
For Excel 2007:
The SServer menu is accessible from the Add-Ins ribbon.
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SS Toolbar
After Spreadsheet Server is initiated as an add-in to Excel, the SS toolbar is added to Excel. The SS toolbar
may be used as a convenient alternative to various SServer menu functions.
For Excel 2003 and Prior:
The SS toolbar is accessible in the standard toolbar section.
For Excel 2007:
The SS toolbar is accessible from the Add-Ins ribbon.
Getting Started
3.1.3
12
SS Ribbon
After Spreadsheet Server is installed, a custom Spreadsheet Server (SS) ribbon may be installed for Excel
2007 users. The ribbon may be used as a convenient alternative to various SServer menu functions.
For Excel 2003 and Prior:
The SS ribbon is NOT applicable.
For Excel 2007:
The SS ribbon requires a separate install to load the custom SS ribbon on each user's PC (see the installation
instructions below). In addition, the custom ribbon only appears when Spreadsheet Server is selected as an
add-in to Excel (see Initiate Excel Add-In).
INSTALLATION:
A separate install is required to load the custom SS ribbon on each user's PC. Follow the instructions below to
install the custom SS ribbon.
1. Run the VSTO SE Runtime Setup program from either an installation CD or the file downloaded from
Global's web site.
2. Follow and respond to the installation prompts. Global recommends taking the defaults.
3. Run the GlobalSoftware2007AddIn Setup program from either an installation CD or the file downloaded
from Global's web site.
4. Follow and respond to the installation prompts. Global recommends taking the defaults.
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Initiate Excel Add-In
1. Start Excel.
2. For Excel 2003 and Prior:
· From the Excel menu, select Tools>Add-Ins. The Add-Ins panel appears.
· Select the add-in named Global's SS for JDE, and click OK.
For Excel 2007:
· Click the Office button. The Office Menu panel appears.
· Click the Excel Options button. The Excel Options panel appears.
· Select Add-Ins, and click Go. The Add-Ins panel appears.
· Select the add-in named Global's SS for JDE, and click OK.
3. In Excel from the SS-Not Started menu, select Start Spreadsheet Server. The Sign On to Spreadsheet
Server for JDE dialog box appears.
Nav Tip: The application may also be started by selecting the SS ribbon equivalent (see SS Ribbon).
4. On the Sign On dialog box identify the following information:
· User ID (SS signon)
· Password (optional SS password assigned in the Configurator)
· Retrieve Account Balances (local database)
· Work in Local Mode without a Connection
Note: When working without a connection, the user only has access to account balances in the local database
file, and as a result drill-downs to journals or list accounts will not be functional. In addition, the system
continues to verify the user is a valid SS user, thus the user must have the Configurator on their hard
drive.
5. Click OK.
Note: Each time Excel is initiated, repeat steps 3, 4, and 5 to properly start Spreadsheet Server.
Note: When Unattended Sign-On is activated steps 3, 4, and 5 are not applicable.
Getting Started
3.3
14
User Settings
User Settings allow the user to define various criteria to control processing.
1. In Excel from the SServer menu, select Settings. The Settings panel appears.
Nav Tip:This panel may also be accessed by selecting the SS toolbar or ribbon equivalent (see SS Toolbar or- SS Ribbon) -or- from the desktop by selecting Start>All Programs>Global Software SSJDE
>Spreadsheet Server Settings.
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2. Use the table to enter data on the Miscellaneous tab of the Settings panel.
Field
Description
Base Currency
Identifies the default base currency to use for GXA calculations. Enter
an * for blank currency.
Identifies the message to display in a cell if no data is found.
No Record Found
Default Number of Decimal
Positions
Alternative Language Code
Controls the number of decimal positions displayed for dollar amounts.
Identifies the alternative language from the F0901D file to be used for
displaying account descriptions. Leave the field blank to retrieve
account descriptions from the F0901 file.
Include Accounts with Net Zero Indicates to include accounts with activity but a net zero balance for the
Balance
selected time frame in the account balances drill down panel.
Accounts Segments Delimiter
Identifies the type of delimiter to use between each of the account
segments.
Do Not Include MA Code and
Indicates to exclude MA Code and MA Type fields as data output for
MA Type Fields for Journal
journal drill downs and GXE journal entry detail expanded reports.
Drilldowns
Do Not Include GLALID Field
Indicates to exclude the GLALID (Outsider Lease/Well ID) field as data
(Outsider Lease) in Journal
output for journal drill downs and GXE journal entry detail expanded
Drilldowns
reports.
Quarter Periods
Indicates the starting and ending period numbers for each of the four
quarters.
Subsystem Batch Types
Identifies the single character batch type codes that are used for the
applicable subsystems. Choices should be separated by a comma.
Getting Started
16
3. Use the table to enter data on the PC Databases tab of the Settings panel.
Field
Description
Segment Lists File
Identifies the location for the Segment Lists database. This may be a
local or network drive.
Identifies the location for the Local.MDB database. This location is also
updated from the Load Local Database panel.
Identifies the location for budget data that has been loaded from
Global's Budget Manager product.
Identifies the location for the ad hoc query XML files. For more
information contact Global.
Identifies the location for the Configurator Database file.
PC Local Database Location
PC Budget Database Location
Ad Hocs Location
Configuration Location
4. Click OK to save setting changes.
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Load Local PC Databases (optional)
Within Spreadsheet Server, the option exists to download account balance information into local databases,
allowing for optimized calculation speeds. This is an excellent option for producing Spreadsheet Server reports
once the books have been closed and the analytical tasks have been performed in real time. The time spent
loading the local databases is greatly offset by the dramatically reduced spreadsheet calculation times.
A user's ability to process the Load Local PC Database function or to access local databases created within
Spreadsheet Server is determined by parameter settings on the user's User Setting tab in the Configurator
component.
1. From the desktop, select Start>All Programs>Global Software SSJDE>Load Local PC Database. The Login to
Load Local dialog box appears.
2. On the Login to Load Local dialog box, specify the user ID and password, and click OK. The Load PC Local
Databases panel appears. Each step in the load process is represented by individual tabs.
3. Local Files Location: A separate MDB file of balances is created for each distinct year and ledger type
combination. The top portion of the Local Files Location panel identifies the location for the MDB files. Click the
Browse button and select a location for the local database files. The bottom portion of the panel displays a list
of existing files previously downloaded to this location.
Load Local PC Databases (optional)
18
4. Ledger Selections: The Ledger Selection panel is used to enter selection criteria for determining which
year/type combinations are available for loading, and then to select for which year/type combinations to actually
build the load. Use the table to enter data on the Ledger Selection panel.
Field
Description
Selection Criteria:
Fill from Scheduled
From Year
Click the elipse button (
) to populate data in the Selection Criteria
section from a previously scheduled load.
Identify the host configuration from which to retrieve account balances.
Use the drop down list to select the appropriate configuration.
Identify the from reporting year.
To Year
Identify the to reporting year.
Configuration
Specific Ledger Types
Identify the reporting ledger type(s). To select multiple ledger types,
separate the types by a comma (i.e. AA, BA, CU).
Summarize Balances by CO, Select the check box to indicate to summarize account balances when
BU, OBJ, and SUB
executing the load.
Use Weekly F0902B for
Select the check box to indicate to retrieve weekly account balances
Selections
from the Weekly F0902B file when executing the load.
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Field
Account Mask
Account Mask SQL
Description
If desired, specify the account mask(s) for which to retrieve balances. If
not specified, the system retreives balances for all accounts. When
entering an account mask the company, business unit, object account
and sub-account are required elements of the account string and must
be delimited by a dash (i.e. 00060-51-1110-123). An account mask may
be any account parameter that can be used in a SS formula, including
single account segments, ranges, wildcards, value lists and segment
lists.
· To add an account mask, key the account mask in the field and click
the Add button.
· To remove an account mask, select the desired account mask in the
list and click the Remove button.
· To remove all account masks, click the Clear All button.
· To retrieve account masks from the Configurator for the current user,
click the Profile button.
Note: Regardless of the Account Masks defined and included in the
load local database, normal user security continues to apply when using
Spreadsheet Server.
Displays the SQL statement to be used to retrieve the account mask(s).
JDE Ledger Balances to Load:
Populate Selection List
Year/Type/# of Records
Records to be Loaded
Click this button to populate the grid with specific account balance
criteria from the host database.
Click the desired year/type combination(s) to be downloaded.
· To select multiple year/type combinations, press and hold the Ctrl key
and click on the desired year/type in the grid.
· To select all year/type combinations, click the Select All button.
· To deselect all previously selected year/type combinations, click the
Unselect All button.
Based upon the selected year/type combinations, the system displays
the number of records to be loaded.
Load Local PC Databases (optional)
20
5. Performance Indexes: The Performance Indexes panel lists the available business unit and object account
category codes, and allows for the user to select up to a maximum of 22 of the most popular category codes
used within Spreadsheet Server formulas. The system will create special indexes for the selected category
codes, and use these indexes to reduce the time required to process spreadsheet calculations.
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6. Load Databases: The Load Databases panel provides various options as to when to execute the load process
(i.e. immediately or scheduled). Use the table to enter data on the Load Databases panel.
Note: Ensure all preceding steps have been completed prior to entering data on the Load Databases panel.
Field
Description
Load Now:
Custom Update
Load (Button)
Select the check box for the load to find and replace records for only the
accounts defined in the Account Mask section on the Ledger Selection's
tab. Otherwise, the system will first clear the load file and then process
the load for only the accounts defined in the Account Mask section on
the Ledger Selection's tab.
When all preceding steps are complete, click the Load button to execute
the load process immediately.
Schedule Load:
Schedule to Run
Identify the timeframe for which to schedule the execution of the load.
Appropriate processing fields become input capable. Valid options are
One Time Only, Daily, Weekly and Monthly. Only one scheduled task is
allowed per option (i.e. one Daily, one Weekly and one Monthly).
Note: Scheduled tasks may be altered via Load Local PC Database or
Microsoft Window Scheduled Tasks; however, they may only be
stopped or deleted via Microsoft Window Scheduled Tasks.
Nav Tip: To access Microsoft Window Scheduled Tasks, from the
desktop click Start>Control Panel>Scheduled Tasks.
Note: Scheduled loads require the PC to be powered on; however, the
user does not have to be signed into the operating system.
Load Local PC Databases (optional)
Field
22
Description
One Time Only:
One Time Only is used for a single run of the scheduler. This option
requires the user to assign a Start Date and Start Time to execute the
one time run.
Daily:
Daily is used for multiple daily consecutive loads. This options requires
the user to assign a Start Date, Start Time, and Recur Every specified
Days.
Weekly:
Weekly is used for multiple loads for one or more days on a consecutive
number of weeks. This options requires the user to assign a Start Date,
Start Time, Recur Every specified Weeks for each selected Weekday.
Monthly:
Monthly is used for multiple loads for a specific day of each selected
month. This options requires the user to assign a Start Date, Start
Time, Days (specific day of the month) -or- the specific week and day of
the week for each selected Month.
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Field
Windows Credentials:
Close Window and Exit after
Scheduled Load Completes
Schedule (Button)
7.
Description
Specify the User ID and Password to be used for the scheduled load.
The User ID defaults to the user logged to the workstation. The
Password must be valid for the scheduler to schedule the future load.
Select the check box to indicate to close the execution panel at the
conclusion of the Microsoft Window Scheduled Task.
When all Schedule Load related fields are complete, click the Schedule
button to schedule the load process.
When the scheduled date and time are reached, the program will reconnect to the host and initiate the load
process, loading the balances based upon selections to the appropriate MDB file in the Local File location.
During the process, the system displays various statuses (see below).
Building Spreadsheets
5
24
Building Spreadsheets
Spreadsheet Server retrieves financial data from the General Ledger into Excel using the following formulas:
GXD - Returns an account description (see GXD Formula)
BUDESC - Returns a business unit description (see BUDESC Formula)
CODESC - Returns a company description (see CODESC Formula)
GXA - Returns an account balance (see GXA Formula for Account Values)
GXAB - Returns a weekly account balance (see GXAB Formula for Weekly Balances)
GXSALES - Returns sales totals (see GXSALES Formula)
FXA - Returns a fixed asset account balance (see FXA Formula)
GXE - Explodes summary data line into detail data lines (see GXE - Expand Detail Reports - Account Details
and GXE - Expand Detail Reports - Journal Entry Details)
· GXECC - Explodes summary data line into detail data lines for Category Codes (see GXECC Expand Detail Reports by Category Code - Account Details and GXECC Expand Detail Reports by Category Code - Journal Entry Details)
· GXC - Customized formula based on a query. Contact Global for configuration of new formulas.
· SSLDESC - Returns a segment list description (see SSLDESC Formula)
·
·
·
·
·
·
·
·
These formulas can be used in a spreadsheet cell in the same manner as other spreadsheet functions.
Spreadsheet Server provides tools for starting a spreadsheet (see Build a Template) and for entering formulas
(see Formula Assistant).
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Build a Template
The Build a Template is a tool used to aid in quickly creating a Spreadsheet Server template within a
spreadsheet. This tool may be used to create a new worksheet, populating the necessary rows and columns with
the required parameters and account segment values as provided by the user, and inserting the appropriate
formula (GXA, GXAB and FXA) using these parameters. In addition, the tool may be used to insert the required
rows and columns used for the formulas into an existing non-Spreadsheet Server worksheet.
Create a New Worksheet
1. In Excel from the SServer menu, select Build a Template. The Build a Template panel appears.
Nav Tip:This panel may also be accessed by selecting the SS ribbon equivalent (see SS Ribbon).
2. Use the following table to enter data on the Build a Template panel.
Field
Description
Formula:
Config
GXA / FXA / Weekly
For users with access to multi-configurations only, identify the host
configuration to be used. Use the drop down list to select the
appropriate configuration.
Identify the formula to be created. Valid options are GXA, GXAB (select
the GXA radio button and the Weekly checkbox) and FXA.
Sheet Status:
Blank / Non-Blank
Identify whether using a new (Blank) or existing (Non-Blank) worksheet.
Target Cell
For new spreadsheets, this displays where the template will start. For
existing worksheets, this displays where the formula will be placed.
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Description
Account Segments:
Company
Business Unit
Object Account
Sub Account
Row / Col
Sub Ledger:
Not Using Sub Ledger
Segments
SL Type
SL Name
Asset Number / Category:
Asset / Cat
Specify the company, business unit, object account, and sub account
portions of the account string. Each segment in the account string may
be a single value, mask, range, value list or segment list.
Specify if the account segment will be located in the template
parameters column or by default, on the template account segment row.
Note: When the column option is selected, the associated field is
repositioned to the Column Parameters section on the panel.
These fields only appear when the GXA formula type is selected.
Select the check box to indicate that sub ledger related segments will
not be used as part of the account segments in the formula.
Specify the sub ledger type and sub ledger name portions of the account
string. Each segment in the account string may be a single value, mask,
range, value list or segment list.
These fields only appear when the FXA formula type is selected.
Number
Identify whether using the asset number or fixed asset category code in
the FXA formula.
Specify a single asset number or asset mask.
Code / Value
Specify a category code number and a category code value.
Column Parameters:
Ledger Type
Identify the ledger type code containing the balances.
Year
Identify the reporting year. Value may be selected from a drop down list.
Format
Identify the time range for which to retrieve balances. Value formats are
PER, QTR, RANGE, YTD, LTD, BLTD, BLTDAPR, and BLTDREQ.
Value may be selected from a drop down list.
Identify the period, quarter number or range of periods (i.e. 1.5 for
periods 1 thru 5) for the specified format.
If desired, identify a valid currency code. Leave blank to use the base
currency assigned in the user settings or enter '***' to retrieve all.
Period
Base Currency
3. Click the Modify Current Worksheet button to push parameters and formula values to the worksheet.
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Modify an Existing Non-Spreadsheet Server Worksheet
1. Start with an existing non-Spreadsheet Server worksheet in Excel. Select the first cell to be populated with a
formula (i.e. B6 in the spreadsheet below), then from the SServer menu, select Build a Template -or- select the
SS ribbon equivalent (see SS Ribbon). The Build a Template panel appears.
2. Enter the appropriate values on the Build a Template panel (see Step 2 in the Create a New Worksheet section
above).
3. Click the Modify Current Worksheet button to push column and row parameters, and formula values to the
worksheet.
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Formula Assistant
The Formula Assistant is a tool used to aid in quickly creating formulas within a Spreadsheet Server spreadsheet.
The Formula Assistant is applicable for GXA, GXAB, GXC, GXD, GXE, GXECC, GXSALES, FXA, BUDESC,
CODESC, and SSLDESC formulas.
1. In Excel from the SServer menu, select Formula Assistant. The Formula Assistant panel appears open to the
GXA tab -or- if Formula Assistant was launched while on a SS formula, the panel opens the corresponding
formula tab.
Nav Tip:This panel may also be accessed by selecting the SS toolbar or ribbon equivalent (see SS Toolbar or- SS Ribbon).
2. Select the tab of the desired formula type. The selected formula panel appears.
Note: For efficient processing use cell references to identify individual formula parameters. However, if literal
values are keyed in the entry boxes, they must be placed in doubt quotes (").
Hint: Shortcut for selecting cell references:
· On the worksheet, select the desired cell.
· On the Formula Assistant panel, double click in the desired text box to paste the cell reference of the
cell previously selected on the worksheet.
Hint: If necessary, use F4 to lock either the row and/or column value of the cell reference.
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3. Use the table to enter formula specific data on the GXA - Formula Assistant panel.
Field
Description
GXA:
Ledger Type
Returns a single balance from the ledger. For more information refer to
GXA Formula for Account Values and
GXAB Formula for Weekly Balances.
Select the check box to indicate to retrieve weekly balances (GXAB
formula).
This area assumes that the parameters will be laid out in a column, so
entering the first value and clicking on the down arrow will populate the
rest of the fields. For example, if the cell reference entered for the
ledger type field is H1, then clicking on the down arrow will populate the
following fields with H2, H3, etc.
Identify the ledger type code containing the balances.
Year
Identify the reporting year.
Format
Identify the time range for which to retrieve balances. Value formats are
PER, QTR, RANGE, YTD, LTD, BLTD, BLTDAPR, and BLTDREQ.
Identify the period, quarter number or range of periods (i.e. 1.5 for
periods 1 thru 5) for the specified format.
If desired, identify a valid currency code.
Weekly
Column Parameters:
Period
Currency Code
Account String:
Identify the required accounts segments to be used by the formula. This
Company, BU, Obj Acct,
area assumes that the segments will be laid out next to each other on
Sub Acct, SL Type, SL Name one row, so entering a value and clicking on the right arrow will populate
the rest of the fields. For example, if the cell reference entered for the
first account segment is A13, then clicking on the right arrow will
populate the following fields with B13, C13, etc.
Not Using Sub Ledger
Select the check box to indicate that sub ledger related segments will
Segments
not be used as part of the account segments in the formula.
BU Status Code:
Select the check box to indicate to include the business unit status code
as part of the formula criteria. If the check box is selected, then select
the appropriate radio button to indicate whether to compare the business
unit status code to blank, not blank or a value. Specific valid values are
K, N, and P (or the cell reference containing the value).
Note: When a specific value is entered, double quotes are not required
around the value.
Budget Manager:
Select the check box to indicate to retrieve budget amounts that have
been loaded into Spreadsheet Server from Global's Budget Manager. If
the check box is selected, then identify the budget name and budget
version number (or the cell reference containing the values).
Config
For users with access to multi-configurations only, identify the host
configuration to be used. Use the drop down list to select the
appropriate configuration.
Target Cell
Displays the formula's target cell location.
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4. Use the table to enter formula specific data on the GXC - Formula Assistant panel.
Field
Description
GXC:
Used to specify the values for a customized formula. Contact Global for
configuration of the new formula.
Identify the custom adhoc query to be used for the customized formula.
Use the drop down list to select the desired query.
Specify the appropriate parameters for the customized formula. Field
values will vary based upon the requirements for the customized
formula.
Displays the SQL statement the query will execute based on the query
selected.
For users with access to multi-configurations only, identify the host
configuration to be used. Use the drop down list to select the
appropriate configuration.
Displays the formula's target cell location.
Query
Parm 01-14
Adhoc Query SQL
Config
Target Cell
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5. Use the table to enter formula specific data on the GXD - Formula Assistant panel.
Field
Description
GXD:
Returns the account description for a particular account. For more
information refer to GXD Formula.
Identify the required accounts segments to be used for retrieving the
account description. This area assumes that the segments will be laid
out next to each other on one row, so entering a value and clicking on
the right arrow will populate the rest of the fields. For example, if the cell
reference entered for the first account segment is A13, then clicking on
the right arrow will populate the following fields with B13, C13, etc.
For users with access to multi-configurations only, identify the host
configuration to be used. Use the drop down list to select the
appropriate configuration.
Displays the formula's target cell location.
Account String:
Company, BU, Obj Acct,
Sub Acct
Config
Target Cell
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6. Use the table to enter formula specific data on the GXE - Formula Assistant panel.
Field
Description
GXE:
Explodes summary line data into detail data lines. For more information
refer to GXE - Expand Detail Reports - Account Details, GXE Expand Detail Reports - Journal Entry Details, GXECC Expand Detail Reports by Category Code - Account Details and
GXECC - Expand Detail Reports by Category Code Journal Entry Details.
Expanded (GXE) -or- (GXECC) Select the appropriate radio button to indicate whether using the GXE or
GXECC formula. Available parameters will vary based upon the formula
type selected.
Account Details:
This area assumes that the parameters will be laid out in a column, so
entering the first value and clicking on the down arrow will populate the
rest of the fields. For example, if the cell reference entered for the target
sheet name is B13, then clicking on the down arrow will populate the
following fields with B14, B15, etc.
Target Sheet Name
Identify the name of the worksheet that contains the final formatted
worksheet and will receive the expanded account details.
Source Sheet Name
Identify the name of the worksheet that contains the summary formulas
that will be expanded.
Target Row # / Range Name Identify the first row number or the range name on the target worksheet
to begin inserting the expanded detail.
Source Row #
Identify the row number in the source worksheet that contains the
summary formulas.
Summarize Accounts
For GXE, identify whether or not to summarized by account.
Category Code
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Field
Journal Entry Details:
Description
This area assumes that the parameters will be laid out in a column, so
entering the first value and clicking on the down arrow will populate the
rest of the fields. For example, if the cell reference entered for the GXA
source column is E13, then clicking on the down arrow will populate the
following fields with E14, E15, etc.
Generate Journal Detail
Select the check box to indicate to include an expansion of journal entry
Sheet
details as part of the GXE or GXECC formula.
GXA Source Column to User Identify the column on the source worksheet for which to expand journal
entry details.
Target Sheet Name
Identify the name of the worksheet that will receive the expanded journal
entry details.
Target Starting Cell
Identify the starting cell location on the target worksheet to begin
inserting the exploded journal entry detail.
Include Headings
Indicate whether or not to include headings when expanding journal
entry details.
Autofit Columns
Indicate whether or not to autofit columns when expanding journal entry
details.
Generate Totals
Indicate whether or not to generate account subtotals as well as a grand
total when expanding journal entry details.
Convert to Excel 2007 Table Indicate whether or not to place the expanded journal entry details into a
table. When this option is utilized, the system creates a new table on
the specified target sheet and assigns the next available standard Excel
table name. In addition, headings are always included and a grand total
line is generated; however, no account subtotals are generated.
Config
For users with access to multi-configurations only, identify the host
configuration to be used. Use the drop down list to select the
appropriate configuration.
Target Cell
Displays the formula's target cell location.
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7. Use the table to enter formula specific data on the GXSALES - Formula Assistant panel.
Field
Description
GXSALES:
Total Field
Returns sales totals based upon sales criteria. For more information
refer to GXSALES Formula.
Select the field to be totaled from the drop down list.
Total Type
Select the type of total (i.e. Summary, Count) from the drop down list.
Criteria # 01 - 07
Select the field(s) to be used as filtering criteria for the formula from the
drop down list.
Note: To clear a criteria field, double click on the Criteria # label.
Value Cell
Identify the cell location containing the selection value for the
corresponding criteria field.
Retrieve Data from the Sales Select the check box to retrieve data from the Sales History file
History File (F42119)
(F42119). Otherwise, data is retreived from the Sales Order Detail file
(F4211).
Config
For users with access to multi-configurations only, identify the host
configuration to be used. Use the drop down list to select the
appropriate configuration.
Target Cell
Displays the formula's target cell location.
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8. Use the table to enter formula specific data on the FXA - Formula Assistant panel.
Field
Description
FXA:
Ledger Type
Returns a fixed asset account balance. For more information refer to
FXA Formula.
This area assumes that the parameters will be laid out in a column, so
entering the first value and clicking on the down arrow will populate the
rest of the fields. For example, if the cell reference entered for the
ledger type field is H1, then clicking on the down arrow will populate the
following fields with H2, H3, etc.
Identify the ledger type code containing the balances.
Year
Identify the reporting year.
Format
Identify the time range for which to retrieve balances. Value formats are
PER, QTR, RANGE, YTD, LTD, BLTD, BLTDAPR, and BLTDREQ.
Identify the period, quarter number or range of periods (i.e. 1.5 for
periods 1 thru 5) for the specified format.
If desired, identify a valid currency code.
Column Parameters:
Period
Currency Code
Account String:
Company, BU, Obj Acct,
Sub Acct, Asset / Category
Config
Target Cell
Identify the required accounts segments, including the asset number -orcategory code to be used by the formula. This area assumes that the
segments will be laid out next to each other on one row, so entering a
value and clicking on the right arrow will populate the rest of the fields.
For example, if the cell reference entered for the first account segment
is A13, then clicking on the right arrow will populate the following fields
with B13, C13, etc.
For users with access to multi-configurations only, identify the host
configuration to be used. Use the drop down list to select the
appropriate configuration.
Displays the formula's target cell location.
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9. Use the table to enter formula specific data on the DESC - Formula Assistant panel.
Field
Description
DESC:
Returns the description for a particular company, business unit or
segment list. For more information refer to CODESC Formula,
BUDESC Formula or SSLDESC Formula.
Select the appropriate radio button to indicate whether retrieving the
description for a company, a business unit, or a segment list.
Identify the cell location containing the value for which to retrieve the
corresponding description.
For users with access to multi-configurations only, identify the host
configuration to be used. Use the drop down list to select the
appropriate configuration.
Displays the formula's target cell location.
Description (CODESC),
(BUDESC) -or- (SSLDESC)
Value Cell
Config
Target Cell
10. After the appropriate data has been entered and verified, click one of the following buttons.
· Excel -- copies the formula to the previously selected cell on the current worksheet.
· Clipboard -- copies the formula to the Windows clipboard.
· Cancel -- closes the panel.
11. To enter or modify formula parameters for another cell, while the Formula Assistant panel is still open select
the desired cell on the Excel worksheet and click the Reset button. The Formula Assistant displays the
appropriate formula tab panel and displays the parameters for the formula for the selected cell.
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GXD Formula
Use the GXD formula to retrieve an account description for a single account string. For multi-host configuration
environments, the literal 'SS' and the configuration number are added to the formula name. For example:
SSGXD2, SSGXD3.
Syntax:
=GXD("Account String")
Note: It is most common to use cell references within GXD formulas to identify parameters.
Parameters:
Account String
The account string represents the company, business unit, object account and sub-account delimited by a cash
for which to retrieve the account description.
Formula Example:
=GXD("00001-1-1110-FIB")
Retrieves the account description for the account string 00001-1-1110-FIB (CO-BU-ACCT-SUB).
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BUDESC Formula
Use the BUDESC formula to retrieve a description for a single business unit. For multi-host configuration
environments, the configuration number is appended to the formula name. For example: BUDESC2, BUDESC3.
Syntax:
=BUDESC("Business Unit")
Note: It is most common to use cell references within BUDESC formulas to identify parameters.
Formula Example:
=BUDESC("3")
Retrieves the description for business unit 3.
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CODESC Formula
Use the CODESC formula to retrieve a description for a single company. For multi-host configuration
environments, the configuration number is appended to the formula name. For example: CODESC2, CODESC3.
Syntax:
=CODESC("Co")
Note: It is most common to use cell references within CODESC formulas to identify parameters.
Formula Example:
=CODESC("00060")
Retrieves the description for company 00060.
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GXA Formula for Account Values
Use the GXA formula to retrieve account balances for a selected ledger type, in a specific format for a reporting
period. For multi-host configuration environments, the literal 'SS' and the configuration number are added to the
formula name. For example: SSGXA2, SSGXA3.
Syntax:
=GXA("Account String","Ledger Type","Year","Format","Period","Currency","BU Status")
Note: It is most common to use cell references within GXA formulas to identify parameters.
Parameters:
Account String
The account string represents the company, business unit, object account, sub-account, subledger type, and
subledger name delimited by a dash. The company, business unit, and object account are required elements.
Each segment in the account string may be a single value, mask, range, value list or segment list.
Note: Syntax examples are listed below. (For more information refer to Using Value Lists in a GXA Formula and
Using Segment Lists in a GXA Formula.)
Single Value
8000
Retrieves value 8000.
Mask (wildcard)
*
Retrieves all values.
Mask (wildcard)
85*
Retrieves values starting with 85.
BLANK Value
BLANK
Retrieves all blank values.
NOTBLANK Value
NOTBLANK
Retrieves all non blank values.
Range
8000.8599
Retrieves values 8000 thru 8599.
Value List (single values)
[8000,8250,8370]
Retrieves values 8000, 8250 and 8370.
Value List (range and single value)
[8000.8599,8750]
Retrieves values 8000 thru 8599, and 8750.
Value List (range and exclude
value)
Segment List
[8000.8599,/8375]
Retrieves values 8000 thru 8599, excluding
8375.
Retrieves all values in CASH segment list.
^CASH
Ledger Type
Identifies the ledger type code that contains the account balances.
Year
Year identifier.
Format
Format options are:
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PER
Period activity for the selected month
QTR
Activity for the periods included in the selected quarter number or period range specified
RANGE
Activity for a range of periods specified
YTD
Activity for periods 1 thru the designated period number excluding the opening balance
LTD
Activity for periods 1 thru the designated period number including the opening balance
BLTD
Activity for period 1 thru the designated period number including the original budget amount
(Budget Ledger Type)
BLTDAPR Activity for periods 1 thru the designated period number including the approved budget
amount (Budget Ledger Type)
BLTDREQ Activity for periods 1 thru the designated period number including the requested budget
amount (Budget Ledger Type)
Period
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.
Ledger Type
Format
Period(s)
Results
Actual
PER
0
Retrieves balance forward amount
Budget
BLTD or PER
0 or 55
Retrieves beginning original budget amount
Budget
BLTDAPR or PER
0 or 56
Retrieves beginning approved budget amount
Budget
BLTDREQ or PER
0 or 57
Retrieves beginning requested budget amount
Actual or
Budget
PER, QTR or
RANGE
X.X
Pulls activity for a range of periods where X.X
represents the beginning and ending range of period
numbers
Currency
Identifies the currency code for the account balances. If not specified, the system uses the base currency from the
user's settings. Enter '***' to retrieve all currencies.
Note: In JDE currency amounts are stored in one of two fields, GBCRCX or GBCRCD. If the formula is not
returning values, insert an X before the currency.
Example: =GXA("00060-61-8400","AA","2008","PER","6","XUSD")
BU Status
(Optional) Identifies the business unit status to be used for selecting purposes. The parameter syntax is
"BUSTAT:X", where X is one of the following values: BLANK, NOTBLANK, K, N or P.
Example: =GXA("00060-61-8400","AA","2008","PER","6","USD","BUSTAT:BLANK")
Note: It is recommended to place the BU status value in a separate cell, and then use the Formula Assistant to
create/maintain the formula (see Formula Assistant).
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Formula Example - Using Single Values:
=GXA("00060-61-8400","AA","2008","PER","6","***")
Retrieves the actual activity for period 6 of 2008 from the AA ledger type for company 00060, business unit 61,
account 8400.
Formula Example - Using Masks:
=GXA("00060-6*-51*","AA","2008","PER","6","***")
Retrieves the actual activity for period 6 of 2008 from the AA ledger type for company 00060, all business units
starting with 6, and all accounts starting with 51.
Formula Example - Using a Range:
=GXA("00060-61-8100.8300-*-*-*","AA","2008","PER","6","***")
Retrieves the actual activity for period 6 of 2008 from the AA ledger type for accounts 8100 thru 8300.
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GXAB Formula for Weekly Balances
Use the GXAB formula to retrieve weekly account balances from a particular ledger type/currency, in a specific
format, for an individual weekly bucket. The GXAB formula is a dulicate of the GXA formula, with the exception of
adding a 'B' to the formula name, and replacing the reporting period with the reporting week. For multi-host
configuration environments, the literal 'SS' and the configuration number are added to the formula name. For
example: SSGXAB2, SSGXAB3.
Syntax:
=GXAB("Account String","Ledger Type","Year","Format","Period (Week)","Currency","BU Status")
Note: It is most common to use cell references within GXAB formulas to identify parameters.
Parameters:
Period (Week)
Corresponds to the weekly bucket for the specified format.
Note: The other parameters are the same as in the GXA formula (see GXA Formula for Account Values).
Formula Example - Using Single Values:
=GXA("00060-61-8400","AA","2008","PER","27","***")
Retrieves the actual activity for week 27 of 2008 from the AA ledger type for company 00060, business unit 61,
account 8400.
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GXA Formula for Budget Data
Use the GXA (or GXAB) formula to retrieve original, approved, or requested budget amounts from the host ledger.
By using specific format types (BLTD, BLTDAPR, BLTDREQ), it is possible to report on multiple budgets. The
example below illustrates the required parameters.
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GXA Formula for Budget Manager Data
Use the GXA (or GXAB) formula to retrieve budget amounts that have been loaded from Global's Budget Manager
into Spreadsheet Server.
Syntax:
=GXA("Account String","Ledger Type","Year","Format","Period","Currency Code",
"Budget:BudgetName:Budget Revision")
Note: It is most common to use cell references within GXA/GXAB formulas to identify parameters.
Parameters:
Budget Parameter
Identifies the budget name and budget revision from which to retrieve budget amounts. The parameter syntax is
"BUDGET:XXX:NNN", where XXX is the budget name and NNN is the budget revision.
Note: It is recommended to place the budget name and budget revision in separate cells, and then use the
Formula Assistant to create/maintain the formula (see Formula Assistant).
Note: The other parameters are the same as in the GXA or GXAB formula (see GXA Formula for Account Values
or GXAB Formula for Weekly Balances).
Formula Example:
=GXA("00060-61-5100","BB","2008","PER","6","***","BUDGET:JDE2008:5")
Retrieves the budget activity for period 6 of 2008 from the BB ledger type for company 00060, business unit 61,
account 5100 using the JDE2008 budget, revision 5.
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Using Category Codes or Business Unit Type in a GXA Formula
Business unit or object account category codes, and business unit type may be used directly within a GXA (or
GXAB) formula. The category code or business unit type or code/type combinations are used in place of the
business unit or object account values within the account string parameter.
Syntax:
=GXA("@Category Code:Value","Ledger Type","Year","Format","Period","Currency")
Note: It is most common to use cell references within GXA/GXAB formulas to identify parameters.
Parameters:
Category Code
Identifies category code number to use for reporting. Valid category codes are 00 for business unit type, 01-30
for business units, or 01-43 for object accounts.
Value
Identifies category code or business unit type value. A single value, mask, range or segment list may be used.
Note: The other parameters are the same as in the GXA or GXAB formula (see GXA Formula for Account Values
or GXAB Formula for Weekly Balances).
Formula Example - Using a Single Value for Business Unit:
=GXA("00060-@02:260-*-*-*-*","AA","2008","PER","6","***")
Retrieves the actual activity for period 6 of 2008 from the AA ledger type for business unit category code 02 with
a value of 260.
Formula Example - Using a Range of Business Units:
=GXA("00060-@02:100.300-*-*-*-*","AA","2008","PER","6","***")
Retrieves the actual activity for period 6 of 2008 from the AA ledger type for business unit category code 02 with
a value in the range of 100 thru 300.
Formula Example - Using a Mask for Business Unit:
=GXA("00060-@02:21*-*-*-*-*","AA","2008","PER","6","***")
Retrieves the actual activity for period 6 of 2008 from the AA ledger type for business unit category code 02 with
a value that begins with 21.
Formula Example - Using a Single Value for Business Unit Type:
=GXA("00060-@00:123-*-*-*-*","AA","2008","PER","6","***")
Retrieves the actual activity for period 6 of 2008 from the AA ledger type for business unit type 123.
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Using Value Lists in a GXA Formula
A list of values may be entered for an account segment directly in a cell on a worksheet. The list of values may
include single values, a range of values, a wild carded value, an excluded value (indicated by inserting '/' prior to
the value), or a segment list. Enclose the value list in square brackets [ ] and use a comma (,) to separate values
in the list.
Note: It is most common to use cell references within GXA/GXAB formulas to identify parameters.
Formula Example:
=GXA("00060-61-[8000.8300,/8150]-*-*-*","AA","2008","PER","6","***")
Retrieves the actual activity for period 6 of 2008 from the AA ledger type for accounts 8000 thru 8300, excluding
account 8150.
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List Accounts for a GXA or FXA Formula
This feature allows for listing account numbers which will be used in the calculation of a GXA (or GXAB) and FXA
formula.
1. Select the desired cell that contains the GXA, GXAB or FXA formula in question and right-click. A popup
menu appears.
2. From the popup menu, select SS Display Accounts. The Display Chart of Accounts panel appears.
3. Review the accounts listed in the grid to ensure the formula is retrieving the appropriate accounts.
4. To modify the list of accounts being displayed on the Display Chart of Account panel, alter the values in the
account segment criteria fields and click the View button.
Note: Modifying the filter does not change the account segment values in the spreadsheet cell being
referenced by the GXA, GXAB or FXA formula.
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GXSALES Formula
Use the GXSALES formula to retrieve sales totals based upon sales criteria. Sales data may be retrieved from
either the Sales Order Detail file (F4211) or the Sales Order History file (F42119). For multi-host configuration
environments, the configuration number is appended to the formula name. For example: GXSALES2,
GXSALES3.
The Formula Assistant must be used to build and maintain GXSALES formulas.
Parameters:
Total Field
Identifies the related sales field to be totaled. Total field options are:
Description
Table.Field
Extended Price
F4211.SDAEXP
Open Amount
F4211.SDAOPN
Extended Cost
F4211.SDECST
Trade Discount
F4211.SDTRDC
Gross Weight
F4211.SDGRWT
Qty Ordered
F4211.SDUORG
Qty Shipped
F4211.SDSOQS
Qty Backordered
F4211.SDSOBK
Qty Canceled
F4211.SDSOCN
Qty Open
F4211.SDUOPN
Qty Shipped To-Date
F4211.SDQTYT
Qty Committed
F4211.SDSONE
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Total Types
Identifies the type of total to be calculated. Valid types are Summary, Count, Minimum, Maximum, and Average.
Criteria / Value
Identifies up to 7 criteria parameters and the associated value to be used for selecting data. The list of available
selection criteria fields is maintained in the Configurator by the administrator.
Retrieve Data from Sales History File
Identifies to retrieve data from the sales history file (F42119) instead of the sales order detail file (F4211).
Create a New GXSALES Formula:
Example 1: Shows how to create a GXSALES formula to display the total sales for business unit DEPOT1, in
addition to all business units that fall in the range of 10 through 99, excluding business unit 40.
Example 2: Shows how to create a GXSALES formula to display the average sales based upon sales whose
order date falls in the range of 6/1/2005 through 6/30/2005, for business unit 30 and order type SO.
1. Enter selection criteria values on a worksheet. The GXSALES formula will ultimately use this selection critiera
to filter the sales data to be processed.
Example 1: Create/label a cell called Business Unit List. In the example, this is cell B2 and it has been
identified as a value list [Depot1,10.99/40] (see Using Value Lists in a GXA Formula).
Example 2: Create/label cells for Order Date Range, Business Unit and Order Type. In the example, these
are cells E1, E2 and E3 and they have been identified as the date range of 6/1/2005 through 6/30/2005,
business unit 30 and order type SO.
2. On the spreadsheet, select the cell in which you desire to place the GXSALES formula. Then in Excel from
the SServer menu, select Formula Assistant, and then select the GXSALES tab. The GXSALES - Formula
Assistant panel appears.
Nav Tip:This panel may also be accessed by selecting the SS toolbar or ribbon equivalent (see
SS Toolbar or SS Ribbon).
3. Select the desired total field and total type values from the drop down lists.
4. Select the criteria field from the drop-down list and enter the corresponding Excel column/row location in the
Value Cell field. Each GXSALES formula may have up to seven (7) criteria identified. To clear a criteria field,
double-click on the Criteria # label.
Hint: Shortcut for selecting cell references:
· On the worksheet, select the desired cell.
· On the Formula Assistant panel, double click in the desired text box to paste the cell reference of the
cell previously selected on the worksheet.
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Hint: If necessary, use F4 to lock either the row and/or column value of the cell reference.
Example 1:
Example 2:
5. If desired, select the Retrieve Data from the Sales History check box to indicate to retreive data the history file
(F42119). Otherwise data is retreived from the sales order detail file (F4211).
6. Click the Excel button to paste the GXSALES formula into Excel -or- click the Clipboard button to copy the
formula to the Windows Clipboard.
Example 1:
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Example 2:
Modify an Existing GXSALES Formula:
1. From the spreadsheet, click on the cell that contains the GXSALES formula.
2. In Excel from the SServer menu, select Formula Assistant. The GXSALES - Formula Assistant panel
appears.
Nav Tip:This panel may also be accessed by selecting the SS toolbar or ribbon equivalent (see SS Toolbar or
SS Ribbon).
3. Make any required changes.
4. Click the Excel button to paste the GXSALES formula into Excel -or- click the Clipboard button to copy the
formula to the Windows Clipboard.
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5.14
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FXA Formula
Use the FXA formula to retrieve a fixed asset account balance and drill down to asset details. The FXA formula
uses the Fixed Assets Balance file (F1202) for its calculations. For multi-host configuration environments, the
literal 'SS' and the configuration number are added to the formula name. For example: SSFXA2, SSFXA3.
Syntax:
=FXA("Account String","Ledger Type","Year", "Format","Period", "Asset Number or Category
Code","Currency")
Note: It is most common to use cell references within FXA formulas to identify parameters.
Parameters:
Account String
The account string represents the company, business unit, object account, sub-account, subledger type, and
subledger name delimited by a dash. The company, business unit, and object account are required elements.
Each segment in the account string may be a single value, mask, range, value list or segment list.
Note: Syntax examples are listed below. (For more information refer to Using Value Lists in a GXA Formula
and Using Segment Lists in a GXA Formula.)
Single Value
8000
Retrieves value 8000.
Mask (wildcard)
*
Retrieves all values.
Mask (wildcard)
85*
Retrieves values starting with 85.
BLANK Value
BLANK
Retrieves all blank values .
NOTBLANK Value
NOTBLANK
Retrieves all non blank values.
Range
8000.8599
Retrieves values 8000 thru 8599.
Value List (single values)
[8000,8250,8370]
Retrieves values 8000, 8250 and 8370.
Value List (range and single value)
[8000.8599,8750]
Retrieves values 8000 thru 8599, and 8750.
Value List (range and exclude
value)
Segment List
[8000.8599,/8375]
Retrieves values 8000 thru 8599, excluding
8375.
Retrieves all values in CASH segment list.
^CASH
Ledger Type
Identifies the ledger type code that contains the account balances.
Year
Year identifier.
Format
Format options are PER, QTR, RANGE, YTD, and LTD.
Period
Corresponds to period, quarter number, or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified
format.
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Asset Number or Category Code
Represents the asset number or fixed asset category code contained within the Fixed Assets balances file.
· A single value, mask, range, segment list or value list may be used to reference an asset number.
· For category codes, the syntax is a @ character, the category code number, a semicolon and the value of
the category code (i.e. @04:CAT). Fixed Asset Category Code segment lists may also be used (i.e.
^MyFACatCodes) (see Create/Maintain Segment Lists). Refer to Fixed Asset Category Codes for a list of
available category codes.
Currency
Identifies the currency code for the account balances. If not specified, the system uses the base currency
from the user's settings. Enter '***' to retrieve all currencies.
Formula Example - Using a Single Asset:
=FXA("00050-50-2020","AA","2008","LTD","5","1006","USD")
Retrieves the life-to-date balance for a single account string and a single asset number (1006).
Formula Example - Using an Asset Mask:
=FXA("00050-50-2120","AA","2008","LTD","5","*","USD")
Retrieves the life-to-date balances for a single account string for all asset numbers.
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Formula Example - Using a Category Code:
=FXA("00050-50-2030","AA","2008","LTD","5","@04:CAT","USD")
Retrieves the life-to-date balances for a single account string for assets with the value "CAT" for Category
Code 04.
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5.14.1 Fixed Asset Category Codes
Fixed Assets category codes may be used directly within a FXA formula. For fixed asset category codes, the
syntax is an @ character, the category code number, a colon, and the value of the category code (i.e.
@04:CAT).
Below is a listing of the Fixed Assets category codes and their corresponding fields in the F1201 file/table.
Category Code Number
Corresponding F1201 Field
01
FAACL0
02
FAACL1
03
FAACL2
04
FAACL3
05
FAACL4
06
FAACL5
07
FAACL6
08
FAACL7
09
FAACL8
10
FAACL9
11
FAFA0
12
FAFA1
13
FAFA2
14
FAFA3
15
FAFA4
16
FAFA5
17
FAFA6
18
FAFA7
19
FAFA8
20
FAFA9
21
FAFA21
22
FAFA22
23
FAFA23
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Segment Lists
5.15.1 Create/Maintain Segment Lists
Segment Lists are used to create a hierarchy of individual segments, business unit category codes, account category
codes or fixed asset category codes which can be used in a GXA (or GXAB) or FXA formula. A segment list may be
used within a standard GXA formula by replacing any of the account segment values with the desired segment list
name. A caret symbol (^) must be inserted prior to the segment list name in the formula for the system to recognize
the segment list. A user's ability to create/maintain segment lists from within Excel is determined by a parameter
setting on the user's User Setting tab in the Configurator component.
To Create a New Segment List
1. In Excel from the SServer menu, select Segment Lists. The Segment Lists panel appears.
Nav Tip:This panel may also be accessed by selecting the SS toolbar or ribbon equivalent (see SS Toolbar or
SS Ribbon) -or- from the desktop, by selecting Start>All Programs>Global Software SSJDE>Maintain
Segment Lists.
2. To create a new segment list, click the Add a New Segment List icon (
Profile panel appears.
) on the toolbar. The Segment List
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3. Use the table to enter data on the Segment List Profile panel.
Field
Description
List Type
Identify whether the segment list will be based upon segments
(company, business unit, account, sub), business unit category codes,
account category codes, fixed assets category codes, or a combination
of values and category codes.
Identify a unique name for the segment list. This name will be used in
the formula.
Identify a description for the segment list.
List Name
Description
4. Click the Save button to create the record. Within the same panel a new tab will open to a blank panel. The
panel displayed will vary based upon the list type assigned to the segment list.
· Segment List -- see Enter Values for Segment Lists
· Category List (Business Unit, Account, Fixed Assets) -- see Enter Values for Category Code Lists
· Combined List -- see Enter Values for Combined Lists
To Maintain an Existing Segment List
1. In Excel from the SServer menu, select Segment Lists. The Segment Lists panel appears (see above).
Nav Tip:This panel may also be accessed by selecting the SS toolbar or ribbon equivalent (see SS Toolbar or
SS Ribbon) -or- from the desktop, by selecting Start>All Programs>Global Software SSJDE>Maintain
Segment Lists.
2. To sort the segment lists in the grid by name, type or description, click on the desired column header. To re-sort
in descending order, click the desired column header a second time.
3. To filter the segment lists in the grid, enter the selection criteria into each appropriate column filter field.
Alphanumeric fields filter character by character.
4. To modify a segment list, select the segment list and click the Edit the Selected Segment List icon (
) on the
toolbar -or- double click the desired segment list. The appropriate List Values panel (i.e. Segment List, Category
Codes or Combined Lists) appears displaying the values for the selected segment list. Segment list values may
be added or removed as necessary.
5. To copy a segment list, select the segment list and click the Save As (Clone Selected Segment List) icon (
)
on the toolbar. The Clone Segment List panel appears. Enter the list name and description for the new segment
list and click the Save button.
6. To delete a segment list, select the segment list and click the Delete the Selected Segment List icon (
the toolbar.
) on
7. To paste a segment list name to a cell on a spreadsheet, select the segment list and click the Copy the Segment
List Name to Windows Clipboard icon (
the Paste button.
) on the toolbar. On the spreadsheet, select the desired cell and click
8. To lock a segment list, select the segment list and click the Change Locked/Unlocked Status icon (
) on the
toolbar. The Segment List is Currently Unlocked panel appears. Enter and verify the password, and click the
Lock button. Locking the segment list allows other users to access the segment list but prevents changes from
being made.
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9. To unlock a segment list, select the segment list and click the Change Locked/Unlocked Status icon (
) on
the toolbar. The Segment List is Currently Locked panel appears. Enter the valid password, and click the
Unlock button.
10. To print a list of segment list(s), select the segment list(s) and click the Print Selected Segment Lists icon (
)
on the toolbar. The Segment Lists Print Options panel appears. Select whether to print selected or all segment
lists, and select whether or not to print detail information. Click OK.
11. To add account category codes 23-43 to the list of valid account category codes, click the Add Account
Categories 23-43 icon (
) on the toolbar.
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5.15.2 Enter Values for Segment Lists
When adding or maintaining values for a segment list, the Segment List Values panel appears if the list type
for the segment list is a segment list.
1. In the Value field enter the combination of segment values to include for the criteria and click the Add
button. Segment lists can be used for any portion of the account string (company, business unit, object
account, sub-account, subledger code or subledger name). Single segment values, ranges, wildcards
or other segment lists may be used. A slash ('/') in front of a value is the equivalent of an "exclude".
Notes:
· "Or" criteria is assumed when selecting multiple values (unless preceded by a slash).
· "BLANK" or "NOTBLANK" (mixed case) may also be used as a value.
· If a single value which includes a period is required, substitute the period with a # sign.
2. Repeat step 1 until all segment values for the segment list have been added.
3. To remove a value from the segment list, select the value in the grid and click the Remove button. Or
to remove all values from the segment list, click the Clear All button.
4. When the segment list is complete, click the Close button.
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5.15.3 Enter Values for Category Code Lists
When adding or maintaining values for a segment list, the Category List Values panel appears if the list type
for the segment list is a business unit category list, an account category list or a fixed asset category list.
1. In the Category field, use the drop down list to select the appropriate category code (business unit,
account, or fixed asset) for the segment list. The drop down list will display either account category
code descriptions, business unit type and business unit category code descriptions, or fixed assets
category code descriptions based upon the type of list selected.
2. In the Value field, key the desired value to be included in the segment list and click the Add button.
Single values, ranges, wildcards, or the not equal to <> symbol may be used. A slash ('/') in front of a
value is the equivalent of an "exclude".
Notes:
· "Or" criteria is assumed when selecting multiple values (unless preceded by a slash).
· "BLANK" or "NOTBLANK" (mixed case) may also be used as a value.
· If a single value which includes a period is required, substitute the period with a # sign.
· Only single values may be specified if using the Not Equal (<>) criteria. Values such as <>18* or <>
18700.19500 are not allowed.
3. Repeat step 2 until all values for the segment list have been added.
4. To remove a value from the segment list, select the value in the grid and click the Remove button. Or
to remove all values from the segment list, click the Clear All button.
5. Once the segment list is complete, click the Close button.
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5.15.4 Enter Values for Combined Lists
When adding or maintaining values for a segment list, the Combined List Values panel appears if the list
type is a combined list.
1. Use the OR/AND radio buttons to specify the transition logic between the values or groups, thus
indicating whether or not the values in the grouping must meet both criteria (AND) or only meet one
criteria (OR) to be included in the segment list.
Note: The or/and selection criteria is ignored for the first list value.
2. In the Group field, specify an ID number for grouping different lines in the list together. The field may be
blank for the first grouping or if grouping is not required for the list.
3. In the Category/Segment field, specify the type of value to be entered on the line. Use the drop down
list to select the appropriate category/segment. Valid options are:
· Company Segment
· Business Unit Segment
· Object Account Segment
· Sub Account Segment
· Sub Ledger Type Segment
· Sub Ledger Name Segment
· Business Unit Type (based upon MCSTYL in F0006)
· GMR001 - GMR023 (based upon account category codes 1-43)
· MCRP01 - MCRP30 (based upon business unit category codes 1-30)
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4. In the Value field, key the desired values to be included in the segment list and click the Add button.
Single values, ranges, wildcards, or the not equal to <> symbol may be used. A slash ('/') in front of a
value is the equivalent of an "exclude".
Notes:
· "BLANK" or "NOTBLANK" (mixed case) may also be used as a value.
· If a single value which includes a period is required, substitute the period with a # sign.
· Only single values may be specified if using the Not Equal (<>) criteria. Values such as <>18* or <>
18700.19500 are not allowed.
5. Repeat steps 1 through 4 until all values for the segment list have been added.
6. To review the final combined list, click the Evaluate List button. The List Evaluation popup panel
appears displaying the syntax that will be used in the formula.
7. To remove a value from the segment list, select the value in the grid and click the Remove button. Or
to remove all values from the segment list, click the Clear All button.
8. When the segment list is complete, click the Close button.
Building Spreadsheets
5.15.5 Enter Descriptions for Category Codes
Each of the business unit, account and fixed assets category code descriptions may be changed in
Spreadsheet Server to properly reflect its use.
1. In Excel from the SServer menu, select Segment Lists. The Segment Lists panel appears.
Nav Tip:This panel may also be accessed by selecting the SS toolbar or ribbon equivalent (see
SS Toolbar or SS Ribbon) -or- from the desktop, by selecting Start>All Programs>Global
Software SSJDE>Maintain Segment Lists.
2. Click the Category Code Descriptions icon (
appears showing the default descriptions.
) on the toolbar. The Category Descriptions tab
3. Select the appropriate Category Type radio button to choose which descriptions to update.
4. Change the description by double-clicking the corresponding description and entering the new
description.
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5.15.6 Using Segment Lists in a GXA Formula
A segment list may be used within the standard GXA (or GXAB) formula, by replacing any of the account
segments with the desired segment list name. A caret symbol (^) must be inserted prior to the segment list
name in the formula for the system to recognize the list.
Note: It is most common to use cell references within GXA or GXAB formulas to identify parameters.
Formula Example:
=GXA("00060-^R&D-6*-*","AA","2008","PER","6","***")
Retrieves the actual activity for period 6 of 2008 from the AA ledger type for company 00060, all business
units in the R&D segment list, and all accounts starting with 6.
Building Spreadsheets
5.15.7 SSLDESC Formula
Use the SSLDESC formula to retrieve the description for a segment list.
Syntax:
=SSLDESC("Segment List")
Note: It is most common to use cell references within SSLDESC formulas to identify parameters.
Formula Example:
=SSLDESC("^R&D")
Retrieves the segment list description for the R&D segment list.
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5.15.8 View or Modify Segment List Values from within Excel
Spreadsheet Server allows a user to view from a worksheet, the values contained in a specific segment list.
The user may also modify the values "on the fly". Segment lists can be shared among all Spreadsheet
Server users, so caution should be exercised when making modifications. A user's ability to maintain
segment lists from within Excel is determined by a parameter setting on the user's User Setting tab in the
Configurator component.
1. From the spreadsheet, right click on the cell that contains the desired segment list. A popup menu
appears.
2. On the popup menu, select SS Display Accounts. The appropriate List Values panel (i.e. Segment List,
Category Codes or Combined Lists) appears displaying the values for the selected segment list. Refer
to Enter Values for Segment Lists, Enter Values for Category Code Lists or
Enter Values for Combined Lists for more information about segment lists.
3. Segment list values may be added or removed as necessary.
4. When the segment list is complete, click the Close button.
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5.15.9 Synchronize Segment Lists
The Synchronize Segment Lists function allows for the transfer of segment list definitions from one location
to another. This process would be applicable if a user's segment list database resides on their local drive but
they required updates from a centrally maintained segment list database.
1. In Excel from the SServer menu, select Segment Lists. The Segment Lists panel appears.
Nav Tip:This panel may also be accessed by selecting the SS toolbar or ribbon equivalent (see
SS Toolbar or SS Ribbon) -or- from the desktop, by selecting Start>All Programs>Global
Software SSJDE>Maintain Segment Lists.
2. Click the Synchronize Segment Lists icon (
) on the toolbar. The Synchronize Segment Lists tab
appears displaying the segment lists from the current location as defined in the user settings.
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3. Click the Browse button to navigate to and select the secondary segment list database. The system
displays the segment lists from the secondary location in the bottom grid.
4. Select the desire segment list(s) to be synced and click the appropriate Arrow button.
· To sync a single segment list -- select the desired list.
· To sync multiple segment lists -- press and hold the Ctrl key as records are selected on the grid rows.
· To sync multiple segment lists in a range -- select the first list in the range, press and hold the Shift
key, and select the last list in the range
Note: To push changes from the current location to the secondary location, select the desired segment
lists to be synced in the current list grid and click the Down Arrow button.
To pull changes from the secondary location into the current location, select the desired segment
lists to be synced in the secondary list grid and click the Up Arrow button.
Calculations
6
Calculations
6.1
Calculation Options
70
Multiple options are available for retrieving and calculating data within Spreadsheet Server.
1. By default, the calculation function within Excel is set to calculate automatically. Global strongly recommends
setting this value to manual so that all required spreadsheet changes or additions can be completed prior to recalculating.
Nav Tip:For Excel 2003 and Prior, this setting is found on the Calculation tab within Excel's Tools>Options
menu.
Nav Tip:For Excel 2007, this setting is found in the Calculation Options section on the Excel's Options
Formulas panel.
· Click the Office button. The Office Menu panel appears.
· Click the Excel Options button. The Excel Options panel appears.
· Select Formulas. The Excel Options Formula panel appears.
2. The following options are available for calculating spreadsheets:
F2+Enter
Calculates the active cell.
F9
Calculates all worksheets in all open workbooks.
Shift+F9
Calculates the active worksheet.
Ctrl+Alt+F9
Calculates all worksheets in all open workbooks, regardless of whether they have
changed since the last calculation.
Nav Tip:The majority of these options are also available by selecting the SS ribbon equivalent (see
SS Ribbon).
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6.2
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Review/Refresh PC Cache
When spreadsheets are calculated, Spreadsheet Server stores the account balances in the PC's cache database.
Spreadsheet Server first looks at the PC cache for account balances prior to retrieving the data from the host. As a
result, it may be necessary to clear and recalculate the PC cache file when any of the following occur:
· Data has changed on the host system since the prior calculation.
· A segment list has changed since the prior calculation.
· The accounts profile has changed since the prior calculation.
1. In Excel from the SServer menu, select PC Cache. The PC Cache panel appears displaying the cached records.
Nav Tip:This panel may also be accessed by selecting the SS ribbon equivalent (see SS Ribbon).
2. To refresh the account balances during an Excel session, the cache records should be cleared. Click the Clear
All button to clear all records in the cache. To clear selective records, select certain records and click the Clear
Selected button.
3. After the cache records have been cleared, click Recalculate Excel After Close check box to recalculate the
spreadsheet once this cache panel is closed.
4. To automatically trigger the PC Cache refresh, in Excel from the SServer menu select Clear PC Cache and
Recalculate.
Note: This refresh may also be launched by using the shortcut key Shift+Ctrl+R -or- by selecting the SS toolbar or
ribbon equivalent (see SS Toolbar or SS Ribbon).
Drill Down Functionality
7
Drill Down Functionality
7.1
General Grid Features
72
The SS Drill Down function allows for multiple consecutive formula drill downs. Each formula's drill down is
presented in its own panel. Within each of the drill down grids of Spreadsheet Server the following features exist:
Ad Hoc Drill
Downs
To drill down from a predefined grid to information retrieved by an ad hoc query, select
the desired records on the grid. Right click and select Ad Hoc Drill Down. On the Ad
Hoc Queries panel, select the query to be used for drill down and click Execute. Contact
Global for more information on ad hoc queries.
Re-sort
To re-sort a column in ascending order, click the column heading. To re-sort a column in
Columns
descending order, click the column heading a second time.
Resize/Hide
To resize or hide a column, position the mouse at the edge of a column header and the
Columns
cursor changes to a double arrow, then drag right or left to resize or hide the column.
Move Columns To move a column, click and hold on the desired column header, then drag the column
right or left to the desired position.
Dynamic
To selectively summarize the amount columns by any column and to group the records
Column
by any column, drag the column heading into the summary section of the panel. Multiple
Groupings
levels of summarization can be created.
Filter Row
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Each column within any of the grids can be filtered by entering values into the
appropriate column filter. Alphanumeric fields filter character by character. Numeric
fields filter upon entry of the full field value.
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Customize
Grid Layout
From any drill down panel, click on the Expand button (
) in the top left corner of
the grid. A Grid Action panel appears giving the user export and copy options, available
layouts to apply to the current drill down panel, and layout control options for new drill
down layout design. Refer to Custom Grid Layouts for more information.
Export to Excel Select the desired records in the grid and click Export to Excel on the Grid Action panel.
The Export to Excel panel appears below the data grid. Refer to Export to Excel for
more information.
Copy
Select the desired records in the grid and click Copy to Clipboard on the Grid Action
panel. The selected records are copied to the Windows clipboard.
Autosize
To automatically resize column widths in a grid to the maximum length required for the
Columns
header and/or data, click Autofit Grid Columns on the Grid Action panel.
Manage Group To add subtotals to grouped columns click Manage Group Totals on the Grid Action
Totals
panel. The Group Totals panel appears below the grid data. The columns available for
subtotaling will appear in the left side of the panel with a check box. Selecting and deselecting the check box turns on or off the subtotaling of the column. The subtotal value
appears under the selected header. Refer to Manage Group Totals for more
information.
Note: Columns must be filtered prior to grouping. Also a filtered column that is grouped
must be ungrouped to remove the filter.
Quick Exit
To close all drill down windows and return to Excel, click the Excel button (
) in the top
right hand corner of the grid.
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74
Export to Excel
1. On the drill down panel, click the Expand button (
appears.
) in the top left corner of the grid. The Grid Action panel
2. From the drill down grid, select the desired record(s):
· To export a single record -- select the desired record.
· To export select multiple records -- press and hold the Ctrl key as records are selected on the grid rows.
· To export multiple records in a range -- select the first record in the range, press and hold the Shift key, and
select the last record in the range.
· To export all records -- from the Grid Action panel select Select All -or- while in the grid right click and from the
popup panel select Select All Rows.
3. From the Grid Action panel, select Export to Excel. The Export to Excel panel appears below the grid data.
4. Use the table to enter data on the Export to Excel panel.
Field
Description
Excel Target:
Worksheet, Range Name or
Table
Include Column Headers
Select the appropriate radio button to indicate whether to export to a
worksheet, range or table destination. Available parameters will vary
based upon the option selected.
From the drop down list, select an existing worksheet, range or table to
which to send the export data. When the Worksheet option is selected,
a new name may be keyed in the field and the system will create the
new worksheet when exporting the data.
When the Worksheet option is selected, specify the starting cell into
which to place the data.
When the Worksheet option is selected, select the check box to indicate
to create a new table when exporting the data -and- specify the name to
be assigned to the new table in the associated field.
Select the check box to indicate to include column headers in the export.
Format Non-Numeric Cells
as Text
Select the check box to indicate for the system to format non-numeric
target cells as text.
Target
Starting Cell
Convert to Table
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Field
Description
Subtotals:
Note: Subtotal options are not available when either the Excel Target
Table or Convert to Table option is selected.
From the drop down list, select the column(s) to subtotal.
Note: If column grouping has been defined in the data grid, the column
grouped will automatically appear as a selected value.
Select the corresponding check box to indicate to subtotal based on the
chosen columns.
Select the check box to indicate to activate Excel row grouping by
subtotal for the exported data.
At Each Change In
Add Subtotal To
Generate Outline for
Subtotals
Button
Description
Export to Excel
Exports selected data to the target worksheet.
Close
Closes the Export to Excel panel and redisplays the drill down grid.
Reset Subtotal
Clears all previously selected subtotal values.
5. Once all criteria is complete, click the Export to Excel button. The system exports the data, and displays the
worksheet displaying the exported data.
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Custom Grid Layouts
All drill down grids may be customized to a specific user's preference. Similar to columns in an Excel worksheet,
columns in the drill down grids may be hidden, resized and moved to different positions, etc. A user may create as
many customized grid layouts as desired for future drill downs. In addition, a user may assign a customized layout
as the default layout for that specific grid; however, other users are not affected.
Note: Spreadsheet Server offers many different levels of drill down. Each level of drill down utilizes different data
content. This requires each drill down level to utilized separate grid layouts. Custom drill down layout
created for one drill down level and will not be accessible for other drill down levels. (i.e Custom Journal
Entry drill down layouts are not available for Subsystem Detail drill downs.)
On the drill down panel, click the Expand button (
) in the top left corner of the grid. The Grid Action panel
appears. The following layout functions are accessible for all drill down grids.
Save Current Layout
A grid layout may be modified and then saved for future use.
1. After grid columns have been set to user preferences, click Save Current Layout. The Save Layout As panel
appears.
2. On the Save Layout As panel, key the new grid layout name.
3. Click OK.
Save Current Layout As
An existing grid layout may be modified and then saved as a different layout.
1. After grid columns have been set to user preferences, click Save Current Layout As. The Save Layout As
panel appears.
2. On the Save Layout As panel, key the new grid layout name.
3. Click OK.
Remove Layout from List
A grid layout may be removed from the user's list of available layouts.
1. From the drop down list of layouts, select the grid layout to be removed.
2. Click Remove Layout from List. A confirmation panel appears.
3. On the confirmation panel, click the Yes button to remove the layout.
Make Layout the Default
A grid layout may be assigned as the user's default for each future time the drill down grid is opened.
1. From the drop down list of layouts, select the grid layout to be assigned as the default layout.
2. Click Make Layout the Default.
Note: Hover the mouse pointer over the Make Layout the Default text to display the name of the current default
layout.
Restore Installed Default Layout
The installed default grid layout may be restored by selecting _Basic from the drop down list of layouts.
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Manage Group Totals
All drill down grids may have grouped columns subtotaled as part of the grid layout.
Note: Columns must be filtered prior to grouping. In addition, a filtered column that is grouped must be ungrouped
to remove the filter.
1. On the drill down panel, click the Expand button (
appears.
) in the top left corner of the grid. The Grid Action panel
2. From the Grid Action panel, select Manage Group Totals. The Manage Group Totals panel appears below the
data grid.
3. Select the check box next the value to add subtotals.
4. Click the Set Totals button. The column grouped will have subtotals displayed in the column of the value.
5. Click the Remove All button to remove all set subtotals.
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Drill Down to Account Balances
Spreadsheet Server allows drilling down from an amount on the spreadsheet to see what account balances make
up the value. The Account Balances drill down can exclude zero balance accounts based upon an option in the
user settings.
1. Select a cell containing a GXA formula and right click. A popup menu appears.
2. On the popup menu, select SS Drill Down. The Drilldown - Account Balances panel appears showing the
balance for each individual account. The grid will also show any category codes (business unit or accounts)
that were used within the GXA formula.
Nav Tip:Steps 1 and 2 may be replaced by selecting a cell and selecting the SS ribbon equivalent (see
SS Ribbon).
Note: Refer to General Grid Features for features available within drill down grids.
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Drill Down to Account Balances - Summarized
Spreadsheet Server allows drilling down from an amount on the spreadsheet to see what account balances make up
the value. Summary drill down functionality allows the user to select which account segments to use for grouping or
summarizing the accounts when displaying the account balances which make up the value. The Account Balances
drill down can exclude zero balance accounts based upon an option in the user settings.
1. Select a cell containing a GXA formula and right click. A popup menu appears.
2. On the popup menu, select SS Drill Down - Summary. The Summarize Balances panel appears.
3. On the Summarize Balances panel, select the account segments to be used for summarizing.
4. Click OK. The Drilldown - Account Balances panel appears showing the balance for each detail account
summarized by company, business unit, object account, and/or subsidiary based upon account segments
selected on the previous panel. The grid will also display any category codes (business unit or accounts) that
were used within the GXA formula.
Example: SS Drill Down. Notice that the balances displayed also include subledgers.
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Example: SS Drill Drill - Summary. Notice that the balances have been summarized by the selected account
segment(s).
Note: The Drill Down to Journals per Account(s) option will only function if all account segments were selected for
summarization. When drilling down to journals, the system displays all journals for the selected account,
including journals at the subledger level.
Note: Refer to General Grid Features for features available within drill down grids.
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Drill Down to Multiple Column Account Balances
Spreadsheet Server allows drilling down from multiple cells on the same row on the spreadsheet to see what
account balances make up the values. A maximum of 12 columns may be selected. The Multi-Column Drilldown
Balances drill down can exclude zero balance accounts based upon an option in the user settings.
1. Select multiple cells on the same row containing GXA formulas and right click. A popup menu appears.
2. On the popup menu, select SS Drill Down. The Drilldown - Multi-Column Drilldown Balances panel appears
showing detail account balances for each column. If only two columns were selected, a variance column will
automatically be displayed.
Nav Tip:Steps 1 and 2 may be replaced by selecting multiple cells on the same row and selecting the SS
ribbon equivalent (see SS Ribbon).
Note: Refer to General Grid Features for features available within drill down grids.
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Drill Down to Journals per Selected Account(s)
Spreadsheet Server allows drilling down from detail account balances to the journals which make up the account
balances.
1. From the Drilldown - Account Balances panel, select the desired account(s):
· To select a single account -- double click the account. The Account Journals tab appears displaying
journals for the selected account.
· To select multiple accounts -- press and hold the Ctrl key as accounts are selected on the grid rows.
Right click on the grid. A popup menu appears. From the popup menu select Drilldown Journals for
Selected Accounts. The Account Journals tab appears displaying journals for the selected accounts.
· To select multiple accounts in a range -- select the first account in the range, press and hold the Shift key,
and select the last account in the range. Right click on the grid. A popup menu appears. From the popup
menu select Drilldown Journals for Selected Accounts. The Account Journals tab appears displaying
journals for the selected accounts.
· To select all accounts in the grid -- right click on the grid. A popup menu appears. From the popup menu
select Drilldown Journals for All Accounts. The Account Journals tab appears displaying journals for all
accounts.
Note: Refer to General Grid Features for features available within drill down grids.
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Drill Down to Journal Entry Lines
Spreadsheet Server allows drilling down from journals to the journal entry lines which make up the journal. The
system displays all entry lines for all journals in the associated batch.
Note: User settings in the Configurator control a user's authority to this function.
1. From the Drilldown - Account Journals panel, select the desired journal (batch) and right click. A popup menu
appears.
2. On the popup menu, select Display All Lines in the Batch for the Selected Grid Row. The Batch tab appears
displaying all the entry lines for the journals in the selected batch.
Nav Tip:Steps 1 and 2 may be replaced by double clicking the selected journal.
Note: Refer to General Grid Features for features available within drill down grids.
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Drill Down to Subsystem Detail
Spreadsheet Server allows drilling down from journals to the subsystem detail from which the journal originated.
Subsystem drill down is controlled by the batch type code. Valid batch type codes for each subsystem are defined
in the Settings function (see User Settings). Currently subsystem drill down is available for Accounts Payable,
Accounts Receivable, and Inventory applications.
1. From the Drilldown - Account Journals panel, select the desired journal(s):
· To select a single journal -- select the journal and rIght click on the grid. A popup menu appears.
· To select multiple journals -- press and hold the Ctrl key as journals are selected on the grid rows. Right
click on the grid. A popup menu appears.
· To select multiple journals in a range -- select the first journal in the range, press and hold the Shift key, and
select the last journal in the range. Right click on the grid. A popup menu appears.
· To select all journals in the grid -- right click on the grid. A popup menu appears.
2. On the popup menu, select the appropriate view function to indicate whether to view subsystem detail for
only selected journals or for all journals. The appropriate subsystem panel(s) appears.
Note: Refer to General Grid Features for features available within drill down grids.
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Drill Down to Sales Detail
Once GXSALES formulas are constructed, drill down capability to the sales detail related to the amount, quantity or
weight exists.
1. Select a cell containing a GXSALES formula and right click. A popup menu appears.
2. On the popup menu, select SS Drill Down. The Drilldown - Sales Detail panel appears showing the individual
sales detail from the F4211, F4101 and F0101 files.
Nav Tip:Steps 1 and 2 may be replaced by selecting a cell and selecting the SS ribbon equivalent (see
SS Ribbon).
Note: Refer to General Grid Features for features available within drill down grids.
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Drill Down to Fixed Asset Detail
Once FXA formulas are constructed, drill down capability to the Asset Detail related to the balances exists.
1. Select the cell containing the FXA formula to analyze and right click. A popup menu appears.
2. From the popup menu, select SS Drill Down. The Drilldown - Fixed Assets Balances panel appears showing
the individual asset detail from the F1201 and F1202 files.
Nav Tip:Steps 1 and 2 may be replaced by selecting a cell and selecting the SS ribbon equivalent (see
SS Ribbon).
Note: Refer to General Grid Features for features available within drill down grids.
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8
Review Account Master
8.1
List Accounts
Spreadsheet Server enables the user to generate a list of existing accounts. Filtering is available to control which
accounts are listed.
1. In Excel from the SServer menu, select Display Accounts -or- select the SS toolbar equivalent (see
SS Toolbar). The Display Chart of Accounts panel appears.
2. On the Display Chart of Accounts panel, specify the account number criteria and configuration host, and click
the View button. The appropriate accounts are displayed on the panel. The account number segment values
may be a single value, mask, range, value list or segment list.
Review Account Master
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Copy/Export Accounts from Account List
Spreadsheet Server allows copying accounts from the Display Chart of Accounts panel to an Excel spreadsheet or
to the Windows clipboard.
1. From the Display Chart of Accounts panel, select the desired account(s):
· To copy/export a single account -- select the desired account and right click. A popup menu appears.
· To copy/export select multiple accounts -- press and hold the Ctrl key as accounts are selected on the grid
rows. Right click on the grid. A popup menu appears.
· To copy/export multiple accounts in a range -- select the first account in the range, press and hold the Shift
key, and select the last account in the range. Right click on the grid. A popup menu appears.
· To copy/export all accounts in the grid -- right click on the grid. A popup menu appears.
2. On the popup menu, select the appropriate export / copy function to indicate whether to export / copy only
selected accounts or all accounts. The Export / Copy Accounts Options panel appears.
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3. Use the table to enter data on the Export / Copy Account Options panel.
Field
Description
Columns to be Generated
Select the appropriate check box(es) to indicate which segments are to
be included in the export or copy.
Excel Specifications:
Target Worksheet
Starting Cell
From the drop down list, select an existing worksheet to which to send
the export data. Otherwise, key a new name and the system will create
the new worsheet when exporting the data.
Specify the starting cell into which to place the data.
Category Codes:
Include Category Codes
Business Unit /
Object Account
Select the check box to indicate to include category codes in the export
or copy.
Select the appropriate check box(es) to indicate which business unit
and/or object account category codes to include in the export or copy.
4. Click the Export to Excel button to export the accounts to the target worksheet. Otherwise, to copy the
accounts to the Windows clipboard, click the Copy to Clipboard button.
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View Account Balances
Spreadsheet Server enables the user to view account balances and subsequently drill down to the journals and
journal entry lines for any or all of the listed accounts. Selection criteria is available to control which accounts are
listed.
1. In Excel from the SServer menu, select View Account Balances. The Drilldown - View Account Balances panel
appears.
Note: If View Account Balances was launched while on a GXA or GXAB formula, selection criteria defaults
from the formula and the appropriate accounts and their balances are displayed.
Nav Tip:This panel may also be accessed by selecting the SS toolbar or ribbon equivalent (see SS Toolbar
or SS Ribbon).
2. On the View Account Balances panel, specify the various account balance criteria (i.e. account segments,
ledger type, year, currency, business unit status, configuration host) for which to display accounts. When
entering account selection criteria, ranges, segment lists, and/or wildcards may be used. In addition, click the
Weekly Balances check box to display weekly balances instead of period balances.
Note: Double click on the CO header (not in the field) to mask each segment.
3. Click the View button. The appropriate accounts and balances are displayed on the View Account Balances
panel.
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4. To drill down to the journals for a specific account/period, on the View Account Balances panel double click in
the grid cell for the desired account/period balance. An Account Journals tab appears displaying all journals for
the selected account/period.
5. To drill down to the journal entry lines for a specific journal, on the Account Journals panel select the desired
journal and double click. A Batch tab appears displaying all the entry lines for the journals in the selected
batch.
Review Account Master
Note: Refer to General Grid Features for features available within drill down grids.
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Miscellaneous Features
9.1
Data Validation
Spreadsheet Server gives the user the ability to create a validation list in a specific cell in Excel. Validation lists
are drop down lists that allow the user to choose from a valid list of options/field values.
1. Select a cell to hold the validation list.
2. In Excel from the SServer menu, select Data Validation Wizard. The Data Validation panel displays.
Nav Tip:This panel may also be accessed by selecting the SS ribbon equivalent (see SS Ribbon).
3. Select the type of data for which to build a list or enter valid values separated by a comma in the Validation
List field, and click OK to push validation to the current cell.
Note: Validation Lists are limited by Excel to 255 characters.
4. On the Excel worksheet when the appropriate cell is selected, a drop down button appears indicating that
valid values exist for the cell. Click on the drop down arrow button to display the Validation List.
5. Click on the desired value. The system returns the selected value to the appropriate cell.
6. To maintain valid values for a cell, select the cell and from the Excel menu, select Data>Validation -or- from
the Ribbon select Data>Data Tools>Data Validation. The Data Validation panel appears. Refer to Excel
Help for additional instructions.
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Generate Account Detail for Current Sheet
The Generate Account Detail option allows the user to create an audit trail which lists the individual accounts and
balances included in the GXA (GXAB) formulas of the worksheet.
1. In Excel from the SServer menu, select Generate Account Detail from Current Sheet. The Generate Account
Detail Options panel appears.
Nav Tip:This panel may also be accessed by selecting the SS ribbon equivalent (see SS Ribbon).
2. On the Generate Account Detail Options panel, specify the following processing criteria:
· Source Worksheet Input - COLUMN - Identify the column within the worksheet that contains the report
line description. This description is used as the first column in the extracted audit trail.
· Source Worksheet Input - ROW - Identify the first row containing a GXA (or GXAB) formula to be used in
generating the detail. This will set the starting point for the extracted audit trail.
· Summarize Accounts - Select the check box to indicate to summarize data at the object account level
(ignores the subledger type and subledger name values).
· Excel Specifications - When exporting to Excel, specify the name of the target worksheet (new or
existing) and a starting cell into which to place the data.
3. Click the Export to Excel button to generate an audit trail showing the line description and all included accounts
and their balances in Excel (see below). Otherwise, to copy the audit trail information to the Windows
clipboard, click the Copy to Clipboard button.
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GXE - Expand Detail Reports - Account Details
The Expand Detail option allows the user to select a single or multiple financial statement lines using Spreadsheet
Server formulas and expand the line(s) into the individual account details. This process is similar to the Generate
Account Detail option but uses a single line to expand into a designated workbook location.
This process is primarily used to launch detailed financial statements into the same template. This option can be
used for multiple departments to ensure consistency for each report. Instead of creating each possible account
number as different rows in the spreadsheet, a single line can be created that contains ranges, segment lists, or
wildcards. This line will then be expanded into the applicable individual accounts and placed into a formatted
worksheet.
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Expand a Single Source Line
1. Create a standard Spreadsheet Server report using the GXA formula. The single report line becomes the
basis for the expanded report. When the process is executed the single line will be expanded into individual
account lines and placed into the final formatted worksheet (see below).
The example below shows a departmental report based on an individual business unit.
· GXA formulas are created in a single line. In the example, account string parameters are shown in cells
A1:A4. GXA balance parameters (ledger type, year, format, period, currency) are entered in each column
heading (A6:K10). The actual GXA formulas are contained in cells A14, B14, J14, and K14.
· Standard Excel formulas are used to calculate the budget variances in cells C14 and L14.
· Various literals are entered into cells D14:I16. This designation will generate the associated value into that
particular column. Valid literals are ACCTNUM (account number), ACCTDESC (account description),
ACCTCO (company), ACCTBU (business unit), ACCTOBJ (object account), ACCTSUB (sub-account),
ACCTSBLT (subledger type), and ACCTSBL (subledger name).
2. Create/label a cell called Target Sheet. In the example, this is cell B16 and it has been identified as
worksheet GXE Target. This cell identifies the name of the worksheet that contains the final formatted
worksheet and will receive the expanded detail.
3. Create/label a cell called Source Sheet. In the example, this is cell B17 and it has been identified as
worksheet GXE Source. This cell identifies the worksheet that contains the GXA formulas that will be
expanded. In this example, the same worksheet contains both the source and the GXE parameters.
4. Create/label a cell called Target Row. In the example, this is cell B18 and it has been identified as row 5.
This cell identifies either the first row or range name within the target worksheet to begin inserting the
expanded account detail.
Note: When using a target range, identify the Excel range as all cells under the column headers. In the
example, the range would be for cells A5 thru L5. The range name would then be entered in cell B18.
5. Create/label a cell called Source Row. In the example, this is cell B19 and it has been identified as row 14.
This cell identifies the row number in the source worksheet that contains the GXA formulas.
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Create/label a cell called Summarize Accts. In the example, this is cell B20. This cell will either contain Y
(Yes) or N (No) to summarize by account.
7. Create a GXE formula with the following parameters:
· Target Sheet (B16)
· Source Sheet (B17)
· Target Row (B18)
· Source Row (B19)
· Summarize Accts (B20)
Formula Example:
=GXE(B16,B17,B18,B19,B20)
8. Format the Target Worksheet with headings in rows 1-3, blank rows in rows 4-6, and totals in row 7. Each total
was set to a range of rows 4-6 (i.e. =SUM(A4:A6)). When the Expand Detail Reports function is initiated, the
total line is shifted down or up, based upon the number of data rows populated each time the expansion is
processed.
9. To generate detail reports for all GXE (and GXECC) formulas in the workbook, in Excel from the SServer menu
select Expand All Detail Reports -or- select the SS toolbar or ribbon equivalent (see SS Toolbar or SS Ribbon).
The results for all GXE (and GXECC) formulas are expanded into the appropriate formatted sheets.
Miscellaneous Features
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Expand Multiple Source Lines Using Ranges
1. Create a standard Spreadsheet Server report using the GXA formula. The multiple report lines become the
basis for the expanded report. When the process is executed the lines will be expanded into individual account
lines and placed into the final formatted worksheet (see below).
The example below shows a departmental report based on individual business units.
· GXA formulas are created on multiple lines. In the example, account string parameters are shown in cells
B1:D4. GXA balance parameters (ledger type, year, format, period, currency) are entered in each column
heading (A6:K10). The actual GXA formulas are contained in cells A14, A15, A16, B14, B15, B16, J14, J15,
J16, K14, K15 and K16.
· Standard Excel formulas are used to calculate the budget variances in cells C14, C15, C16, L14, L15 and
L16.
· Various literals are entered into cells D14:I16. This designation will generate the associated value into that
particular column. Valid literals are ACCTNUM (account number), ACCTDESC (account description),
ACCTCO (company), ACCTBU (business unit), ACCTOBJ (object account), ACCTSUB (sub-account),
ACCTSBLT (subledger type), and ACCTSBL (subledger name).
2. Create/label a cell called Target Sheet. In the example, this is cell B18 and it has been identified as
worksheet GXE Target. This cell identifies the name of the worksheet that contains the final formatted
worksheet and will receive the expanded detail.
3. Create/label a cell called Source Sheet. In the example, this is cell B19 and it has been identified as
worksheet GXE Source. This cell identifies the worksheet that contains the GXA formulas that will be
expanded. In this example, the same worksheet contains both the source and the GXE parameters.
4. Create/label a cell called Target Row. In the example, these are cells B20, C20 and D20 and they have
been identified as ranges Range61, Range62 and Range63. This cell identifies either the first row or range
name within the target worksheet to begin inserting the expanded account detail.
Note: When using a target range, identify the Excel range as all cells under the column headers. In the
example, Range61 is for cells A5 thru L5, Range62 is for cells A12 thru L12, and Range63 is for cells
A19 thru L19. The appropriate range name is then entered in cells B20, C20 and D20.
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5. Create/label a cell called Source Row. In the example, these are cells B21, C21 and D21 and they have been
identified as row 14, row 15 and row 16. This cell identifies the row number in the source worksheet that
contains the GXA formulas.
6. Create/label a cell called Summarize Accts. In the example, this is cell B22. This cell will either contain Y
(Yes) or N (No) to summarize by account.
7. Create the GXE formulas with the following parameters:
· Target Sheet (B18)
· Source Sheet (B19)
· Target Row (B20, C20 or D20)
· Source Row (B21, C21 or D21)
· Summarize Accts (B22)
Formula Examples:
=GXE(B18,B19,B20,B21,B22)
=GXE(B18,B19,C20,C21,B22)
=GXE(B18,B19,D20,D21,B22)
8. Format the Target Worksheet with headings in rows 1-3, 10 and 17, blank rows in rows 4-6, 11-13 and 18-20,
and totals in rows 7, 14 and 21. Each total was set to a range of rows 4-6, 11-13 or 18-20 (i.e. cell A7 is
=SUM(A4:A6)). When the Expand Detail Reports function is initiated, the total line is shifted down or up, based
upon the number of data rows populated each time the expansion is processed.
9. To generate detail reports for all GXE (and GXECC) formulas in the workbook, in Excel from the SServer menu
select Expand All Detail Reports -or- select the SS toolbar or ribbon equivalent (see SS Toolbar or SS Ribbon).
The results for all GXE (and GXECC) formulas are expanded into the appropriate formatted sheets.
Miscellaneous Features
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GXE - Expand Detail Reports - Journal Entry Details
The Expand Detail option allows the user to create a detail journal voucher listing for a specific summary balance of
accounts using the GXE formula. Subtotals are included at the company, business unit, account and sub-account
levels. The process works similarly to the Expand Detail option for account detail, but uses additional parameters.
1. Create a standard Spreadsheet Server report using the GXA formula. The single report line becomes the
basis for the expanded report. When the process is executed the single line will be expanded into individual
journal entry lines and placed into the final formatted worksheet (see below).
The example below shows a departmental report based on an individual business unit.
· Standard GXA formulas are created in a single line. In the example, account string parameters are shown in
cells A1:A4. GXA balance parameters (ledger type, year, format, period, currency) are entered in each
column heading (A6:K10). The actual GXA formulas are contained in cells A14, B14, J14 and K14.
· Standard Excel formulas are used to calculate the budget variances in cells C14 and L14.
· Various literals are entered into cells D14:I14. This designation will generate the associated value into that
particular column. Valid literals are ACCTNUM (account number), ACCTDESC (account description),
ACCTCO (company), ACCTBU (business unit), ACCTOBJ (object account), and ACCTSUB (sub-account),
ACCTSBLT (subledger type), and ACCTSBL (subledger name).
2. Create/label cells for Target Sheet, Source Sheet, Target Row, Source Row, and Summarize Accts. Refer to
Expand a Single Source Line or Expand Multiple Source Lines Using Ranges for more information.
3. Create/label a cell called JE GXA Column. In the example, this is cell E16 and it has been identified as column
A. This cell identifies the column containing the GXA balance to be expanded to show journal details.
4. Create/label a cell called JE Target Sheet. In the example, this is cell E17 and it has been identified as
worksheet JE Detail BU 61. This cell identifies the name of the worksheet that will received the journal entry
detail.
5. Create/label a cell called JE Target Cell. In the example, this is cell E18 and it has been identified as cell A1.
This cell identifies the starting cell location within the target worksheet to begin inserting the expanded journal
entry detail.
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102
6. Create/label a cell called JE Include Headings. In the example, this is cell E19. This cell will either contain Y
(Yes) or N (No) to include headings in the journal entry detail expansion.
7. Create/label a cell called JE Autofit Columns. In the example, this is cell E20. This cell with either contain Y
(Yes) or N (No) to initiate the auto-fit columns function within Excel.
8. Create/label a cell called JE Generate Totals. In the example, this is cell E21. This cell will either contain Y
(Yes) or N (No) to generate account subtotals and a grand total.
9. Create/label a cell called JE Convert to Table. In the example, this is cell E22. This cell will either contain Y
(Yes) or N (No) to expand the journal entry detail into a table. When Y is entered, the system creates a new
table on the specified target sheet and assigns the next available standard Excel table name. In addition,
headings are always included and a grand total line is generated; however, no account subtotals are generated.
10. Create a GXE formula with the following parameters:
· Target Sheet (B16)
· Source Sheet (B17)
· Target Row (B18)
· Source Row (B19)
· Summarize Accts (B20)
· JE GXA Column (E16)
· JE Target Sheet (E17)
· JE Target Cell (E18)
· JE Include Headings (E19)
· JE Autofit Columns (E20)
· JE Generate Totals (E21)
· JE Convert to Table (E22)
Formula Example:
=GXE(B16,B17,B18,B19,B20,E16,E17,E18,E19,E20,E21,E22)
11. To generate detail reports for all GXE (and GXECC) formulas in the workbook, in Excel from the SServer menu
select Expand All Detail Reports -or- select the SS toolbar or ribbon equivalent (see SS Toolbar or SS Ribbon).
The results for all GXE (and GXECC) formulas are expanded into the appropriate formatted sheets.
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GXECC - Expand Detail Reports by Category Code - Account
Details
The Expand Detail by Category Code option allows the user to select a single or multiple financial statement lines
using Spreadsheet Server formulas and expand the line(s) grouped by either a business unit category code or an
object account category code. This process is primarily used to launch detailed financial statements into the same
template. This option can be used for multiple departments to ensure consistency for each report. Instead of
creating each possible account number as different rows in the spreadsheet, a single line can be created that
contains ranges, segment lists, or wildcards. This line will then be expanded into the applicable individual accounts
and placed into a formatted worksheet.
Note: The instructions below reference how to expand a single source line for a GXECC. Refer to
Expand Multiple Source Lines Using Ranges for basic steps required to expand multiple source lines.
1. Create a standard Spreadsheet Server report using the GXA formula. The single report line becomes
the basis for the expanded report. When the process is executed the single line will be expanded into
individual account lines and placed into the final formatted worksheet (see below).
The example below shows a departmental report based on an individual business unit.
· GXA formulas are created in a single line. In the example, account string parameters are shown in cells
A1:A4. GXA balance parameters (ledger type, year, format, period, currency) are entered in each column
heading (A6:G10). The actual GXA formulas are contained in cells A14, B14, F14, and G14.
· Standard Excel formulas are used to calculate the budget variances in cells C14 and H14.
· Various literals are entered into cells D14 and E14. This designation will generate the associated value into
that particular column. Valid literals are CATCODE (category code) and CATDESC (category description).
2. Create/label a cell called Target Sheet. In the example, this is cell B16 and it has been identified as worksheet
GXECC Target. This cell identifies the name of the worksheet that contains the final formatted worksheet and
will receive the expanded detail.
3. Create/label a cell called Source Sheet. In the example, this is cell B17 and it has been identified as worksheet
GXECC Source. This cell identifies the worksheet that contains the GXA formulas that will be expanded. In this
example, the same worksheet contains both the source and the GXECC parameters.
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104
4. Create/label a cell called Target Row. In the example, this is cell B18 and it has been identified as row 5. This
cell identifies the first row or range name within the target worksheet to begin inserting the expanded detail.
Note: When using a target range, identify the Excel range as all cells under the column headers. In the
example, the range would be for cells A5 thru L5. The range name would then be entered in cell B18.
5. Create/label a cell called Source Row. In the example, this is cell B19 and it has been identified as row 14. This
cell identifies the row number in the source worksheet that contains the GXA formulas.
6. Create/label a cell called Category Code. In the example, this is cell B20 and it has been identified as A21. This
cell identifies the category code that will be expanded. Valid values are B01-B30 for the business unit category
codes and A01-A23 for the account category codes.
7. Create a GXECC formula with the following parameters:
· Target Sheet (B16)
· Source Sheet (B17)
· Target Row (B18)
· Source Row (B19)
· Category Code (B20)
Formula Example:
=GXECC(B16,B17,B18,B19,B20)
8. Format the Target Worksheet with headings in rows 1-3, blank rows in rows 4-6, and totals in row 7. Each total
was set to a range of rows 4-6 (i.e. =SUM(A4:A6)). When the Expand Detail Reports function is initiated, the
total row is shifted down or up, based upon the number of data rows populated when the expansion is
processed.
9. To generate detail reports for all GXECC (and GXE) formulas in the workbook, in Excel from the SServer menu
select Expand All Detail Reports -or- select the SS toolbar or ribbon equivalent (see SS Toolbar or SS Ribbon).
The results for all GXECC (and GXE) formulas are expanded into the appropriate formatted sheets.
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GXECC - Expand Detail Reports by Category Code - Journal Entry
Details
The Expand Detail option allows the user to create a detail journal voucher listing grouped by either a business unit
or object account category code for a specific summary balance of accounts using the GXE formula. Subtotals are
included at the account and category code levels. The process works similarly to the Expand Detail by Category
Code option for account detail, but uses additional parameters.
1. Create a standard Spreadsheet Server report using the GXA formula. The single report line becomes the
basis for the expanded report. When the process is executed the single line will be expanded into individual
journal entry lines and placed into the final formatted worksheet (see below).
The example below shows a departmental report based on an individual business unit.
· Standard GXA formulas are created in a single line. In the example, account string parameters are shown in
cells A1:A4. GXA balance parameters (ledger type, year, format, period, currency) are entered in each
column heading (A6:G10). The actual GXA formulas are contained in cells A14, B14, F14, and G14.
· Standard Excel formulas are used to calculate the budget variances in cells C14 and H14.
· Various literals are entered into cells D14 and E14. This designation will generate the associated value into
that particular column. Valid literals are CATCODE (category code) and CATDESC (category description).
2. Create/label cells for Target Sheet, Source Sheet, Target Row, Source Row, and Category Code. Refer to
GXECC - Expand Detail Reports by Category Code - Account Details for more information.
3. Create/label a cell called JE GXA Column. In the example, this is cell E16 and it has been identified as column
A. This cell identifies the column containing the GXA balance to be expanded to show journal details.
4. Create/label a cell called JE Target Sheet. In the example, this is cell E17 and it has been identified as
worksheet JE Detail by CC. This cell identifies the name of the worksheet that will received the journal entry
detail.
5. Create/label a cell called JE Target Cell. In the example, this is cell E18 and it has been identified as cell A1.
This cell identifies the starting cell location within the target worksheet to begin inserting the expanded journal
entry detail.
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106
6. Create/label a cell called JE Include Headings. In the example, this is cell E19. This cell will either contain Y
(Yes) or N (No) to include headings in the journal entry detail expansion.
7. Create/label a cell called JE Autofit Columns. In the example, this is cell E20. This cell with either contain Y
(Yes) or N (No) to initiate the auto-fit columns function within Excel.
8. Create/label a cell called JE Generate Totals. In the example, this is cell E21. This cell will either contain Y
(Yes) or N (No) to generate account subtotals and a grand total.
9. Create/label a cell called JE Convert to Table. In the example, this is cell E22. This cell will either contain Y
(Yes) or N (No) to expand the journal entry detail into a table. When Y is entered, the system creates a new
table on the specified target sheet and assigns the next available standard Excel table name. In addition,
headings are always included and a grand total line is generated; however, no account subtotals are generated.
10. Create a GXE formula with the following parameters:
· Target Sheet (B16)
· Source Sheet (B17)
· Target Row (B18)
· Source Row (B19)
· Category Code (B20)
· JE GXA Column (E16)
· JE Target Sheet (E17)
· JE Target Cell (E18)
· JE Include Headings (E19)
· JE Autofit Columns (E20)
· JE Generate Totals (E21)
· JE Convert to Table (E22)
Formula Example:
=GXE(B16,B17,B18,B19,B20,E16,E17,E18,E19,E20,E21,E22)
11. To generate detail reports for all GXECC (and GXE) formulas in the workbook, in Excel from the SServer menu
select Expand All Detail Reports -or- select the SS toolbar or ribbon equivalent (see SS Toolbar or SS Ribbon).
The results for all GXECC (and GXE) formulas are expanded into the appropriate formatted sheets.
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Hide Rows with Zero Balances
The Hide Rows with Zero Balances function will analyze the active workbook and perform a row hide function for
any spreadsheet row that contains formulas in which the net result is zero for all cells. This function is very
effective for standardized reporting templates such as departmental reports. Multiple rows can be created as a
template but the function can then hide non-used or zero rows.
To Hide Rows with Zero Balances:
1. In Excel from the SServer menu, select Hide Rows with Zero Balances -or- select the SS ribbon equivalent
(see SS Ribbon).
To Restore Hidden Rows:
1. In Excel from the SServer menu, select Restore Hidden Rows -or- select the SS ribbon equivalent (see
SS Ribbon).
Miscellaneous Features
9.8
108
Disable / Enable Spreadsheet Server Formula Calculations
Disabling calculations will effectively halt GXA (GXAB) and GXD formula calculations when Excel calculates
spreadsheets. As a result of disabling calculations, GXA formulas will return zero values and GXD formulas will return
blanks.
Disabling Spreadsheet Server formula calculations can be extremely useful when:
· Discontinuing calculation of a complex or long-running spreadsheet. Press Shift+Ctrl+Z to quickly disable formula
calculations.
· A workbook is inadvertently opened whose calculation option is set to automatic. Press Shift+Ctrl+Z to quickly
disable formula calculations.
· Creating a new worksheet or modifying an existing worksheet by adding columns and/or rows with Spreadsheet
Server formulas, and switching a format to/from the range type period. In Excel from the SServer menu, select
Disable Spreadsheet Server Formula Calculations.
Enabling Formula Calculations:
1. In Excel from the SServer menu, select Enable Spreadsheet Server Formula Calculations. The Enable
Spreadsheet Server Formula Calculations panel appears.
2. Click the Yes button to clear the PC Cache and recalculate the spreadsheet.
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Reset Host Server Connection
Spreadsheet Server allows the user to sign onto the system using a different ID or to switch between working in
live or local mode without having to close and restart Excel.
Note: When Unattended Sign-On is activated, the Reset Host Server Connection function is not available.
1. In Excel from the SServer menu, select Reset Host Server Connection. The Sign On to Spreadsheet Server
for JDE dialog box appears.
2. On the Sign On dialog box identify the following information:
· User ID (SS signon)
· Password (optional SS password assigned in the Configurator)
· Retrieve Account Balances (local database)
· Work in Local Mode without a Connection
Note: When working without a connection, the user only has access to account balances in the local database
file, and as a result drill-downs to journals or list accounts will not be functional. In addition, the system
continues to verify the user is a valid SS user, thus the user must have the Configurator on their hard
drive.
3. Click OK.
Miscellaneous Features
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110
FASTR Report Conversion
For JDE World customers only, Spreadsheet Server offers a utility to convert FASTR report definitions into Excel
workbook formats. Using the template provided, users can select the FASTR program number and revision via the
Get Report lookup feature and convert the report to Excel format.
1. From Windows Explorer, navigate to C:\Documents and Settings\All Users\Shared Documents\Global Software
SSJDE\Samples. Open the Excel spreadsheet named JDE Fastr Template and click OK to enable the
macros. The spreadsheet loads and a new menu called FASTR is added to Excel.
2. In Excel from the FASTR menu, select Get Reports. The Host Signon for Reports dialog box appears.
3. On the Signon dialog box identify the host name, user ID and password, and click Sign On. The FASTR
Reports panel appears.
4. On the FASTR Reports panel, specify the name of the library containing the FASTR reports and click Show
Reports. A list of reports appears.
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5. Double click on the desired report (Program ID and Version ID) to be converted. The conversion process
creates an Excel workbook using the Program ID and Version ID as the name and stores it in the location
identified at the bottom of the FASTR Reports panel.
Index
Index
-Aaccount 78, 79
balance drill down 78, 79
balances 40, 90
budget data 44
Budget Manager balances 45
combined segment list 62
description 37
Fixed Assets balances 53
Fixed Assets detail drill down 86
generate audit trail 94
journal drill down 82, 90
journal entry line drill down 83, 90
multiple columns drill down 81
sales detail drill down 85
segment lists 60
subsystem detail drill down 84
weekly balances 43
account master 87
balances 90
copy to clipboard 88
drill down 90
export to Excel 88
list 87
ad hoc drill down 72
add-in 13
audit trail 94
-Bbenefits and features 5
BUDESC 28, 38
budget data 44
Budget Manager balances 45
build a template 25
building spreadsheets 24
business unit 38
description 38
business unit type 46
segment lists 61
using in GXA/GXAB 46
© 2009 ... Global Software, Inc.
-Ccalculation options 70
disable 108
enable 108
refresh PC cache 71
category code 62
combined segment list 62
description 64
Fixed Assets 56
segment lists 61
using in GXA/GXAB 46
CODESC 28, 39
company 39
description 39
components 6
configurator 6
copy to clipboard 72, 88
customize grid layout 72, 76
-Ddata validation 93
disable formula calculations 108
drill down 78, 90
account balances 78, 90
account balances summarized 79
export to Excel 74
Fixed Assets detail 86
general grid features 72
grid layout 76
journal entry lines 83
journals 82
manage group totals 77
multiple column account balances 81
sales detail 85
subsystem detail 84
-Eenable formula calculations 108
Excel add-in 13
expand detail reports 95
account detail 95
account detail (multiple source lines) 98
account detail (single source line) 96
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expand detail reports 95
account detail by category code 103
journal entry detail 101
journal entry detail by category code 105
export to Excel 72, 74, 88
-FFASTR report conversion 110
features and benefits 5
Fixed Assets 53
category codes 56
drill down 86
FXA 53
formula 28, 38
BUDESC 28, 38
CODESC 28, 39
disable calculations 108
enable calculations 108
FXA 28, 53
GXA 28, 40
GXA/GXAB for budget data 44
GXA/GXAB for Budget Manager 45
GXA/GXAB using business unit type 46
GXA/GXAB using category codes 46
GXA/GXAB using segment lists 65
GXA/GXAB using value lists 47
GXAB 28, 43
GXC 28
GXD 28, 37
GXE 28, 95, 96, 98, 101
GXECC 28, 103, 105
GXSALES 28, 49
SSLDESC 28, 66
formula assistant 28
FXA 28, 53
list accounts 48
-Ggenerate account detail 94
grid features 72
ad hoc drill down 72
copy to clipboard 72
customize layout 72, 76
export to Excel 72, 74
manage group totals 72, 77
move/resize columns 72
re-sort columns 72
GXA 28, 40
GXA/GXAB 40, 43
for budget data 44
for Budget Manager 45
list accounts 48
using business unit type 46
using category codes 46
using segment lists 65
using value lists 47
GXAB 28, 43
GXC 28
GXD 28, 37
GXE 28, 95, 96, 98, 101
GXECC 28, 103, 105
GXSALES 28, 49
-Hhide zero balance rows 107
host server 109
reset connection 109
-Iinstallation 7
introduction 4
-Jjournal drill down 82
journal entry line drill down
83
-Llist accounts 48, 87
account master 87
copy to clipboard 88
export to Excel 88
in a formula 48
segment list 67
load local PC database 17
© 2009 ... Global Software, Inc.
Index
using in GXA/GXAB 65
view values 67
settings 14
SS ribbon 12
SS toolbar 11
SServer menu 10
SSLDESC 28, 66
start Spreadsheet Server 13
enable formula calculations 108
reset host server connection 109
subsystem detail drill down 84
-Mmanage group totals 72, 77
menu 10
move/resize grid columns 72
-Nnavigation 9
SS ribbon 12
SS toolbar 11
SServer menu 10
-T-
-O-
template wizard
toolbar 11
optional components
6
-U-
-PPC cache
25
uninstall 8
user settings
14
71
-V-
-Rrefresh PC cache 71
required components 6
reset host server connection
re-sort grid columns 72
restore hidden rows 107
ribbon 12
rows 107
hide 107
restore 107
109
-Ssales detail drill down 85
segment lists 57
create/maintain 57
enter descriptions for category codes 64
enter values for business unit type 61
enter values for category code lists 61
enter values for combined lists 62
enter values for segment lists 60
retrieve description 66
synchronize 68
© 2009 ... Global Software, Inc.
validation lists 93
value lists 47
used in GXA/GXAB
view account balances
-Wwizard template
25
-Zzero balance rows
hide 107
restore 107
107
47
90
114