DynacViews. User Guide. Version 2.0 May 1, 2009

Transcription

1 DynacViews User Guide Version 2.0 May 1, 2009

2 Copyright 2003 by Dynac, Inc. All rights reserved. No part of this publication may be reproduced or used in any form without the express written permission of Dynac Inc. 28 Sutherland Walk Kitchener, ON N2R 1G5 phone: fax: website: Dynac is a registered trademark of Dynac Inc. Excel is a registered trademark of Microsoft Corporation. Access is a registered trademark of Microsoft Corporation. Microsoft Office is a registered trademark of Microsoft Corporation. Information in this document is subject to change without notice. DynacViews User Guide

3 Table of Contents List of Figures...iii...1 Summary...1 Features...1 Concepts...1 Report Types...2 Report Periods...3 Report Filters...4 Row Filter...5 Column Filter...6 Report Parameters...6 User Interface...8 Main Menu Options...8 Column Functionality...9 Row Functionality...9 Understanding the Spreadsheet Window...10 Operation...13 Report Columns...15 Individual Columns...15 Multiple Columns...20 Report Rows...21 Account Rows...22 Calculation Rows...24 Read-Only Workbooks...25 Tasks...26 Accessing the DynacViews Templates...26 Creating a New Template...26 Creating a Template using DynacCommand...26 Creating a Template Manually...27 Opening a Template...27 Opening a Template using DynacCommand...28 Opening a Template Manually...28 Closing a Template...28 Working with Reports...28 Creating a Report...28 Editing a Report...29 Deleting a Report...30 Working with Columns...30 Adding Columns...30 Inserting a New Column...30 Using a Pre-defined Dynac Column Layout...30 Copying Columns from Another Report...31 Editing Columns...31 Deleting Columns...31 Working with Rows...31 Adding Rows...31 Adding a Blank Row...32 Adding a Header Row...32 DynacViews User Guide i

4 Adding Account Rows...32 Adding a Calculated Row...33 Editing Rows...33 Deleting Rows...33 Refreshing Report Data...33 Refreshing the Data Manually...34 Refreshing the Data Automatically...34 Printing Reports...34 Exporting a Read-Only Workbook...36 Rolling a Template Forward...36 Modifying the Setup...37 Connecting to the Database...37 Managing Report Filters...38 Creating a Filter...38 Editing a Filter...38 Deleting a Filter...39 Suppressing Zero Rows...39 Expanding or Collapsing the Row Structure...40 Confirming the Software Version...40 Reference...41 Functionality...41 Main Menu...41 Column Menu...42 Row Menu...42 DynacViews User Guide ii

5 List of Figures Figure 1 DynacTools application modules...1 Figure 2 Typical DynacViews template...3 Figure 3 Report period displayed in title...3 Figure 4 Report Filters window...4 Figure 5 Create New Report window...7 Figure 6 Report...7 Figure 7 Comparison between chopped and unchopped years...8 Figure 8 Additional main menu functionality...9 Figure 9 Additional column functionality...9 Figure 10 Additional row functionality...9 Figure 11 Display area...10 Figure 12 Buttons to unhide columns and rows...10 Figure 13 Hidden areas...11 Figure 14 Report areas...12 Figure 15 Expand or collapse the row structure...13 Figure 16 DynacViews data flow...14 Figure 17 Report Values Out of Date warning...14 Figure 18 Refresh Data options...15 Figure 19 Insert New Column window...16 Figure 20 Scope periods...17 Figure 21 Reporting statistical accounts...21 Figure 22 Insert Calculated Summary window...23 Figure 23 Insert Calculation Row window...24 Figure 24 Insert Calculation Row example...25 Figure 25 Export to Read-only Workbook option...25 Figure 26 Auto Data Refresh function...34 Figure 27 Print Report(s) window...35 Figure 28 Print Report(s) notification message...35 Figure 29 Title change required after rolling template forward...37 Figure 30 Suppress Zero function activated...39 DynacViews User Guide iii

6 Summary DynacViews is the reporting component of the DynacTools suite offering planning, budgeting, forecasting, and financial reporting capabilities. Figure 1 DynacTools application modules DynacViews is an optional module. For a general introduction to the DynacTools concepts, refer to the document DynacTools Overview. Features DynacViews is a powerful report writer that runs within the Microsoft Excel application. Using DynacViews you can: Analyse multiple years of historical financial statements. Project multiple years of pro-forma results. Perform multiple what-if scenarios. Simplify business valuations, business financial plans, and reviews of financing and transfer-of-ownership scenarios. Concepts DynacViews presents a structured view, or report, of DynacBudget data that is stored in the SQL Server database. This principle defines the basic concept of the operation of DynacViews. DynacViews User Guide 1

7 DynacBudget data is stored in the database by company. Therefore, a view of that data must also be by company. You cannot create a report that consolidates results from multiple companies you must first define a consolidated entity and create a DynacBudget template for it. There is a direct relationship between a DynacViews template and the underlying DynacBudget template. As its name implies, DynacViews only presents a view, or report, of DynacBudget data. DynacViews cannot change the DynacBudget data stored in the database. Each DynacViews template must have a designated fiscal year for the purpose of defining Scope. The defined fiscal year is used to compare data with other fiscal years and synchronize the time periods accordingly. The view that you see is the state of the data as it exists in the database. This principle has implications because your view may not be up to date if you, or someone else, is currently working on a budget and has not yet saved new values to the database. Also, if you refresh your view after new data has been stored in the database, your view will change and you may think that something is wrong. Therefore, always be certain that the database values are current. DynacViews 2.0 is a completely new implementation with a new file format. You can continue to run DynacViews 1.x but you cannot convert those templates to the new format. Dynac uses the term template. In Microsoft Excel terminology, it is a workbook. However, Dynac uses the term template to emphasize that a Dynac file is only a framework for the calculations (in DynacBudget and DynacConsolidator) or the report (in DynacViews) because the data is maintained in the database. Report Types There four standard types of reports: Income Statement reports Total Revenue, Total Expenses, Net Income Before Taxes, Tax Provision, and Net Income. Balance Sheet reports Total Assets, Total Liabilities, Total Equities, and Total Liabilities and Equity. Cash Flow reports Cash Flow from Operation, Cash Flow from Investing, Cash Flow from Financing, and beginning and end totals of Cash and Cash Equivalents for the given period. Contribution reports Total Revenue, Total Expenses, and Net Income before Taxes. However, you can also create custom reports that are either completely new or based on a segment of one of the standard report formats. A DynacViews template can contain multiple reports. Each report is a worksheet within the Excel workbook, as illustrated in the following figure. DynacViews User Guide 2

8 Figure 2 Typical DynacViews template The type of report defines the report s vertical, or row, structure. The vertical structure is the Chart of Accounts (either all accounts or a group of accounts) with summary and total rows. Report Periods There are three possible report periods: Scope Period Date displays the scope date from your DynacBudget database as a title. Fiscal Year Ending Date displays your fiscal year as a title. As At Date displays the scope date as a title. This option is only available for a Balance Sheet report. The reporting period typically relates to the report s column structure. However, when the report is created, the report period is used only to seed part of the report title, as illustrated in the following figure. Figure 3 Report period displayed in title DynacViews User Guide 3

9 Report Filters A filter is a way to reduce, or limit, the number of accounts included in the report. Filters are defined in the Report Filters window, as illustrated in the following figure. Figure 4 Report Filters window Filters are defined by three parameters: Filter ID an identifier unique to the entity or consolidated company. Each filter is available to every report, or worksheet, for the same entity or consolidated company. Account ID Like the filter criteria applied to the account identifiers. Description Like the filter criteria applied to the account descriptions. You can filter by account ID only, account description only, or both account Id and account description. If you specify both parameters, the filter is performed as an AND operator. That is, the filter will include only those accounts that match both the account ID criteria and the account description criteria. The filter criteria can include wildcard characters, as listed in the following table. Character Description Example % Matches one or more characters. 10% to select all account IDs starting with 10 for example, 1000, 1005, 1010 ) %CDN to select all account IDs ending with CDN (for example, 1010-CDN, 2000-CDN, 3005-CDN ) DynacViews User Guide 4

10 Character Description _ (underscore) Matches one character [ ] Matches any of the characters [ - ] Matches a range of characters [ - ^ ] Matches a range of characters with the exception of one character in the range AND Combines multiple criteria OR Example %ASSET% to select all account descriptions containing the characters ASSET. The search is not case sensitive and it will locate ASSET, Asset, and asset. _ to select all account IDs of only one character (for example, 1, 3, 5 ) _010 to select all account IDs starting with any character and ending with 010 (for example, 1010, 2010, 3010 ) [1-3] to select all account IDs of only one digit in the range 1 to 3 (for example, 1, 2, 3 ) %[.-]% to select all account IDs containing either a period or a dash (for example, 1.1, 1.1.1, 1010-CDN, 1020-CDN ) [1-3]% to select all account ID s starting with a digit in the range from 1 to 3 [1-5^3]% to select all account ID s starting with a digit in the range from 1 to 5 except for account IDs starting with 3 10% AND %CDN to select all account IDs starting with 10 and ending with CDN 10% OR 20% to select all account IDs starting with either 10 or 20 Filters can be applied in two ways: To establish the vertical structure when a report is created. When used this way, it is a row filter. To subdivide the results from the row structure when a column is being added. When used this way, it is a column filter. Row Filter Unless you specify otherwise, a new report will contain all the accounts appropriate for the type of report. For example, an Income Statement includes all the revenue and expense accounts. However, when creating a new report, you are allowed to select only certain accounts based on filter criteria. This feature is available for only some types of reports, as illustrated in the following table. Report Type Filter Capability Balance Sheet not available 1 Cash Flow not available 1 Income Statement available DynacViews User Guide 5

11 Report Type Contribution Custom Filter Capability available available : 1 You cannot filter accounts for Balance Sheet and Cash Flow reports because the absence of any of the accounts would invalidate the report values. Tip When filtering accounts for a consolidated company, ensure that the criteria is based only on the company ID. That is, you must include all the accounts for any particular company; otherwise, the report values will not be valid. When using filters, it is often useful to display the account IDs located in hidden columns. To display the hidden columns, see Understanding the Spreadsheet Window on page 10. Column Filter A column filter subdivides the results from the row structure. By using column filters you are not changing the row structure; you are simply choosing to display only a certain portion of the row structure. Typically, column filters are used in a report for a consolidated company to display the results subdivided by its entity components. In an entity, column filters can be used to display departmental results. Warning Although filters can be applied to both rows and columns, Dynac strongly recommends that you do not apply both filters in the same report, or worksheet. If you use both filters, the row filter takes precedence. That is, a column cannot display a value for an account that is not included in the row structure. Report Parameters A report is defined by the parameters entered in the Create New Report window, as illustrated in the following figure. DynacViews User Guide 6

12 Figure 5 Create New Report window As a minimum, a report is defined by these parameters: Report Title the report title. This field is mandatory. Report Name the report name, or identifier. This field is mandatory. The report name is the worksheet label (for example, IncomeStatement, BalanceSheet, and CashFlow illustrated in Figure 2). In the label, spaces are replaced with underscore ( _ ) characters. For example, Income Statement becomes Income_Statement as a worksheet label. The report name must be unique within the template. Level 2 Header a note for the report. This field is optional. There are pre-defined notes that you can select from a dropdown list or you can enter your own note. The note is displayed in the title area, as illustrated in the following figure. Figure 6 Report Chop Year from Column Header An indicator for whether or not DynacViews should truncate, or chop, the year from the budget title, as illustrated in the following figure. DynacViews User Guide 7

13 Figure 7 Comparison between chopped and unchopped years Report Type The type of report. This selection is mandatory. Report Period The reporting period. This selection is mandatory. Report Filter A filter, or selection, of report data based on user-defined criteria. This field is optional. For information about filters, refer to the preceding section Report Filters on page 4. After the report is created, you can change some parameters. However, you should not change the parameters that define how the data is retrieved from the database. If these parameters are changed accidentally, they will revert back to their original values the next time the worksheet is refreshed. These are the parameters that you can change after the report is created. Report Title Change the title by editing the cell text in row 17. Report Name Change the name by renaming the worksheet label. Level 2 Header Change the note by editing the cell text in row 19 These are the parameters that you cannot change after the report is created. Chop year from column header Report Type Report Period Report Filter User Interface DynacViews runs within Microsoft Excel and maintains all of Excel s functionality thereby allowing you to format reports in a familiar way. However, DynacViews provides additional functionality in three ways. Main menu options. Additional column functionality. Additional row functionality. Main Menu Options DynacViews offers additional functionality on Excel s main menu. DynacViews User Guide 8

14 Figure 8 Additional main menu functionality For a description of the main menu options, refer to Main Menu on page 41. Column Functionality DynacViews offers additional column functionality that is displayed when you right-click on a column letter. Figure 9 Additional column functionality For a description of the column options, refer to Column Menu on page.42 Row Functionality DynacViews offers additional column functionality that is displayed when you right-click on a row number. Figure 10 Additional row functionality DynacViews User Guide 9

15 For a description of the row options, refer to Row Menu on page.42. Understanding the Spreadsheet Window For a new report, the template contains hidden rows and columns and the window frame is set at cell E15 using the Excel Freeze Panes feature, as illustrated in the following figure. Figure 11 Display area As illustrated, the display area is termed the view, or report. As you build a report, you define a row structure (that is, the vertical structure) and a column structure. The row structure is built from the DynacBudget Chart of Accounts (CoA) or, for a custom report, as defined by the user. The column structure is built based on a time range and scope as defined in DynacBudget for the selected fiscal year. Some of the row and column structure is visible in the display area but most of it is hidden. To display the hidden areas, use the special DynacViews + buttons at the top left corner of the window, as illustrated in the following figure. Figure 12 Buttons to unhide columns and rows DynacViews User Guide 10

16 Figure 13 Hidden areas The hidden columns on the left contain information about the row structure. They contain information used to retrieve data from the DynacBudget database. Some users find this information useful; therefore, it can easily be displayed or hidden using the DynacViews + button. The hidden rows at the top contain information specific to the layout of the report. Typically, you do not need to see this information; therefore, to display it you must first unfreeze the panes then click the DynacViews + button. Warning Do not change the data in the hidden areas without an advanced understanding of the parameters. The report has three areas: Print area Title area Body area DynacViews User Guide 11

17 Figure 14 Report areas When developing a report, follow these rules. Do not add additional rows to the title area. Use the Dynac functionality to insert columns (DynacViews > Insert Report Column) and rows (DynacViews > Insert Report Row(s)). Insert columns and rows only in the body area delineated by the solid black line. Warning You will break the integrity the worksheet if you (a) do not use the DynacViews menu to insert rows and columns, or (b) you insert rows or columns outside the body area. You can use the features of Excel to enhance or change the look of your report. You can edit the title cells in rows 17 and 22 only. To edit the titles in rows 20 and 21 use the DynacViews column editor (see Editing Columns on page 31). For the titles in row 22, you can either edit them directly in Excel or use the DynacViews column editor. You can change the format of the cells and the text. Although the cells display in colour, the report prints with black text and white background. The thick black line around the body area does not print. DynacViews User Guide 12

18 Use the Print Preview functionality for full print formatting. You can expand or collapse the rows structure by double clicking on the + and - cells, respectively, in the black border in the column immediately to the left of the print area, as illustrated in the following figure. Operation Figure 15 Expand or collapse the row structure You can also expand or collapse all levels. On the main Excel menu, choose either DynacViews > Setup > Expand All or DynacViews > Setup > Collapse All, respectively. DynacViews reads the DynacBudget data stored in the Dynac database. DynacViews only reads the data from the database it never returns any data to the database, as illustrated in the following figure. DynacViews User Guide 13

19 Figure 16 DynacViews data flow Most report setup and configuration information is stored within the DynacViews template file. The only exception is the report filters data that is stored with the company data in the database. To ensure that you are aware of DynacBudget data changes, DynacViews regularly (every 50 seconds) checks whether there has been a change to the DynacBudget data in the database and notifies you if a change has occurred, as illustrated in the following figure. Figure 17 Report Values Out of Date warning However, you control when data changes are resolved in the DynacViews by refreshing, or updating, its data with the data in the database. You can refresh the data manually. There are three alternatives: Worksheet refresh the data in the current worksheet. Workbook refresh the data in all worksheets in the template. DynacViews User Guide 14

20 Worksheet (with Rebuild) refresh the current worksheet and correct the hidden formulas for Summary accounts. This action is needed only if you accidentally change the hidden formulas that are located in the black border in the column immediately to the right of the print area You can configure DynacViews to refresh the data automatically every 50 seconds. Typically, a single user running on a standalone computer uses this option. Multiple users on distributed computers tend to not use this option because DynacBudget changes made by someone else will be reflected in your display in DynacViews without warning. The refresh options are listed under the DynacViews > Refresh Data menu, as illustrated in the following figure. Figure 18 Refresh Data options The Report Values Out of Date warning is displayed only if the data has changed in the database it is not displayed if you make data changes in the template. If you make changes in the template, either intentionally or accidentally, those changes will not be replicated back to the database. In fact, even if the template is saved in that state, the changes will be replaced with the data from the database the next time the template is opened. Report Columns A new report has no column structure. You can insert columns in two ways. Individually, by defining report parameters. Refer to the next section Individual Columns. Collectively, either by selecting a set of Dynac pre-defined columns or by copying columns from another report in the template. Refer to section Multiple Columns on page 20. Individual Columns To insert individual columns, on the main menu choose DynacViews > Insert Report Column to display the Insert New Column window, as illustrated in the following figure. DynacViews User Guide 15

21 Figure 19 Insert New Column window There are five potential column parameters: Column type selection the type of information that the column contains. Time frame fields the fiscal year, the DynacBudget sheet name and, depending on the type of column, the DynacBudget period, scope, or quarter. Column caption fields the column title in the three cells associated with rows 20, 21, and 22. For some columns, the captions are simply descriptions and you can change them without any affect. However, for some columns, the captions are seeded dynamically by DynacViews so they can change automatically when you roll the report forward to the next fiscal year. For a more complete explanation, refer to Column Captions on page 19. Column or row fields selections for calculated columns. Column filter criteria for selecting only certain accounts. For information about filters, refer to Report Filters on page 4. The number of parameters depends on the type of column. The Column Description section displays help for the type of column selected. Column Type There are 11 types of columns. Space blank column. Use a blank column to improve readability, enter text notes, or enter your own Excel calculation columns. Parameters: none Account ID account identifier column. The account IDs are listed in the hidden area of the spreadsheet. Use this selection to display the account IDs in the body of the report. DynacViews User Guide 16

22 The default column title is ACCOUNTID in row 21 but you can change it. Parameters: Column captions (optional) Column filter (optional, but should not be used because it would negate the purpose of displaying the account ID for all accounts in the row structure) Period report period column. Once selected, this is a fixed parameter; if you want it to vary with DynacBudget scope, use a Scope column type. Parameters: Fiscal year DynacBudget sheet name Time period (either Opening or one of the months) Column captions (optional) Column filter (optional) Scope this column displays the actual data from a period preceding the Scope line defined in a DynacBudget template. The Scope period is the actual period immediately before the scope line (that is, period 4 illustrated in the following figure). Figure 20 Scope periods Additionally, you can select three other periods: Scope - 1 (period 3), Scope - 2 (period 2), and Scope - 3 (period 1). Parameters: Fiscal year DynacBudget sheet name Scope (either the opening period or one of the months) Column captions (optional) Column filter (optional) QTR this column displays either actual or budget quarterly data for a selected Fiscal Year of a particular DynacBudget Sheet Name. The results that are reported as Actual can be a combination of actual values (that is, before the scope line) and budget values (that is, after the scope line). You can select one of the four quarters (Quarter 1, Quarter 2, Quarter 3, or Quarter 4) or the current quarter (Dynamic Quarter). DynacViews User Guide 17

23 The default caption is either Actual or Budget in row 20 (depending on the sheet that you select) and either QTRn (where n is the number of the quarter) or DQTR in row 21. For QTR, the actual value reported can included both actual and budget data, depending on the Scope. For DQTR, there is no caption in row 20 because the data could be a combination of actual and budget, depending on the Scope. Parameters: Fiscal year DynacBudget sheet name Quarter (one of the quarters or the current quarter) Column captions (optional) Column filter (optional) QTD this column displays the quarterly data to date for a selected Fiscal Year of a particular DynacBudget Sheet Name. You can select one of the four quarters (Quarter 1, Quarter 2, Quarter 3, or Quarter 4) or the current quarter (Dynamic Quarter). The default caption is either Actual or Budget in row 20 (depending on the sheet that you select) and either QTDn (where n is the number of the quarter) or DQTD in row 21. Parameters: Fiscal year DynacBudget sheet name Quarter (one of the quarters or the current quarter) Column captions (optional) Column filter (optional) For DQTR, there is no caption in row 20 because the data could be a combination of actual and budget, depending on the Scope. TOTAL this column totals all periods (typically, 12 months). The results that are reported as Actual can be a combination of actual values (that is, before the scope line) and budget values (that is, after the scope line). The default caption is either Actual or Budget in row 20 (depending on the sheet that you select) and TOTAL in row 21. Parameters: Fiscal year DynacBudget sheet name Column captions (optional) Column filter (optional) DynacViews User Guide 18

24 YTD this column displays the year-to-date totals for a selected Fiscal Year of a particular DynacBudget Sheet Name. The default caption is either Actual or Budget in row 20 (depending on the DynacBudget sheet that you select) and YTD in row 21. Parameters: Fiscal year DynacBudget sheet name Scope (either the opening period or one of the months) Column captions (optional) Column filter (optional) % of Account this column re-calculates all the values of an existing column (that is, the Based on column) relative to one row, or account, of that column (that is, the Row No.) and displays them as a percentage. By definition, the value calculated for Row No. of the new column must equal 100%. The default caption is %ACCOUNT in row 21. Parameters: Row number Based on column letter Column captions (optional) Column filter (optional) Variance this column calculates the difference between two existing columns using the formula (Column1 - Column2). The default caption is VARIANCE in row 21. Parameters: Column 1 letter Column 2 letter Column captions (optional) Column filter (optional) % Change this column calculates the difference between two existing columns relative to a third existing column using the formula ((Column1 - Column2) / Column3)) and displays them as a percentage. The default caption is %CHANGE in row 21. Parameters: Column 1 letter Column 2 letter Column 3 letter Column captions (optional) Column filter (optional) Column Captions The column caption, or heading, consists of three cells in rows 20, 21, 22. DynacViews User Guide 19

25 For some columns, the captions are simply descriptions and you can change them without affecting the operation of the report. These column types are: Space Account ID % of Account Variance % Change For some column types, Caption 1 and Caption 2 are seeded dynamically by DynacViews so they can change automatically when you roll the report forward to the next fiscal year. These column types are: Period Scope QTR QTD TOTAL YTD Regardless whether or not a column is dynamic, you must not change the titles by editing the title cells directly in Excel. To change the titles, use the DynacViews Edit Report Column option. For dynamic columns, Dynac recommends that you do not change Caption 1 and Caption 2 so that DynacViews can automatically update the titles when the template is rolled forward to the next fiscal year. Multiple Columns Dynac provides some standard column layouts. Additionally, you can use a specific group of columns from another report in the current template. If you are not familiar with the column parameters, refer to Individual Columns on page 15. There are four standard Dynac layouts. Scope Comparison consists of three columns: Column 1 displays the actual data for the current period, or Scope, as defined in a DynacBudget template Column 2 displays the data for the same period in the preceding fiscal year. Column 3 displays the variance between the first two columns. Income/CashFlow Detail consists of 13 columns: Columns 1 to 12 display the data for each month of the selected fiscal year. DynacViews User Guide 20

26 The choice of Income or Cash Flow is based on the report type that you selected when creating the report. Column 13 displays the Actual total for the fiscal year (that is, the Total in the DynacBudget Actual sheet). Balance Detail consists of 12 columns either actual or budget data for each month of the selected fiscal year. Quarter to Date (QTD) consists of 4 columns either actual or budget data for each quarter of the selected fiscal year, displaying only the sum of actual data in the particular QTD based on the DynacBudget Scope. Report Rows Initially, a report has a row structure based on the type of report that you create (see Report Types on page 2) and the filter criteria that you choose (see Row Filter on page 5). This row structure is considered the prime tree. Although you can insert additional rows, they do not become part of the prime tree and their values, if any, do not affect the core accounting calculations. However, for many applications, they provide a powerful way to assess key business parameters. In DynacBudget, you can include statistical accounts for non-accounting data such as staff levels, production, etc. Using the Insert Report Row feature, you can add these accounts to the report along with additional calculation rows, as illustrated in the following figure. Figure 21 Reporting statistical accounts To insert additional rows, right-click on a row number and select Insert Report Row(s). DynacViews User Guide 21

27 There are four types of rows: Space blank row. Use a blank column to improve readability. Header a description row that contains no data. As a minimum, are five choices: ASSETS LIABILITIES EQUITIES REVENUES EXPENSES You can define additional headings using Dynac Account Manager. Refer to the DynacCommand User Guide for information about Account Manager. When inserting a header row, you must select one of the available headings. However, you can change the description by editing the heading cell. Account(s) one or more posting or summary accounts from the company Chart of Accounts (CoA). See Account Rows on page 22. Calculation a row that derives its values from other rows. See Calculation Rows on page 24. The only rule that DynacViews enforces is that you cannot insert an account between two existing posting accounts. The error message is Insertion within a Posting accounts group is not allowed. Account Rows To insert account rows, right-click on a row number then choose Insert Report Row(s) > Account(s) to display the Insert Calculated Summary window, as illustrated in the following figure. DynacViews User Guide 22

28 Figure 22 Insert Calculated Summary window There are two row parameters: Type of row. Account(s), or row(s), to be selected for inserting into the report. Type of Row There are two choices: Insert only Selected Accounts insert only account rows. Insert Selected Accounts and Calculated Summary insert account rows and an additional row that calculates a total of the accounts. In both cases, you choose whether an account is added or subtracted from the total and you define the description for the summary row. Account Selection You can choose one or more accounts from the CoA. There are various features to facilitate your selection process. Use the Display Option to widen or narrow the list of accounts. There are three choices: Show only Posting Accounts Show only Summary Accounts Show All Accounts DynacViews User Guide 23

29 Use the Search Criteria to narrow the list of accounts. There are two choices: Account ID like Description like Wildcard characters are supported. See table on page 4. Also, you can easily select all accounts in the display pane by clicking Select All at the bottom left of the window. Calculation Rows To insert a calculation row, right-click on a row number then choose Insert Report Row(s) > Calculation to display the Insert Calculation Row window, as illustrated in the following figure. Figure 23 Insert Calculation Row window There are four parameters: The number of the first row in the calculation. The calculation to be performed. (+ for addition; - for subtraction; * The number of the second row in the calculation. A description for the calculated row. for multiplication; / for division) For example, for the information illustrated in the following figure, the calculation is Row 31 Row 32 DynacViews User Guide 24

30 Figure 24 Insert Calculation Row example Read-Only Workbooks You can export the current template in a format such that other users can view the information, but not make any DynacViews changes to it. The exported workbook has full Excel functionality but, in Dynac terms, it is a static view of the original spreadsheet because it is not linked to the database. The DynacViews menu is not available on the main Excel menu. The DynacViews column functionality not available. The DynacViews row functionality is not available. The export option is available on the main Excel menu under DynacViews > Workbook > Export to Readonly Workbook. Figure 25 Export to Read-only Workbook option In the read-only workbook, there are two ways that the recipient can expand and collapse the vertical structure: Use the Excel unhide feature (Format > Row > Unhide). Register DynacViews2.dll in their environment. For a local installation, you can typically locate the file in the C:\DynacTools\Library folder on your computer. The recipient can store the file anywhere on their computer. DynacViews User Guide 25

31 Tasks There are six task categories: File management tasks creating and accessing DynacViews templates. See Accessing the DynacViews Templates on page 26. Report tasks creating and modifying reports within a DynacViews template. See Working with Reports on page 28. Column tasks inserting and modifying columns within a DynacViews report. See Working with Columns on page 30. Row tasks inserting and modifying rows within a DynacViews report. See Working with Rows on page 31. Other tasks: See Refreshing Report Data on page 33. See Printing Reports on page 34. See Exporting a Read-Only Workbook on page 36. See Rolling a Template Forward on page 36. Setup and configuration tasks. See Modifying the Setup on page 37. Accessing the DynacViews Templates If you are not familiar with running DynacViews, refer to Concepts on page 1. Creating a New Template There are two ways to create a new DynacViews template. Using DynacCommand Manually DynacCommand is an optional module of DynacTools. If you did not purchase DynacCommand, you must create a new template manually. Proceed to Creating a Template Manually on page 27. Creating a Template using DynacCommand To create a new template using DynacCommand: 1. Start DynacCommand. 2. On the left side of the DynacCommand window, select a company to display its list of templates in the pane on the right side of the window. 3. Click anywhere in the template pane, then click New and select DynacViews. DynacViews User Guide 26

32 Tasks 4. In the Add Dynac template dialog box, edit the default template filename, then click OK. The new template is added to the list of templates. 5. Click the new template name, then click Open. Proceed to Step 5 in the next section Creating a Template Manually. Creating a Template Manually To create a new template manually: 1. Using Windows Explorer, browse to the Dynac templates folder typically located at C:\DynacTools\Templates, then make a copy of the file DynacViews.xls. 2. Using Windows Explorer, browse to the appropriate company data folder. For example, C:\DynacTools\Companies\AAAA, where AAAA is the company ID, then paste the copy of the template file. 3. Rename the template file appropriately. For example, from DynacViews.xls to DynacViewsXX.xls, where XX is the fiscal year. 4. Double-click the new template name to open it. 5. In the Excel dialog box, click OK to acknowledge the message warning that a connection could not be established with the database. 6. To establish the connection to the database, do the following: i. On the main Excel menu, choose DynacViews > Setup > Connect Database. ii. In the Choose Dynac Datasource dialog box, select SQL Server from the Datasource list, then click OK. iii. In the SQLServer Database dialog box, click OK. iv. In the Workbook Fiscal Year dialog box, select the appropriate year from the Fiscal Year list, then click OK. Warning Do not change the default database parameters except under the guidance of either Dynac Support or your organization s IT specialist. 7. Save the new template. Opening a Template There are two ways to create a new DynacViews template. Using DynacCommand Manually DynacViews User Guide 27

33 Tasks DynacCommand is an optional module of DynacTools. If you did not purchase DynacCommand, you must create a new template manually. Proceed to Opening a Template Manually on page 28. Opening a Template using DynacCommand To start DynacViews using DynacCommand, refer to DynacCommand User Guide. To open an existing template using DynacCommand: 1. Start DynacCommand. 2. On the left side of the DynacCommand window, select a company to display its list of templates in the pane on the right side of the window. 3. Click a template name, then click Open. Opening a Template Manually To open an existing template manually: 1. Using Windows Explorer, browse to the location of the template file. For example, C:\DynacTools\Companies\AAAA, where AAAA is the company ID. 2. Double-click the filename. For example, DynacViewsXX, where XX is the fiscal year. Tip You can change the default file location in Excel (Tools > Options > General > Default file location) to C:\DynacTools\Companies. Thereafter, you can conveniently access your Dynac templates from within Excel. Closing a Template To close a DynacViews template, on the Excel main menu choose File > Close. Working with Reports Before creating your first report, review the Report section on page 2. Creating a Report The process of building a report involves a number of tasks. However, because of the flexibility of DynacViews, the tasks do not need to be executed in the order that they are listed here. DynacViews User Guide 28

34 Tasks Creating a new template (see Creating a New Template on page 26). Creating the report structure. Adding columns to the report (see Adding Columns on page 30). Adding additional rows to the report (see Adding Rows on page 31). Tip While you are creating a report, save the template frequently. To create a report, on the main menu, choose DynacViews > Create Report to display the Create New Report window. Then, do the following: 1. In the Report Title field, type a title. 2. In the Report Name field, type a name. 3. In the Level 2 Header field, do one of the following: Leave the field blank. Select a description from the dropdown list. Type a description. 4. In the Chop year from Column header checkbox, either leave the box selected or clear it. 5. In the Report Type section, select one of the report types. If this is the first report for this template, the Copy Rows from existing report type is not available. Otherwise, for this report type, in the Report Sheet dropdown list, select the appropriate worksheet. 6. In the Time Frame section, select one of the available time frames. The available selections depend on the report type. If the report type does not support filters, proceed to Step In the Filtered checkbox, do one of the following: Leave the box clear. Select the box, then either select the appropriate filter in the Applied filter dropdown list or click Manage to create a new filter. To create filters, refer to Creating a Filter on page Click OK. Editing a Report The process of editing a report typically involves changing columns (see Working with Columns on page 30) and rows (see Working with Rows on page 31). DynacViews User Guide 29

35 Tasks Deleting a Report A report is an Excel worksheet. To delete a report, right-click the worksheet tab, then choose Delete. Working with Columns If you are not familiar with columns, refer to Report Columns on page 15. Adding Columns Warning You will break the integrity the worksheet if (a) you do not use the DynacViews menu to insert columns, or (b) you insert columns outside the body area. You can add columns to the report in three ways. Individually by using the DynacViews Insert New Column feature. Collectively by using a pre-defined Dynac column layout. Collectively by copying the column structure from another sheet in the template. Inserting a New Column To add an individual column to the report: 1. Right-click on a column letter within the body of the report, then select Insert New Column to insert a new column to the left of the column that you selected. 2. In the Insert New Column window, make the appropriate selections. For information about the types of columns and their associated parameters, refer to Individual Columns on page Click OK. After a column is created, you can change its information by right-clicking on the column letter, then selecting DynacViews > Edit Report Column. to display the Edit Existing Column window. The edit window operates the same as the Insert New Column window. Using a Pre-defined Dynac Column Layout To add multiple columns to the report: 1. Right-click on a column letter within the body of the report, then select Column Templates > aaaaaa, where aaaaaa is one of the following: DynacViews User Guide 30

36 Tasks Scope Comparison Income/CashFlow Detail Balance Detail Quarter to Date For information about the layouts, refer to Multiple Columns on page 20. Copying Columns from Another Report To duplicate the column structure of another report, or worksheet, within the same template: 1. Right-click on a column letter within the body of the report, then select Column Templates > Import from Existing Sheet. 2. In the Import Columns dialog box, do the following: i. In the Worksheet dropdown list, select the worksheet from which you want to copy columns. ii. Click OK. Editing Columns To edit a column: 1. Right-click the column letter, then choose Edit Report Column. 2. In the Edit Existing Column window, make the appropriate changes. 3. Click OK. Deleting Columns To delete columns: 1. Select one or more columns. 2. On the main Excel menu, choose Edit > Delete. Working with Rows If you are not familiar with inserting rows, refer to Report Rows on page 21. Adding Rows Warning You will break the integrity the worksheet if (a) you do not use the DynacViews menu to insert columns, or (b) you insert columns outside the body area. DynacViews User Guide 31

37 Tasks There are four types of rows: Space blank row. Header a description row that contains no data. Account(s) one or more posting or summary accounts from the company Chart of Accounts (CoA). Refer to Account Rows on page 22. Calculation a row that derives its values from other rows. Refer to Calculation on page 24. Adding a Blank Row To insert a blank row: 1. Right-click on a row number within the body of the report, then select Insert Report Row(s) > Space. Adding a Header Row To insert a header row: 1. Right-click on a row number within the body of the report, then select Insert Report Row(s) > Header. 2. In the Insert Header window, do the following: i. In the Header dropdown list, choose one of the descriptions. ii. Click OK. You can change the description by editing the heading cell in column F. Adding Account Rows To insert account rows: 1. Right-click on a row number within the body of the report, then select Insert Report Row(s) > Account(s). 2. In the Insert Calculated Summary window, do the following: i. In the first section, choose one of the following: Insert Only Selected Accounts Insert Selected Accounts and Calculated Summary If you include a calculated summary row, in the Summary Row Description field, type a description for the row. ii. To widen or narrow the number of accounts displayed in the selection pane, do one or more of the following: Choose the type of account to be displayed. In the Filter Criteria section, enter an account ID or description. Wildcard characters are supported. Refer to the table on page 4. DynacViews User Guide 32

38 Tasks iii. To select an account, do one of the following: Choose the Select All checkbox at the bottom left of the window to select all accounts listed in the Selection pane. Click on an account row to change its Selected status to Yes. Click the same row again to clear its status. If a calculated summary row is being inserted, the Operator column also changes each time you click on a row. Initially, the row s selected status is Yes and the operator is +. Click the row again to change the operator to -. Click the row again to clear both its selected status and its operator column. iv. Click OK. Adding a Calculated Row To insert a row calculated from two existing rows: 1. Right-click on a row number within the body of the report, then select Insert Report Row(s) > Calculation. 2. In the Insert Calculation Row window, do the following: i. In the first Row field, type a row number that is within the body of the report. ii. In the Operator option list, select the appropriate operation. iii. In the second Row field, type a row number that is within the body of the report. iv. In the Description field, type a description for the row v. Click OK. Editing Rows Do not edit rows. Deleting Rows Do not delete rows. Refreshing Report Data If you are not familiar with the concept of refreshing report data, refer to the Operation section on page 14. You can refresh, or update, the report values manually or set the application to update the data automatically. DynacViews User Guide 33

39 Tasks Refreshing the Data Manually To refresh the data manually: 1. On the main Excel menu, choose one of the following: DynacViews > Refresh Data > Worksheet DynacViews > Refresh Data > Workbook DynacViews > Refresh Data > Worksheet (with Rebuild) Refreshing the Data Automatically When active, the Auto Data Refesh function automatically updates all template values every 50 seconds. To change the setting, on the Excel main menu choose DynacViews > Refresh Data > Auto Data Refresh, as illustrated in the following figure. Figure 26 Auto Data Refresh function The current setting is saved with the template. That is, if Auto Data Refresh is turned on when you save the template, it will be turned on the next time the template is opened. Printing Reports You can print one or more reports, or worksheets, in a template. The report is printed to your default printer. Before printing, confirm the configuration and preferences for your default printer. The standard Excel print functionality is still available. DynacViews User Guide 34

40 Tasks Figure 27 Print Report(s) window To print a report: 1. On the main Excel menu, choose DynacViews > Workbook > Print Report to display the Select Reports to print window. 2. In the Report Sheets pane, select one or more reports. 3. Click OK. If the values in a report are not up to date, its sheet name will be appended with Report Values Out of Date, as illustrated in the following figure. If you attempt to print the report, DynacViews will report an exception error and terminate the print process. To update the report values, refer to Refreshing Report Data on page 33. Figure 28 Print Report(s) notification message DynacViews User Guide 35

41 Tasks Exporting a Read-Only Workbook If you are not familiar with the concept of exporting a read-only workbook, refer to Read-Only Workbooks on page 25. To export a template in read-only formation: 1. On the Excel main menu, choose DynacViews > Workbook > Export to Readonly Workbook. 2. In the Save As window, do the following: i. In the File name field, change the name of the template. Tip Append the word READONLY to the end of the original file name. For example, if the original file name is DynacViews_07.xls, name the exported file DynacViews_07-READONLY.xls. ii. Click Save. 3. In the Excel dialog box, click OK to acknowledge that the new workbook file was created. Rolling a Template Forward Before you can roll a DynacViews template forward to the next fiscal year, you must first roll the corresponding DynacBudget forward. If you have changed column titles in rows 20 or 21, DynacViews cannot dynamically reset the titles when the template is rolled forward. However, to maintain the dynamic capability, you could return those titles to their default status before rolling the template forward. For more information about these titles, refer to Column Captions on page 19. To roll a template forward: 1. Open an existing report. 2. In the main Excel menu choose DynacViews > Workbook > Roll DynacViews Workbook Forward. 3. Save the template with a new name. The new template becomes the current template. 4. On the Excel main menu, choose DynacViews > Refresh Data > Workbook. 5. For each report, change the year in the main title. The following figure illustrates the title area after a 2006 template was rolled forward to DynacViews User Guide 36

42 Tasks Figure 29 Title change required after rolling template forward 6. Save the template. If you have not overridden the default column titles (that is, the words Actual or Budget in row 20 and the date in row 21), the titles will update automatically. Otherwise, the titles will be the same as in the previous template. Modifying the Setup Connecting to the Database To change the database connection: 1. On the main Excel menu, choose DynacViews > Setup > Connect Database. 2. In the Choose Dynac Datasource dialog box, select SQL Server from the Datasource list, then click OK. 3. In the SQLServer Database dialog box, do the following: i. In the Server field, select the appropriate database server. ii. In the User Name field, type the username for the database. iii. In the Password field, type the password for the database. iv. In the Database field, select the appropriate database. v. Click OK. 4. In the Workbook Fiscal Year dialog box, select the appropriate year from the Fiscal Year list, then click OK. DynacViews User Guide 37

43 Tasks Warning Do not change the default database parameters except under the guidance of either Dynac Support or your organization s IT specialist. Managing Report Filters You manage the report filters in the Report Filters window. You can display the window in three ways: On the main Excel menu, choose DynacViews > Setup > Manage Filters. When creating a new report, in the Report Filter section, select the Filtered checkbox then click Manage. When adding a new column, in the Column Filter section, select the Filtered checkbox then click Manage. After applying a filter (that is, when creating a report or inserting adding a column), the structure remains intact (that is, the row structure or column structure, respectively) only the data that is displayed changes. The same data is displayed even if the original filter is thereafter changed or deleted. Creating a Filter To create a report filter, in the Report Filters window do the following: 1. Click Add New. 2. In the Filter ID field, type an identifier for the filter. 3. In the Filter Criteria section, do one or both of the following: In the Account ID Like field, enter the criteria for the account ID. In the Description Like field, enter the criteria for the account description. 4. Click Show Results. If the results are not correct, return to Step Click Save. 6. Click Close. Editing a Filter To edit an existing report filter, in the Report Filters window do the following: 1. In the Filter ID field, select an identifier from the dropdown list. 2. Click Edit. 3. In the Filter Criteria section, do one or both of the following: In the Account ID Like field, enter the criteria for the account ID. DynacViews User Guide 38

44 Tasks In the Description Like field, enter the criteria for the account description. 4. Click Show Results. If the results are not correct, return to Step Click Save. 6. Click Close. Deleting a Filter To edit an existing report filter, in the Report Filters window do the following: 1. In the Filter ID field, select an identifier from the dropdown list. 2. Click Delete. 3. In the Confirm dialog box, click Yes. 4. Click Save. 5. Click Close. Suppressing Zero Rows When active, the Suppress Zero function hides all rows that contain only zero values. Once activated, the feature applies to all reports in the template. The feature applies to only the current session; the setting is not saved with the template. When a template is first opened, the Suppress Zero function is deactivated. To change the setting, on the Excel main menu choose DynacViews > Setup > Suppress Zero. Figure 30 Suppress Zero function activated DynacViews User Guide 39