Global Software, Inc.'s Database Manager User Manual. Version 14.6

Transcription

1 Global Software, Inc.'s Database Manager User Manual Version 14.6 Worldwide Headquarters 3301 Benson Drive Raleigh, NC USA EMEA/APAC Headquarters 338 Euston Road London, NW1 3BT UK

2 Database Manager 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, Windows, Outlook, Office, Access and SQL Server are all registered trademarks of Microsoft Corporation. Oracle is a registered trademark of Oracle Corporation and/or its affiliates. IBM, DB2, iseries, and AS/400 are registered trademarks of International Business Machines Corporation. Salesforce is a trademark of salesforce.com, inc. and is used here with permission. SAP is a registered trademark of SAP AG. 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 2017

3 Contents I Table of Contents Part I Database Manager Overview 1 1 Budgeting... File Storage 2 Part II Additional Components 4 Part III Uninstall Process 6 Part IV Navigation 7 Part V Establishing Connections 9 1 DBM Databases Source... Databases 12 Part VI DBM Settings 15 Part VII Setup 19 1 Database... Configuration 21 2 Accounting... Calendar 23 3 Account... Segments 25 Import Segment... or Rollup Values 27 Additional Columns Rollups Budget... Versions 31 Copy Budget Data Delete Budget... Data Settings 35 7 User Settings Actuals Quantities Optional... References Custom... Tables Custom... Processing Custom... Objects 44 Part VIII Budget Models 46 1 Budget... Model Definitions 47 Part IX Process Center 49 1 Distribute... Budget Books 50 2 Writeback/Tracking Global Software, Inc.

4 II Database Manager - Version Export... Budgets 55 Build Select Query Part X Miscellaneous Items 59 1 View Log... Entries 59 2 Import... Data 61 3 Export... Data 62 Index Global Software, Inc.

5 Database Manager Overview 1 1 Database Manager Overview What is Database Manager? Global Software, Inc.'s Database Manager allows for creating and maintaining databases for use with other Global Software products such as Budget Accelerator and Spreadsheet Analyst. Once a database is created, Database Manager allows for refining the database structure and content to stay current with budgeting and reporting requirements. The Database Manager component plays various roles based upon the associated Global product. When used in conjunction with Budget Accelerator the Database Manager is a tool used to manage budget database settings, to distribute budgeting workbooks, and to write back data to the database. Database Manager is automatically installed when the associated Global product is installed, and access to Database Manager is based upon the license assigned to a user. Global Software, Inc.

6 2 Database Manager - Version Budgeting File Storage There are various methods for managing the distribution or collection of budgeting workbooks. The following illustrations show three possible solutions: central directory, network directory, and collecting workbooks or databases by . CENTRAL DIRECTORY When using a Central Directory solution, the Budget Administrator creates a "budgets" directory on the network and creates sub-directories for each region or region/departments (or other applicable criteria based upon the structure of the organization). In the example below, the organization has two regions with multiple departments in each region. Region 1 Method In the "Region1" directory format, each department would retrieve its budgeting workbook directly from the appropriate "Region-" folder, and then return it to that location once the budgeting data had been entered. A limitation of this format is that all budget users with access to the "Region1" folder may view budget workbooks submitted by other departments. Smaller organizations may resolve this problem by requiring budget users to submit their completed workbooks in compressed files, such as.zip files, that have been protected with passwords coordinated between the budget user and budget administrator. Note: This type of password protection would be necessary because the work book s themselves could not be protected with passwords individually, since the budget author would lik ely have incorporated work sheet protection with a single password that applies to all workbooks created from a single model in order to prevent users from accidentally overwriting certain configurations in the work book s. Region 2 Method The "Region2" directory structure helps avoid various security and access permission issues. Using this style, each budget user would be given access to the folder to which they would be posting the budget workbook for their department, thus they would not be permitted to view the budgeting workbooks submitted by other departments.

7 Database Manager Overview 3 NETWORK DIRECTORY In larger organizations, it may be impractical to specify access permissions one by one for each department folder. Instead, to take advantage of the source wild card character function for budget workbooks, the budget administrator could instruct each budget user to create a specified directory on their local machine and give the budget administrator exclusive access privileges to it, provided that all budget users' machines are on a single network. In this case, the budget administrator with access rights to the "budgets" folder on each budget user's machine could select all budgeting workbooks in a budget writeback "batch" job, using budget workbooks source wild card characters, where the first '*' represents that name of the unique computer on the network. With this approach, it is important that each budget's folder be shared directly, and not simply placed inside another shared folder. Example: \\*\Budgets\Bdgt_2012_*.xls\ \\*\Budgets\Region2\Bdgt_2012_*.xls\ COLLECT WORKBOOKS OR DATABASES BY Budget administrators can also require that budget workbooks or site budget databases be returned by . When using this approach, consider the following conventions: Budget users cannot protect their workbooks with passwords, but workbooks may be returned in compressed files with password protections. The subject line of the message should clearly identify the attached budgeting workbook or database in a predetermined format, and include a unique stipulated term. If applicable specify rules for moving messages containing the stipulated term to a designated folder. To Apply the Last Two Conventions: 1. Require the budget users to include a unique term in their subject lines. Example: 'Bdgt2012' or 'BBB333' - anything not likely to appear in the subject line of other messages. 2. Create a folder in your program with a unique name. 3. Create a rule in your program specifying that any incoming message with a subject line meeting the rule be routed to the designated folder. Global Software, Inc.

8 4 Database Manager - Version Additional Components REQUIRED COMPONENTS Application Configurator A single installation of the Application Configurator must be completed by the administrator, and each user must be established and assigned a valid license key in the Configurator prior to using Database Manager. Contact the security administrator for the network location of the security and connections file. OPTIONAL DATABASE COMPONENTS Based upon the database type to which Database Manager is connecting to, additional software components may be required prior to processing. Contact your IT department to determine what is required to be installed. iseries DB2 Database Both the ODBC and the OLE DB Provider components of the IBM iseries Access for Windows must be installed onto each PC which will use Database Manager. Run the setup program within IBM iseries Access for Windows to determine that the ODBC and OLE DB Provider components are installed. Microsoft SQL Server Database No further software needs to be loaded to provide connectivity to a SQL Server database, as the ODBC driver used is already loaded with Windows. Oracle Client No further software needs to be loaded to provide connectivity to an Oracle database, as Global provides a direct connection. However, if you desire to connect to the Oracle database via the Oracle Client ODBC provider, then the Oracle Client software must be installed on each user's PC. Within the Oracle Client configure the local service name, and assign the appropriate host name and port number.

9 Additional Components 5 SAP Database Currently Database Manager only connects to a SAP database using a Legacy SAP GUI connection type (32 bit system). To access a SAP database, SAP Netweaver 7.0 or higher must be installed. Disk space requirements on the server are negligible (less than 10 Meg). The SAP adapter is imported to the system via an SAP transport in the "/ZGLBSOFT/" reserved namespace. This is an SAP approved mechanism for third party software which ensures no standard/custom code is overwritten on the customer system. No additional servers or server hardware is required. Global Software, Inc.

10 6 Database Manager - Version Uninstall Process Generally it is not necessary to uninstall Database Manager prior to installing new versions. An uninstall should only be performed in order to completely remove the product from the PC. 1. Ensure that Excel is not open. 2. From the desktop, click Start>Control Panel>Add or Remove Programs, -or- Programs and Features. 3. Select the Global Software Database Manager program and click Change/Remove -or- Uninstall.

11 Navigation 7 4 Navigation The Database Manager component provides the features necessary to manage a database, such as but not limited to: defining various settings and tables, loading data and/or transactions to the database, distributing budgeting workbooks, and writing back data to the database. The Database Manager's many features are accessed via the File tab, Quick Access toolbar or Group menu. Menu Item File Tab: Open Database New Database Generate Database Import Data Export Data Appearance Utilities: Database Query Processor Settings Description Opens the Connection Builder panel, allowing the user to open an existing database (see DBM Databases). Opens the Connection Builder panel, allowing the user to create a new database (see DBM Databases). Regenerates the open database (i.e. re-adds keys or indexes, updates structure of tables, etc.). Opens the Data Import panel, allowing the user to import tables and/or transactions from a specified source prefix and source database. Opens the Select Tables panel, allowing the user to export selected data from selected table(s) in the DBM database to a source database. Lists available themes, allowing the user to select a theme for the appearance of Database Manager panels. Opens menu for accessing the following options: Opens a panel allowing user-specified queries to be run against the database. This feature is password protected. Contact Global for more information. Opens the Database Manager Settings panel, allowing the user to define various criteria to control processing, to view various system information and to access online user manuals. Global Software, Inc.

12 8 Database Manager - Version 14.6 Menu Item Exit Recent Databases Quick Access Toolbar: View Log Settings Group Menu: Setup Budget Models Process Center Description Exits the Database Manager application. Lists databases recently opened in Database Manager. Click on a database in the list to reopen the database. Opens the Log Viewer panel, where the user may view information and error log entries, copy selected log entries, or clear the log file. Opens the Database Manager Settings panel, allowing the user to define various criteria to control processing, to view various system information and to access online user manuals. Opens menu for accessing options used to maintain database settings. Opens menu for creating and maintaining budget model definitions. The Budget Models menu is only available when the Database Manager user is also assigned an Budget Accelerator license key with the Administrator feature. Opens menu for accessing options used to distribute, writeback and track budgeting workbooks, and to export budget data. The Process Center menu is only available when the Database Manager user is also assigned an Budget Accelerator license key with the Administrator feature.

13 Establishing Connections 9 5 Establishing Connections 5.1 DBM Databases The Database Manager (DBM) database contains various data, such as database configuration settings, loaded actuals and quantities, custom tables, budget model definitions, and written back budget information. Database storage is allowed on the following platforms: Oracle SQL Server iseries Access OLE/DB Microsoft Access Database An additional option, Named Connections, is available to allow for selecting an existing connection defined in the Application Configurator to be used to connect to the Database Manager database. When selected, only connections using an Access, iseries, Oracle or SQL connection type are listed. 1. To Create a New Database: In Database Manager, click the File tab and select New Database. The Connection Builder panel appears. Continue with the next step. To Connect to an Existing Database: Click the File tab and select Open Database. The Connection Builder panel appears. Continue with the next step. -OR- Click the File tab and select the desired database from the Recent Databases list. The system opens the selected database and displays the Database Configuration panel. 2. On the Connection Type tab, select the proper database type and click Next -or- click on Connection Settings tab. The appropriate Connection Settings tab appears. Global Software, Inc.

14 10 Database Manager - Version Use the table to enter data on the Connection Settings tab. The available fields will vary based upon the connection type selected. Field Named Connections: Database Connection Name Connection Oracle: Server Name / Service Name SID Description Select the appropriate Application Configurator connection. Click the down arrow and select an existing Application Configurator connection. Displays information for the selected connection. Enter the appropriate Oracle connection data. Specify the Oracle local server name or service name configured via the Oracle Client Net Manager. When Direct Connect is selected, specify the Oracle service name where the data is located (i.e. VIS). Port When Direct Connect is selected, specify the port number (i.e. 1521). Login: ID Password Direct Connect SQL Server: Server Name Connect using Windows Authentication Connect using SQL Server Authentication: Login ID Password Database Name iseries Access OLE/DB: System Login: ID Password Default Library Microsoft Access Database: Database Name Password Specify the user ID to be used to connect to the DBM database. Specify the password associated with the user ID. If selected, the Global provided direct connect option is used when accessing the Oracle DBM database. When not selected, the Server Name, SID and Port fields are replaced with Service Name. Enter the appropriate SQL Server connection data. Manually key or click the down arrow and select the SQL Server group name. If selected, the system uses Windows login information for connecting to the DBM database. When Connect using Windows Authentication is not selected, specify the following login information. Specify the user ID to be used to connect to the DBM database. Specify the password associated with the user ID. Manually key or click the down arrow and select the SQL Server database name for the DBM database. Enter the appropriate iseries connection data. Specify the server name or IP address. Specify the user ID to be used to connect to the DBM database. Specify the password associated with the user ID. Specify the library name of the DBM database. Enter the appropriate Access connection data. Click the ellipse button to navigate to and select the DBM database. Specify the password associated with the DBM database. 4. To test the connection, click Test Connection. A message appears indicating whether or not the connection is successful.

15 Establishing Connections To Create a New Database: Click OK. The system creates the database and displays the Database Configuration panel. To Connect to an Existing Database: Click OK, and respond No to the pop-up message. The system opens the database. To Overwrite an Existing Database: Click OK, and respond Yes to the pop-up message. The system overwrites the database and displays the Database Configuration panel. Global Software, Inc.

16 12 Database Manager - Version Source Databases The Database Manager database connects to a source database for retrieving the account structure, importing actuals, quantities and/or custom table data, and exporting budget amounts. Database Manager may connect to databases on the following platforms: DSN iseries Access ODBC -or- OLE/DB Oracle SQL Server Microsoft Access Database Microsoft Excel An additional option, Named Connections, is available to allow for selecting an existing connection defined in the Application Configurator to be used to connect to the source database. When selected, connections using a Salesforce connection type are not included in the list. To Specify a Source Database: 1. On the appropriate panel, click the Source Database/Connection ellipse button. The Connection Builder panel appears. 2. On the Connection Type tab, select the proper database type and click Next -or- click on Connection Settings tab. The appropriate Connection Settings tab appears. 3. Use the table to enter data on the Connection Settings tab. The available fields will vary based upon the connection type selected. Field Named Connections: Database Connection Name Connection Description Select the appropriate Application Configurator connection. Click the down arrow and select an existing Application Configurator connection. Displays information for the selected connection.

17 Establishing Connections 13 Field Description DSN: Enter the appropriate DSN connection data. Database Driver Click the down arrow and select the database driver (syntax type) of the DSN. Data Source Name (DSN) Click the down arrow and select the DSN. Login: Connect using Windows Authentication If selected, indicates to use Windows login information for connecting to the source database. ID When Connect using Windows Authentication is not selected, specify the user ID to be used to connect to the source database. Password Specify the password associated with the user ID. Oracle: Enter the appropriate Oracle connection data. Server Name / Service Name Specify the Oracle local server name or service name configured via the Oracle Client Net Manager. SID When Direct Connect is selected, specify the Oracle service name where the data is located (i.e. VIS). Port When Direct Connect is selected, specify the port number (i.e. 1521). Login: ID Specify the user ID to be used to connect to the source database. Password Specify the password associated with the user ID. Direct Connect If selected, the Global provided direct connect option is used when accessing the Oracle source database. When not selected, the Server Name, SID and Port fields are replaced with Service Name. SQL Server: Enter the appropriate SQL Server connection data. Server Name Manually key or click the down arrow and select the SQL Server group name. Connect using Windows Authentication If selected, indicates to use Windows login information for connecting to the source database. Connect using SQL Server Authentication: When Connect using Windows Authentication is not selected, specify the following login information. Login ID Specify the user ID to be used to connect to the source database. Password Specify the password associated with the user ID. Database Name Manually key or click the down arrow and select the SQL Server database name for the source database. iseries Access ODBC -oriseries Enter the appropriate iseries connection data. Access OLE/DB: System Specify the server name or IP address. Login: ID Specify the user ID to be used to connect to the source database. Password Specify the password associated with the user ID. Default Library Specify the library name of the source database. Microsoft Access Database: Enter the appropriate Access connection data. Database Name Click the ellipse button to navigate to and select the source database. Connect using Authentication: Login ID Specify the user ID to be used to connect to the source database. Password Specify the password associated with the user ID. Global Software, Inc.

18 14 Database Manager - Version 14.6 Field Microsoft Excel: Workbook Connect using Authentication: Login ID Password Description Enter the appropriate Excel connection data. Click the ellipse button to navigate to and select the Excel workbook containing the source database. Specify the user ID to be used to connect to the source database. Specify the password associated with the user ID. 4. After all data is entered select one of the following options: Test Connection - tests the connection and issues a message indicating whether or not the connection was successful. OK - updates source connections settings.

19 DBM Settings 15 6 DBM Settings The Database Manager (DBM) Settings function allows the user to define various criteria to control processing, to view various system information and to access online user manuals. 1. In Database Manager from the File tab -or- Quick Access toolbar, select Settings. The Database Manager Settings - General panel appears. 2. Use the table to enter data on the General panel. Field General Options: Label Language Security: Network Security & Connections Files Description Click the down arrow and select the language to be used to display labels on panels throughout the application. Key the path or use the Browse button to select the location of the Security and Connections File as specified in the Configurator. This function is password protected. Global Software, Inc.

20 16 Database Manager - Version The System Information panel displays various data related to the user's system and Database Manager. To copy records to the Windows clipboard, click the Copy to Clipboard button. To this information to the helpdesk, click the button. The system opens a new Outlook panel with the contents of this panel in the body of the . Modify the address and/or text of the body as necessary and click the Send button.

21 DBM Settings The Installed Applications panel lists all the Global Software applications installed on the user's PC. To copy records to the Windows clipboard, click the Copy to Clipboard button. To this information to the helpdesk, click the button. The system opens a new Outlook panel with the contents of this panel in the body of the . Modify the address and/or text of the body as necessary and click the Send button. Global Software, Inc.

22 18 Database Manager - Version The About panel displays the Database Manager version number. Click the Online Manuals link to access the online user manual. 6. Click OK. The system writes the changes made on the current panel and closes the panel.

23 Setup 19 7 Setup The Setup menu is used to access options used to maintain the database. Menu Item Database Configuration Accounting Calendar Account Segments Rollups Budget Versions Settings Description Opens the Database Configuration panel, allowing the user to define various processing criteria for the database, such as segment list, source database and purge options. Opens the Accounting Calendar panel, allowing the user to create and maintain the accounting calendar. Opens the Account Segments panel, allowing the user to define account segments for the database and to import segment values from the source database. Opens the Rollups panel, allowing the user to create and maintain rollups for grouping account segments for reporting purposes. Opens the Budget Versions panel, allowing the user to create budget versions to distinguish between different budgets. Opens the Settings panel, allowing the user to define the service connection for processing. Global Software, Inc.

24 20 Database Manager - Version 14.6 Menu Item User Settings Actuals Quantities Optional References Custom Tables Custom Processing Custom Objects Description Opens the User Settings panel, allowing the user to maintain processing authorities for users. Opens the Load Actuals panel, allowing the user to load actuals from the source database into the DBM database. Opens the Load Quantities panel, allowing the user to load quantities from the source database into the DBM database. Opens the Optional References panel, allowing the user to create and maintain user-defined columns to be added to tables in the DBM database. Opens the Custom Tables panel, allowing the user to load and maintain custom data in the DBM database Opens the Custom Processing panel, allowing the user to create and maintain custom stored procedures used to manipulate data before, during or after importing. Opens the Custom Objects panel, allowing the user to create and maintain custom objects (i.e. tables, views, or stored procedures).

25 Setup Database Configuration Use the Database Configuration function to define various criteria to control processing for the DBM database, such as segment list, source database and purge options. 1. In Database Manager from the Setup menu, select Database Configuration. The Database Configuration panel appears. 2. Use the table to enter data on the Database Configuration panel. Field Company Name Number of Periods Current Reporting Period Override Segment List Database Segment List Database Source Database Type Source Database for Import Definition Specify the company name assigned to the database. Specify the number of accounting periods in the year. Click the down arrow and select the current reporting period. Note: Currently this option is not supported by Budget Accelerator. If selected, the system does not use the segment list database as defined in the user's Spreadsheet Server.Net settings, but allows a different segment list database to be assigned. Note: Segment lists may be used in GXLBX and GXCBX formulas. When Override Segment List Database is selected, click the ellipse button to navigate to and select the segment list database to be used. Click the down arrow and select the source database type. Click the ellipse button to launch the Connection Builder panel used for specifying the source database connection for importing account segments and segment values (see Source Databases). Note: When Source Database Type and Source Database for Import are not selected, the Actuals and Quantities functions are not available on the Setup menu and the Import Data option is not available for the Account Segments and Custom Tables functions. Global Software, Inc.

26 22 Database Manager - Version 14.6 Field Definition Choose an Identifying If required, based upon the Source Database Type selected, click the Company (header varies) down arrow and select the appropriate database identifier (i.e. set of books, chart of accounts, controlling area, etc.) to be used for retrieving the account segment structure. Purge Log Method Click the down arrow and select the purge method. Valid values are 1 - Number of Days and 2 - Number of Logs. Select Number of Days to purge log entries older than the number of days specified in the Purge Count field. Select Number of Logs to retain the number of universal filter (UF) log entries specified in the Purge Count field. Purge Count Based upon the Purge Log Method selected, specify either the number of days to retain log entries or the number of UF log entries to retain in the log file. 3. After all data is entered select one of the following options: OK - saves changes, prompts to load account segments if not previously loaded, and closes the panel. Apply - saves changes, prompts to load account segments if not loaded, and leaves the panel open. Load / Reload - loads (reloads) the account segment structure from the source database.

27 Setup Accounting Calendar The Accounting Calendar function is used to create and maintain the accounting calendar. Additional periods/years may be added to the calendar manually or via the Accounting Calendar Wizard. 1. In Database Manager from the Setup menu, select Accounting Calendar. The Accounting Calendar panel appears. To Manually Add or Maintain Periods: 2. To add a period, click Add. A new row appears in the grid. Nav Tip: When adding a new entry always tab off the last column on the row. 3. Use the table to enter data on the Accounting Calendar panel. Field Fiscal Year Period Number Period Description Begin Date End Date Quarter Number Month Number Week Number Definition Specify the fiscal year. Specify the fiscal period number. Specify the name of the period (i.e. January). Specify the first date of the fiscal period. Specify the last date of the fiscal period. Specify the quarter number in which the fiscal period resides. When using 52 or more periods, specify the month number in which the fiscal period resides. When using 365 or more periods, specify the week number in which the fiscal period resides. Global Software, Inc.

28 24 Database Manager - Version To delete a period(s), select the desired period row(s) and click Delete. To delete a single period -- select the period row. To delete multiple periods -- press and hold the Ctrl key as periods are selected in the grid. To delete multiple periods in a range -- select the first period in the range, press and hold the Shift key, and select the last period in the range. To Add Years via the Accounting Calendar Wizard: 5. Click Add Years. The Accounting Calendar Wizard appears. 6. Use the table to enter data on the Accounting Calendar Wizard panel. Field From Year / To Year Month and Day of Fiscal Year End First Day of Week Use Last Period for Closing Definition Specify the from year and to year, indicating the year(s) to be added to the calendar. Select the date on the calendar which is the month and day of the fiscal year end of the last year being added to the calendar. If necessary, click the arrows to navigate the months backwards or forwards. For database with 52 or more periods only: click the down arrow and select the day of the week periods begin. For database with 13 or 366 periods only: if selected, indicates the last accounting period is used for closing purposes only. 7. Click OK. A message appears notifying the user that the calendar was generated. 8. To close the panel, click OK.

29 Setup Account Segments The Account Segments function is used to define the account segments for the DBM database. The account segments defined should match the segments from the source database. Queries may be created for importing segment values from the source database into the DBM database. 1. In Database Manager from the Setup menu, select Account Segments. The Account Segments panel appears. The top portion of the panel is used to maintain the account segments and the bottom portion of the panel is used to maintain segment values. To Create or Maintain Account Segments: 2. To add a segment, click Add Segment. A new segment row appears. Nav Tip: When adding a new entry always tab off the last column on the row. 3. Use the table to enter data in the top section of the Account Segments panel. Field Segment Name Segment Type Definition Specify the account segment name. Click the down arrow and select the segment type. Valid values are Prime (used to control the Debit/Credit for the account string), Other, or Custom (used as a dimension on custom tables; however, the segment is not added to the summary tables (i.e. not used in the GXLBX formula)). Note: Only one account segment may be flagged as Prime. After a segment type is assigned to an account segment, the type may not be changed to or from custom. Global Software, Inc.

30 26 Database Manager - Version 14.6 Field Character Type Size Validate Not Applicable Value Use as Index Query Definition Click the down arrow and select the account segment character type. Valid values are T (text) or N (numeric). Specify the segment field size. If selected, individual account segments are validated to the table in the DBM database during the writeback process. Note: This feature only applies when the Validate Account Segments option in the Budget Model function is also selected. Specify the not applicable value for the account segment (i.e. 0, na). If selected, indexes are created on summary data tables for the account segment for reporting purposes. Click the down arrow and specify the query to be used to retrieve the segment values from the source database. 4. To generate the account segment table structure in the DBM database, click Generate Segment. 5. To delete an account segment(s), select the desired segment row(s) and click Delete Segment. Once a segment is deleted it cannot be restored. To delete a single segment -- select the segment row. To delete multiple segments -- press and hold the Ctrl key as segments are selected in the grid. To delete multiple segments in a range -- select the first segment in the range, press and hold the Shift key, and select the last segment in the range. To Create or Maintain Segment Values: 6. To add a segment value, click Add Segment Value. A new value row appears. Nav Tip: When adding a new entry always tab off the last column on the row. Note: When a Rollup exists for an account segment, a column will be added in the Segment Values grid for the associated rollup. Click the drop down box in the column to select the desired rollup value for the account segment value. 7. To delete a segment value(s), select the desired segment value row(s) and click Delete Segment Value. To delete a single value -- select the value row. To delete multiple values -- press and hold the Ctrl key as values are selected in the grid. To delete multiple values in a range -- select the first value in the range, press and hold the Shift key, and select the last value in the range. 8. To add an additional column to an existing segment value, see Additional Columns. This function is used to add a field to the segment value that may not exist in the source database. 9. To import segment values from the source database using the query definition assigned to the segment, see Import Segment or Rollup Values. 10. For efficient processing, the system defaults to only display the first 1000 values for a segment. To display all values for a segment, click All Rows. 11. To filter the segment values in the grid, hover over the desired column heading, click the filter button ( ) and then select the desired filter value. Valid filter values are (All), (Custom), (Blanks), (Non blanks), or any listed value. 12. To close the panel, click OK.

31 Setup Import Segment or Rollup Values The Import Data option in the Account Segments and Rollups functions is used to retrieve segment or rollup values from the source database using the query definition assigned to the segment or rollup. The Import Data option may be processed multiple times for a segment or rollup. Each time the option is processed the system does not clear the file but overlays existing records and adds new records. Note: The Import Data option is not available when a source connection is not defined in the Database Configuration function. 1. On the Account Segments and Rollups panel, select the segment or rollup row for which to import segment or rollup values and click Import Data. The Import Segment Data or Import Rollup Data panel appears. 2. On the Import Segment Data or Import Rollup Data panel, select the Import Data check box for the desired segment(s) or rollup(s) and click Import -or- click Import All to import data for all segments or rollups. When a rollup exists for an account segment, a column will be added to Segment Values for the associated rollup. Use the drop down box within the column values to select desired rollup value. Global Software, Inc.

32 28 Database Manager - Version Additional Columns The Additional Column option in the Account Segments and Rollups functions is used to add additional fields (columns) to the segment or rollup value that may not exist in the source database (i.e. manager name and/or address for a company or department segment or rollup). 1. On the Account Segments and Rollups panel, select the segment or rollup row for which to add an additional column and click Additional Column. The Maintain User Defined Columns panel appears. 2. To add a column, click Add Column. A new column row appears. Nav Tip: When adding a new entry always tab off the last column on the row. 3. Use the table to enter data on the Maintain User Defined Columns panel. Field Column Name Data Type Column Size Decimal Places Default Value Description Specify the name of the column to be added. Click the drop down arrow and select a data type. Valid values are Text, Numeric, Currency, Date/Time, Boolean, Memo, or Decimal. Specify the column size (i.e. how many characters the field will accept). Specify the number of decimal places the field will accept. If applicable, specify the default value to be assigned in the new column. 4. To delete an existing additional column, select the desired column row and click Delete Column. 5. To save all changes and close the panel, click OK.

33 Setup Rollups The Rollups function is used to create and maintain rollups. Rollups may be created for a specific account segment or an existing rollup, and are generally used to group accounts for reporting purposes. Once a rollup is created, the appropriate rollup value may be assigned to either account segments, rollup values or custom tables. Multiple rollups may be created for the same account segment or rollup. 1. In Database Manager from the Setup menu, select Rollups. The Rollups panel appears. The top portion of the panel is used to maintain the rollups and the bottom portion of the panel is used to maintain rollup values. To Create or Maintain Rollups: 2. To add a rollup, click Add Rollup. A new rollup row appears. Nav Tip: When adding a new entry always tab off the last column on the row. 3. Use the table to enter data in the top section of the Rollups panel. Field Rollup Base Rollup Name Character Type Size Definition Click the down arrow and select the account segment or existing rollup for which to create a rollup. Specify the rollup name. Note: The Rollup Base and Rollup Name may not be the same. Click the down arrow and select the rollup character type. Valid values are T (text) or N (numeric). Specify the rollup value field size. Global Software, Inc.

34 30 Database Manager - Version 14.6 Field Not Applicable Value Include Dr/Cr Query Definition Specify the not applicable value for the rollup (i.e. 0, na). If selected, a column for debits and credits is added to the Rollup Values grid. Valid values on the Include Dr/Cr column in Rollup Values are D (debit) and C (credit). Click the down arrow and specify the query to be used to retrieve the rollup values from the source database. 4. To generate the rollup table structure in the DBM database, click Generate Rollup. 5. To delete a rollup(s), select the desired rollup row(s) and click Delete Rollup. Once a rollup is deleted it cannot be restored. To delete a single rollup -- select the rollup row. To delete multiple rollups -- press and hold the Ctrl key as rollups are selected in the grid. To delete multiple rollups in a range -- select the first rollup in the range, press and hold the Shift key, and select the last rollup in the range. To Create or Maintain Rollup Values: 6. To add a rollup value, click Add Rollup Value. A new value row appears. Nav Tip: When adding a new entry always tab off the last column on the row. Note: When a Rollup exists for a rollup, a column will be added in the Rollup Values grid for the associated rollup. Click the drop down box in the column to select the desired rollup value for the rollup value. 7. To delete a rollup value(s), select the desired rollup value row(s) and click Delete Rollup Value. To delete a single value -- select the value row. To delete multiple values -- press and hold the Ctrl key as values are selected in the grid. To delete multiple values in a range -- select the first value in the range, press and hold the Shift key, and select the last value in the range. 8. To add an additional column to an existing rollup value, see Additional Columns. This function is used to add a field to the rollup value that may not exist in the source database. 9. To import rollup values from the source database using the query definition assigned to the rollup, see Import Segment or Rollup Values. 10. For efficient processing, the system defaults to only display the first 1000 values for a rollup. To display all values for a rollup, click All Rows. 11. To filter the rollup values in the grid, hover over the desired column heading, click the filter button ( ) and then select the desired filter value. Valid filter values are (All), (Custom), (Blanks), (Non blanks), or any listed value. 12. To close the panel, click OK.

35 Setup Budget Versions Budget Accelerator requires a budget version to distinguish between different budgets. Use the Budget Versions function to create a separate budget number or revision to collect similar budget information such as, original, forecast, single year, or multiple years. To Create or Maintain Budget Versions: 1. In Database Manager from the Setup menu, select Budget Versions. The Budget Versions panel appears. 2. To create a new budget version, click New. A new budget row appears. Nav Tip: When adding a new entry always tab off the last column on the row. 3. Use the table to enter data on the Budget Versions panel. Field Description Budget Number Specify the budget number. Acceptable values are 1 thru 99. Budget Name Specify the budget name. Revision Specify the revision number. Revision Name Specify the budget revision name. Closed For Writeback If selected, the budget is closed and does not allow additional writebacks. 4. To copy an existing budget, see Copy Budget Data. 5. To delete selected budget detail data, without deleting the budget, see Delete Budget Data. 6. To delete a budget, including all budget detail data, select the desired budget row and click Delete. Once a budget is deleted it cannot be restored. 7. To close the panel, click OK. Global Software, Inc.

36 32 Database Manager - Version Copy Budget Data The Copy option allows for copying an existing budget to create a new budget. The copy process includes copying all budget detail data. 1. On the Budget Versions panel, select the budget row and click Copy. The Copy Budget Data to a New Budget panel appears. 2. Use the table to enter data on the Copy Budget Data to a New Budget panel. Field Existing Budget Version New Budget Information: Budget Number Budget Revision Budget Description Description Click the down arrow and select the existing budget version to be copied. Specify the budget number to be assigned to the new budget. Specify the budget revision to be assigned to the new budget. Specify the description to be assigned to the new budget. Note: This only applies when a new budget number is assigned. 3. To execute the copy of budget data, click Copy.

37 Setup Delete Budget Data The Delete Budget Data option allows for deleting selected detail budget data without deleting the budget record. Various selection criteria is available for filtering the data for deletion. 1. On the Budget Versions panel, select the budget row and click Delete Budget Data. The Delete Data from Budgeting Tables panel appears. 2. Use the table to enter data on the Delete Data from Budgeting Tables panel. Field Description Starting Period/Year for Deletion Specify the starting period and year for which to delete budget data. Thru Last Period of Year Specify the ending year through which to delete budget data. Note: At a minimum, budget data must be deleted from the selected start period/year through the end of the same year to ensure data integrity of summary amounts. Criteria for Deletion: Column Name Click the down arrow and select the column on which to base the criteria definition. Operator Click the down arrow and select the operator. Valid values are = (equal), <> (not equal), > (greater than), >= (greater than and equal to), < (less than), <= (less than and equal to), Like, Between, or In. Data Values (no label) Click the down arrow and select the value on which to base the operator. Criteria Results (no label) Displays the deletion criteria definition. Global Software, Inc.

38 34 Database Manager - Version 14.6 Field Delete Amount Records Delete Quantity Records Description If selected, indicates to delete budget amount records. This option is disabled when no budget amount records exist. If selected, indicates to delete budget quantity records. This option is disabled when no budget quantity records exist. 3. When all criteria fields are entered, select one of the following options: Or into Criteria - adds the criteria as an 'OR' statement. And into Criteria - adds the criteria as an 'AND' statement. 4. Repeat the process until all criteria is specified. 5. To execute the deletion of budget data, click OK.

39 Setup Settings The Settings function is used to define the service connection. 1. In Database Manager from the Setup menu, select Settings. The Settings panel appears. 2. Use the table to enter data on the Settings panel. Field Server (no label) SMTP Settings: SMTP Server From Address Advanced SMTP Settings (Optional): Description Specify the server to be used for distributions. When SMTP is selected additional setting options become available for input. Note: For Excel 2007 users, Collaboration Data Objects (CDO) must be installed for the Microsoft Outlook Exchange option to be available. When applicable, a link is available to install the component. Note: For Excel 2010 (or above) users, Install Outlook Add-In must be installed for the Microsoft Outlook Exchange option to be available. When applicable, a link is available to install the component. Note: When using SMTP there are certain mail configurations which may prevent the transmission of messages. Contact your IT department or system administrator for assistance. When the SMTP server option is selected, specify the following settings. Specify the SMTP mail server to be used for distribution. Specify the "from" address to be assigned to distributions. When the SMTP server option is selected, if necessary, specify optional settings for the authentication account name and password, the SMTP port number, and SSL (secured socket layer) support. Global Software, Inc.

40 36 Database Manager - Version After all data is entered select one of the following options: OK - saves changes, and closes the panel. Apply - saves changes, and leaves the panel open. Test - prompts for test "to" address and issues a message indicating whether or not the send was successful.

41 Setup User Settings The User Settings function is used to control a user's access to various functions in Budget Accelerator. Note: The *DefaultUser settings apply to a user unless the specified user's Windows ID is added. To Create or Maintain User Settings: 1. In Database Manager from the Setup menu, select User Settings. The User Settings panel appears. 2. To add a user, click Add. A new user row appears and defaults settings based upon the *DefaultUser record. Nav Tip: When adding a new entry always tab off the last column on the row. 3. Use the table to enter data on the User Settings panel. Field User Name Enable Writeback Enable GXLBX Enable Row Insert Enable Submit Description Specify the user's Windows login ID. If selected, the user is allowed to writeback budget records from within Excel. If selected, the user is allowed to create and calculate GXLBX formulas. Otherwise, the user is not allowed to process GXLBX formulas, or access the Budget Accelerator Build a Template or Formula Assistant functions in Excel. If selected, the user is allowed to insert rows on a sheet within a distributed budget workbook. If selected, the user is allowed to automatically save a copy of the distributed budget workbook to the predefined Book In location for review/ writeback. 4. To delete a user, select the desired user row and click Delete. 5. To close the panel, click OK. Global Software, Inc.

42 38 Database Manager - Version Actuals The Actuals function allows for loading actuals from the source database into the DBM database. Special queries must be written to retrieve the data in the proper format. Once actuals are in the DBM database, the GXLBX formula may be used to report the amounts on a spreadsheet. In addition, a delete feature is available to delete specific actual detail from the DBM database (see Delete Budget Data for a similar process). Note: The Actuals function is not available when using a SAP source database type or when a source connection is not defined in the Database Configuration function. Contact Global for additional information on Actuals.

43 Setup Quantities The Quantities function allows for loading quantities from the source database into the DBM database. Special queries must be written to retrieve the data in the proper format. Once quantities are in the DBM database, the GXLBX formula may be used to report the amounts on a spreadsheet. In addition, a delete feature is available to delete specific quantity detail from the DBM database (see Delete Budget Data for a similar process). Note: The Quantities function is not available when using a SAP source database type or when a source connection is not defined in the Database Configuration function. Contact Global for additional information on Quantities. Global Software, Inc.

44 40 Database Manager - Version Optional References The Optional References function is used to create and maintain optional references. Optional references are userdefined columns, which once created may be added to one or more tables in the database at the same time. This helps to maintain consistency when applying the same data to multiple tables. To Create or Maintain Optional References: 1. In Database Manager from the Setup menu, select Optional References. The Optional References panel appears. The top portion of the panel is used to maintain the optional references and the bottom portion of the panel is used to maintain optional reference usage. 2. To add an optional reference, click Add Optional Reference. A new optional reference row appears. Nav Tip: When adding a new entry always tab off the last column on the row. 3. Use the table to enter data in the top section of the Optional References panel. Field Reference Name Data Type Size Decimal Places Definition Specify the optional reference name. Click the down arrow and select the optional reference data type. Valid values are Text, Numeric, Currency, Date/Time, Boolean, Memo, and Decimal. Specify the optional reference field size. Specify the number of decimal places for the optional reference field.

45 Setup To delete an optional reference(s), select the desired optional reference row(s) and click Delete Optional Reference. Once an optional reference is deleted it cannot be restored. To delete a single optional reference -- select the optional reference row. To delete multiple optional references -- press and hold the Ctrl key as optional references are selected in the grid. To delete multiple optional references in a range -- select the first optional reference in the range, press and hold the Shift key, and select the last optional reference in the range. 5. To add an optional reference to a single table, select the desired optional reference in the top section of the Optional References panel, select the "Use reference..." check box for the desired table in the Optional Reference Usage section and click Update Table. 6. To add an optional reference to multiple tables, select the desired optional reference in the top section of the Optional References panel, select the "Use reference..." check box for each desired table in the Optional Reference Usage section and click Update Table(s). Note: The "Use reference..." label will conditionally reflect the selected optional reference name. 7. To close the panel, click OK. Global Software, Inc.

46 42 Database Manager - Version Custom Tables The Custom Tables function allows for entering, loading and maintaining custom data in the DBM database. Custom tables are typically used to track supporting budget data (i.e. payroll or expense data, head count, square footage, etc.). A custom table is required in order to use the Sheet Order By feature within the Distribution Setup. Custom tables may be populated by manually entering data, using a special custom writeback definition, or using special queries for importing data from a source database. When a Rollup exists that exactly matches a column name, a column will be added to the Contents panel for the associated rollup, with a drop down box listing valid rollup values. Once data is in the custom table, the GXCBX formula may be used to report the amounts on a spreadsheet. In addition, a delete feature is available to delete specific custom detail from the DBM database (see Delete Budget Data for a similar process). Note: The Import Data option is not available when a source connection is not defined in the Database Configuration function. Contact Global for additional information on Custom Tables.

47 Setup Custom Processing Custom Processes allow for taking action on data before, during and/or after it is inserted into the database. This feature enables users with advanced data validation more control over where the data goes. To Create or Maintain Custom Processing: 1. In Database Manager from the Setup menu, select Custom Processing. The Custom Processing panel appears. 2. To add a custom process, click Add. A new custom process row appears. Nav Tip: When adding a new entry always tab off the last column on the row. 3. Use the table to enter data on the Custom Processing panel. Field Table Name Processing Step Order of Operation Query Text Description Specify the name of the table to which to apply custom processing. Click the down arrow and select the processing step. Valid values are Start (before data is copied), Mid (after data has been copied to a temporary table, but before it is loaded into the target table) and End (after the target table has been updated). Specify the order of the custom process. This is applicable when multiple custom processes are established for the same processing step. Click the down arrow and specify the query to be executed. 4. To delete a custom process, select the desired custom process row and click Delete. Once a custom process is deleted it cannot be restored. 5. To close the panel, click OK. Global Software, Inc.

48 44 Database Manager - Version Custom Objects The Custom Objects function allows for creating a table, view, or stored procedure in a database. To Create or Maintain Custom Objects: 1. In Database Manager from the Setup menu, select Custom Objects. The Custom Objects panel appears. 2. To add a custom object, click Add Object. A new custom object row appears. Nav Tip: When adding a new entry always tab off the last column on the row. 3. Use the table to enter data on the Custom Objects panel. Field Order Object Name Object Type Use for Analyst Query Text Description The order that custom objects are created when generating the database is defaulted when Add Object is selected. If desired, manually specify the order. Specify the name of the custom object. Click the down arrow and select the object type. Valid values are Table, View, and Stored Procedure. Note: The Stored Procedure type is not available when using an Access source database type. If selected, the custom object will be used with Spreadsheet Analyst. Click the down arrow and specify the query to be executed while generating the database. Note: The Test button becomes available when the Object Type is View. 4. To generate the database with the custom object(s) select Generate Object.

49 Setup To delete a custom object, select the desired custom object row and click Delete. Once a custom object is deleted it cannot be restored. 6. To close the panel, click OK. Global Software, Inc.

50 46 Database Manager - Version Budget Models The Budget Models menu does not follow the normal menu option flow, but instead uses a navigation tree for listing budget models. Note: The Budget Model menu is only available when the Database Manager user is also assigned an Budget Accelerator license k ey with the Administrator feature. Objects Budget Models Description Opens the Budget Model Definition panel, where processing criteria such as budget type, model workbook, and current budget number are defined for the budget model.

51 Budget Models Budget Model Definitions The Budget Models option is used to define processing criteria such as budget type, model workbook, and current budget number for the budget model. The process of defining the budget model requires an established model workbook housing various predefined budget variables, which may range from simple data cells to established named ranges defining data groups. Note: Budget Models may also be added and/or maintained in Excel via Manage on the BX Ribbon. To Add a Budget Model: 1. In Database Manager from the Budget Models menu, click New. The Budget Model Definition panel appears. 2. Use the table to enter data on the Budget Model Definition panel. Field Model ID Type of Budget Model Name Description Workbook Current Budget Version Express Writeback Only Description Displays the system assigned ID number for the budget model. Click the down arrow and select the budget type for the model. Valid values are 1 - EB Model, 2 - Legacy (BM Compatible), or 3 - Legacy (BM Global Software). Type 1 is distributed, while Types 2 and 3 are nondistributed. Note: Available types are based upon licensed features. Specify a budget model name. Specify a brief budget model description. Click the ellipse button to navigate to and select the model budget workbook. For Type 1 only: click the down arrow and select the current budget version number and revision for the budget model. When this value is assigned, users may enter [Current] as the budget number and revision, and the system will use the budget number and revision defined here. If selected, writebacks flagged as Include in Express Writeback are automatically selected for processing on the Budget Accelerator Writeback panel in Excel. Global Software, Inc.

52 48 Database Manager - Version 14.6 Field Password to Override Express WB Validate Account Segments Process GXBX Formulas During Writeback Legacy Budget Manager Options: Max GXB Account Parts Process Key 1 Process Key 2 Process Currency Description When the Express Writeback Only option is selected, specify the password required to override the selection of writebacks for processing on the Budget Accelerator Writeback panel in Excel. If selected, account segments are validated to the table in the DBM database during the writeback process. Note: This option must be selected in order for the validate option in the Account Segments function to work. For Type 1 only: if selected, indicates that GXBX formula amounts may be written back to the DBM database. For Types 2 and 3 only: Specify the maximum number of segments in the account string in the GXB being used to write back to the DBM database. If selected, indicates to use key 1 in the GXB formula when writing back to the DBM database. If selected, indicates to use key 2 in the GXB formula when writing back to the DBM database. If selected, indicates to use currency as a parameter in the GXB formula when writing back to the DBM database. 3. To save changes and close the Budget Model Definition panel, click OK. To Maintain a Budget Model: 1. To edit a budget model, select the appropriate budget model in the navigation tree. The Budget Model Definition panel appears. Make the necessary changes and click OK. 2. To copy a budget model, select the appropriate budget model in the navigation tree and click Copy. A new budget model appears in the navigation tree. 3. To delete a budget model, select the appropriate budget model in the navigation tree and click Delete. The budget model is removed.

53 Process Center 49 9 Process Center The Process Center menu is used to access options used to distribute workbooks, track and writeback returned budget or actual data to the DBM database, or export budget data from the DBM database to another database. Note: The Process Center menu is only available when the Database Manager user is also assigned an Budget Accelerator license k ey with the Administrator feature. Menu Item Distribute Budget Books Writeback/Tracking Export Budgets Description Opens the Distribute Workbooks panel, allowing the user to distribute selected budget workbooks to the predefined Book Out folder and to users via . Opens the Writeback/Tracking panel, allowing the user to track the return of distributed budget workbooks and to writeback budget data from the selected budget workbooks to the DBM database. Opens the Export Budget panel, allowing the user to export budget data to a CSV file or to upload budget data to an ERP database. Global Software, Inc.

54 50 Database Manager - Version Distribute Budget Books The Distribute Budget Books option is used to distribute selected budget workbooks to the Book Out folder and to users via as defined in the Distribution Setup specifications. Note: Budget workbooks may also be distributed in Excel via Distribution on the EB Ribbon. This option is not available for Type 2 and 3 budget models. To Distribute Budget Books: 1. In Database Manager from the Process Center menu, select Distribute Budget Books. The Distribute Workbooks panel appears. 2. Use the table to enter data on the Distribute Workbooks panel. Field Model to Distribute Distribution Setup Make Excel Visible During Processing Description Click the down arrow and select the budget model to distribute -or- select the Process all Models option to distribute all budget models. Click the down arrow and select the distribution setup to distribute -orselect Process all Distributions option to distribute all distribution setups for the selected budget model. Note: This option is disabled when the Process all Models option is selected for the Model to Distribute field. If selected, Excel becomes visible during the distribution process. 3. After the Model to Distribute and Distribution Setup fields are completed, the system lists the appropriate budget workbook templates in the grid and flags each rows for distribution.

55 Process Center To filter records in the grid, hover over the desired column heading, click the filter button ( ) and then select the desired filter value. Valid filter values are (All), (Custom), (Blanks), (Non blanks), or any listed value. 5. Select the desired workbook(s) for distribution: To select all rows -- click Select All. To deselect all rows -- click Deselect All. To select or deselect a single row -- select or deselect the Distribute check box on the row. 6. To distribute the selected workbooks, click Distribute. The selected workbooks are distributed, the Distribution Complete check box is marked for all rows that completed successfully, and the Log Viewer panel appears. Global Software, Inc.

56 52 Database Manager - Version Writeback/Tracking The Writeback/Tracking option is used to track the return of distributed budget workbooks and to writeback budget or actual data from the selected budget workbooks to the DBM database. An option in the Budget Model controls whether or not GXBX formula amounts are written back to the budget database. To Writeback Budget Books: 1. In Database Manager from the Process Center menu, select Writeback/Tracking. The Writeback/Tracking panel appears. 2. Use the table to enter data on the Writeback/Tracking panel. Field Budget Model Distribution Setup Override Values: Budget Version (Required for GXBs) Fiscal Year Make Excel Visible During Processing Description Click the down arrow and select the budget model to writeback -or- select the Process all Models option to writeback all budget models. Note: When a mixture of budget model types (i.e. 1, 2, or 3) reside in the DBM database, then individual Process all Models options are available for each budget type. Click the down arrow and select the distribution setup to writeback -orselect Process all Distributions option to writeback all distribution setups for the selected budget model. Note: This option is disabled when the Process all Models option is selected for the Budget Model field. If applicable, click the down arrow and select the budget version to assign as the budget version during the writeback process. Note: Required entry for Type 2 and 3 budget models. If desired, click the down arrow and select the fiscal year to assign as the budget year during the writeback process. If selected, Excel becomes visible during the writeback process.

57 Process Center 53 Field GXB Account Validation: Validate Account Combinations Validation Segment Delimiter Description This section only appears when Type 2 or 3 budget models exist, and this feature only applies when the Validate Account Segments option in the Budget Model function is selected. If selected, GXB account string combinations are validated during the writeback process. Click the down arrow and select the segment against which to validate the account string combinations. Click the down arrow and select the delimiter that separates the account combinations. 3. After the Budget Model and Distribution Setup fields are completed, the system lists the appropriate budget workbook / writeback combinations in the grid. 4. To filter records in the grid, hover over the desired column heading, click the filter button ( ) and then select the desired filter value. Valid filter values are (All), (Custom), (Blanks), (Non blanks), or any listed value. 5. Select the desired writeback row(s) for writeback: To select all rows -- click Select All. To select all rows flagged as Include in Express WB -- click All Express. To deselect all rows -- click Deselect All. To select or deselect a single row -- select or deselect the Write Back check box on the row. Note: Only writebacks for workbooks with a Book In Status checked (indicating that the workbook is in the predefined Book In folder) may be selected for writeback. Global Software, Inc.

58 54 Database Manager - Version To writeback the selected rows, click Writeback. A message appears indicating that the writeback completed, the WB Status check box is marked for rows that wrote back successfully -or- flagged with an exclamation point if errors occurred, and the Last Writeback Date and User Modified values are updated. Note: Once all writeback s are completed for a budget version, Global recommends setting the Close for Writeback check box for the budget version (see Budget Versions). To Maintain Writeback/Tracking Records: 1. To refresh data in the grid, click Refresh. 2. To view writeback tracking data in a different format, click the Tracking tab. 3. To view writeback log entries, click View Log. The Log Viewer panel appears. 4. For Type 2 or 3 budget models only, to purge a single writeback item select the Purge Item check box on the row and click Purge -or- to purge all writeback items in the grid select Purge All. Note: If the budget model work book specification is modified, purge existing writeback items and then refresh the data in the grid.

59 Process Center Export Budgets The Export Budgets option is used to export budget data from the DBM database to a CSV file or to upload budget data from the DBM database to an ERP database. To Export Budgets: 1. In Database Manager from the Process Center menu, select Export Budgets. The Export Budgets panel appears. 2. Use the table to enter data on the Export Budget panel. Field Budget Version Export to CSV File / Upload to ERP Database Use Advanced Export CSV Settings: File Name Field Delimiter Include Headers Description Click the down arrow and select the budget version/revision to be exported/uploaded. Specify whether to export budget data to a CSV (comma-separated value) file or to upload budget data to an ERP database. If selected, a query text box appears, allowing the user to define the SQL statement to be executed to retrieve the data to be exported/uploaded. If not selected, the system uses the export wizard criteria and not the SQL statement when exporting/uploading data. When Export to CSV File is selected, specify the following settings. Click the ellipse button to specify the CSV file path and name for export. Click the down arrow and select the file delimiter to be used. Valid options are, (comma), ; (semi-colon) and Tab. If selected, column headers are included when exporting. Global Software, Inc.

60 56 Database Manager - Version 14.6 Field Upload Settings: Database Connection Upload to Table Name Precision Budget Amounts / Quantities Periods in Columns / Rows Include Beginning Balances / Beginning Balances Location Criteria Grid: Include Column Export Column Name Value Column Type Group By Query Description When Upload to ERP Database is selected, specify the following settings. Click the ellipse button to launch the Connection Builder panel used for specifying the source database connection to which to export the budget data (see Source Databases). Specify the database table name into which to upload the budget data. Specify the number of positions to shift the decimal point in the budget value when exporting/uploading. Valid options are 0-5. Note: This feature is helpful when amounts are stored without the decimal point (i.e is stored as 19745, thus enter precision = 2). Specify whether to export/upload budget amounts or quantities. Specify whether to export/upload the budget data in columns or rows. If selected, beginning balances will be included in the export. Click the down arrow and select whether to place the beginning balances into period 0 or the last period in the previous year. Note: When this option is selected, various criteria columns in the grid below become invalid (i.e. Period Number, Period Index, etc.). Click the Criteria button to launch the Build Select Query panel for entering selection criteria for creating a smaller subset of data for exporting/uploading budget data. The selection criteria is returned to the field and may be manually modified if necessary. This section indicates the columns of data to be exported/uploaded. To move a row up in the grid, select the row and click Move Up. Repeat until the row is in the desired column sequence. To move a row down in the grid, select the row and click Move Down. Repeat until the row is in the desired column sequence. To delete a column, select the row and click Delete. If selected, the column is included in the export/upload. Displays the name of the column containing the data. Specify the name of the column into which to export/upload the data. Specify either the hard coded text/numeric value or expression/formula for a custom column. Prefix expressions with a = (i.e. =Account Department ). No prefix is required when using a hard coded value. Displays the type of column containing the data. If selected, the data is grouped by the associated custom column value. This setting may only be changed for custom columns. When the Use Advanced Export option is selected, specify the SQL statement to be used to determine the results to be exported/uploaded. The SQL statement includes the ability to use merge fields to insert the selected budget version/revision (i.e. Select * from {BudgetAmtTable} where Revision = {BudgetRevision} ). Merge fields include: {BudgetVersion} - returns the budget version number selected at the top of the form. {BudgetRevision} - returns the budget revision selected at the top of the form. {BudgetAmtTable} - uses the budget amount table for the version selected (i.e. for budget 1, the table name is Sum_Bdg01Amt).

61 Process Center 57 Field Query - Continued: Description {BudgetQtyTable} - uses the budget quantity table for the version selected (i.e. for budget 1, the table name is Sum_Bdg01Qty). {BeginBudgetAmtTable} - uses the beginning budget amount table for the version selected (i.e. for budget 1, the table name is Sum_BegBdg01Amt). {BeginBudgetQtyTable} - uses the beginning budget quantity table for the version selected (i.e. for budget 1, the table name is Sum_BegBdg01Qty). 3. After all data is entered select one of the following options: OK - saves changes and closes the panel. Apply - saves changes and leaves the panel open. Preview - displays the Export Preview panel listing the export results based upon the current settings. Export - exports or uploads the budget data and leaves the panel open. To Maintain Export Budget Settings: Once export settings have been defined, the export settings may be exported to an XML file for reuse. Conversely, once an export definition has been exported, that configuration may be imported. In addition, export templates delivered by Global may be imported. 1. To export settings for later use, ensure all data is properly entered on the Export Budget panel, click Settings>Export, specify the file name and location for the export setting, and then click Save. 2. To import settings, click Settings>Import, navigate to and select the desired settings, and then click Open. 3. To reset to the default settings, click Settings>Restore Default. Global Software, Inc.

62 58 Database Manager - Version Build Select Query The Build Select Query feature is used to define a subset of data for exporting/uploading budget data. Any column within the budget data table is available for building the select query for filtering records. 1. On the Export Budgets panel, click the Criteria button. The Build Select Query panel appears. 2. Use the table to enter data on the Build Select Query panel. Field Column Name Operator Data Values (no label) Criteria Results (no label) Description Click the down arrow and select the column on which to base the criteria definition. Click the down arrow and select the operator. Valid values are = (equal), <> (not equal), > (greater than), >= (greater then and equal to), < (less than), <= (less than and equal to), Like, Between, or In. Click the down arrow and select the value on which to base the operator. Displays the selection criteria definition. 3. When all criteria fields are entered, select one of the following options: Or into Criteria - adds the criteria as an 'OR' statement. And into Criteria - adds the criteria as an 'AND' statement. 4. Repeat the process until all criteria is specified. 5. To save all changes and close the panel, click OK.

63 Miscellaneous Items Miscellaneous Items 10.1 View Log Entries During the distribution and writeback processes, the system records various logging information. Log entries may be viewed, copied and/or ed if desired. 1. In Database Manager from the Process Center menu, select one of the following menu options: Distribute Budget Books -- the Distribute Budget Books panel appears. Writeback/Tracking -- the Writeback/Tracking panel appears. 2. From the various panels, click View Log. The Log Viewer panel appears displaying the workbook, date and time, action, duration, count, user ID, and computer name for each log entry. 3. To copy selected records to the clipboard, on the Log Viewer panel first select the desired record(s) and click Copy Selected: To copy a single record -- select the desired record. To copy select multiple records -- press and hold the Ctrl key as records are selected in the list. To copy 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. Global Software, Inc.

64 60 Database Manager - Version To the entire log to the help desk, click Error Log. The system opens a new Outlook panel with the log file attached. Modify the address and/or text of the body as necessary and click Send. 5. To filter log entries for a specific workbook, click the Workbook down arrow and select the desired workbook. The system displays only entries for the selected workbook. 6. To filter for a specific date range of entries in the log file, select the Filter on Date check box and specify the desired date range. The system displays only entries for the selected date range. 7. To filter for a specific level of entries in the log file, select the desired level(s) in the Filter list. The system displays only entries for the selected level(s). 8. To filter for a specific value in the log file Action column, key the desired value in the Find What field and select the Filter check box. The system displays only entries containing the value. 9. To search for a specific value in the log file Action column, key the desired value in the Find What field and click Find Next. The system will highlight the first log entry containing the value. Click Find Next again, to find the next occurrence of the selected value. 10. To clear the log file, click Clear Log. 11. To display the full details of a log entry, double click the selected entry in the list. The Error Properties panel appears. Use the arrows on the Error Properties panel to scroll up or down through the log entries in the list. To copy detail data for a single log entry to the clipboard, click Copy. Click Close to return to the Log Viewer panel. 12. To exit the panel, click Close.

65 Miscellaneous Items Import Data The Import Data function allows for importing tables and/or transactions from a specified source prefix and source database into the DBM database. Note: The Import Data option is not available when a source connection is not defined in the Database Configuration function. Contact Global for additional information on Importing Data. Global Software, Inc.

66 62 Database Manager - Version Export Data The Export Data function allows for exporting selected data from selected table(s) in the DBM database to a source database. Note: The Export Data option is not available when a source connection is not defined in the Database Configuration function. Contact Global for additional information on Exporting Data.