Transcription

1 for JD Edwards World and EnterpriseOne Version: 2.1 Last Updated: August 31, 2011

2 Contents 1. Introduction... 4 Welcome... 4 Using this Guide The Console Interface... 5 Interface... 5 Modules... 5 Filters... 6 Inquiry Result Set... 6 Ribbon and Menus... 6 IS Button Getting Started Starting the Application Logging on to the Application Application Defaults Making Selections Overview Opening Inquiries Filter Types Working with Edit Filters Working with Group Filters Attributes Filter Selections Bringing it All Together Running Inquiries The Result Set Favorites Report Packs Linked inquiries Follow Links Console Drill Link What s This? Export Functionality Export to Excel/PDF Generic Export Messages Excel Options Print Options Graphing & Charting Displaying a Chart Selectors Currency Restatement Working with Restatement Period Values Analyzing the Underlying Exchange Rates Page 2 of 93

3 11. User Defined Filters Activate User Defined Filter Functionality Set up User Defined Filters Filter Considerations When Adding a User Defined Filter Further Information Contacts Technical Support Notices and Disclaimer Page 3 of 93

4 Welcome Welcome to The Console user guide. The Console provides true real time access to online inquiries and reports created via Insight. The Console is designed to provide a streamlined interface for users who wish to view previously designed inquiries. These inquiries are designed by Power Users. For more information on designing Inquiries please refer to the Insight User Guide. Version 9.0 comprises of the following licensed modules: Accounts Payable Accounts Receivable Advanced Cost Accounting Budgeting & Forecasting Configurator Console Contract & Service Billing Currency Restatement Fixed Assets General Ledger Homebuilder Human Resources Inventory Job Cost Manufacturing Master File Payroll Purchase Order Processing Sales Order Processing Soxbridge Foundation Tax Timesheet Using this Guide In order to get the most out of this guide we have used the following symbol to denote areas of special interest, supporting information on a topic and highlighting other important points: NB IMPORTANT INFORMATION The Console Interface This interface is designed for end users who want to gain real time access to previously published reports. You have a controlled interface to drill down through the data and make certain report selections as dictated by the Power User. No knowledge of JD Edwards is required. Page 4 of 93

5 Interface Really Real Time Console v9 adopts the most recent Windows Style interface, using a Ribbon Toolbar which is organized in tabs by common functionality. Figure 2-1illustrates the main console interface: Modules Figure 2-1: Console Interface Insight currently contains twenty one licensed applications that can be available to the Console users via the Administration Application. These licensed applications are General Ledger, Advanced Cost Accounting, Accounts Payable, Accounts Receivable, Contract & Service Billing, Fixed Assets, Homebuilder, Human Resources, Inventory, Job Cost, Manufacturing, Master Data, Payroll, Purchase Order Processing, Sales Order Processing, Tax, Timesheet, Budgeting, Budgeting Contributor and Currency Restatement. Seventeen of these applications operate as Modules within a single interface and share common functionality. The exceptions are a) Budgeting, b) Budgeting Contributor and c) Currency Restatement. Page 5 of 93

6 Filters Filters allow you to select items of data upon which you wish to inquire. For example, an Object Account filter allows you to select particular object accounts so that they can be viewed. Each Inquiry provided to a Console user can be customized with different filters. Figure 2-2 illustrates the filters for a Profit Inquiry that was originally created from a General Ledger module template: Inquiry Result Set Figure 2-2: Inquiry Filters Once the filters are set and the inquiry has been run, the items matching the filter criteria are returned as an inquiry result set and are shown on the inquiry worksheet. Figure 2-3 illustrates a sample result set: Ribbon and Menus Figure 2-3: Inquiry Result Set All the inquiries opened via the Console have a common set of features that are made available through the Ribbon at the top of the main screen. There are currently three main menus: Home, Restatement and Budgeting (Restatement and Budgeting will appear only if you have been licensed to that module). The Home menu provides all the functions, such as running, loading and exporting inquiries. Page 6 of 93

7 Home Menu Functions Icon Function Description Run Open Inquiry Close Inquiry Executes an inquiry based on the currently selected filters and returns a result set Opens a previously saved inquiry from the Insight Repository Closes the currently active inquiry Favorites Adds an inquiry as a favorite for easy retrieval, manages favorites or retrieves previously marked favorites Print Excel Outputs single or multiple result sets in a PDF format for subsequent printing Exports single or multiple workbooks to Excel Print Options Excel Options Default Drill Link Sets the page layout attributes that are subsequently used in the PDF Sets the Workbook Attributes that are subsequently used in the Export to Excel An inquiry can be linked to other inquiries. Use this menu to choose the link to execute. Filter Selections User Defined Filters Choose Selectors Show Chart Displays the current filter selections and QBE selections. Groups selected filter criteria into meaningful sets of filters. Selects from existing selectors such as Financial Reporting Period/Year. Use the arrow to choose between Data Only, Data & Chart or Chart Only options. Table 2-1: Home Menu Functions Page 7 of 93

8 NB THE APPEARANCE OF THE FOLLOWING MENUS/ICONS IS DEPENDENT ON THE MODULE BEING ENABLED. Restatement Menu Functions Exchange Rate Displays all exchange rates used in the current report, given the current filter settings Table 2-2: Restatement Menu Functions Budgeting Menu Functions Cycle Status Opens the Budgeting/Forecasting Cycle Status dialog Activities Opens the Budgeting/Forecasting Management Dialog Submission Allows you to enter in a Budgeting/Forecasting submission form Save Saves your submissions within the Budgeting Repository Save and Continue Allows you to save the data you have just entered but does not exit data collection mode Cancel Exits data collection mode without saving any changes or changing the status Table 2-3: Budgeting Menu Functions Page 8 of 93

9 IS Button One of the new user interface features is the new IS Button found up the top left of the main screen, as shown in Figure 2-4. Figure 2-4: IS Button Shown in Top Left of Dialog Within the IS Button, you can access some of the above mentioned icons, as well as others. All the functions available within this button are shown in Figure 2-5. Figure 2-5: IS Button Expanded Page 9 of 93

10 IS Button Functions Open Loads existing inquiries from the Insight Repository Close Inquiry Closes the current inquiry Print Provides all options for printing to a PDF format. You can also access the Print Options to specify the PDF Page setup Excel Provides all options for exporting to a Microsoft Excel format. You can also access the Excel Options to specify the workbook setup Welcome Opens the Welcome screen About Provides basic product information, including the version of the software currently being run Recent Inquiries View and open the most recently saved inquiries Exit Exits the console application Table 2-4: IS Button Options Page 10 of 93

11 Help The Help Icon, as shown in Figure 2-6, provides access to the Insightsoftware.com Documentation Portal. Here you can access user guides for Console users, Insight users, Configurators/Super Users, and Administrators of Insight. You can also view the What s New Guides, which describe the new software features since the last major release. Figure 2-6: Help Icon You can also access the About Icon, as shown in Figure 2-7, through the IS Button. Figure 2-7: About Icon By clicking on this icon you will be presented with the following dialog as shown in Figure 2-8. This dialog is very useful as it provides key information: User name, JD Edwards Database, Profile, Release Date, License Key and location of the Insight Repository. Figure 2-8: About insight Dialog Page 11 of 93

12 Quick Access Toolbar The Quick Access Toolbar allows you to quickly access the operations you access most frequently, such as Run and Close. The Customize Quick Access Toolbar can be customized by clicking on the dropdown menu to the right of the Toolbar, as shown in Figure 2-9. Figure 2-9: Customize Quick Access Toolbar From here you can add commands to this Toolbar, such as Print and Export, as shown in Figure Figure 2-10: Customized Quick Access Toolbar Page 12 of 93

13 Starting the Application There are two ways to start the application. The first method is to click on the Start button on the Window desktop, move to the All Programs/Insightsoftware.com/Insight path and click on the Console menu option. Alternatively, a shortcut to the application may be available directly on the desktop. Double-clicking on the shortcut icon will start the application. The icon is shown in Figure 3-1: Figure 3-1: Application Icon on the Windows Desktop If the software has been deployed in a Citrix environment, please contact the systems administrator to obtain the necessary access. Page 13 of 93

14 Logging on to the Application When the application has started, the dialog shown in Figure 3-2 is displayed: Figure 3-2: Application Login Dialog First Time Users When launching the software for the first time, it will need to be configured. Please consult the Administration Guide for further details. Once completed, it is possible to login to the application. Application Access Once configured, access the application by entering a valid user name and password. Depending upon the setup, this may either be a standard JD Edwards user name or a specific user name, as well as password set up by the application administrator. When using a standard JD Edwards username, the application will pick up Business Unit security from within JD Edwards and provide restricted access based on the JD Edwards security settings. Once the username and password has been entered, click on the Login button to continue. If an invalid user name and password are entered, you will be prompted to re-enter the details. To connect to the system, it is necessary to work with a profile. A profile provides access to a single JD Edwards environment. If you only have access to a single profile, the application will continue to login directly to that profile. Page 14 of 93

15 You may have access to a number of profiles, each providing access to different single environments. In such circumstances, you are presented with a Profile Selection Dialog, as shown in Figure 3-3: Figure 3-3: Profile Selection Dialog Select a Profile to work with from the drop down list provided. When a profile has been selected, you have the opportunity to mark the selection as a Default Profile by checking the Set as Default Profile tick box in the bottom left corner of the dialog. The system will remember this profile and on subsequent logins, the system will place it in the profile selection box by default. If this box is disabled, this means that the profile selected is already marked as the default profile. Once selected, click on the Login button to continue the login process. Page 15 of 93

16 If your version of JD Edwards supports Role-based security, another drop down list may be provided. You may have various security restrictions defined within JD Edwards. Each of these role relationships will limit your access to different types of data. In such circumstances where you have multiple roles, you are presented with a Role Selection Dialog, as shown in Figure 3-4. Figure 3-4: Role Selection Dialog The drop down list comprises of all the assigned roles and an option called *ALL. *ALL represents the combination of all the applicable role based security. The drop down list will not be displayed if: You have no role security The previously chosen profile does not have security enabled You only have one associated role (that role s security will be automatically assigned without user input required) You must now select a Role from the drop down list provided. When a Role has been selected, you have the opportunity to mark the selection as a Default Role for this profile by checking the Set as Default Role for this profile tick box in the bottom left corner of the dialog. The system will remember this role and on subsequent logins, the system will place it in the role selection box by default. If this box is disabled, this means that the role selected is already marked as the default role. Once selected, click on the Login button to continue the login process. Page 16 of 93

17 Application Defaults When the user name and password have been authenticated, the login screen will disappear and you will see the Welcome screen. During this startup process, the application carries out a number of tasks in readiness for using the application. These tasks are: 1. Determining which modules are licensed to the user and enabling them accordingly. 2. Retrieving various JD Edwards settings, including the current fiscal date period and year, and Business Unit security settings. In addition, the application checks a number of Automatic Accounting Instructions (AAI) to determine the start of the Balance Sheet and Income Statement object accounts. 3. Retrieving user preference settings, such as the filters to be used and the inquiry views that will be enabled. 4. Retrieving user profile settings, such as the user s inquiry favorites. The application may take a few minutes to fully activate depending on various factors such as the specifications of the client machine, the location of the JD Edwards server and the configuration of the profile. While this is occurring, the standard Windows hourglass icon will appear. A progress update is available by viewing the messages in the progress bar that appears on screen. When this initialization process has been completed, a welcome message will be shown at the bottom of the main inquiry screen. This is illustrated in Figure 3-5 below. Figure 3-5: Welcome Message in the Status Bar Page 17 of 93

18 Overview When the program has initialized and you have logged on to the application, you are presented with the Welcome screen shown in Figure 4-1: Figure 4-1: The Console Welcome screen Page 18 of 93

19 Opening Inquiries Click on the Open button on the left-hand panel to display the dialog shown in Figure 4-2. Figure 4-2: Open Inquiry dialog Now select the inquiry you wish to open and then click on the OK button to proceed. Once an inquiry has been opened, you are presented with the main inquiry screen. Page 19 of 93

20 Figure 4-3 illustrates displays an inquiry from the Accounts Receivable module. While there may be different inquiries based on different modules, they all function in a similar way. Figure 4-3: Customer Top 10 Inquiry within Accounts Receivable Module The system is now ready for you to begin making selections. To do this, it is necessary to define the selection criteria which the application will use to extract data from the JD Edwards database. The filters when available are placed in boxes in the top half of the screen. In the example a GL Date Filter has been added to the inquiry (as shown in Figure 4-4). Figure 4-4: GL Date Filter NB NOT ALL INQUIRIES AVAILABLE THROUGH THE CONSOLE WILL INCLUDE FILTER SELECTIONS. THE TYPE, THE NUMBER AND THE CONTROL LEVEL OF THE FILTERS HAVE ALL BEEN PRE- DEFINED BY THE POWER USER WHO CREATED EACH INQUIRY. Page 20 of 93

21 Filter Types Each aspect of data within the JD Edwards system has an associated filter. The filters that are presented vary depending on the inquiry. Power users set up the filters for Console users and define which level of control should be available within these filters. This guide will not attempt to describe every possible filter within Insight, as there are over 2,200! However, it is important to explain ALL the different filter types that are available within the system and how to use them. Standard Edit Filter The most common type filter is the Standard Edit Filter. This is shown in Figure 4-5: Figure 4-5: Standard Edit Filter This type of filter allows you to make selections by typing selections directly into the filter, or by using the associated Visual Assist dialog to make selections. Drop Down Filter One of the most common type filters for Console users is the Drop Down Filter. This type of filter allows you to make one selection from a pre-defined value list. The ALL option may also be available. Date Filters The Date Filter, shown in Figure 4-6, allows you to select a range of dates using from the From and To filter controls. Figure 4-6: Date Filter Date filters are quite different from the standard edit filters. For most templates, when a date filter is shown, a wildcard (*) is displayed in both the From and To fields. This means that all the dates within the system are selected. To change either the From or To date, click into one of the date fields. This will have the effect of displaying today s date in both fields. This is shown in Figure 4-7. Page 21 of 93

22 Figure 4-7: Defaulting to today s Date A button with an asterisk (*) will also appear on the right-hand side of the To date filter. Clicking on this button will remove the dates and the wildcard asterisk is placed back in the From and To date filters. Dates can be edited directly within the filter or selected from the drop down calendar that appears when you click on the down arrow of the filter. This drop down dialog is shown in Figure 4-8: Figure 4-8: The Calendar The control allows more configurability by double-clicking on the month or the year. Both will display new controls (Figure 4-9). Figure 4-9: Double-Click on the Month to Activate the Drop down Control Page 22 of 93

23 Combined Date Filter The Combined Date Filter is an enhanced date control that is only found on certain transaction inquiries in the General Ledger, Fixed Assets, Job Cost and Advanced Cost Accounting modules. It has different properties than the previously mentioned Date filters, in that it allows the base criteria to be changed. This filter is shown in Figure 4-10: Figure 4-10: Combined Date Filter The filter provides the same From and To selections as the standard date filter, but a further drop down list of date types is shown on the left-hand side. Changing to Period modifies the filter controls to select Period numbers and years, rather than specific dates. This is shown in Figure 4-11: Figure 4-11: Combined Date Filter using Periods This filter can also be used to select weeks. The Weekly mode operates in the same manner as the Period mode. This is shown in Figure Figure 4-12: Filter Set to Week Settings Period Filter The term Date Filter is used to describe the numeric date items that appear as columns in the result set. For example, in the Balances inquiry of the General Ledger module, the Period filter contains all the date values, since this is how JD Edwards stores the data. There is only one Date Filter per inquiry screen, and it is presented as a Standard Edit Filter. However, instead of selecting items that describe the result set (labels) i.e. Business Unit Central Branch, you can select the date values which hold the numerical information, e.g. Period 6. This is shown in Figure 4-13: Figure 4-13: Date Filter When working with Accounts Payable, Accounts Receivable, Homebuilder or Tax modules there is no Period time series. Instead the Date Filter is represented as a Values filter. The Values filter presents a disparate set of numerical data values. In Accounts Receivable, examples would include the Gross Amount, Open Amount and Payment Amount. Page 23 of 93

24 Group Filters Group Filters are a special type of Standard Edit Filter and share many common features, such as the option to type directly into the filter and use a Visual Assist. The unique aspect of a Group Filter is its ability to work with multiple sets of related items. Group Filters are used to group category codes together or alternatively Subledgers across different Subledger Types). Figure 4-14: Group Filter Figure 4-14 shows how you are able to make multiple selections from Business Unit Category Code 1 and combine them with other selections from Business Unit Category Code 2. The use of this type of filter is discussed in more detail later in this chapter. Hierarchy Filters The Hierarchy Filter allows you to select and apply selection criteria to any hierarchies that have been created. Hierarchies are discussed in more detail within the User Guide. Figure 4-15 provides an example of a Hierarchy Filter: Figure 4-15: Hierarchy Filter The filter essentially contains two components the drop down list on the lefthand side, from which you can select the hierarchy to use, and the edit filter on the right which allows you to select the level of the hierarchy you wish to show. Page 24 of 93

25 Working with Edit Filters There are different types of edit filters the Standard Edit Filter, the Group Filter, the Period Filter and the Hierarchy Filter. While these filters have their own unique characteristics, they also have common functionality in how they are used to select criteria. There are two ways a filter can be used to define selection criteria in an inquiry - manual entry or assist selection using Visual Assists. Manual Entry The manual entry process involves typing the desired selection directly into the filter using the following process. Click within the filter and Type in the value. Using the left mouse button, click out of the filter (or alternatively press Tab on the keyboard), which validates the value that has been entered. Leaving a filter selection set to an asterisk (*) forces the application to return all selections for that filter. If the value is not a valid selection, it will be highlighted with a red background to show that an error has been made. In these circumstances, click back into the filter and modify the selection. Clicking out of the filter will re-validate the selection. Figure 4-16 and Figure 4-17 illustrate a valid and invalid selection based on the Object Account filter: Figure 4-16: A Valid Object Account Selection Figure 4-17: An Invalid Object Account Selection Each filter is primed to accept different values and syntaxes, depending upon the dimension being selected. For example, whereas the Ledger Type filter will accept a combination of numbers, letters and symbols, the Year filter will only accept numeric values. Multiple selections can be made using the same technique as long as values are separated by a comma (,) character. Figure 4-18 illustrates how Object Accounts 5010 and 5020 have been selected for inclusion in the inquiry result set: Figure 4-18: Multiple Object Account Selections When multiple values are entered into a particular filter, the background color of the filter is changed to green. This is for visual purposes only and does not change the functionality of the application. When making multiple selections, the application validates each selection to ensure that it is acceptable. If any of the selections are invalid, the whole filter is shown in red. This means that one, more than one, or all of the selections are invalid. This can be determined by moving the mouse cursor over the filter. When this is done, a help message will appear to explain which of the entries are invalid. This is shown in Figure 4-19: Page 25 of 93

26 Figure 4-19: An Invalid Selection Based on Multiple Selections NB THE APPLICATION VALIDATES MANUAL FILTER ENTRIES BASED ON THE MODEL BUSINESS UNIT(S) DEFINED DURING THE APPLICATION CONFIGURATION PROCESS. THEREFORE IT IS POSSIBLE THAT THE USER MAY ENTER WHAT THEY CONSIDER TO BE A VALID ENTRY, ONLY FOR IT TO BE REJECTED AS BEING INVALID. IN SUCH CASES IT IS HIGHLY PROBABLE THAT THE ENTRY HAS NOT BEEN INCLUDED WITHIN THE MODEL BUSINESS UNIT. THIS SCENARIO CAN BE AVOIDED THROUGH THE USE OF QUERY ASSISTS OR ACCOUNT RANGES. BOTH OF THESE TOPICS ARE COVERED FURTHER IN THE INSIGHT USER GUIDE. Attempting to run an inquiry based on invalid selection criteria will cause the system to display an error message such as the one shown in Figure The message will identify the selections that need changing: Figure 4-20: An Invalid Selection Message Page 26 of 93

27 Visual Assist Selection An alternative method to making manual filter selections is to use the Query Assist selection screens. Query Assists are there to make defining filter selections easier. They are available for each filter within the application. To activate the Assist, click on a filter and a flashlight icon will appear to the right-hand side of the filter. Clicking on the icon will present the Assist for that particular filter. Figure 4-21 shows the Assist search screen for the Object Account filter: Figure 4-21: Assist for the Object Account Filter The text at the top of the Query Assist details the filter currently being worked with. The Query Assist dialog is split vertically into two halves. The left panel displays a list of available selections. The right panel displays the list of current selections. Page 27 of 93

28 Query Assist Toolbar At the top of the Assist screen, a toolbar provides a range of useful functions, as shown in Table 4-1: Icon Function Description Find Locates and displays all items matching the current search criteria, ready for selection. Clear Clears the list of current and available selections. Export to Excel Outputs the results of the Query Assist dialog to Microsoft Excel. Print Outputs the results of the Query Assist dialog to PDF format. Sequence Sequence and group the list of available selections. Show Tree Displays all available items in a tree layout. Split Organizes individual items such as category codes and periods available for selection onto separate tabs. (This feature is only available on the data and group filters) Table 4-1: Visual Assist Toolbar Controls Page 28 of 93

29 Other Query Assist Controls In addition to the toolbar functions, there are a series of other controls to help with the selection process, as shown in Table 4-2 below: Icon Function Description Add Selection Adds the selected available items to the current selections panel. Remove Selection Removes the selected current items from the current selections panel. Add All Selections Adds all the available items, regardless of whether or not they are selected, to the current selections panel. Remove All Selections Removes all the current items, regardless of whether or not they are selected, from the current selections panel. Move Selection Up Move Selection Down Move Selection to Top Move Selection to Bottom Moves the currently selected item up one position in the list of currently selected items. This affects the order of the columns being displayed. Moves the currently selected item down one position in the list of currently selected items. This affects the order of the columns being displayed. Moves the currently selected item to the top of the list of currently selected items. This affects the order of the columns being displayed. Moves the currently selected item to the bottom of the list of currently selected items. This affects the order of the columns being displayed. Table 4-2: Other Visual Assist Controls Page 29 of 93

30 Defining Search Criteria When the dialog first appears, the available selections panel is usually empty. This is because it is necessary to define the search criteria used to retrieve the list of items from which you can subsequently select. This list is defined by using the Query By Example (QBE) filters at the top of the panel as shown in Figure Figure 4-22: Filtered Selections by Available Object Accounts In this example, the Object Account Query Assist is shown, illustrating a number of different filtering mechanisms. They are: Exact Matching: For example, to search for Object Account 5010, enter this into the Object Account QBE. All accounts matching this value will be displayed. This type of filtering mechanism is used to select the level of detail in Figure Partial Wildcard Matching: This is where some text is used to identify selections, giving a partial match either at the beginning or end. For example, in Figure 4-22, the asterisk character (*) is used to search for Object Accounts which start with 51, e.g. 5110, 5150, etc. Had the asterisk appeared prior to the value 51 (i.e. *51), then Object Accounts such as 1151, 1351, 2551 etc would be returned using this criteria. Full Wildcard Matching: This is where some text is used to identify selections giving a partial match anywhere in the list of possible selections. For example, in Figure 4-22 the asterisk character (*) is used at the beginning and end of the character string to filter on Alternate Object Descriptions. Therefore, the selection *Sales* would return Store Sales and Wholesale Sales as possible selections. Filtering based on exact matching is the quickest filtering mechanism. Full wildcard matching is the slowest. Therefore, it is recommended that you use the most appropriate matching mechanism for your desired search. Page 30 of 93

31 As with the example in Figure 4-22, filters can be combined together and a combination of different filtering mechanisms can be used. It is also possible to enter multiple filter criteria within a single QBE filter. For example, to search for items with either Banks or Sales in the object account description, the QBE would be as shown in Figure 4-23: Figure 4-23: Multiple Filter Criteria within the Object Account Description QBE To enter a filter, double click in the white space above the relevant column and type in the search criteria. When all of the appropriate QBE filter criteria have been defined, press the Find icon on the toolbar. This will search for all items that match the criteria. Any results returned are shown within the available selections panel. The number of items returned is shown on the status bar at the bottom of the dialog. If no QBE filter criteria are defined and you press the Find button, all of the available items will be returned unfiltered. Depending upon the filter in question, a warning message may appear on any unfiltered selections. This is shown below. These messages can be switched off by clicking the Don t show again checkbox on the warning message as shown in Figure Figure 4-24: Filter Warning Message These warning messages appear on filters with potentially large result sets. However, they can be turned on and off in the Warnings dialog. The Warnings dialog is covered within the Insight User Guide. NB WHEN WORKING WITH THE OBJECT ACCOUNT AND SUBSIDIARY FILTERS, THE MODEL BUSINESS UNIT (SET DURING THE CONFIGURATION PROCESS) IS USED IN THE QBE BUSINESS UNIT COLUMN. THIS CAN BE CHANGED BY DOUBLE-CLICKING IN THE RELEVANT QBE FILTER AND TYPING NEW SEARCH CRITERIA. Each Query Assist has its own unique column filters and will display different columns of information from which selections can be made. It is therefore essential that the correct filter is selected before clicking on the assist icon. Page 31 of 93

32 Making Selections Once the list of available selections has been created, you must choose the items to be included in the filter, which will form the basis for the inquiry. Single Selections To make just one selection from the list of available items, highlight the item to include by clicking using the left mouse button and either double-clicking clicking on the Add Selection arrow button to include the item in the list of current selections. Figure 4-25 illustrates the addition of the Object Account Store Sales in the current list of selections: Figure 4-25: Single Selection on Object Account Page 32 of 93

33 Multiple Selections To select a range of items, click on the first item in the range and hold down the SHIFT key and then select the last item required. Alternatively, click and hold the button down while moving the mouse down the list. Release the button when all of the required items are selected. This is shown in Figure Figure 4-26: Multiple Selections over a Continuous Range Page 33 of 93

34 It is also possible to select a non-contiguous range of items by holding down the CONTROL (CTRL) key and clicking on all the individual desired items. This is shown in Figure 4-27: Figure 4-27: Multiple Selections over a Non-Continuous Range Once the selections have been made, click on the Add Selection arrow button to include the items in the filter. All the available selections can be added to the current selections panel by clicking on the Add All Selections arrow button. Removing Selections Removing selections uses the same principles, but in reverse. Doubleclicking on an item in the current selections panel immediately removes the item. Alternatively, highlighting an item with the mouse and clicking on the Remove Selection arrow button achieves the same result. Multiple selections can be removed by highlighting the items in the current selections panel and clicking on the same Remove Selection arrow button. Finally, all current selections can be removed by clicking on the Remove All Selections arrow button. Page 34 of 93

35 Moving Selections Selections organized into columns within the inquiry result set can also be ordered within the assist dialog using the move buttons. By default, these move buttons are available within the Period, Year and Ledger Type Query Assists. For those filters that meet these criteria, the order of the items within the current selections panel becomes significant. The topmost item appears first in the inquiry result set, followed by the second item, and so forth. This order can be changed by using the move buttons at the bottom of the assist dialog. To move a selection, firstly highlight it by selecting it and clicking on the Move Selection Up button or the Move Selection Down button to move the highlighted selection up or down one place at a time. The other two buttons move the highlighted selection directly to the top or bottom of the list. Figure 4-28 shows the after effect of moving items within the current selections: Figure 4-28: Moving Selections Confirming Selections When all of the required selections have been made and put in the correct order, they can be set in the filter by clicking on the OK button. To avoid making new selections, the Cancel button can be clicked at any time. Page 35 of 93

36 Other Assist Functions The other assist functions available are: Clear The Clear button clears down both the current list of selections shown on the right panel and the available selections on the left panel. The clear function also removes the QBE filter settings and restores them back to their defaults. Export to Excel Print to PDF Sequence The Export to Excel option exports the list of available selections to Microsoft Excel. The Print to PDF option outputs the list of available selections to a PDF file. Sequence orders the list of available selections by sorting based on a single column or a range of columns. Clicking on the Sequence icon on the toolbar produces a dialog, as shown in Figure 4-29: Figure 4-29: Modified Sequence Order for the Object Account Assist Dialog Page 36 of 93

37 Show Tree The Show Tree function allows a user to view Query Assist data in a hierarchical structure. This is often useful when there are several tabs associated with the data, such as with group or data filters. By default, when searching within a group filter such as a category code, you have to switch between different tabs as shown in Figure Figure 4-30: Standard Business Unit Category Code Query Assist By enabling the Show Tree function, the data is displayed in a hierarchical structure (Figure 4-31). Figure 4-31: Show Tree Enabled on Business Unit Category Code Query Assist Page 37 of 93

38 Split by Column The Split by Column function makes it possible to order the list of available selections into logical groups rather than just displaying them as a long list of entries within the assist screen. This feature is only available for certain filters, such as group or data filters. By default, the Split by Column functionality is enabled which results in each group being placed on its own tab. For example, 30 Business Unit Category Codes will be placed on 30 separate tabs. The split option, once disabled, will put the selections on the All tab. Click on the Split by Column icon To Enable or Disable the functionality. When enabling the Split by Column functionality, you will be presented with the dialog shown in Figure Figure 4-32: Column Splitting If you select Group Code, the tabs will be identified by the code. If you select Group, the tabs will be identified by the description of the group. Figure 4-33 shows the Group Code option selected. Figure 4-33: Business Unit Category Codes Split into 30 Groups Page 38 of 93

39 Existing Selections The Query Assists can be used to make selections again and again. On subsequent visits to the assist dialog, your previous selections are shown in the current selections panel. Additional items can be added using the techniques described above, or alternatively, before new selections are made, the current selections can be cleared down using the Clear button. Filter Functions In addition to the basic selection criteria provided by a filter, each filter offers a series of additional, more sophisticated, filtering functions. These are activated in three different ways: Typing a special character into the filter Clicking on a filter button Selecting a filter menu item When viewing the templates in Insight, you will notice that many of the filters contain an asterisk (*). This signifies that no filtering criteria have been applied to the filter and that all items will be retrieved for that aspect of the data. Table 4-3 illustrates the other filter functions: Filter Feature Symbol All * Greater than range Less than range Between Range > A < Z Wildcard (partial search) A* Equals = and not equals!= Multiple selections, AND / OR criteria A : Z Filter button Menu item Single category selection Menu item Table 4-3: Filter Functions NB NOT ALL FILTER FUNCTIONS ARE AVAILABLE ON ALL OF THE FILTERS. Page 39 of 93

40 Working with Ranges Filters such as Object Account and Business Unit are able to work with ranges. This feature is only available for manual entry within the filter itself, rather than with the Query Assist. However, when using the Query Assist, any ranges that have been manually set are shown. Ranges can be handled in one of three ways (Table 4-4): Syntax Example Description x:y (Between) 1000:2000 >x (Greater than) >2000 <x (Less than) <2000 Selects Object Account codes from 1000 to 2000 Selects Object Account codes greater than 2000 Selects Object Account codes less than 2000 Table 4-4: Ranges Furthermore, it is possible to combine multiple between clauses with the same filter selection, as well as a between clause with other single selections. This is done by using the comma (,) separator, as shown below. Figure 4-34 shows all accounts between 5000 and 6000, as well as 7001: Figure 4-34: Multiple Selections Page 40 of 93

41 Range Logic Comparing Between ranges with Greater than and Less than ranges does not necessarily produce the same results. For example, a range selection of 1000:2000 is not the same as a selection >1000, <2000 (Greater Than 1000, Less Than 2000). Table 4-5 illustrates the range logic differences: Values Range 1000:2000 Greater Than 1000 Less Than 2000 Greater Than 1000 OR Less Than Table 4-5: Range Logic The first column indicates the range of values available in a notional Object Account structure. The second column indicates the behavior of the example range filter 1000:2000. As is shown, the values selected for a result would be those which fall between (and include) the lower and upper values for the range. The third column depicts the behavior of the example >1000 and, as expected, the result would be those values which are greater than the value indicated. The fourth column depicts the behavior of an example filter <2000. Again, as expected, the values returned are those which are less than the value used for the filter. The final column is an example of what happens when Greater Than and Less Than filters are combined. The result includes every member in our example account structure. The reason why the full dimension is returned is that the comma separator in a multiple selection can be considered as an OR. For example, if a user asks for Item (A), Item (B) then they expect to see a result that includes the first member requested OR the second. What the last example asks for is greater Than 1000 OR less than This Page 41 of 93

42 Wildcards condition includes every member in the dimension since they are all higher than one value or less than the other. It is also possible to perform wildcard filtering on the Object Account and Business Unit filters. There are a number of wildcard searches that can be done which combine the use of the asterisk (*) together with part of the filter selection. Partial Wildcard Matching: Here, a piece of text is used to partially identify selections that match either at the beginning or the end. For example, the asterisk character (*) is used to search for object accounts that start with 51, i.e. if using 51*, Object Accounts such as 5110 and 5150 would be returned. Had the asterisk appeared prior to the value 51, i.e. *51, then using this criteria, Object Accounts such as 1151, 1351, 2551, etc. would be returned. Full Wildcard Matching: Here, a piece of text is used to partially identify selections that match anywhere in the list of possible selections. For example, the asterisk character (*) could be used at the beginning and end of the character string to filter on Object Accounts using the character 5. Therefore the selection *5* would return Object Accounts such as 5010, 1350 and Equal To / Not Equal To The equal to / not equal to toggle button is used as a modifier to include or exclude the items selected within the filter. By default, this switch is set to automatically search for results that match the criteria in the filter. Therefore the result set matches or is equal to the filter selection, as shown in Figure 4-35: Figure 4-35: Equal to Filter Selection To change this default behavior to the opposite effect, click on the Equal to (=) icon, changing it to a Not equal to (!=) icon, as shown in Figure Clicking this icon again returns the icon back to an Equal to status. Figure 4-36: Not Equal to Filter Selection The Not equal to option cannot be used when using an asterisk (*) (all selections) as this would mean exclude all and would mean that no results are ever returned. Page 42 of 93

43 Descriptions/ What s This? Right-clicking on each edit filter will cause a pop-up menu to appear. This menu varies from one filter to another, but most should contain Show Descriptions and a What s This? options. The Show Descriptions option will modify the associated description settings for the filter. The Whats This? option will display the associated Caption, File Name and Field Name information. For more information on this functionality, please refer to the Insight User Guide. Working with Group Filters In addition to the functionality of the standard edit filter, group filters provide an additional level of features. Group filters are mostly used to group category codes together, but they can also be used for Subledgers. To show an example of the additional functionality of the group filter, we will use a Category Code as our example. When a Category Code is selected from a Query Assist, the Category Code is displayed together with the Category Code group. The group is shown in square brackets, with parentheses encasing the entire selection. Figure 4-37 shows an example of a Category Code called 100, which belongs to Category Code group 1: Figure 4-37: Standard Category Code Selection If multiple Category Codes within the same Category Code group are selected, the Category Code group number precedes the first item and a comma separates each subsequent item. Figure 4-38 illustrates this: Figure 4-38: Multiple Category Code Selections Finally, if multiple Category Codes are selected across groups, then the category code group number precedes the first item of each category code. This is illustrated in Figure 4-39: Figure 4-39: Multiple Category Code Group Selections Page 43 of 93

44 Working with a Single Category Code Group As an alternative, to avoid the use of this standard syntax, it is possible to set a default Category Code group. To do this, right-click on the Category Code field and select Category, followed by the Category Code required as the default. Figure 4-40 illustrates how Category Code Group 3 is selected: Figure 4-40: Setting a Default Category Code Group To select more than one group, repeat the process, selecting each group required. To return to the standard method of selection, right-click again and select Category, followed by the All Categories option. AND/OR Criteria When working with multiple Category Code groups, it is possible to provide more precise filtering based on combinations of the groups selected using AND/OR functionality. Using a simple example of two Category Code selections - one from Category Code Group 1 and one from Category Code Group 2 - it is possible to specify whether or not the inquiry should match on the combination of both items selected, i.e. the Category Code group 1 selection and the Category Code group 2 selection. This is likely to produce relatively few results because all of the criteria need to be met for an item to feature in the result set. Alternatively, it is possible to specify whether the software should match either of the items in each group, i.e. match the Category Code Group 1 selections or the Category Code Group 2 selections. This normally produces a larger number of results than the and function, as the inquiry results only need to match one of the two selections. Page 44 of 93

45 In Table 4-6, you can see which items would be selected when filtering on the Marketing Division in Category Code Group 1 and the North American Region in Category Code Group 2: Division Region AND OR Marketing Europe N Y Marketing North America Y Y Marketing Australia N Y Sales Europe N N Sales North America N Y Sales Australia N N Table 4-6: Using AND/OR Criteria The AND/OR logic can be changed by right-clicking on the Category Code filter and selecting the appropriate option shown in Figure By default, Category Codes are set to use the AND criteria: Figure 4-41: Setting the AND/OR Option There is one further option that appears on the pop-up menu when using a group filter, which is the Display Padding Characters option. This option enables the display of any leading spaces or zeros from the code. This is purely for presentational purposes and has no effect on the result set. NB ONLY THE CODES AND ATTRIBUTES THAT HAVE BEEN CHOSEN FOR INCLUSION WHEN CONFIGURING THE APPLICATION ARE AVAILABLE FOR SELECTION. PLEASE REFER TO THE ADMINISTRATION GUIDE AND INSIGHT USER GUIDE FOR MORE DETAILS. Page 45 of 93

46 Attributes Attributes are facets of information that further describe a particular entity within JD Edwards. Attributes exist throughout the JD Edwards software. Insight software leverages many of the common attributes for inquiry and reporting purposes; they are available in many of the default inquiry templates. These attributes can be further extended by Configurators/Super Users to include virtually any field that exists in the master files and which link to the inquiry screens. This is discussed further in the Configurator Guide. Many attributes, like Category Codes, are grouped together and are available by right-clicking on the group filter, selecting Attribute and then selecting the particular attribute required. Figure 4-42 provides an illustration of the attributes available in the Business Unit Category Code filter within the General Ledger module: Figure 4-42: Business Unit Attributes Attributes can also be selected within the Query Assist. Like Category Codes, each attribute appears on its own tab within the Query Assist and you can select the required values from the list. Page 46 of 93

47 Filter Selections The Filter Selection dialog allows you to quickly see a summary of each populated filter within an inquiry/report (see Figure 4-43) Figure 4-43: Filter Selections Dialog The secondary tab QBE Selections (Figure 4-44) displays any selections pre-defined by the power user via the query by example line. Figure 4-44: QBE Selections Tab of Filter Selections Page 47 of 93

48 Bringing it All Together This chapter has introduced the concept of filters within an inquiry. Although inquiries that are available within the Console application usually include all the filter selections needed, there are some occasions where the Console users have to make the inquiry selections themselves. Therefore, this chapter provided all the necessary information on how to use the filters. There are many different types of filters, including the standard edit filter, the drop down filter, the date filter, the combined date filter, the group filter and the hierarchy filter. Each filter offers varying degrees of functionality in order to provide the most flexible method for defining an inquiry. When all of the filters available have been set, the criteria for an inquiry are complete and you are ready to run an inquiry. Page 48 of 93

49 The Result Set When all of the filters have been defined, clicking on the Run button executes the query and an inquiry result set is returned. The result set is shown in the panel in the bottom half of the inquiry template. Figure 5-1 illustrates the results of a Manufacturing inquiry: Figure 5-1: Example Inquiry Result Set Page 49 of 93

50 Closing Inquiries Inquiries are closed by clicking on the IS Button and selecting Close as shown in Figure 5-2. Alternatively, you can also select Close from within the Home Ribbon Tab. Figure 5-2: IS Button Close Inquiry Option This closes the active inquiry within the active module. It also closes inquiries currently in memory; their definitions, which are stored in the inquiry Repository, are unaffected. Before an inquiry is closed, you will be prompted to confirm whether you are sure that this is what you wish to do (Figure 5-3). Figure 5-3: Close Inquiry Prompt Dialog Page 50 of 93

51 Favorites The Favorites system is very similar to the concept of favorites within products such as Microsoft Internet Explorer. Favorites allow you to group commonly used reports into easy to remember groupings, quite independently of where they are actually stored within the Repository. The idea is that those commonly used reports are always at your fingertips and are stored within a well-structured Repository. The Favorites menu is included within the Home Ribbon Tab. If you click on Favorites, a drop down will be displayed, similar to that in Figure 5-4 depending on currently licensed modules. Figure 5-4: The Favorites Menu Page 51 of 93

52 Selecting Add to Favorites displays the dialog shown in Figure 5-5: Figure 5-5: Add Favorite Dialog The Favorites area comes with a sub-folder for each module already defined. If necessary, you can also create your own additional Favorite folder through the Create New Folder icon. To add your inquiry, select the folder where you wish to store the favorite, type the name by which it will be known (this does not have to be the same as the name under which it is stored in the Repository) and click on OK to create it. The new item will now be found in the Favorites menu, as shown in Figure 5-6: Figure 5-6: A New Favorite Added to the Drop Down Menu Page 52 of 93

53 The Organize Favorites dialog (Figure 5-7) is also useful as a cut down version of the Favorites functionality. It allows you to create a New Folder for your favorites, Rename, Move and Delete. Figure 5-7: Organize Favorites Dialog Page 53 of 93

54 Report Packs A reporting pack is a group of inquiries (from one or more modules). Once opened, a reporting pack will have a multi-colored icon in Insight and will be displayed as a separate tab as shown in Figure 5-8. Figure 5-8: Management Pack opened within the Console Opening a Reporting Pack will load all of the reports and inquiries within the pack and run the first one. All the inquiries included in the pack will be displayed one next to the other in separate inquiry sheets as shown in Figure 5-9. Figure 5-9: Inquiries included within the Report Pack Page 54 of 93

55 In their simplest form, inquiry worksheets act as single, independent entities, which are used in isolation of each other. However, in certain instances it may be relevant to integrate a series of inquiries together to provide a coherent business picture. Follow Links The Follow links option allows you to navigate from one inquiry to another. By right-clicking on the result set, we have all the Linked Inquiry options as shown in Figure 6-1 s General Ledger inquiry. These link options have been pre-defined by the power user who created the inquiry. Figure 6-1: Follow Links Functionality Page 55 of 93

56 Figure 6-2 displays the end result set of the Consolidated Business Unit Inquiry. The source Profit and Loss inquiry passed the Object Account value of Sales Product A to this target inquiry. Figure 6-2: Consolidated Business Unit based on Sales Product A Object Account NB LINKS CAN BE CREATED FOR CROSS-MODULE PURPOSES. IT IS POSSIBLE TO DRILL FROM YOUR AP TO POP USING CUSTOM LINKS. LIKEWISE YOU CAN DRILL FROM AR TO SOP ETC. CONTACT THE POWER USER WHO CREATED THE INQUIRY TO REQUEST MORE LINKS IF NEEDED. Console Drill Link At any one time, one of the links acts as a default. This is illustrated with a check mark next to the link name. As shown in Figure 6-3, the default is the View Item Ledger inquiry. This can be changed at any time by selecting an alternative link from the drop down list bellow. Figure 6-3: Default Drill Links The default governs what happens if a user double-clicks on a row within the result set. In addition to this checkmark is a status bar shown below the result set. Next to the Elapsed time (with database time in parenthesis) is Double click for link, which reveals what the default link would be if a user were to double click on a value. A condensed version of this row is shown in Figure 6-4. Page 56 of 93

57 Figure 6-4: Status Bar below Result Set Page 57 of 93

58 What s This? If filters have been renamed and you are unsure as to what an individual filter actually controls, you can see the field name and file name by right-clicking on the filter or on the Column Header and then selecting What s This?, as shown in Figure 6-5. Figure 6-5: What's This? on Filters The Information dialog shows that Cost Centre has been renamed from the original JD Edwards Caption Business Unit. The Information dialog also specifies the File Name and the Field Name (Figure 6-6): Figure 6-6: The Information From What's This? Page 58 of 93

59 Export to Excel/PDF Insight allows for result sets to be exported into an Excel compatible file or a PDF format. Exporting to a PDF format (known as printing) provides a static file for later analysis. Both commands are available within the Home Ribbon tab, or alternatively found within the IS Button, as shown in Figure 7-1: Figure 7-1: Highlighted Print/Export Functions on the IS Button Page 59 of 93

60 In addition to this, the contents of a Query Assist can also be exported as shown in Figure 7-2. Figure 7-2: Highlighted Excel/Print Icons Generic Export Messages Export Size Warning When exporting to Excel/PDF for the first time, the Print Warning dialog shown in Figure 7-3 will be displayed, notifying you that the result set may take some time to print. This is to help avoid printing out large result sets by mistake. If you do not wish to keep being presented with this dialog, you can turn it off for subsequent printing by clicking the Don t show again tick box. See Figure 7-3 below. Figure 7-3: Print Warning Dialog Page 60 of 93

61 Exporting Report Pack/Multiple Open Inquiries When exporting a report pack containing several inquiries, or when there are multiple open inquiries, the Print Type (for printing) or Export Type (for Excel export) dialog will be displayed. This is so that it is possible for the user to choose whether to export all the inquiries or just the currently selected one. Figure 7-4: Print Type Dialog The three options are: o Current Inquiry as document: This will export only the current inquiry o o All inquiries into single document: This will export all the inquiries within the report pack or alternatively all the open inquiries into one export document All inquiries as individual documents: This will export all the inquiries within the report pack or alternatively all the open inquiries into an individual document. Once completed, the dialog shown in Figure 7-5 will be displayed. Figure 7-5: Completed Export Message NB THE EXPORT/PRINT TYPE DIALOG WILL ONLY APPEAR FOR THE FIRST TIME WHEN PRINTING FROM THE RIBBON (AS YOUR SETTING IS REMEMBERED FOR THE SESSION). TO SEE THIS DIALOG AGAIN, YOU WILL NEED TO EXPORT TO PRINT/EXCEL VIA THE IS BUTTON. Page 61 of 93

62 Excel Options The Export to Excel feature contains functionality designed to enhance the look and feel of your export. Examples of this functionality includes the ability to write protect your workbook with a user-defined password direct from Insight, automatically give your worksheet a user-defined name, and include a summary sheet containing useful information about the exported report. These new features are available within the new Excel Options dialog. Excel Options can either be accessed within the IS Button, via the Excel section as shown in Figure 7-6, or in the Home Ribbon Tab in the Output section. Figure 7-6: IS Button Excel Excel Options Page 62 of 93

63 Upon selecting Excel Options, you will be presented with the dialog shown in Figure 7-7. Auditing Benefits Figure 7-7: Excel Options General Tab The following section associated with Insight s Excel Options (in particular Workbook Protection and Cover Sheet functionality) is critical for maintaining compliance with Sarbanes-Oxley (also known as the Public Company Accounting Reform and Investor Protection Act of 2002). The Workbook password functionality prevents the modification of the workbook, thus providing a secure document. The Cover Sheet functionality contains all of the underlying characteristics of the inquiry such as filter selections, calculations and currency restatements. This ensures that the Excel report maintains complete transparency in terms of the data disclosed when being reviewed by an external auditor. Page 63 of 93

64 General Tab: Overwrite Workbook The Overwrite Workbook section comes with two options that control the functionality in how Insight will handle the export of an Inquiry with the same name as a previous export. Replace Book is the simpler function, in that if an Excel file with the same name is present, it will overwrite the file. Replace Sheet enables the dialog shown in Figure 7-8 that will be displayed when an excel file already exists. Figure 7-8: The Target Workbook Already Exists Message If you select Yes, the entire Excel document will be overwritten. If you select No, Insight will attempt to insert/merge a worksheet into the document. This will be dependent on the names of the sheets within the excel document. If there is an existing worksheet with the same name it will be overwritten/merged (all other sheets will not be affected). If there is no existing worksheet with the same name a new sheet will be inserted. General Tab: Worksheet Name The Worksheet Name section of the dialog, as shown in Figure 7-9, controls the functionality surrounding the name of the Worksheet within the exported excel file. Figure 7-9: Worksheet Name Section of the Dialog There are three main options available: Inquiry Name will use the Inquiry Name as the worksheet name User Defined allows any value entered in the field to be used as the worksheet name Excel Default will use the Excel standard new worksheet name (for most instances this should be Sheet1) In addition to these, you also have two tick boxes which will add a prefix to the worksheet name: Add Time will prefix a 24 hour time such as Add Date will prefix a text based date such as 19 Nov 2008 If for example you specified Excel Default with Add Time and Add Date, you would get Nov 2008 Sheet 1. Page 64 of 93

65 Options Tab This tab of the Excel Options defines specific file details (Figure 7-10): Figure 7-10: Options Tab Export Location allows a user to specify where the excel file will be generated. Workbook Protection provides functionality to password protect your workbook. You need to check the box next to Enable Workbook protection, enter a Password, and then repeat again within the Confirm Password field. Depending on your version of Excel, you will receive a similar message to Figure 7-11 or Figure 7-12 when trying to edit your Excel file. Figure 7-11: Standard Excel 2007 Message Figure 7-12: Standard Excel 2003 Message By following the instructions included in this message box, you will be able to enter the previously specified password and edit the excel file. Page 65 of 93

66 Cover Sheet Tab The default selection in this screen is to not include a Cover Sheet, as shown in Figure 7-13: Figure 7-13: Default Disabled Cover Sheet Tab Checking the box next to Include Cover Sheet will include the selections on the Cover Sheet. By default, certain selections are already enabled as shown Figure Figure 7-14: Enabled Cover Sheet Tab Page 66 of 93

67 The individual selections are: o Product Version: displays the version of Insight in which the export was created o o o o o o o o o Report name: includes the report name Report title: includes the report title Location: includes the file location of the inquiry Creator: includes the user name of the inquiry creator User: includes the name of the user producing the Excel file Date/time: includes the current date and time Filter selections: includes the filter selections Calculations: includes the calculations used in the inquiry Restatements: includes the currency restatement values used in the inquiry Page 67 of 93

68 Figure 7-15 shows the effect on the export of enabling all the available selections. Figure 7-15: Export including Summary Page The export now contains a summary page alongside the worksheet containing the actual result set. NB ANY SELECTIONS MADE WITHIN THE WORKBOOK SETUP DIALOG RELATE TO THE PARTICULAR INQUIRY YOU ARE USING. IF YOU OPEN ANOTHER INQUIRY, THE WORKBOOK SETUP SELECTIONS WOULD RETURN TO THE DEFAULT. Page 68 of 93

69 Print Options All of the options associated with Printing are stored within Print Options. Print Options can be accessed either within the IS Button, via the Print section, as in Figure 7-16, or in the Home Ribbon Tab in the Output section. Figure 7-16: IS Button Print Options The Print Options dialog is shown below. Figure 7-17: Print Options General Tab Page 69 of 93

70 Auditing Benefits General Tab Using Insight s Print Options is critical for maintaining compliance with Sarbanes-Oxley (also known as the Public Company Accounting Reform and Investor Protection Act of 2002). The Cover Page tab functionality contains all of the underlying characteristics of the inquiry such as filter selections, calculations and currency restatements. This ensures that the PDF report maintains complete transparency in terms of the data disclosed when being reviewed by an external auditor. The General tab of the Print Options dialog is divided into four sections: Shape o o Page Size: sets the paper size on which the PDF output should be produced Orientation: sets the orientation of the output, either portrait or landscape mode Layout o o Center horizontally: centers the output horizontally on the page Center vertically: centers the output vertically on the page Scaling o o o o Preserve Aspect Ratio: ensures that the report will not be distorted when using the various scaling functions described below. Sometimes it may be necessary to shrink/stretch the image to fit your printing requirements, but this is not normally the case and should be left checked in most cases. None: presents the printed output over as many pages as is necessary (both from a width and height perspective) to contain all the columns and rows within the report Fit to Height: the rows of the inquiry result set will be printed on a single page. Depending upon the number of columns in the result set, the width is adjusted (if the aspect ratio has been set to be maintained) to occupy whatever space it needs to show the completed result set. Fit to Page: the rows and columns of the inquiry result set will be printed on no more than a single page. If the aspect ratio is not maintained, then the result set is scaled to occupy the full width and height of the page. If the aspect ratio is maintained, either the width or height is compromised to eliminate distortion. o Fit to Width: the columns of the inquiry result set will be printed on a single page. Depending upon the number of Page 70 of 93

71 rows in the result set, the height is adjusted (if the aspect ratio has been set to be maintained) to occupy whatever space it needs to show the completed result set. Document Access This section of the dialog provides functionality to password protect your PDF document. Unlike the previous Excel protection, this prevents a user from viewing the file without knowing the password. You need to check the box next to Enable document protection, enter a Password, and then repeat again within the Confirm Password field. Depending on your version of Adobe Acrobat, you will receive a similar message to Figure 7-18 when trying to view your PDF document. Figure 7-18: Adobe Acrobat Password Dialog Page 71 of 93

72 Cover Page Tab The default selection in this screen is to not include a Cover Sheet as shown in Figure Figure 7-19: Default Disabled Cover Page Tab Checking the box next to Include Cover Sheet will include the selections on the Cover Page. By default, certain selections are already enabled as shown in Figure Figure 7-20: Cover Page Defaults Page 72 of 93

73 The individual selections are: o Product Version: displays the version of Insight that created the export o o o o o o o o o o Report name: includes the report name Report title: includes the report title Location: includes the file location of the inquiry Creator: includes the user name of the creator of the inquiry User: includes the name of the user producing the PDF output Date/time: includes the current date and time Filter selections: includes the filter selections Calculations: includes the calculations used in the inquiry Restatements: includes the currency restatement values used in the inquiry Logo: specifies that a logo will be displayed. To customize this icon, click on the associated control. This will open the dialog shown in Figure Specify the File and the Display Dimensions for the new Logo to be displayed. Figure 7-21: Logo Dialog o Page Numbers: Checking this option specifies that page numbers will be displayed on the Cover Page Page 73 of 93

74 Figure 7-22 shows the effect on the export of enabling all the available selections. Figure 7-22: Cover Page Example Page 74 of 93

75 Report Tab The Report Tab of the Print Options is divided up into two sections relating to Template and Page Break Settings, as shown in Figure Figure 7-23: Report Tab of Print Options Page 75 of 93

76 Report Tab: Template The Template section of this dialog shown in Figure 7-24 provides a method of adding Header and Footer information to each page of the PDF output. Figure 7-24: Template Section of Report Tab o o Show title: includes the report title in the header Show logo: places the default Insight logo in the top right-hand corner. This logo can be changed and personalized to include a company logo or other image. o Show privacy message: places the text Private and Confidential in the bottom left-hand corner o o Show date/time: places the current date and time in the bottom left-hand corner Show page numbers: places the page number in the bottom right-hand corner. There is also the option of changing the Show Page Number Output by using the drop down control, which will switch between displaying just the current page number (page i) or alternatively the current page number with the total number of pages (page I of t). Page 76 of 93

77 Report Tab: Page Break The Page Break section of this dialog (Figure 7-25) provides a method of breaking the data displayed into different pages on the export. Figure 7-25: Page Break Section of Report Tab o o Break after Subtotals: sets page breaks by each subtotal set in the inquiry Break by filter selection: sets page breaks by the selections made within the filters. There are two options for this functionality: o o All Combinations: includes in the PDF output all the data returned by the inquiry filter selections. The dialog displays a total of the number of page breaks which the current settings will return. Selected Combinations: allows you to select a subset of the data returned by the inquiry filters. Click on to launch the Member Selections dialog shown in Figure Select a Filter in the left dialog and check the Code you wish to break by in the PDF output. Figure 7-26: Member Selection Dialog o Generate Pages without Data: generates blank pages in the PDF output for selections that return no data Page 77 of 93

78 Page Break Example Insight offers a number of page breaking features that allow you to generate multiple pages of a report from a single inquiry result set. There are two principle ways of achieving this. The first is to select Break after sub-totals, and when this option is selected in the Print Options dialog, the PDF output is paginated after each subtotal in the result set. Figure 7-27 illustrates how an inquiry result set will be divided up when using the break after sub-total setting. Figure 7-27: How Break after Subtotals will paginate a Report Figure 7-28 shows the output: Figure 7-28: Actual Printed Output with Breaking on Subtotals Page 78 of 93

79 The second pagination feature is called Break by Filter Selection. This feature uses the values selected in the filters to produce a page output for each selection. This feature is best illustrated by example. For the example shown in Figure 7-29, the user has opened a Profit and Loss inquiry with four Business Units selected. The inquiry is effectively a consolidation of the four Business Units; 302,303,304,305 aggregated together: Figure 7-29: Aggregated Profit and Loss Report with 3 Business Units By selecting the All Combinations option, for this inquiry there would be 120 breaks, which is one for each of combination of all the filters populated. The All Combinations option is recommended for inquiries that have simpler filter selections. For an inquiry like the one shown above, the Selected Combinations option is recommended as it allows the values from the filters to be specified (hence reducing the number of breaks). In the example shown in Figure 7-30, we are using the Selected Combinations functionality to only select the four values within the Business Unit filter. Figure 7-30: Selected Combinations Member Selection Dialog Page 79 of 93

80 When printed, a profit and loss report is produced for each of the business units and placed on a separate page within a single PDF file. This is shown in Figure Figure 7-31: Example PDF Output Using the Break by Filter Selection Option Page 80 of 93

81 Insight can display report data in graph or chart form. Where applicable, a legend or key is displayed with each chart, allowing you to identify the series by color as shown in Figure 8-1. Figure 8-1: An Example of an Inquiry Incorporating a Chart Displaying a Chart To display a chart in your report, click on the Home Ribbon Tab and select the option from the Show Chart icon in the Chart Options section. The Graphing/Charting feature uses the content of an open inquiry and allows you to view the data using one of a range of possible chart types. Chart configuration (including chart types, colors, titles, gridlines etc) is predefined by the power user who created the inquiry. Charts appear both on screen and in printed output. Insight does not support exporting charts to Excel. You can switch between chart, spreadsheet and mixed modes using the ribbon s Show Chart Control as shown in Figure 8-2: Figure 8-2: Show Chart Control within the Ribbon NB THE SHOW CHART CONTROL ONLY AFFECTS THE DISPLAY OF THE CHART WITHIN INSIGHT. WHEN PRINTING TO PDF, THE GRAPH IS DISPLAYED ON A SEPARATE PAGE. Page 81 of 93

82 The default chart style is a two-dimensional bar chart as shown in Figure 8-3: Figure 8-3: General Ledger Inquiry Including a Two Dimensional Bar Chart The size of your chart is configurable. You can also change the size of the panel in which your chart appears by clicking and dragging the centre bar as shown in Figure 8-4: Figure 8-4: Resize the Chart You can change the placement of the legend by clicking and dragging the center bar. NB SUBTOTALS AND GRAND TOTALS ARE AUTOMATICALLY REMOVED FROM THE DATA PLOTTED IN CHARTS. IF YOU WISH TO CREATE A CHART USING THESE FIGURES, YOU WILL NEED TO REQUEST A SEPARATE REPORT WHICH IS BASED ON AGGREGATED VALUES. Page 82 of 93

83 Every Insight inquiry is based on selections in various filters. These selections relate directly to items from the database. Upon selecting them, the inquiry changes to reflect these new selections. Selectors contain a list of available values which map directly to another item. One of these available values is the current value. Power Users use Selectors to keep report settings from changing when you make changes to filters prior to running a report. This means that column order, sizing, hiding and formatting can stay the same. If you experience any changes in your report s settings when changing certain filters, you will need to contact the Power user who created the inquiry and ask them to provide you with selectors. Choose Selectors By clicking Choose Selectors the Choose Selectors dialog will open. This dialog allows you to choose from the existing selectors (For example you can change your CURRENT period to Financial Reporting Current Period). Figure 9-1: Available Values and Current Value Setting Applied Page 83 of 93

84 The Currency Restatement module provides real time currency conversion of period amounts. This functionality allows multiple companies with different base currencies to be reconciled into one Restatement Exchange Rate. This functionality is available for the following templates: GL Balances/Period Summary JC Balances/Period Summary ACA Balances/Advanced Cost Accounting Working with Restatement Period Values When using the Period filter, you have the option to select not only the JD Edwards defined period values, but also Insight s calculated values for Currency Restatement purposes. These appear on the Restatement tab within the Period Assist dialog as shown in Figure Alternatively the period can be typed directly into the Period filter in the inquiry. Figure 10-1: Period Assist Showing Currency Restatement Periods Page 84 of 93

85 Figure 10-2: Restatement Period 1 Added to Result Set Figure 10-2 shows Restatement Period 1 being added to the inquiry. The Restatement Period values are calculated every time the report is run. The Restatement functionality takes into account the Currency Restatement Rates and associated periods in order to derive the correct exchange rate. The Currency Restatement Rates are imported from the Currency Restatement Rates File (F1113). They take the currency of the company and convert the associated amounts into the Restatement Currency (which initially is defaulted to the Domestic Currency of Company 00000). In the above example, Company 75 has a Domestic Currency of CAD (Canadian Dollars). Company has a domestic currency of USD (United States Dollars). Within the Currency Restatement Rates File (F1113), there are several exchange rate conversions for CAD to USD. The Currency Restatement functionality analyzes the individual object accounts in order to select the correct exchange rate that has an applicable Rate Type for the associated period. These rate types can be similar to a Month End rate, which is applied to Balance Sheet accounts, or a Monthly Average, which is applied to Profit and Loss Accounts. These exchange rates are then applied to the Restatement Period column. Page 85 of 93

86 Analyzing the Underlying Exchange Rates Reconciliation of the derived amounts can be done through the Exchange Rate dialog as shown in Figure This dialog can be accessed through the Restatement Ribbon Tab. Figure 10-3: Currency Exchange Rate Dialog Within the Currency Exchange Rate dialog, we can see the two currencies being used for conversion of the object accounts, the associated date and the two exchange rates. NB IF CONFLICTING EXCHANGE RATE DATA OCCURS, INSIGHT WILL USE THE MOST RECENT VALUE TO MAKE THE CALCULATIONS. Page 86 of 93

87 User Defined Filters (UDFs) allow users to define and save pre-set filter criteria that is specific to their department and/or job for running inquiries. Users can create and save multiple User Defined Filters and then choose a desired User Defined Filter to use prior to running an inquiry. Users can even designate a default User Defined Filter to be used when opening any inquiry that has the same filters available. This functionality will save users time when preparing to run an inquiry since they do not have to populate the filters with their desired values. They can select a defined User Defined Filter that will pre-populate the filters with the necessary values saved for that User Defined Filter. Activate User Defined Filter Functionality In order for a user to have the ability to create User Defined Filters, the capability must first be set in the Administration Tool. Once this Capability is enabled, the associated users will be able to see the User Defined Filters icon that is shown in Figure Figure 11-1: User Defined Filters Ribbon Icon Page 87 of 93

88 Set up User Defined Filters To set up a User Defined Filter, click on the User Defined Filters icon. For Console users this is located within the Home Ribbon tab. The User Defined Filters dialog is shown in Figure Figure 11-2: User Defined Filters Dialog The following functions can be performed within the User Defined Filter: New: Opens a dialog by which you can create a User Defined Filter Set Edit: Opens a dialog by which you edit a User Defined Filter Set Remove: Removes the selected User Defined Filter set Copy: Copies the selected User Defined Filter set Default: Applies the selected User Defined Filter set to any inquiry being loaded Apply UDFs: Applies the selected User Defined Filter set to the current inquiry/template o The Apply to all open inquiries checkbox works in conjunction with the Apply UDFs in that it will apply a UDF set to all open inquiries, including report packs. Page 88 of 93

89 To create a new filter set, click on New and the dialog shown in Figure 11-3 will be displayed. Figure 11-3: Creation of New User Defined Filter Set The following functions can be performed within the Settings for New UDF Set dialog: Filter Set Name: Provides a way of identifying the filter set Add: Opens a dialog by which you can add the values for the User Defined Filter Item Edit: Opens a dialog by which you can edit the values for the User Defined Filter Item Remove: Removes the selected User Defined Filter Item Capture: Automatically creates a set of Items based on the filters that are populated in the current inquiry (Recommended) Page 89 of 93

90 After naming your User Defined Filter Set, click on Add to display the dialog shown in Figure In this example, we are setting a Company filter which includes companies 1, 3 and 4. Figure 11-4: Adding Items to User Defined Filter Set Figure 11-5 shows the result of multiple filters being added to the current User Defined Filter Set: Figure 11-5: Addition of Multiple Filters to User Defined Filter Set Once you have added all necessary filters, click OK to return to the main User Defined Filters dialog. Page 90 of 93

91 To apply the User Defined Filter to your inquiry, select the appropriate filter set, click on Apply UDFs and click OK to return to the main inquiry dialog. Alternatively User Defined Filters can be set through the use of the dropdown next to the User Defined Filters icon within the ribbon. If you have set up a User Defined Filter set, you can select the one you would like to apply to the inquiry. Multiple UDF sets are shown below in Figure 11-6: Figure 11-6: User Defined Filter Sets Available for Use Figure 11-7 displays an inquiry that has User Defined Filters applied: Figure 11-7: User Defined Filter Set Applied to Inquiry Filters NB USER DEFINED FILTERS WILL ONLY OVERRIDE THE FILTERS THAT ARE SPECIFIED IN THE SET. Page 91 of 93

92 Filter Considerations When Adding a User Defined Filter The User Defined Filter functionality will respect the Filter Control added by the power user who created the inquiry. Figure 11-8 below shows a dimension that allows an open filter setting. A normal Query Assist is displayed. Figure 11-8: Open Filter Setting If, however, a Filter Control has been specified for a filter, the dropdown list of values will only include those dimensions that were previously specified. Figure 11-9 displays a Company filter that is restricted to a series of values defined by the drop down filter. Figure 11-9: Specifying Filter Values From a Drop Down List User Defined Filter Sets will only be applied to filters that have visible controls in the main layout for the inquiry. This is important for reporting purposes in order to ensure visibility of the filter values that are being applied. Upon running the inquiry in the console, the user will see the UDF set applied into any of the visible filters in the inquiry as shown in Figure Figure 11-10: Inquiry with UDF Applied For the example shown in Figure 11-10, all other User Defined Filter items that are not associated with Company, Object Account or Ledger are ignored. Page 92 of 93