Data Entry - Reported Values

Limitations

• You can only select the periods, actualities and forms that are unlocked for entering period values in the Define Submission and Period Locking functions.
• You can only enter values for periods that have been initiated.

For more information, see Define Submissions.

The Contents of the Form

The form that is opened for entering period values displays information such as account codes, account names, periods and actualities. The rows/columns can also contain an extended dimension level where you can enter data. The author of the form or users with change rights can change the content, layout, column width and row height of the form. The form content is displayed in the language pre-defined in the personal defaults.

For more information, seeForm Structures.

Compare with Removed Accounts

If you change a form and, for example, remove one or more accounts, you can still compare the form with earlier periods, when the removed accounts were still in the form. The From Others row is displayed and will in this case display the sum of all removed accounts.

Color Coding

Depending on the type of account represented by the value cells, they are shown with different default background colors.

• Summation accounts - grey background.
• Intercompany accounts - turquoise background
• Shareholdings and Investments - green background
• Accounts that can include a comment on the value entered - green background.
• Accounts that do include a comment on the value entered - yellow background.

These are the default colors used by the system, but you can define other colors for each cell, using Excel’s formatting tools. That means your own forms might not look like the one described previously. For more information, see Setting Standard Colors.

Simultaneous Users

Two users can simultaneously enter data for the same company, period and actuality, provided they are not working on the same form or account. If an account appears in more than one form, only the first user has write access to the account. The other user has read access to that account on other forms. One user can simultaneously open several forms for the same period, actuality and company.

If you try to open a form with an actuality, period and company that is already in use by another user, the form is opened in read-only mode. A message is displayed first, with information about which user ID that has opened the form.

Cell Types

The cells you want to enter values or comments for can be accessed in different ways:

• Detail accounts - enter values directly in the cell.
• Integrated accounts - values are entered in a specification. The sum is collected from the specification and automatically displayed in the current form. The value cell is locked for direct data entry. If a specification is linked to the current cell, you can click on the Form link button on the toolbar to open the specification where you enter the details.
• Intercompany balance accounts - values are entered in a secondary window, which is opened by selecting the relevant cell and clicking the Intercompany Balances button on the toolbar. In the window that opens you can add new rows by clicking on the Add New Row button on the toolbar. Specify your intercompany balances by entering the counter company, transaction currency, transaction amount, counter dimension and local amount.

Online Matching

If the Use Online Matching option is enabled, the intercompany balances reported by the counterpart can be displayed and compared, but not updated. Click the Get Counterpart Information button to update the window with the values reported by counter companies. If transaction currency is used, the column Difference will be displayed.

Shareholdings and Investments

For Shareholdings and Investments in Group Companies you open the investment register for accounts that have been defined for investments within the group. Click Shareholdings and Investments to open the Data Entry - Shareholdings and Investments in Group Company window. The total investment is displayed in the form in the investments account.