Define Forms - the Define Tab

Forms are created from a collection of accounts or other dimensions to enable you to enter period values. You can create forms for a range of applications, for example detailed specifications or general forms. When you create new forms, you need to enter some general data, for example:

  • The form’s code and name.
  • The type of form you are creating.
  • Whether or not you want the balance control to be carried out automatically.
  • Whether you want the form to be active.
  • Select the level for extended dimensions 1-4.

All available forms are shown in the pop-up. You are authorized to update the forms you have write access to according to the user rights. However, the administrator may lock some forms for changes. You will need a password to make changes to these forms.

Procedure

  1. On the Maintain menu, click Form Structure/Define. The Form Structure - Define window opens.
  2. The Define tab is displayed. It is used to create, update, delete and copy forms.
  3. To create a new form, click the New button. All fields are cleared for entry.
  4. In the Code text box, enter a form code of maximum four alphanumeric characters (a-z, 0-9,- or _).
  5. In the Name - Group and Name - Local text boxes, enter a description of the form in both group and local languages, maximum 50 alphanumeric characters.
  6. Define the type of form you want to create by selecting one of the option buttons. For information about form types, see Form Types.
  7. Select the relevant form options:
    • Balance Control within Form: Select this if a reconciliation is to be carried out between active/passive for accounts included in the form. This can be useful for a balance sheet, for example. Note that if you have balance control on an account in this form and then change this account in another form, and then re-open the original form again, you will get a warning the next time you try to click Save.
    • Disable Automatic Calculation: If you select this, no automatic calculation will be performed in Company/Data Entry - Reported Values. The purpose is to shorten the time for data entry when working with very large forms. To update formulas manually you use F9. Update will also be performed when saving.
    • Active: Select this if the form is to be available for selection in Company/Data Entry. This does not affect any other part of the system.

    Note that extended dimension levels does not have impact when you are defining a Free Form. It may, however, have impact when using the form in Company/Data Entry - Reported Values. If the extended dimension is defined with a $, which makes it possible for the user to define parameters in run time, the level settings in Form Structure - Define decide which parameters that are available.

  8. Enter the level of each relevant extended dimension (1-4) if the form should be enabled for data entry on extended dimensions.