Enter Reported Values

Complete the following steps to enter reported values.

Procedure

  1. On the Company menu, click Data Entry - Reported Values. The Data Entry - Reported Values window opens, and Microsoft Excel launches in the background.
  2. Enter the actuality, period and company you want to enter values for.

    An actuality or period can be opened or closed for data entry, depending on the settings in the Change Period Locking by Company window.

    The companies available for data entry are determined by the user rights.

  3. Select or enter the form and submission for which you want to enter values. Other text boxes may also appear, depending on what type of information the selected form contains.

    The forms available for data entry are determined by the settings of the current submission, defined in the Define Submission window. Available forms also depend on user rights and linked structures that may have been pre defined.

    Available currency types may be limited to local currency only, depending on the settings in the Define General Configuration - the General 1 Tab.

    Closing version is only visible for forms that has expanded journal types on an axis.

    Journal Type is only visible when the period does not have verifications and the Comp. Journals in Columns check box is selected in Define Submissions.

    Extended Dimensions are only displayed for certain form types.

  4. Click the Open button to display the form. The form is opened in Excel.
  5. Enter values, intercompany values and comments in all relevant cells with the buttons on the toolbar.

    If an account can or should contain a comment is determined by the account definition in the Define Accounts window. There may also exist a specific text form, which is only used for reporting comments. Some forms may also contain specific cells for entering comments.

    In the Comment window, you can insert comments, files, links to files and hyperlinks. To view entered comments, links or files, select the row with the account and click Enter a Comment.

  6. If the account is an intercompany account, click the Intercompany Details button on the left-hand side toolbar (Excel 2003), or Intercompany Details button on the Custom Toolbars group (Excel 2007). In the window that opens you can enter the currency code, PER (percent), profit margins and the sales amount. Separate forms can be created for the M type account. Click OK to return to the main data entry window.
  7. Click Save.
  8. If you want to print the form, click Quick Print (Excel 2007). You can add formatting, enter page breaks and define printer settings. Another way to print the form is to use the Reports/Run menu option.

Results

  • A value cell can be defined so that its value is calculated automatically from the values in other cells. This means that the value cell is locked for data entry, but its value is calculated and saved to the defined account automatically.
  • If you enter values on other sheets in the workbook, they will not be saved.
  • If you use a form with actualities defined in a row or column definition, it is the actuality of the form definition that will be used, not the value of the actuality field in Data Entry - Reported Values, unless you have specified an actuality with the code $$.
  • Forms with journal types on one axis only are visible when the period does not have verifications and the Comp. Journals in Columns check box is selected in Define Submissions.
  • You should not enter or update data in the local currency using a linked actuality, since this means that you work with values in the local currency from a different actuality, and so risk destroying it by mistake. Instead use the original actuality to change the values in the local currency.
  • Sum accounts displays the sum of several accounts. If a sum account is linked to a specification, you can click on the Form link button on the toolbar to open the specification where you enter values on the accounts included in the sum account. Sum accounts are locked for direct data entry.

    If you open a data entry form including a summation account with a value not equal to zero and accounts included in the summations are excluded from the form, the row From Others will appear. On this row, values from the excluded accounts will appear.

  • Two users can enter data simultaneously for the same company, period and actuality, provided that 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 use the Intercompany Account Template, you will see only the valid counter companies in the Intercompany Details window. To override this template, select the Allow Overriding IC Account Template in Data Entry check box, in the General Configuration window, General 2 tab.
  • For Free Forms, if two columns exist with the same data, the duplicate column will not be removed.
  • For large forms it can be useful to select Disable Automatic Calculation in Maintain/Form Structure/Define to improve performance.
  • You can view an account description by selecting the account row you are interested in and clicking on Account Description on the Custom Toolbars group (Excel 2007). You can define the account descriptions in the Define Account Structure function.