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1 F9 Quick Tour

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3 Table of Contents F9 Quick Tour... 1 Getting Started... 2 Attach F Data Connection... 3 F9 Default Settings... 3 Excel Settings... 6 Reporting Table Report Static Trial Balance Dynamic Trial Balance Report Wizard Period Activity Revenues by Department Inquire and Paste Actual vs. Budget Pivot Table Report Report Creation Start to Finish Report Wizard Balance Sheet Scheduling Reports Login Tasks Reports Schedule F9 Formulas =GL( ) and =NGL( ) =BSPEC( ) =DESC( ) and =SDESC( ) =CODATA( ) =ACCTDATA( ) =GLTRAN( ) Additional Resources Tips and Tricks Period Specifiers Other Account Ranges iii

4 Printed Documentation Copyright iv

5 F9 Quick Tour This guide is designed to provide you with a general overview of F9 s reporting functionality, tools to build reports, best practices, and additional references for related information. You will also find tip and tricks and recommendations for best practices throughout the document. To work through any of the reports, this guide is based on the AccountMate SQL sample database: 999 and if possible, we recommend having this database available as the installed F9 Sample Reports can then be recalculated. 1

6 Getting Started Attach F9 The first step is to configure the F9 Add-In to attach each time Excel loads. 1) Open Excel. If the F9 tab displays within the Excel Ribbon, the program is attached. For hosted customers this should have been setup for you during the installation. Excel 2013: Excel 2010: Excel 2007: NEXT STEP: If the F9 tab displays, continue with: Data Connection In some cases the F9 Ribbon will not be setup to auto-attach without first loading Excel with administrative rights. Please refer to the instructions within the installed file: F9 Readme.PDF. Additional Resources: F9 Help: VAMSQL.CHM See also: System requirements 2

7 F9 Quick Tour Data Connection With F9 attached and running within Excel, the next step is to become familiar with how F9 is setup to access your AccountMate company. 1) From the F9 Ribbon and Preferences, select F9 Setup and then F9 Company Setup 2) If you see the processing set in the dropdown, F9 has successfully connected. 3) If you do not have access to 999, please select your company s database. For more information on the data connection to your accounting system, refer to the F9 Ribbon: and select F9 Windows/Preferences/F9 Setup. NEXT STEP: Report Filters F9 Default Settings Report filters within F9 Setup act as defaults in the event any F9 formulas contain missing parameters. For example, if a fiscal year is not included in the F9 formula =GL( ), the F9 Setup Year will be used. 3

8 We recommend always including the required filters as cell references as it may not be obvious how results are returned otherwise. How F9 formulas are built is described later in this guide. F9 formula referencing all cell parameters (recommended): Versus F9 formula using defaults from F9 Setup (not recommended): Using Excel s Insert Function, view how parameters are referenced: 4

9 F9 Quick Tour The F9 Setup includes a setting which affects how F9 calculates account balances. 1) Select or de-select access of Include Inactive Accounts to control how balances and transactions are totaled. This acts as a global setting during calculation. 2) For details on all other settings, please refer to F9 s Help. NEXT STEP: Excel Settings 5

10 Excel Settings We recommend Excel be set to Manual calculation prior to designing new reports as well as when saving F9 reports as this allow you to control when balances are re-calculated. 1) Ensure that you have a blank workbook open. Excel 2013: To open a blank workbook, choose the File Tab, New, Blank Workbook, and Create. Excel 2010: To open a blank workbook, choose the File Tab, New, Blank Workbook, and Create. 6

11 F9 Quick Tour Excel 2007: To open a blank workbook, choose the Office Button, New, Blank and recent, and Create. 2) Ensure Calculation in Excel is set to Manual. This allows for the most control on when F9 results will be refreshed. Excel 2010/2013: Select the File Tab, Options, Formulas and click Manual as shown: 7

12 Excel 2007: Select the Office Button, Excel Options, Formulas and click Manual as shown: 8

13 F9 Quick Tour TIP #1: Manual Calc Setting We recommend working within Excel with Calculation set to Manual as you can make any number of changes to the report and control when F9 recalculates the balances. By default, when Excel is first loaded with a new workbook, the calculation is set to Automatic. The default setting can be changed in multiple ways: 1) Excel Options + Formulas: 2) Excel Formulas Tab + Calculation Options: 3) F9 Reporting Tab Run any of: 4) File + Open a Report Saved with Manual Calculation: Excel writes its current calculation setting into every report file saved so that the next time it is opened, it will recalculate in the preferred manner. We recommend all F9 reports are saved with Manual Calculation so that you control when balances are refreshed. 9

14 TIP #2: Ways to Calculate Once the default setting for Excel s calculation is set to Manual, there are several ways to recalculation a given report: F2 + Enter Shift + F9 F9 Ctrl + Alt + F9 Ctrl + Alt + Shift + F9 Calculate active cell Calculate active Worksheet (tab) Typically, users select Shift-F9 or F9 to calculate. Calculate open Workbook(s) and all Worksheets Calculate open Workbook(s) regardless of if changed since last calculation Rechecks dependencies of formulas and then calculates all open Workbooks 10

15 F9 Quick Tour Reporting Table Report F9 s Table Report will quickly build a variety of results for you in a tabular format which can be static, dynamic, contain dropdown controls, and include optional filtering and KPIs. TIP #3: Uses for Table Report Create Excel Tables with your financial information Rows by All Accounts or Ranges Columns by Descriptions and Period Balances Enhance the Table created o Columns with additional formulas, for example: Variance =ACCTDATA( ) for Account Type o Use the enhanced Table to populate a custom Pivot Table 11

16 Static Trial Balance F9 can quickly output your Chart of Accounts and period balances in a variety of ways and to begin we will use F9 s Table Report. 1) Select from the F9 Ribbon, F9 Table. 2) An F9 task pane will display to the right of the active worksheet. F9 task panes can be resized as well as have their docking location changed. TIP #4: How to Resize Task Panes All F9 task panes will display to the right of the active worksheet but can be resized or moved/docked in a different manner. To Resize: o Hover the mouse on its left border (recommended) o Or, select its dropdown control at the top of the task pane 3) Within the tab: F9 Table, set the F9 dropdowns to output the entire Chart of Accounts by typing an * in each account part; select Company 99, 01, 2011 and January: 12

17 F9 Quick Tour 4) Next select tab: Options. o o o F9 Chart: select Include Account Code, Description and Account Origin Output: select F9 Classic Chart, Static Values, New Sheet Formatting: select Add Total Row 13

18 14 5) Click on the Find button at the bottom of the F9 Table task pane to see the results output in a new worksheet. The columns will be sized to display your information and should look similar to the following:

19 F9 Quick Tour 5) As a trial balance, we should ensure the total for the period is zero. We set F9 Table to create the subtotal formula within the Options tab and we can scroll to the end of the report. a. Click on any cell in column E with a value. b. Click the End keyboard key and then the down arrow key. c. Excel should bring you to the end of the report in column E. d. The last cell should contain an Excel =SUM( ) formula similar to: TIP #5: Navigation within Large Reports For cases where there are a large number of adjacent rows or columns, there are keys available within Excel to help with navigation To navigate to the last row/column: o Click on any cell within a large group o Click the End keyboard key o Click an arrow key to get to the last cell, for example Down arrow for last row Right arrow for last column To return to the top of a report o Click Ctrl + Home To navigate to the end of a report o Click Ctrl + End 6) To improve the format of this cell, select the Excel Home tab and within the group Number the comma option: 15

20 The value in the trial balance total should now display as: the report, click at the same time: Ctrl + Home from the keyboard. To return to the top of 7) Notice the current report contains account rows with zero amounts. One way to not display these is to use the F9 Zero Suppress command. 8) Select the range of information to suppress, for example: highlight entire column E. 9) Within F9 Tools, select Zero Suppress and then Zero Suppress Rows from the dropdown. The F9 report should now display just rows with amounts. Notice the rows with zeros have been hidden in Excel. To redisplay the rows at any time, simply highlight the area and select Undo Zero Suppress. 7) Save the workbook as F9 Tour.xlsx by selecting the Excel 2010/2013 File Tab (or Excel 2007 button ), Save As, Excel Workbook. 16

21 F9 Quick Tour Dynamic Trial Balance With the current settings in the Table Report task pane, we can easily enhance the results by having F9 create a report that calculates with dropdown controls and F9 formulas built in. 1) If the Table task pane is not already displaying, select from the F9 Ribbon, F9 Table. 2) Options tab: o o o F9 Chart: Include Account Code, Segment Separate Columns, Description Output: GL Formulas, New Sheet Formatting: Add Total Row, Table Style Light 2 (blue) 3) Click on the Find button A new report will output as an Excel table. 17

22 4) Select the first balance and notice a =GL( ) formula has been created with absolute and relative cell referencing. 5) Double-click on the formula to see the cell references used for re-calculation. 18

23 F9 Quick Tour 6) Next, click on the cell for Year 2011 and notice it is an F9 report dropdown control. 7) Select Year 2010 and Shift-F9 to recalculate the report. You can also easily filter rows within the Table and we will next select the dropdown for January to suppress all zeros. 19

24 8) Select the dropdown arrow in the Table heading Amount January. 9) Scroll through the numbers to unselect ) The table report will now display just rows containing non-zero balances. 20

25 F9 Quick Tour Report Wizard Report Wizard is available to step users through defining report dimensions such as: rows, columns, and a control area, and then creates a completed F9 report having its F9 formulas written for you. Select or change any of the dropdown controls to calculate new results easily. The initial report can be expanded upon since F9 formulas are written with the correct cell referencing. TIP #6: Uses for Report Wizard Rows by any filter such as Accounts, Years, Departments Columns by any filter such as Periods, Years, Divisions, Budgets Create dropdown controls and F9 formulas Predefined formatting or none Build and enhance the report created: o Add additional Columns, for example Variance o Insert additional subtotals, blank rows, header rows o Customize the formatting o Add Charts and KPIs that change based on calculation 21

26 Period Activity 1) Select a blank tab as the active worksheet. 2) From the F9 Ribbon, select Report Wizard. 3) Resize the Report Wizard task pane to increase its display by dragging its border on the left towards the active worksheet. 4) Step 1 - select 999 for the Processing Set and Next. 5) Step 2 - for the type of rows, select Account in the upper window. 6) Next, highlight all accounts from to and select the >> button to move to Row Headers. 7) Select Total and >>. 8) Select Next 9) Step 3 - for the type of columns, select Periods in the upper window. 10) Select Description and >> to move to the selected window. 22

27 F9 Quick Tour 11) For Periods, highlight January to March and >>. 12) Select Next. 13) Step 4 is for the report control area settings which can later be changed. Set to: o Budgets: 01 o Year: 2010 o Division: * (for all) o Department: * (for all) 23

28 14) Select Next. 15) Step 5 report format options, change settings to: o o o o Design Format: F9 Sample Report Format Report Title: Period Activity Report. Reverse the sign of account balance (select) Show Gridlines (deselect) 24

29 F9 Quick Tour 16) Click Finish. 17) The resulting report will next be created in a new tab. 25

30 18) Select the Period heading (Row 20, Column K) and notice there are F9 dropdown controls for the period parameter which the F9 formulas reference. 19) Some parameters including Periods can include multiple values. With period March selected as the active cell, Right-Click and select F9 Control List 20) Select Exclude Descriptions as just the period is in the report and select Period March and April 21) The dropdown will now have the list: March, April. 26

31 F9 Quick Tour 22) Shift-F9 to recalculate the report. You can continue to enhance the report output; for example, add a Chart for Freight revenue. 23) Select the values for a new Chart; highlight Freight Revenue and its 3 balances 24) From the Excel Ribbon, select Insert, Column 25) Select the 3-D Column: 26) Position the generated Chart above the report 27

32 The final step is to change the headings to reflect the Periods being calculated. 27) Click within the chart to select values: 1,2,3 28) From the Ribbon, select Chart Tools and then Select Data 29) Within Horizontal Labels, click Edit 30) Highlight the three Period cells and click OK 28

33 F9 Quick Tour 29

34 Assets by Division The next example will create an F9 report with an outline, dropdown report filters, and conditional formatting KPIs. 1) Select Report Wizard from the F9 Ribbon 2) Step 1 select 999 3) Step 2 Rows, select by Account 4) Highlight and copy all accounts from to ) Copy Total across to Row Headers 6) Step 3 Columns, select by Division 7) Select Description and then 100,110,120,130,140 30

35 F9 Quick Tour 8) Step 4 Remaining Parameters, set to Year 2011, Period January 31

36 9) Step 5 Format Report, set to: o F9 Conditional Format o Reverse Sign o Zero Suppress o Create Details Outline 32

37 F9 Quick Tour 2) The resulting report will look similar to the following with an Outline to collapse/expand rows as well as the conditional formatting KPI. 3) The KPIs can be changed by simply highlighting the range of cells and selecting Conditional Formatting from the Excel Home tab on the Ribbon. 33

38 In this report, we did not include Division 000 and the next steps demonstrate using Excel s drag and drop capabilities with Autofill. 4) Highlight the cells for Division 140 including the heading, balances and total 5) Hover the mouse in the lower right corner till it changes to a dark plus sign. 6) Holding the mouse down, drag to the next column. 7) Shift F9 to calculate. 34

39 F9 Quick Tour 8) Double-click on a formula to see how the parameter cell references automatically changed to reference Division 000. TIP #8: Using Excel Autofill Adding new F9 formulas as well as parameters into adjacent columns or rows can be done with Excel in just a few quick steps. o o o o o Highlight an existing group of cells to copy from Hover the mouse over the lower right corner until the pointer turns to: Drag the cells across to the new column(s) or row(s) F9 formulas will change to calculate relative to their new location If an F9 parameter is moved, Excel will increment its value; example: January February; In some cases the new parameter may not be correct; for example if they are non-incremental. Inquire and Paste F9 can generate a properly formatted GL function easily for you via the Inquire and GL Paste command. TIP #9: Uses for Inquire and Paste Quick account balance lookup by different filters Start a new report with dropdown controls and correctly referenced formulas Create and copy report dropdown controls for use in other tabs 35

40 Actual vs. Budget With GL Paste, we will build and expand on a report to demonstrate how budgeting works with F9. 1) F9 Ribbon, choose Inquire and GL Paste. 2) Settings: o Processing Set: 999 o Budget: 01 o Year: 2011 o Period: January o Account: 21* o Division: * o Department: * 3) Select Get Balance to review the total 4) If the balance is negative, unselect checkbox Reverse Sign 36

41 F9 Quick Tour 5) Next, we will paste the F9 formulas. Click New Sheet and then GL Paste. You will see the beginnings of a new report with F9 report dropdown controls and two properly parameterized F9 formulas. 6) Select the cell with the account description and notice a =DESC( ) formula was written: 7) Notice how the account segments are in separate cells and the F9 formula includes the embedded formula called BSPEC( ) this is explained in more detail next. 37

42 TIP #10: =BSPEC( ) to Group Accounts BSPEC is used to build up combinations of segments into multiple accounts easily. o =BSPEC(Segment 1, Segment 2, Segment 3, ) For the sample company, these are Account, Division, Department Enter ranges, wildcards, lists, and/or single values Use ranges instead of lists where possible as they are a great deal faster! Report Wizard, Inquire and GL Paste, Table create BSPEC for you. F9 builds up all the combinations of accounts to return the net balance Use F9 Drill to view all the accounts built 8) Next, select from the F9 Ribbon F9 Lists. We will use Lists to expand rows for individual accounts. Set to: o Available Lists: Segments o List Segment: Account # o Where: Account # o Is:21* 38

43 F9 Quick Tour o Uncheck Generate Descriptions Here we are generating all Accounts within the wildcard range of 21* 9) Select To Clipboard and OK to close 10) Click on cell A10 which contains 21* and then Paste the results 11) With all the accounts highlighted, move to column C: a. Ctrl-X (Cut) b. Select cell C10 c. Ctrl-V (Paste) With accounts adjacent to the F9 formulas =DESC() and =GL(), we can take advantage of Excel s AutoFill. 12) Highlight cells D10 and E10 and when the mouse changes, you can select AutoFill. 13) Shift-F9 to see the new account rows recalculate 39

44 TIP #11: Using F9 Lists The primary role of the Lists feature is to save time from manually entering values for parameters. The most common use is to output a range of segments when building a new report List can output all the F9 filters supported including: o o o o o Segments (used most often) Companies Budgets Periods Fiscal Years 14) Add Total Expense formula a. Click on any cell in column E containing balances b. End Key + Down Arrow c. Select the Formulas tab and AutoSum d. Add text for Total Current Liabilities 15) Add Budget Column a. Ctrl + Home to return to the top of the report b. Copy January dropdown (Ctrl-C) and Paste to cell F8 c. Select the January Budget 40

45 F9 Quick Tour d. Copy first January balance from column E to column F e. Autofill the formula to copy to all rows below f. Copy the Total formula across and Ctrl + Home to return to top of report g. Shift-F9 to recalculate 41

46 16) Add Variance Column a. Cell G8, enter text: Variance b. Cell G10, enter formula: =E10-F10 c. Autofill the formula to copy for all rows below d. Copy the Total formula across and Ctrl + Home to return to top of report e. Shift-F9 to recalculate 42

47 F9 Quick Tour 17) Zero Suppress Rows a. Highlight columns E to G b. Select F9 Zero Suppress Rows from the Ribbon 43

48 TIP #11: Dropdown Controls - Creation F9 creates dropdown controls via: o Report Wizard o Inquire and Paste o Table Report 1) Create a Division List a. Insert a new tab b. Type in cell A1: Division c. Run F9 Lists + Division d. Copy to cell A2 e. Rename tab to: F9Lists 2) Add Division Dropdown Control a. Return to Sheet1 tab b. Select Cell I13 c. Excel Ribbon: Data + Data Validation 44

49 F9 Quick Tour d. Data Validation Settings: e. Cell I13: select 000 from dropdown f. Copy the dropdown to adjacent columns and change selection to be: o 100 o 110 o 120 o 130 o

50 TIP #12: Dropdown Controls - Content Content of F9 dropdown controls is stored per report file within a hidden tab F9 provides tools to manage the content via F9 Report Controls: o Select Refresh Selection or All to have F9 update the content o Delete All will permanently remove all dropdown controls from the file For custom dropdown controls created (Division segment), you will need to run F9 Lists to update the items manually Pivot Table Report F9 s Pivot Table enables you to select multiple filters and combinations to easily create an Excel Pivot Table. TIP #13: Uses for Pivot Table Report 2-step Source/Options to easily create Pivots by F9 Create multi-dimension criteria to aggregate, view, and drill into Group rows and columns by multiple filters Analyze and identify trends across larger sets of information Output balances as static (fast) or formulas (to recalculate) If you need additional dimensions that F9 Pivot does not provide: o Use F9 s Table Report o Add custom formulas and columns o Select anywhere within the F9 Table o Excel + Table Tools + Summarize with PivotTable 1) From the F9 Ribbon, select Pivot Table Report: 2) Source describes what data to populate the Pivot table with: o Years: 2009, 2010 and o Budget: 01 o Account: 1* o Period: Year to date Month 12 o All other filters: All 46

51 F9 Quick Tour 3) Options tab how content is created: o Segments in Separate Columns o Create supporting amounts as: NGL Formulas o AutoFit Pivot Table Columns 47

52 4) Click on the Create Pivot Table button. 5) To calculate values, click anywhere inside the Pivot, right-mouse click and select Refresh. The results should look similar to: 48

53 F9 Quick Tour 6) Note amounts are shown broken down by Year. To showcase some of the capabilities of the pivot table, move filters to different areas using the provided PivotTable Field List task pane. For example, move Department over to Row Labels: 49

54 7) Note that you also have filters available to you on both the rows and columns to display totals, for example, for certain departments or divisions. 8) Another feature with a Pivot table is drill. Select a cell with an amount and either double-click or right-mouse and select Show Details. The details that total this amount are shown in a newly created tab. 50

55 F9 Quick Tour Report Creation Start to Finish Report Wizard Balance Sheet 1) Select from the F9 Ribbon, F9 Report Wizard. 2) STEP 1 select 999 for Company 3) STEP 2 select Account # to build rows 51

56 TIP #14: Selecting Accounts in Report Wizard Locate the first account in the group by setting rows to be by Accounts If you do not see the Account, type its first digit for F9 to auto-scroll to the first row. For example to find accounts that start with 4, type the number 4. Select the first account for the group so that it is highlighted Hold the Shift-Key down and page down or scroll to highlight the group of accounts Another option is to drag the mouse for the group selection Once all are highlighted, click the >> button to copy the selection to Row Headers 4) Current Assets: Click on Account and highlight up to

57 F9 Quick Tour 5) Click >> to copy the selected accounts to Row Headers 6) Click Sub Total and >> for =SUM( ) formulas 7) Within Axis Values, select Blank Line and >> 53

58 8) Repeat the above steps for all groups adding a Sub Total and Blank Line after each: o Account Receivable: to o Inventory: to o Prepaid Expenses: to o Fixed Assets: to o Other Assets: to o Current Liabilities: to o Other Liabilities: to ) For Shareholders Equity, we are going to create a single range in one row. a. Shareholders Equity (Liabilities + Net Assets): to b. Click >> to copy c. Click Sub Total d. Highlight accounts to in the Row Headers window e. Click Edit f. Click Create Range 54

59 F9 Quick Tour The last row will now display as:

60 . 10) STEP 3 select items for columns which for the Balance Sheet report will be Years. a. If in Step 2, Click Next b. Click Description and >> to copy to Column Headers c. Highlight Years 2010 and 2011 d. Click >> Columns should now be setup as: 56

61 F9 Quick Tour 11) STEP 4 defaults for Control Area: o Set defaults as shown, if required 12) STEP 5 output options: o o o o Report Design Format: F9 Sample Report Format Title: Balance Sheet New Spreadsheet Show Gridlines Your screen should display as follows: 57

62 TIP #15: Report Wizard Optional Output A number of options are described as a quick reference on how reporting results change if selected within Report Wizard. Report Design Format o Select None or a predefined format for F9 to add color and highlights to the report created o Once created, you can change the format via Excel at anytime Reverse sign of account balances o Select for F9 to create =NGL( ) formulas o Unselect for F9 to create =GL( ) formulas Zero Suppress the report o All account rows will have =GL( ) or =NGL( ) but for rows where all balances return as zero, its row will be hidden Include optional parameters in GL/NGL Functions o Unselect to have GL/NGL formulas with less parameters and dropdowns 58

63 F9 Quick Tour 13) Click Finish a. Select cells containing balances as well as account descriptions to see how F9 has built its =GL( ) and =SDESC( ) formulas for calculation b. All the cell referencing is setup such that it is possible to work within Excel to customize the report. For example, you can insert rows and/or columns and copy formulas properly. c. In addition, report dropdown controls have been created in the top left corner for selecting different filters for recalculation. 14) Excel Content change headings a. Add Assets Heading o Delete the text Description from cell H20 59

64 o o Select entire row 21 (which is the first account listed) Right-click to insert a new blank row o o Change the blue color to No Fill In cell H21, enter Assets b. Similarly, insert a new row for a Liabilities Heading c. Clear all Sub Total text in column E (below the account number lists). For example: d. Change Sub Total text in column H to be: o Total Cash o Net Receivables o Inventory o Total Prepaid Expenses o Net Land and Equipment o Other Assets o Current Liabilities o Long Term Liabilities o Total Shareholders Equity 60

65 F9 Quick Tour 15) Excel content insert subtotals a. Add new subtotal for Total Current Assets I. Insert 2 blank rows below Cell H49: Total Prepaid Expenses II. Set the grey background to yellow by copying from an existing blank row III. Cell H51: Total Current Assets IV. Cell I51: =SUM(I26,I34,I44,I49) V. Copy formula from I51 to cell J51 61

66 b. Continue adding new subtotal rows for: o Total Assets (Current Assets + + Net Land and Equipment + Other Assets) o Total Liabilities (Current Liabilities + Long-Term Liabilities) o Total Equity and Liabilities (Liabilities + Net Assets ) 16) Change =GL( ) to =NGL( ) formulas for all Liability rows (reverse the sign) a. Locate the first cell containing the balance for Accounts Payable b. Select the F2 function key to Edit c. Add the letter N to change the formula to NGL( ) and press Enter d. Copy the NGL( ) formula to all Liability rows/columns as well as Net Assets 17) Calculate to check the report is in balance a. Shift-F9 to calculate the tab b. Check that Total Assets and Total Equities and Liabilities are equivalent. 18) (Optional) Add company name above the title a. Select the empty cell above the report title (cell H27) b. Enter the formula: =codata( name,$c$3) c. National Office Supply, Inc. should now display 62

67 F9 Quick Tour 19) (Optional) Add Excel outline a. Highlight the entire tab by selecting the top left corner b. Select the Data Tab from Excel s Ribbon c. Select Group and Auto Outline d. Excel will create the outline based on the sub totals within the report e. Collapse groups to see sections display as summarized 63

68 64 20) (Optional ) Remove display of gridlines a. Select View from Excel s Ribbon b. Unselect Gridlines c. Change any remaining formats such as unneeded shading

69 F9 Quick Tour Scheduling Reports New to F9 Version 5 is the ability to easily schedule F9 reporting direct from within Excel and some of the benefits include: o Calculate o Print o Publish to PDF o Save to different files and folders o distribution Scheduling consists of up to 5 steps: 1. Login to set credentials 2. Create Tasks 3. Select Reports and output 4. Optionally recipients 5. Schedule Tasks to run Additional tasks also enhance working with and include: an F9 address book; exporting contacts from a Provider such as Outlook; importing s; working with distribution groups. 65

70 Login Each task setup by F9 scheduling is run with an associated login. 1. Select Tasks from the F9 Ribbon. 2. Type in your Windows login and click OK. Note: User Name will differ depending on the operating system; for example: Windows XP: Domain\UserName Windows 7: UserName Windows Server 2003: UserName Windows Server 2008: UserName Once your login has been entered once, F9 will not prompt again for the current Excel session and you will be placed within the first tab of Scheduling for Tasks. To create tasks as a different user, please close the current Excel session; open Excel; and finally select the Tasks button once F9 is re-attached. 66

71 F9 Quick Tour Tasks An F9 task represents work scheduled for one or more reports. Once logged in, the first tab displays a window for Tasks to create and manage for all scheduling scenarios. We will create a new task to calculate the F9 Sample Reports. 1. Check Create New Task 2. For Task Name, type Calc Reports 3. Click Create Log File 4. Click Next >> 67

72 Reports One or more F9 reports is associated with a given task and can have additional options for its output and distribution. We will setup the task to recalculate the F9 Sample Reports and save to a new output folder. 1. Click Add to browse to the F9 Sample Reports.xlsx 2. Select Calculate 3. For Save Report To, select Browse 4. Navigate to folder C:\F9V5 and select Make New Folder for Reports 68

73 F9 Quick Tour 5. Click OK and Next >> The ability to is optional and can be used as a notification as well as means to distribute newly calculated and published reports. The following steps will setup and test Check the Send option. 2. Enter your company SMTP. If you are unsure, please contact your IT resources or alternatively skip the steps by selecting Next >>. 3. Within Sender , enter an address to represent who will send s for tasks. 4. Select Test . If the settings are working, an message will be sent in a short period of time and you can check Sent s. 69

74 F9 Scheduling provides a number of features to support including: Address Book to store s Distribution Groups to optionally group s within the Address Book Import Contacts to load s from provider Exports This is documented in detail within F9 Help topics under Scheduling and will not be demonstrated in this short Quick Tour. 5. Select Next >> to proceed to the final Schedule tab. 70

75 F9 Quick Tour Schedule The final step is to define when and how often the task will run. For first time creation, we recommend running the task once to ensure all options are working as expected as the task can be modified at any time once saved. 1. Select One time. 2. Start: ensure is today and time is in a few minutes. 3. Click Save to have all the settings for the task stored. 4. After the task runtime, check the c:\f9v5\reports folder for the saved F9 Sample Reports.xlsx file. 71

76 5. Click Close to exit Scheduler. Note: Run Task allows you to run the current task now. 72

77 F9 Quick Tour F9 Formulas This section is designed as a quick reference to the F9 formulas available for The Financial Edge. Examples can also be found within F9 s on-line help and more comprehensive details are available with F9 Courseware. =GL( ) and =NGL( ) o Core formula within F9 that returns account balances o GL and NGL are identical apart from NGL reverses the sign of the balance o 2 options for parameters: basic and extended o Use the =BSPEC( ) formula for the Account parameter to group segments o F9 Tools that create the formula: Report Wizard, Table Report, Inquire and Paste =GL(Account, Period, Company, Year, Type) =NGL(Account, Period, Company, Year, Type) Where: Account is the GL account(s) specifier Period is the fiscal period(s) Company is one or more AccountMate companies Year is the specific fiscal year Type represents 01 73

78 =BSPEC( ) o Builds lists and combinations of segments to group accounts easily o Stands for Build Specifier o Tools that create the BSPEC formula: Report Wizard, Inquire and Paste, Table Report o Use Ranges and Wildcards over Lists faster calculation! 1..3 is faster than 1,2,3 10* is faster than 101,102,103,104,105 =BSPEC(Segment 1, Segment 2, Segment 3, ) Where: Segment 1 Segment 2 Segment 3 is the main Account segment is the Division segment is the Department segment =DESC( ) and =SDESC( ) Two formulas are available for returning account descriptions. We recommend using these when the account or segment is single in value (not a group). o DESC( ) Returns the description for the account code If the account is a range or in a group, F9 returns the first description found. Tools that create the DESC formula: Inquire and Paste, Table Report o SDESC( ) Returns the description for the segment If the segment is a range or in a group, F9 returns the first description found Tools that create the SDESC formula: Report Wizard =DESC(Account, Company, Year) Where: Account Company is the GL account(s) specifier is the specific database =SDESC(Segment, Segment Number, Company) Where: Segment Segment No Company is the GL segment specifier is the segment position is the specific database 74

79 F9 Quick Tour =CODATA( ) o o Returns information for the Company Typically used to create dynamic reports based on the current fiscal period or year =CODATA(Data, Company) Where: Data Company is the type of information returned (refer to table) is the specific database Data Name Year Period Segments Main StartN EndN StartN_YYYY EndN_YYYY Result Company name Current fiscal year Current period Total account segments Segment number of the natural account code Start date of period N End date of period N Start date of period N for the year YYYY End date of period N for the year YYYY =ACCTDATA( ) o Returns account code related information =ACCTDATA(Data, Account, Company) Where: Data Account Company is the type of information returned (refer to table) is the full account specifier is the specific database Data Description Account Type Origin Result Full account description Account type (Asset, Liability, Expense, ) Balance Sheet or P/L 75

80 Typical Balance Class Returns "DR" or "CR" Class for the account. =GLTRAN( ) o Returns the sum of account transactions o Similar to the =GL( ) and =NGL( ) formulas where Start and End Dates replace the Period o Use the =BSPEC( ) formula for the Account parameter to group segments o Drill by Transactions works well with GLTRAN( ) formulas to view details =GLTRAN(Account, Start Date, End Date, Company, Type, Currency) Where: Account Start Date End Date Company Type Currency is the GL account(s) specifier is an Excel formatted date for start is an Excel formatted date for end is one or more AccountMate companies is the specific type is the specific currency TIP #16: Excel Insert Function Excel include a very useful utility to write formulas as well as troubleshoot complex formulas for proper cell referencing and syntax Function Insert displays the formula s definition and lists its parameters and current values Useful for formulas not created by F9 s reporting tools such as =GLTRAN( ) 76

81 F9 Quick Tour 77

82 TIP #17: Absolute and Relative Cell Referencing By default a formula you create in Excel uses Relative cell references; if copied, Excel will automatically adjust its row and column references. F9 creates formulas for you with both absolute and relative referencing F9 parameters that typically change relate to rows and columns F9 parameters that stay fixed are often from the control area. To change cell referencing: o Select a cell with an F9 formula o F2 for edit mode o Point within the formula to the cell address o Select the F4 function key to toggle between all possible referencing Examples: A2, $A$2, $A2, A$2 To move any F9 parameter: (Excel will correctly change all formulas that reference it) o Select the cell with the F9 parameter o Ctrl + X to cut o Select the new cell for the parameter o Ctrl + Y to paste To move F9 parameters into a new tab: (Excel will change all formulas to reference the other tab) o Select the range of cells with F9 parameters (example: F9 control area) o Ctrl + X to cut o Select a different tab o Ctrl + Y to paste all the parameters To copy any F9 parameters: (No change to existing formulas, used if writing F9 new formulas) o Select the cell(s) with the F9 parameter(s) o Ctrl + C to copy o Select a new cell and/or tab o Ctrl + Y to paste TIP #18: Dropdown Controls - Using How to Copy: o Copy controls to any other cells and tabs within the same report file o Ctrl + C (Copy) to copy for new formulas to reference o Ctrl + X (Cut) to move and have existing formulas change their address o If deleted by accident, F9 formulas may display with #REF errors in edit mode o Do not copy to new files as their values are stored in a hidden tab and would result in external links across files Changing Values: o Enter different values in the cell where a dropdown control resides o Many F9 parameters allow lists of values Right-click on the control If you see F9 Control List, then lists are supported Example: Division, Department, Budgets, Years 78

83 F9 Quick Tour Additional Resources Tips and Tricks TIP #1: Manual Calc Setting TIP #2: Ways to Calculate TIP #3: Uses for Table Report TIP #4: How to Resize Task Panes TIP #5: Navigation within Large Reports TIP #6: Uses for Report Wizard Error! Reference source not found. TIP #8: Using Excel Autofill TIP #9: Uses for Inquire and Paste TIP #10: =BSPEC( ) to Group Accounts TIP #11: Using F9 Lists TIP #11: Dropdown Controls - Creation TIP #12: Dropdown Controls - Content TIP #13: Uses for Pivot Table Report TIP #14: Selecting Accounts in Report Wizard TIP #15: Report Wizard Optional Output TIP #16: Excel Insert Function TIP #17: Absolute and Relative Cell Referencing TIP #18: Dropdown Controls - Using 79

84 Period Specifiers In F9, the Period specifier is used to identify the period or periods for which you are requesting account balances. To view different combinations of F9 Periods: o Click F9 Drill from the F9 Ribbon o Click the Period button to display Period Wizard o Select different options to see different F9 Period specifiers o Optionally copy the result to a cell Period Specifier Examples Month 1 This Month Budget March This Month Last Year Last Month Year to Date, YTD Change Month 2 September Quarter 1, QTR 1 The first period of the fiscal year The current fiscal period Return the budget balance for March The current period in the previous year The period before the current period Description Total for the year including the current period (applies only to P/L accounts as BS accounts are returned as a cumulative balance by default) Period 2 activity (applies only to BS as P/L accounts are returned as transactional values by default) The balance for September Total for the first quarter 80

85 F9 Quick Tour Other Account Ranges In most financial reports you will want to return values for a range or series of accounts in one cell. Another option is to provide the full account code as the parameter within F9 formulas. Examples are shown in the following table and explain how wild cards are generally used: Character Description Example Result *-*-* Returns all funds, accounts, and departments. *?.., Matches any character, or set of characters regardless of length. Matches a single character in the exact position. Indicates a range of account segment values Creates a list of account specifiers or account segments. * * ? * * * ,* * Returns all funds for 4000 account and department 100. Returns all funds that start with a 1, account 1005 and department 100. Returns all accounts that have a first character of 4 and third and fourth characters as 00, fund 10, department 100. Returns all accounts from 4000 up to and including 5000 for all funds and departments. Returns a balance for the sum of accounts: * and *-5000-* Note: o o o o Most of the examples in this guide separate the accounts segments into separate cells Use the =BSPEC( ) formula to build combinations of segments, for example certain departments for Expenses All of the wild card characters listed above are supported when segments are in separate controls In all cases, a range or wildcard is faster than a list 81

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