Beruflich Dokumente
Kultur Dokumente
Hand Book
Prepared by
G.kumaran
PeopleSoft Technical Consultant
DriveStream Inc
Page 1 of 80
Contents:
CHAPTER 1 Understanding nVision
CHAPTER 2 General Overview
CHAPTER 3 Running Reports with PS/nVision
CHAPTER 4 Hands on Exercises
CHAPTER 5 - REVIEW QUESTION
CHAPTER 6 - SHORTCUTS
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scope with your report, you may produce several instances from one layout with
one report request.
Besides the numerous features that are available to you through PS/nVision, you
can use all of Excel's powerful features to customize layouts, and the resulting
reports, to your liking. For example, Excel features dynamically-linked charting and
drawing tools for creating colorful graphs and diagrams. To help get your message
across, you can add your own finishing touches to a layout. Because the layout is
the basis for all reports produced from it, you can format and enhance the report
once, and get the benefits automatically each time the report is run.
If you're working with PeopleSoft Financials products, you may be interested in
using ledgers with PS/nVision and taking advantage of the TimeSpan feature to
define reports that "roll" from period to period without any changes to the layout.
Using TimeSpans, the same layout can retrieve year-to-date data based on the "as
of" date for which the report is requested.
Tabular and Matrix Layouts
PS/nVision offers two kinds of report layouts-tabular layouts and matrix
layouts. The major difference between them is how they specify what data to
retrieve from the database. In general, tabular layouts lend themselves to detailed
reporting, while matrix layouts are more appropriate for summarized reporting. In
this chapter, we'll provide a brief discussion here of both layout types.
Tabular layouts are the simpler of the two layout types. They use a query defined
in PeopleSoft Query to retrieve data. The columns in the report correspond to the
fields returned by the query; the rows in the report correspond to the rows in the
query result set.
Matrix layouts have data selection criteria associated with columns and rows in
the spreadsheet, creating a criteria matrix. The data retrieved for an individual cell
is determined by a combination of the criteria for its column and its row. Like
tabular layouts, a matrix layout can use a query defined in PeopleSoft Query to
retrieve data. For PeopleSoft Financials applications, matrix layouts are mostly
defined using the ledger and ledger_budg table for data retrieval.
The table below shows some of the key differences between tabular and matrix
layouts.
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Feature/Function
Matrix Layout
Tabular Layout
Data sources
Single query.
Data
Data delivery
Row/column
Selected query result
intersections (amounts); columns, one data row per
row and column labels
spreadsheet row.
(text).
Layout sheets
Selection criteria
Scope
Scope
Query, incl. Prompts
Query, incl. Prompts.
Sheet, column, row and
cell.
No.
Scope
Multiple instances of
layout workbook.
Multiple instances of
layout workbook.
NPlosion
None.
DrillDown from
instance
Yes.
No.
TimeSpans
No.
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1.
2.
II.
The following steps should be taken to open an existing report request file.
1.
nVision
2.
Report Request
3.
OPEN
4.
5.
Get List
6.
Push button
?
Push button
Note: If you cannot find the Report Request Form see step III. on the next page
7.
You should now have the report request open on your desktop
8.
Check the MAIN AS OF DATE section to ensure that the correct date is
specified. For example: if you need the report data to be run for period 3
you would 09/30 in this field.
9.
Take note of the directory template field so you know where the .xls file
will be saved upon run time.
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10.
Click - RUN
11.
III.
The following steps should be taken to create a new report request form:
Click on the New push button and use the above print screen as a benchmark.
The following descriptions explain each field on this form.
Report Name
Report Title
Requesting
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Business unit
Rept Req are owned by bus units. The Layout may retrieve
data for this bus unit alone or for multiple units.
Layout
Scope
Directory
Template
finished
File Template
file names at
as Excel
BALSHEET.XLS)
Enable
Nplosion
Data From Req
Bus Unit Only
checked,
Criteria in
consolidated rept.
Main As of Date
As of Date
for Trees
IV.
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nVision Components
There are three key components to the nVision report definition process:
LAYOUT = .XNV extension, this is where you define report criteria, for example:
Account nodes, department values, timespans.
The layout file itself does not contain data - think of it as a template that can
be re-used. In order to populate it with information you will have to
define a Report Request. The amounts will not appear until the report
request is executed ultimately creating an .xls file with the data.
NPlosion is set in a layout. NPlosion provides the ability to specify a tree
node in a layout and have rows or columns inserted at run time for each
underlying detail value which makes up the criteria. Likewise, you may
expand multi-period timespans, such as YTD, to show amounts for each
accounting period. Detail value rows are inserted above the row where
the nPloded criteria is specified. Detail value columns are inserted to the
left of the column where the nPloded criteria is specified.
SCOPE (Optional) = Used to run multiple instances (.xls files) based on one
layout file. For example if you wanted the same report for every Department,
you would create a scope requested ALL DEPARTMENTS and then link the scope
to your report request. When the report request is run it will generate an .xls
instance for each department per your scope.
REPORT REQUEST = Form that specifies criteria necessary to run the report
such as (as of date, output location, output filename, report title)
+
=
LAYOUT FILE
REPORT REQUEST FORM
1 .XLS FILE
+
+
=
LAYOUT FILE
REPORT REQUEST FORM
SCOPE DEFINITION_______
MULTIPLE .XLS FILES
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Establishing Criteria
Through Criteria you specify the data you wish to extract from your PeopleSoft
database and where to place it on the report. The Criteria is entered in rows and
columns; each intersection of row and column Criteria defines a data element to be
retrieved. An intersection typically contains the following elements of Criteria:
LEDGER
(ACTUALS OR STD_BUDGET)
We also have an ACCRUAL and REPORTS. The source of the REPORTS ledger is
data generated from the Asset Management module.
TIMESPAN
(YTD, BAL [includes period 0], PER, etc...)
CHARTFIELDS (ACCOUNT, DEPTID, PROGRAM, FUND)
Once you define a ChartField you need to then decide if you want to use
a detail value or a tree node.
Understanding TimeSpans
TimeSpans control the number of periods for which data can be extracted from the
Ledger table. They enable you to easily select and retrieve information for use in
allocations, inquiries, and nVision reporting.
Typical TimeSpans provided with PeopleSoft General Ledger include:
PER
YTD
BAL
Many TimeSpans are expressed relative to the current period, so that they
automatically adapt the content of a report to the date it is produced. For example
if our .xnv file uses the BAL timespan and we run the report with an as of date of
9/30/00, we will get the BALANCE as of 9/30/00. If we run the same .xnv report as
of 10/28/00 we will get the BALANCE as of 10/28/00. Other timespans are defined
for specific periods. For example we could create a timespan called BAL1. This
would always retrieve the balance as of period 1, regardless of the AS OF DATE on
the report request.
Note that you cannot run an ACTUALS or STD_BUDGET report as of a certain day.
The ledger stores data by period. If today is 9/4/00 and you run your report, you
will get all data as of 9/4/00. If today is 9/15/00 and you run the report as of
9/4/00 you will get data as of 9/15/00. You will get the data as of period 3.
We do have a DAILY BALANCE ledger. This ledger contains an accounting period for
each day of the year. We use this ledger in our interest distribution of fund 128
reports.
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The above diagram illustrates the panel where you specify the Ledger and the
timespan. Also, theres an option called
Reverse Sign which will flip the sign of
the dollar amount. For example, if you have revenues of -100 it will display the
amount as 100 on the report.
This feature is used when you want to reflect your revenues and liabilities as
positive amounts for report purposes.
Creating Matrix Layouts
The Layout is a kind of TEMPLATE for defining how the report will look and what
type of information will go into the different cells of the spreadsheet. It DOES NOT
contain financial data from the database. You specify the links, or CRITERIA, that
will map the desired data directly into your report from the database upon run time
(or execution of the report request form).
There are four common types of information you may want to include in your
Layout (1) TEXT (2) EXCEL FORMULAS (3) NVISION VARIABLES (4) CRITERIA
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Column A
Row
1
DEPARTMENT CRITERIA 1
DEPARTMENT CRITERIA 2
ACCOUNT CRITERIA
ACCOUNT CRITERIA
ACCOUNT CRITERIA
The Matrix nVision report works by defining criteria in Column A and Row 1 that will
intersect at various points resulting in a desired amount from the ledger table. The
above illustration shows that there are 6 points of intersections that will result in
amounts.
CRITERIA
HIERARCHY
Criteria elements may be placed at any or all of the following levels within a report
layout:
CELL REF
(1) ENTIRE WORKSHEET
A1 - "The BRICK"
Criteria common to the entire report (all cells) should be specified at the
worksheet level.
Criteria at the worksheet level are used to specify defaults for the entire
worksheet.
They can be overridden by different Criteria for columns, rows, and cells, in
that order.
For example: the cell overrides the row Criteria for similar information.
(2) SPECIFIC COLUMN
In row 1
Criteria at the worksheet level are combined with Criteria for columns and
rows.
(3) SPECIFIC
In column
ROW
A
For the intersection of a row and column, the Criteria are combined where
possible.
(4) SPECIFIC CELL
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CHANGING CRITERIA
Go into the nVision, Layout Definition panel, and choose appropriate push button
based on what criteria needs to be modified.
FIELD
QUERY
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IMPORTANT NOTE ABOUT THE PROMPT push button This dialog box contains a SETID and EFFECTIVE date field.
This dialog box is what nVision uses to determine which valid values to select when
defining your report criteria through the menus. If you are not getting values you
think you should this is the first place to look. For example if you are trying to add
a DEPTID to your report that you know is valid and you cannot select it, chances
are the SETID on the prompt box option is set to another business unit or has an
old effective date. Always check to ensure this prompt has your SETID and a
current date so your most recent trees and values are always available for
selecting. The date on this prompt only determines what you see when building the
report, it does not have anything to do with what $ amounts that are returned. The
As of date in the report request determines that.
REVIEW THE EACH COMPONENT WITHIN THE LAYOUT DEFINITION PANEL:
NVISION / LAYOUT DEFINITION / FIELD:
Following tab can be used to enter field definition
To define what field you want to define click the ADD push button.
The following panel is returned:
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Upon clicking the ? you will get a list of chartfields as shown below:
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Always ignore the SETID and LEDGER column when youre in this view. Many users
get confused when they see this panel. The important column in this view is
Chartfield. Select the chartfield you want to base your criteria on.
After selecting your chartfield you must decide if youre going to use a tree node,
detail values or nodes from a summary ledger. There are 4 options:
**If you are not seeing the correct trees or values on these prompts, check your
PROMPT push button on the LAYOUT DEFINITION panel and ensure it contains your
SETID and a recent effective date [today or greater].
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Total
0.00
726.25
2,128.28
2,205.84
1,359.93
3,363.75
467.67
200.00
Page 17 of 80
4
1. The Ledger field is where you define which ledger you want to use. Usually the
Ledger criteria is defined in the column. For example you could have the
STD_BUDGET ledger in column D and ACTUALS in column E. The two ledgers
we use are ACTUALS and STD_BUDGET. See the Query section on how to bring
in an ENCUMBRANCE amount on your report.
2. The TimeSpan is where you define how many accounting periods you want your
column to include. For example you may want to bring in the CURRENT PERIOD
data in one column and the YTD data in another. For example you could have
the YTD STD_BUDGET ledger in column D and YTD ACTUALS in column E, and a
CURRENT PERIOD ACTUALS in column F.
3. The nPlode TimeSpan option is generally used on YTD columns. When you turn
this switch on you will get your YTD amount broken out into a separate column
for each accounting period upon generating the report.
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1
2
The following panel is returned after clicking the LABEL option from drop down
Using the report labels feature, you can have nVision automatically print certain
descriptive headings, such as your account descriptions, on your reports.
The following lists the options you have in each field. As you can see from the
above picture there is not a prompt box. You need to know what to put in each
field.
1.
2.
To determine where to place labels in a report, keep in mind that report labels are
generated as a result of the intersection of the report label definition and the
reports row and or column criteria. With this in mind, note the following rules for
report label placement:
Report labels are placed on either column A or Row 1
Report label are never placed in a cell or at the worksheet level
For row labels, select the column where you want the row labels to
appear. The report label definition will intersect with the row criteria to
place a report label on each criteria row
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For column labels, select the row where you want the column labels to
appear. The report label definition will intersect with the column criteria
to place a Report label on each criteria column.
Nplosion
form
Budget
Tree node
Rev
5000
Actuals
200
Diff
4800
Page 20 of 80
Tree node
Exp
1000
500
500
nPlosion
form
NI
4000
-300
4300
Use nVision variables to place information that may change from report to report or
from report run to report run in the headings of your report, as well as in the file
and directory templates on the report request. For example, use the As of Date
%ASD% variable to automatically print the As of Reporting Date so you do not have
to enter it every time you run a report. Variables are also useful in adding
documentation to a report instance, telling the viewer how the report was
developed and where the information for the report came from.
When you request an nVision variable:
You must specify the cell into which the variable should be placed
You cannot place anything but the variable in the cell specified
Variables cannot be specified in ROW 1 or COLUMN A
You can attach text and a variable together in a single cell by using the TEXT
OPERATOR &. For example if you have the variable %ASD% in cell P15, you
can put the following formula in your heading, lets say CELL B5
=As of Date: &P15. Upon running the report CELL B5 would contain
As of Date: 2000-07-01. There is also a way to make the date look pretty.
Here are some examples of adding 2 cells together:
12 B
C
D [Results of formula]
Actual formula in column D
13 Jon
Doe
JonDoe
=+B13&C13
14 Jon
Doe
Name: JonDoe
="Name: "&+B14&C14
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Basically to use this formula wrap any text in quotes and use the "&" to link
another cell to it. Think of the & as you would think of +, but instead of adding
numbers you are adding contents in the cells together.
Most of our reports use this feature, refer to those for more examples.
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REPORT
REQUEST
It doesnt matter
which method you
use, they both
perform the same
function.
Page 23 of 80
After you click the Get List button, if the list is too long to scroll through, enter part
of the name in the Report Name text box before clicking Get List. Double-click the
report name to select it, or highlight it and click OK.
In the example below we typed UWADM / DOACHK1.
This will return a short list.
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Enter a report title in the Report Title text box. Many report layouts display the
Report Title at the top of the report.
From the Layout list box, select the report layout to use for this report.
Identifying Report Scope
Most report layouts enable you to create multiple instances of a report using a
single report request. For example, you might run three instances of an expense
report that differ only in which department they report on. All three reports share
the same layout, but each contains the expenses of only one department.
To produce multiple instances of a report from this request, you need to select a
scope from the Scope list box. The scope definition specifies what data each
instance includes and how many instances PS/nVision creates. In our expense
report example, you'd choose a scope definition that instructed PS/nVision to create
one instance for each department. Here is an example of a scope that contains
three departments:
Page 25 of 80
To link this scope to the above report request you would choose ADHOC in the
scope definition field and use a scope variable to save the file as shown below:
%SFV%.XLS
Specifying Report File and Directory Names
You use the Directory Template and File Template boxes to specify where PS/nVision
saves the report instances when you run the report. Because PS/nVision may
create multiple instances when you run the report-one for each value in the scopeyou will want to enter a unique directory and/or filename. You can specify a
template that PS/nVision uses to generate the names based on the instance it's
creating. For example, if you're running a report for multiple departments , you
might want the department name to appear as part of the filename, or you might
want the instance for department to appear in a different directory.
In the Directory Template box, specify which directory you want PS/nVision to put
the report instance or instances into. If you leave this box blank, PS/nVision puts
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the report instances in the instance directory specified on the nVision tab of the
PeopleTools Configuration Manager. Do not leave this blank because most users do
not have rights to create files to this default directory. If you enter a nonexistent
directory, PS/nVision will create the directory. For example if you use a department
variable in the directory name such as %SFV%, PS/nVision will create a directory
for each department listed in your scope automatically.
In the File Template box, enter a name for the report instances. If you keep the
default value, %RID%.XLS, PS/nVision uses the value from the Request Name text
box (identified by the variable %RID%) as the filename, with the .XLS extension
common to Excel spreadsheets.
You can include PS/nVision variables in the templates to create directory or file
names based on the data contained in each instance. For example, you can include
variables like %LYN% and %APA% to yield directories indicating the business unit
and "as of" accounting period for which the report was produced.
If you are creating multiple instances of a report using a scope, it is especially
important that you use the templates to give your report instances unique,
descriptive names.
In some cases, it is appropriate to qualify a variable within a template. This is
important when using a scope with more than one field. For example, if you're
producing a revenue report by FUND and PROGRAM, you might want to include both
values in your file or directory template. To do this, follow the variable identifier
with a period (.) and the name of the scope field, as follows:
%SFV.FUND_CODE%
If you omit this qualification and use a variable like %SFV% with a scope containing
multiple fields, PS/nVision will use the first field in the scope by default.
The Descriptive Field (%DES%) variable is a special case. This variable allows you
to retrieve the value of any text field on the tree or detail value record associated
with a field in the scope. For example, if the scope is by DEPTID and the detail
values on the tree that rolls up DEPARTMENTS into DIVISIONS has a manager
name as one of its fields, you can retrieve that manager name and use it to name
the instance directory or file. Here is an example of the manager name DES
variable: %des.deptid.Manager_name%.
The Layout is a kind of TEMPLATE for defining how the report will look and what
type of information will go into the different cells of the spreadsheet. It DOES NOT
contain financial data from the database. You specify the links, or CRITERIA, that
will map the desired data directly into your report from the database upon run time
(or execution of the report request form).
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Reporting Variables:
Variable
RID
RTT
BUV
BUN
ASD
AST
LYN
ICT
SCN
SCD
OPR
DTS
IDN
IFN
Description
Report ID
Report Title
Business Unit Name
Business Unit Description
As of Reporting Date
As of Tree Date
Layout Name
Scope Instance Counter
Scope Name
Scope Description
Operator ID
Detail Ledger (D)/Sum Ledger (S)
Instance Directory Name
Instance Output File Name
Sample Value
BUDSUM
Budget Summary
UWADM
UW Administration
2000-02-26
2000-02-26
BUDSUM
24
ALL_ORGS
All valid Organization values
T1R
D
C:\PS
BUDSUM.XLS
Ledger-Dependent Variables:
Variable
PER
APN
APA
FY2
FY4
PED
Description
As of (Reporting) Period
Period Name
Period Abbreviation
Year (YY)
Year (YYYY)
End Date of Current Period
Sample Value
8
February FY 1999-2000
FEB
00
2000
2000-02-26
ScopeField-Dependent Variables:
Variable Description
SFN
Scope Field Name
SFV
Scope Field Value
SFD
Scope Field Description
%des.deptid.Manager_name%
Sample Value
DEPTID
101000
Chancellor's Office
Greenhill,Gaylon
Page 28 of 80
HAND ON EXERCISES
CHAPTER 4 Hands on Exercises
Exercise 1: - Create a matrix nVision layout
1. Navigate into nVision
Click Go / PeopleTools / nVision
2. Create a new layout .xnv file
Click NVision / New Layout
Page 29 of 80
Click OK
You should have the following worksheet displayed:
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Page 31 of 80
Click OK / CLOSE
Page 32 of 80
Page 33 of 80
Click on the question mark. You will see the following list:
You should ignore the SETID and LEDGER column in the above view. You are
only interested in defining your chartfield, which in this example is
ACCCOUNT. You see there are two accounts listed above. It does not matter
which one your choose.
Page 34 of 80
Click OK
Your panel should look like below:
Click OK / Close
Page 35 of 80
Page 36 of 80
Replicate the following panel, REMEMBER to replace T1R with your 3-digit
operid.
%,FACCOUNT,V3100
0.00
Actuals
Diff
175,143.58
(175,143.58)
Page 37 of 80
Select Field
Click Add button
Click the ? and choose ACCOUNT
Highlight the SELECTED DETAIL VALUE radio button
Click OK
Click the ? on the Values Table field and choose GL_ACCOUNT_TBL
In the Value field type in the account SPEXP1
Click OK / OK / CLOSE
Cell A11 should have the following code:
%,FACCOUNT,VSPEXP1
Copy the difference formula in G10 to cell G11
Save the .xnv file by clicking on the SAVE ICON
Actuals
Diff
Page 38 of 80
%,FACCOUNT,V3100
%,FACCOUNT,VSPEXP1
0.00
5,765,185.58
175,143.58
0.00
(175,143.58)
5,765,185.58
0.00
5,765,185.58
5,765,185.58
Actuals
175,143.58
0.00
175,143.58
Diff
(175,143.58)
5,765,185.58
5,590,042.00
Exercise 3: - Add additional rows to your existing layout using tree nodes vs
detail values
1. Navigate to tree manager
Click Go / PeopleTools / tree manager
Open the SHARE folder
Open the ACCOUNT chartfield folder
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Page 40 of 80
2. Add the tree node SPEXP1 from the ALL_ACCT_MAJCLASS tree into your
T1RCLASS1.XNV report.
Open your T1RCLASS.XNV report
Highlight row 13
Click nVision / Layout Definition
Select Field
Click Add button
Click the ? and choose ACCOUNT
Highlight the SELECTED TREE NODES radio button
Click the ? and select the ALL_ACCT_MAJCLASS tree
Panel should look like
Click OK
Always leave the Tree Level BLANK
Click the By Position button and select SPEXP1
Panel should like..
Page 41 of 80
Click OK / Close
%,FACCOUNT,V31
00
%,FACCOUNT,VSPEXP1
%,FACCOUNT,V3100,VSPEXP
1
%,FACCOUNT,TALL_ACCT_MAJCLASS,
NSPEXP1
Diff
0.00
175,143.58
(175,143.58)
5,765,185.58
5,765,185.58
0.00
175,143.58
5,765,185.58
5,590,042.00
5,765,185.58
3,277,940.26
2,487,245.32
Page 42 of 80
Page 43 of 80
0.00
Actuals
Diff
98,213,730.42
(98,213,730.4
2)
%,FACCOUNT,VSPEXP1
901,471,588.22
0.00 901,471,588.2
2
%,FACCOUNT,V3100,VSPEXP1
901,471,588.22 98,213,730.42 803,257,857.8
0
%,FACCOUNT,TALL_ACCT_MAJCLAS 901,471,588.22 863,510,096.51 37,961,491.71
S,NSPEXP1
Perform a Drill / Account by Business Unit drill down on cell E13.
You will see that more than the UWADM business unit makes up the
$901,471,588.22 amount. Since you turned off the Data from Requesting
Business Unit Only checkbox the report summed up all business units.
CLOSE NVISION
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Run-Time Options:
Click on the Put labels in
blank cells only checkbox
when you do not want your
cell to be overridden with a
label.
Uncheck the Resize column
for labels check box if you do
not want nVision to
automatically expand your
column based on a label size.
3100
0.00
Actuals
175,143.58
Diff
(175,143.58)
Page 45 of 80
SPEXP1
5,765,185.58
0.00 5,765,185.58
3100
5,765,185.58
175,143.58 5,590,042.00
SPEXP1
5,765,185.58
3,277,940.26 2,487,245.32
The value that intersects in on B12 is misleading. It makes it look like row 12
only contains Account 3100. Labels can only bring back one value, even though
nVision does not have a limit to how many values or tree nodes you can define
in a single row.
Hard code a label for cell B12.
In your .XNV file not your .XLS - Go to B12 and type 3100 + SPEXP1
Click OK / Close
Page 46 of 80
Account
Descr
Budget
Actuals
3100
SPEXP1
3100+SPEXP
1
SPEXP1
Supplies
Supplies & Expense
Supplies
0.00
5,765,185.58
5,765,185.58
175,143.58
0.00
175,143.58
Supplies and
Services
5,765,185.58
3,277,940.26
Diff
(175,143.58)
5,765,185.58
5,590,042.00
2,487,245.32
NOTE: Remember that all changes must be done in the .xnv file. Formatting the
.xls file will do you no good; it will be overridden each time you run the report with
a new .xls file.
Exercise 6: - Adding Variables to your layout
Variables can be contained in any cell EXCEPT COLUMN A or ROW 1
1. Open your layout t1rclass1.xnv
2. Add the As of Date variable to your report heading
Go to cell B2
Click nVision / Layout Definition
Select ASD
Replicate the following..
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Click OK / Close
Budget
Actual
Diff
Supplies
Supplies & Expense
Supplies
0.00
5,765,185.58
5,765,185.58
175,143.58
0.00
175,143.58
Supplies and
Services
5,765,185.58
3,277,940.26
(175,143.58)
5,765,185.58
5,590,042.00
2,487,245.32
6. List all the variables in your layout so you can see their values.
Navigate to L18 and begin listing all of the variables that your curious about.
For example if you want to list 10 variables you will end up in cell L28. We
will use our arrow icons within the Layout Definition prompt box to navigate.
In cell L18 - Click nVision / Layout Definition
Page 48 of 80
Page 49 of 80
Page 50 of 80
2000-07-01
T1REX7
C:\NVS\CLASS\T1REX7\2000\13
Account
Descr
3100
SPEXP1
3100+SPEXP1
SPEXP1
Supplies
Supplies & Expense
Supplies
Supplies and
Services
Budget
0.00
5,765,185.58
5,765,185.58
5,765,185.58
Actuals
175,143.58
0.00
175,143.58
3,277,940.26
Diff
(175,143.58)
5,765,185.58
5,590,042.00
2,487,245.32
Page 51 of 80
5. Use Explorer to see how nVision used the variables in your report request to
automatically generate directories and a filename.
Open Explorer
Navigate to C:\NVS\CLASS
Page 52 of 80
\\psfin-nt1\sfs\nVision\layout\uwmil\instance\%FY4%\%SCN%\PER-%PER%
Page 53 of 80
1. Defining the Directory Template for reports that will be scheduled to run by the
overnight report book process.
In class we saved our files to the c:\ drive. This is not a practical place to
save reports that need to be shared among users.
The report book process must find the Layout .xnv file in the default
directory :
\\PSFIN-NT1\SFS\NVISION\LAYOUT
If the report book process cannot find the layout in the default directory it
will not run.
Most users do not have rights to this directory. This is to ensure that
reports do not get changed inadvertently.
If you do not plan on using Report Books you can store your reports on a
local shared drive. This way you can share them without asking for READ/
WRITE security privileges to the \\psfin-nt1\nvision\layout directory.
Phil Koenigs group grants rights to the \\psfin-nt1 directory.
Exercise 10: Using nPlosion in your Layout
nPlosion is a feature that explodes your criteria in a column or row to the
lowest level of detail.
1. Set nPlosion on Account Node criteria
Open your T1RCLASS1.XNV report
Highlight row 15
Click nVision / Layout Definition
Page 54 of 80
Click OK
Always leave the Tree Level BLANK
Click the By Position button and select LTESTU
Click OK
Click OK / Close
Page 55 of 80
%,FACCOUNT,
V3100
%,FACCOUNT,
VSPEXP1
%,FACCOUNT,
V3100,VSPEXP
1
%,FACCOUNT,
TALL_ACCT_M
AJCLASS,NSPE
XP1
%,V1601
%,V1603
%,V1771
%,V1781
Account
3100
Budget
0.00
Actuals
175,143.58
Supplies &
Expense
3100+SPEX Supplies
P1
5,765,185.58
0.00
5,765,185.58
5,765,185.58
175,143.58
5,590,042.00
SPEXP1
Supplies and
Services
5,765,185.58
3,277,940.26
2,487,245.32
1601
1603
1771
1781
LTE Hourly
LTE Overtime
Student Hourly
Work Study
Hourly
LTE/Student
Student Salary
0.00
0.00
0.00
0.00
43,806.78
228.00
39,942.22
1,443.56
90,087.00
90,087.00
0.00
85,420.56
SPEXP1
%,VLTESTU
LTESTU
%,FACCOUN LTESTU
T,TALL_ACCT
_MAJCLASS,
X,NLTESTU
Descr
Supplies
Diff
(175,143.58)
Take note of all the additional rows that were generated upon running the
report. Your original formula from row A15 moved to A20 and a detail
row for each Account making up LTESTU was inserted. The default
Page 56 of 80
4,666.44
3. How do you get the diff formula in Column G to copy to the nPloded cells?
Since the nPloded cells are intangible on the .xnv file, there is no place for
you to literally copy the formula to, but rather there is an option you must
set in Column A or Row 1 depending on where your nPlosion takes place.
Highlight column G
Click nVision / Layout Definition
Click OK / Close
Page 57 of 80
Select Ledger
Replicate the following.
Click OK / CLOSE
The only difference between the formula in column F and H is we have the
nPlode TimeSpan option selected in column H.
Cell H1 should have the following code:
%,LACTUALS,SYTD,XS
The L = Ledger
The X = nPlode TimeSpan
The S = Timespan
Run Current Report
The report should nPlode a column for every accounting period.
5. Add a label to capture the acctg period name on the nPloded Timespan columns.
Highlight Row 5
Click nVision / Layout Definition
Select LABELS
Page 58 of 80
Click OK / Close
Run Current Report
Here is a small section of how your .xls file should look
2000-1
2862.56
0
2862.56
150047.5
2000-2
8600.3
0
8600.3
392297.1
2000-3
7453.91
0
7453.91
168771.7
2000-4
21679.26
0
21679.26
263803.7
2000-5
10280.8
0
10280.8
301658.1
In your .xls file take note of the Group Outline buttons located in the
upper left hand corner. There should be 2 sets of 1 and 2 buttons.
Click on the 1 to get a summary view of the report, click on the 2 to
view all the nPloded detail.
There are several techniques to formatting nPloded values. I would
recommend reviewing some of the Budget Summary Reports developed
for other campuses.
One basic technique for formatting nPloded cells is to format the entire
worksheet. It is also helpful know that nPloded cells inherit their formats from
Column A or Row 1. For example if your nPloding on a row the format for the
nPloded row will be inherited from Row 1. More specifically, if you have an
nPloded intersection in CELL D12, the format for that intersection will be derived
from the format in CELL D1. If D1 is shaded and bold all of the nPloded rows in
column D will be shaded and bold.
Page 59 of 80
Partial
Select Field
Click Add button
Click the ? and choose ACCOUNT
Highlight the SELECTED TREE NODES radio button
Click the ? and select the ALL_ACCT_MAJCLASS tree
Panel should look like
Click OK
Always leave the Tree Level BLANK
Click the By Position button and select REVENUE
Click OK / OK / CLOSE
Copy the Diff formula from G13 to G14
Save the .xnv file by clicking on the SAVE ICON
Click nVision / Run Current Report
Report view, the Revenue Row should look like....
Account
Descr
REVENUE
Total Revenue
Budget
0.00
Actuals
Diff
(24,901,597.83 24,901,597.83
)
Most users would want Revenues and Liabilities to contain positive signs
on reports versus their natural accounting sign.
Page 60 of 80
Select Ledger
Replicate the following Panel.
Click OK / Close
Total Revenue
0.00
24,901,597.83
Diff
(24,901,597.8
3)
Page 61 of 80
Select Query
Replicate the following panel.
Click OK / Close
Actuals
175,143.58
0.00
175,143.58
3,277,940.26
Page 62 of 80
Click the NEW push button and fill out the following fields
Scope Name = T1RSCOPE1 [replace T1R with your 3-digit operid]
Description = Used in training
Table Setid = UWADM
Click on the ADD push button under the Fields section
Click the ? and choose DEPTID
Highlight the Selected Detail Values radio button
Click on the ? in the Value Table field
Choose ORG_TBL
Your panel should look like the following.
Click OK
Click on the ? in the Value field. You should get a list of the first 300 ORGs.
Highlight the following 3 ORGS:
131000
423000
441000
Click Select
Page 63 of 80
Note: If you have more than 300 ORGS you would need to put a partial
value in the Value field before selecting the question mark.
Your panel should look like the following
Page 64 of 80
You should now have the report request form open on your desktop
Click OK
Page 65 of 80
Page 66 of 80
The most common error made by users when using scopes is not updating
the filename variable in the report request.
Open 131000.xls
A partial view of the report should look like.
2000-07-01
T1REXS
c:\nvs\class
Account
Descr
Enc
Budget
Actuals
Diff
3100
SPEXP1
Supplies
0
0.00
10,469.95
(10,469.95)
Supplies
0
121,587.50
0.00
121,587.50
&
Expense
If you were to print this report you would have no idea what department
this data is related to. You need to add variables to the heading section
of your layout .xnv file.
Page 67 of 80
Click Apply
Click on the down arrow to navigate to cell G3
Select SFD
Click OK / Close
Run Current Report
The last report generated should be 441000.xls and should look like.
2000-07-01
T1REXS
c:\nvs\class
Account
Descr
441000
Policy Analysis and
Research
Enc
Budget
Actuals
Diff
3100
SPEXP1
Supplies
0
0.00
5,602.00
(5,602.00)
Supplies
0
52,500.00
0.00
52,500.00
&
Expense
Now if you were to print these reports you would know what departments
they belong to
You would want to add descriptions to the left of the actual values. For
example you would want to put a title to the left of 441000 indicating it is a
department value. There are formulas you can use to combine the variable
with a description. I would recommend reviewing some of our existing
reports to gain an understanding of these formulas.
Page 68 of 80
Select Field
Add Account Criteria using the ALL_ACCT_MAJCLASS tree, choosing the
SPEXP1 node
You should have the following panel:
Click the ADD push button located in the Specified Fields section
Click the ? and select DEPTID
Select the All Detail Values radio button
Click the ? in the Value Table Field and select ORG_TBL
You should have the following panel:
Page 69 of 80
Diff
Page 70 of 80
3. Always end your report book run control id names with your 3-digit operid.
There is a bug that if two users create the same run controls one of them will
become corrupt.
4. Replicate the following:
Page 71 of 80
Page 72 of 80
FINAL EXERCISE
Create a report for the UWADM business unit that list all of my Account
Detail Values down the rows and gives me the ACTUAL YTD amount as of
08/26/2000 broken out by period in the columns.
You will need to do the following:
1. Create a new Layout Save it as C:\PS\FINAL.xnv
Use above information to define your rows and columns
Insert Variables to make your Report Heading meaningful
Insert Labels in to capture your account numbers and descriptions as
well as accounting period in the columns.
2. Create a new Report Request name it T1RFIN. Use your 3-digit operid
Save the output to C:\NVS\CLASS
Use the Variable %RID% as the .xls filename
Run the report as of 08/26/2000
3. Run the Report Request
Here is what the finished report will look like:
UWADM
2000-08-26
c:\nvs\class
1007
1051
1055
1211
1531
1532
1533
1541
1543
1601
1603
1771
1903
1904
1905
1906
1907
1908
1913
1929
1930
1932
2001-1
2001-2
1,250.00
361,106.89
1,231.73
700.44
238,494.54
240.00
6,958.29
221.32
0.00
7,893.28
50.17
2,285.38
19,073.26
5,191.17
77,980.88
1,560.81
50,957.19
508.76
1,250.00
373,214.86
49,518.55
700.44
250,587.01
240.00
7,220.23
127.01
2.40
8,957.64
0.00
6,686.55
353.71
727.68
0.00
0.00
90.66
0.00
2,500.00
734,321.75
50,750.28
1,400.88
489,081.55
480.00
14,178.52
348.33
2.40
16,850.92
50.17
8,971.93
19,426.97
5,918.85
77,980.88
1,560.81
51,047.85
508.76
0.00
610.00
610.00
43.43
10.16
803.41
0.00
0.00
0.00
43.43
10.16
803.41
Page 73 of 80
1935
1938
1939
1940
1941
1942
1943
1954
1955
1957
1969
1973
1974
2100
2101
2115
2127
2130
2140
2146
2162
2181
2184
2201
2210
2240
2260
2310
2420
2460
2480
2600
2610
2620
2623
2650
2670
2675
3100
3120
3140
3150
Page 74 of 80
3165
3195
3700
3702
3710
3720
3730
3740
3780
4520
6100
6166
7100
9050
9051
9182
9198
9200
9220
9224
9225
9800
ANSWER PART 1
Here is the LAYOUT DEFINITION for the FINAL.XNV
Do not look at this until you complete the FINAL EXERCISE
1
2
3
4
5
6
7
8
B
C
D
%,AFT,FACCOUN %,AFT,FDESCR %,LACTUALS,SYTD,X
T
S
%,AFF,FACCOUNTING_PERI %RBU%
OD
%ASD%
%IDN%
%,FACCOUNT,X,_
ANSWER PART 2
Page 75 of 80
Page 76 of 80
Page 77 of 80
21. What is the purpose of the FIELD COMBINATION TABLE on the scope
definition?
The purpose of the FIELD COMBINATION TABLE is to filter invalid
combinations of Scope Fields in order to prevent the generation of
unnecessary instances.
22. Can you drill down from any cell within a report?
It must be a cell with data achieved by an intersection of criteria.
23. Are drill down reports automatically saved by nVision so that you can
access them later?
No. You must explicitly save using File Save As from the menu. If you do
not save, the drill down instance will close when you exit nVision.
Page 78 of 80
Page 79 of 80
CHAPTER 6 - SHORTCUTS
1. Instead of navigating to NVISION / LAYOUT DEFINITION, you can double click
anywhere on your .xnv file and get the LAYOUT DEFINITION menu.
2. Use your HIGHLIGHT SELECTION and RETAIN CONTENTS checkboxes. The
HIGHLIGHT SECTION allows you to see where you are. The RETAIN CONTENTS
is great to use when your adding a lot of rows to your report and just need to
change the SELECTED DETAIL VALUE. For example if you are in ROW 11 and
are choosing the SALPRM node from the ACCOUNT tree, you can click RETAIN
CONTENTS, and navigate to ROW 12. Then all you need to do in ROW 12 is
DELETE SALPRM and click ADD to choose the node you want in ROW 12.
.MORE TO COME
Page 80 of 80