Beruflich Dokumente
Kultur Dokumente
Hand Book
Prepared by
G.kumaran
PeopleSoft Technical Consultant
DriveStream Inc
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Contents:
CHAPTER 6 - SHORTCUTS
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CHAPTER 1 –Understanding nVision
PS/nVision doesn't just work with spreadsheets-it works within them. You
access PS/nVision features from a special nVision menu within Microsoft Excel.
Your organization can also create a custom "front-end" macro sheet to give your
users point-and-click access to reports and reporting functions.
Because PS/nVision works from within your spreadsheet, you'll use the familiar
commands Excel offers for inserting formulas, formatting, and graphics. We'll
review some of the more common Excel features in this chapter, but for more
detailed information see your Microsoft Excel User's Guide or the Excel online help.
The layout and request are all you need to run your report-creating a spreadsheet
rich with data. As the report runs, a copy of the layout, called an instance, is
populated with data and is saved as a normal spreadsheet file. (If you're using a
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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.
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 Multiple queries and/or Single query.
ledgers; labels.
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CHAPTER 2 – General Overview
The following steps should be taken to open an existing report request file.
1. nVision
2. Report Request
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 or nVision, Run Current Report to invoke the report request.
11. You will now have a .xls file open on your desktop
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 Title This title appears on prompt lists and can be used in report
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 Choose the applicable .xnv file that you want to execute
Directory
Template Specifies which directory to place the report after you have
run the request. If you leave the field blank the
finished report will be put into the default directory.
File Template Specifies the name of the worksheet (report) that is created
when you run the request. You can include nVision
variables in the template to dynamically create
file names at run time. All nVision report instances are stored
as Excel files with an .xls extension (ex: %LYN% =
BALSHEET.XLS)
Enable
Nplosion If turned off will not execute specified nplosion
Main As of Date nVision uses this date to determine the meaning of relative
timespans used in the Layout.
As of Date
for Trees Allows you to select the effective date of the trees to be used
when trees are referenced in Layouts and Scopes. This is
usually left at the default “:Use main as of date”, meaning it
will use the tree closest to the As of date.
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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.
• 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:
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.
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, there’s 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.
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 DEPARTMENT CRITERIA 1 DEPARTMENT CRITERIA 2
1
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.
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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.
Note: Use the arrow keys to navigate between formulas. For example you can move
from
cell A10 to cell A11 by hitting the DOWN arrow.
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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.
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 you’re 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 you’re 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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NVISION / LAYOUT DEFINITION / QUERY:
The following panel is returned after clicking the QUERY from Type drop down:
We also have another Query that is used that adds up the ACTUALS + ACCRUALS
ledger. That Query is named Q[NVS]_LEDGER_ACTUAL_ACCRUAL
The Query option allows you to write non-ledger reports. One example we have of
this type of report is POQ 130 located on the PO DETAIL nVision page.
Here’s a small snap shot of this nvision report:
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NVISION / LAYOUT DEFINITION / LEDGER
The following panel is returned after clicking the LEDGER from Type drop down:
2
3
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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NVISION / LAYOUT DEFINITION / LABELS:
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.
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
report’s 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.
Think of the direction of the nPlosion. For nPloded columns, select the row which
contains the formula you wish to copy. For nPloded rows, select the column
containing the formula you wish to copy.
If the below report were to contain nPlosion on the Column and the Rows you would
need to put the COPY NPLOSION OPTION in two places as illustrated below.
Nplosion
form
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Tree node Exp 1000 500 500
REPORT REQUEST:
Variables that extract information
from the report request
SCOPE RELATED:
Variables that read in values from
your Scope. When using a
scope on your layout it is critical
you include these variables in
your heading.
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.
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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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CHAPTER 3 – Running Reports with PS/nVision
PS/nVision automatically opens Microsoft Excel, and the PS/nVision icon appears
minimized on the Windows taskbar. You can click this icon to open the PS/nVision
window, but unless a specific PS/nVision dialog box is currently active (such as the
Layout Definition dialog box or Scope Definition dialog box), the PS/nVision window
will be blank. You initiate PS/nVision commands from within Excel using the
nVision menu. When PS/nVision is active, it displays an extra menu in the Excel
menu bar.
REPORT
REQUEST
It doesn’t matter
which method you
use, they both
perform the same
function.
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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.
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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:
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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
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 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:
Ledger-Dependent Variables:
ScopeField-Dependent Variables:
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HAND ON EXERCISES
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• Click NVision / Options / Check on “Show Row and Column Criteria”
• Click OK
• You should have the following worksheet displayed:
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• Enter online nVision prompts
• Click OK / Close
**** NOTE: When modifying reports and you do not seem to be getting the
tree or value information desired it is usually due to the prompt either having
the wrong SETID or an old effective date. Always check this value when trouble
shooting. You can get the above prompt on any .xnv file by navigating to the
nVision \ layout definition and selecting the PROMPT push button ***********
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5. Enter column criteria
• Highlight column E
• Click nVision / Layout Definition
• Select LEDGER tab and replicate the following:
• Click OK / CLOSE
• Cell E1 should contain the following code
%,LSTD_BUDGET,SYTD
The L = Ledger
The S = Timespan
• Highlight column F
• Click nVision / Layout Definition
• Select LEDGER and choose ACTUALS for the Ledger and YTD for the
TimeSpan.
• Click OK / CLOSE
• Cell F1 should contain the following code
%,LACTUALS,SYTD
• Format column E and F to be at least 15 char wide
• Format column E and F be number formatted with 2 decimals.
• Add column headings to row 5.
E5 should contain a heading called Budget
F5 should contain a heading called Actuals
G5 should contain a heading called Diff
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6. Enter row criteria.
• Highlight row 10
• Click nVision / Layout Definition
• Select Filter tab
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• 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.
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• Replicate the following:
• Click OK
• Your panel should look like below:
• Click OK / Close
• Cell A10 should have the following code:
%,FACCOUNT,V3100
The F = Chartfield value
The V = Detail value
• Add an Excel formula to cell G10 that add +E10-F10, to give you your
difference amount.
• SAVE the .xnv file by clicking on the SAVE ICON
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• Replicate the following panel, REMEMBER to replace T1R with your 3-digit
operid.
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Exercise 2: - Add additional rows to your existing layout
This exercise does not show as much detail as exercise 1. Refer to exercise 1 if you
need additional help.
%,LSTD_BUDG %,LACTUALS,SYTD
ET,SYTD
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%,FACCOUNT,V3100 0.00 175,143.58 (175,143.58)
%,FACCOUNT,VSPEXP1 5,765,185.58 0.00 5,765,185.58
Exercise 3: - Add additional rows to your existing layout using tree nodes vs
detail values
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• Open the ALL_ACCT_MAJCLASS tree
• Open the first tree in the list
• Here’s a snap shot of the ALL_ACCT_MAJCLASS tree
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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………..
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• Click OK / Close
• Cell A13 should have the following code:
%,FACCOUNT,TALL_ACCT_MAJCLASS,NSPEXP1
The F = Chartfield
The T = Tree name
The N = Node name on the tree
• Copy the difference formula in G12 to cell G13
• Save the .xnv file by clicking on the SAVE ICON
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Exercise 4: - Run a consolidated Report
1. Open your existing Report Request [Skip this step if it is open already]
• Navigate to nVision / Report Request
• Click the OPEN push button
• Fill in business unit and report name [UWADM / T1REX1]
Remember to replace T1REX1 with your 3-digit operid
• Click on the GET LIST push button
• Double click on your report to open
• You should now have the report request form open on your desktop
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The report should look like….
Budget Actuals Diff
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• Select Labels tab
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.
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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
• Re-run the report.
Note: If you had not checked the “Put labels in blank cells only” checkbox in
the label definition panel the 3100 + SPEXP1 formula would have been
overridden with a label.
7. Add Description Labels to your report
• Return to your .xnv and highlight column C
• Click nVision / Layout Definition
• Select Labels tab
Replicate the following……………..
• Click OK / Close
• Cell C1 should have the following code:
%,ATF,FDESCR,UDESCR
• Put heading descriptions in cells B5 and C5. On my report I put ACCOUNT in
B5 and Descr in C5.
• Save the .xnv file by clicking on the SAVE ICON
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Account Descr Budget Actuals Diff
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.
• Select ASD
Replicate the following……………..
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• Click OK / Close
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
• Select Variable tab
• Replicate the following panel….
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• Click the APPLY followed by the Down Arrow to move to cell L19 and
enter next variable.
• Check the “Highlight” checkbox. This will highlight the active cell so it’s easy
to see where your at when navigating around.
• In column K type in the name of the variable you chose in column L. For
example if you put %LYN% in cell L18 type LYN in cell K18. By doing this
you are creating a list that you can later use as a reference.
7. Run Report Request
• Click nVision / Run Current Report
Here’s what my report looks like upon running the report………..
COL K COL L
RID T1REX1
RTT Theresa's Exercise 1
LYN t1rclass1
RBU UWADM
RBN UW System
Administration
OPR T1R
ASD 2000-07-01
PER 13
FY2 00
FY4 2000
PED 2000-07-01
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Exercise 7: - Using Variables to create filenames and directory structures in
your Report Request form
1. Open your existing Report Request [Skip this step if it is open already]
• Navigate to nVision / Report Request
• Click the OPEN push button
• Fill in business unit and report name [UWADM / T1REX1]
Remember to replace T1REX1 with your 3-digit operid
• Click on the GET LIST push button
• Double click on your report to open
• You should now have the report request form open on your desktop
• Click OK
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• Your Report Request should look like this………..
2000-07-01
T1REX7
C:\NVS\CLASS\T1REX7\2000\13
Account Descr Budget Actuals Diff
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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
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Exercise 8: - Review Report Request Parameters on reports generated by
the overnight report book process
1. Defining the Directory Template for reports that will be scheduled to run by the
overnight report book process.
• In class we have sent all of our instances to the c:\ drive. This is not a
practical place to save reports that need to be shared among users.
• Reports generated by report books must be saved to the shared PeopleSoft
drive. To define this drive you would use the following string:
\\PSFIN-NT1\SFS\ vs c:\
• Here is an example of UWMIL’S Report Request:
\\psfin-nt1\sfs\nVision\layout\uwmil\instance\%FY4%\%SCN%\PER-%PER%
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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 Koenig’s group grants rights to the \\psfin-nt1 directory.
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• Click OK
• Always leave the Tree Level BLANK
• Click the By Position button and select LTESTU
• Click OK
• Check the “nPlosion” button as shown below……
• Click OK / Close
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• Cell A15 should have the following code:
%,FACCOUNT,TALL_ACCT_MAJCLASS,X,NLTESTU
The F = Chartfield
The T = Tree name
The X = nPlode to underlying details
The N = Node name on the tree
• Copy the difference formula in G12 to cell G15
• Save the .xnv file by clicking on the SAVE ICON
2000-07-01
T1REX1
c:\nvs\class
• 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
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setting for nPlosion suppresses rows where there is no activity. For
example account 1602 does not appear in the above report because
there was no activity to display. There is an option you can switch on if
you want all rows to appear regardless if they have activity or not. We
used this option on our FUND trial balance report so we can see each
fund displayed with a zero balance.
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
• Select nPlosion push button
• Select the checkbox “Copy formulas to nPloded cells” as shown below…..
• Click OK / Close
• Cell G1 should have the following code:
%,C
• Save the .xnv file by clicking on the SAVE ICON
• Click nVision / Run Current Report
• Your .xls file should contain difference amounts on all rows in column G.
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4. Set nPlosion on Time Span Criteria
• Open your T1RCLASS1.XNV report
• Column H
• Click nVision / Layout Definition
• 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
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• Replicate the following:
• Click OK / Close
• Run Current Report
• Here is a small section of how your .xls file should look………
•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.
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Exercise 11: Using the Reverse Sign Option
• 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
Partial Report view, the Revenue Row should look like………..……………..
• Most users would want Revenues and Liabilities to contain positive signs
on reports versus their natural accounting sign.
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2. Reverse the sign on the Revenue Account criteria
• Highlight Row 14
• Click nVision / Layout Definition
• Select Ledger
Replicate the following Panel……….
• Click OK / Close
• Cell A14 should contain the following code
%,R,FACCOUNT,TALL_ACCT_MAJCLASS,NREVENUE
The R = Reverse Sign
• Save the .xnv file by clicking on the SAVE ICON
• Click nVision / Run Current Report
Partial Report view, the Revenue Row should look like………….
Account Descr Budget Actuals Diff
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Exercise 12: Adding Encumbrance Amounts to Layout
The Encumbrance amount is stored on the Ledger table in the
ENCUMBURED_AMOUNT field.
• Click OK / Close
• Cell D1 should contain the following code
%,QUW_ACTUAL_ENCUMBERED_AMT,SYTD
The Q = Query
The S = TimeSpan
• Insert a heading titled “Enc” in cell D5
• Save the .xnv file by clicking on the SAVE ICON
• Click nVision / Run Current Report
• Partial Report view, the Revenue Row should look like………
Account Descr Enc Budget Actuals
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Exercise 13: Using the Scope function
Scopes allow you to generate multiple instances [.xls files] from one layout.
• 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
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• 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…………
3. Open your existing Report Request [Skip this step if it is open already]
• Navigate to nVision / Report Request
• Click the OPEN push button
• Fill in business unit and report name [UWADM / T1REX1]
Remember to replace T1REX1 with your 3-digit operid
• Click on the GET LIST push button
• Double click on your report to open
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• You should now have the report request form open on your desktop
• Click OK
5. Update the Report Request with the Scope and Scope filename Variables
• In the Instance Controls section of the Report Request click on the ? in the
Scope field
• Choose the scope you created called T1RSCOPE1
Remember to replace T1R with your 3-digit operid
• Change the Report Title to “Using a Scope”
• The File Template on your report request currently has:
%RID%.xls
change it to
%SFV%.xls
The most common error made by users when using scopes is not updating
the filename variable in the report request. If we were to leave this variable
at %RID%.xls, each file generated by the scope would overwrite the
previous file. In the end you would only have the last file saved as an .xls.
• Save the Report Request
The Report Request should look like:
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• Run current report
• When a report is running with a scope, nVision runs and then closes the
report. When the report is finished only the last file generated is left open.
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6. View all the reports generated by the Scope
• Open Explorer
• Navigate to C:\NVS\CLASS
You should see a file for each DEPARTMENT VALUE listed in the scope
• 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
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• Open your T1RCLASS1.XNV file
• Go to Cell G2
• Click nVision / Layout Definition
• Select Variable push button
• Choose the “Scope-Related” radio button
• Select SFV
Replicate the following……………
• 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 441000
T1REXS Policy Analysis and
Research
c:\nvs\class
Account Descr Enc Budget Actuals Diff
Page 68 of 80
Exercise 14: Using 2 chartfield components in one row of criteria.
1. Close completely out of nVision
2. Navigate back into nVision
3. Open your c:\ps\T1RCLASS1.XNV file
4. Open your T1REX1 Report Request and Click OK to return back to your .xnv
5. Add a new row of criteria for Account and nPlode by Dept
• Highlight row 17
• Click nVision \ Layout Definition
• 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:
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• Select the “nPlode to Underlying Details” check box as shown below….
• Click OK / Close
• Cell A17 should contain the following code:
%,FACCOUNT,TALL_ACCT_MAJCLASS,NSPEXP1,FDEPTID,X,_
• Copy the formula in G15 to G17
• Run current report
Here’s a partial look at the results of running the report…………
Descr Enc Budget Actuals Diff
Page 70 of 80
Exercise 15 - Defining a REPORT BOOK
A report book is a grouping of nVision report requests stored within a run control id
for processing using Process Scheduler, you can run them on the client workstation
or on the server. You can schedule Report Books to run on a server. Each campus
has at least one nVision server.
1. Close nVision
2. Navigate to
GO / PEOPLETOOLS / REPORT BOOKS
USE / REPORT BOOK DEFINITION / ADD / CLASS_T1R
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7. The report book process should
* OPEN nVision
* Process all of the report requests listed in your report book
* Close nVision [note Excel will remain open]
All of our class exercise reports are saved on our c:\drive and our report
requests save to the c:\ drive, therefore, we cannot successfully run those as a
report book.
10. The following is an example of how your report book run control id would look
if you were going to run your report book on the UW sys NVS server:
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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.
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
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1935 Fac/Acad - Generic Fringes 6,881.38 0.00 6,881.38
1938 Classified - Social Security 14,853.26 15,633.74 30,487.00
1939 Classified - Medicare 3,473.76 3,656.26 7,130.02
1940 Classified - Group Health 115,091.23 40,667.33 155,758.56
1941 Classified - Group Life 911.80 0.00 911.80
1942 Classified - Retirement 33,444.39 35,127.67 68,572.06
1943 Classified-Income 451.60 444.87 896.47
Continuation
1954 LTE - Social Security 492.49 555.38 1,047.87
1955 LTE - Medicare 115.18 129.90 245.08
1957 LTE - Retirement 248.27 307.82 556.09
1969 Student - Social Security 118.51 352.98 471.49
1973 Student - Medicare 27.73 82.53 110.26
1974 Classified - Generic Fringes 18,964.38 0.00 18,964.38
2100 Travel-Employe-In State Bus 2,538.48 (16.40) 2,522.08
2101 Travel Empl Reportable Meals 8.00 106.10 114.10
2115 Travel-Employe-In State-Conf 673.66 1,049.83 1,723.49
2127 Travel-Employe-Foreign Conf 0.00 337.56 337.56
2130 Travel-Employe-Out State- 7,377.03 12,654.31 20,031.34
Conf
2140 Travel-Fleet Charges-Vehicles (58.58) 617.62 559.04
2146 Moving/Temp Lodging- 0.00 4,520.14 4,520.14
Employees
2162 Travel-Non Employe 0.00 548.40 548.40
2181 Training & Devlop Career Grad 1,218.60 0.00 1,218.60
2184 Training & Development-Job 0.00 110.00 110.00
Rel
2201 Telecomm Services-Centrex 9.50 91.09 100.59
2210 Telephone Service-NonSTS 30.64 1,304.26 1,334.90
Tolls
2240 Telephone Service-STS 0.00 1,096.07 1,096.07
2260 Communication-Miscellaneous 0.00 800.50 800.50
2310 Rental of Space-UW/State 20.00 12,858.00 12,878.00
Owned
2420 Maintenance & Repair- 0.00 11,924.00 11,924.00
Structure
2460 Maintenance & Repair- DP 23,005.96 33.00 23,038.96
Equip
2480 Maintenance & Repair-Other 1,124.95 3,238.59 4,363.54
2600 DP Services-State & Univ Dept 34.11 0.00 34.11
2610 DP Services - Outside Source 750.00 0.00 750.00
2620 Services - Professional 127,091.53 336,263.93 463,355.46
2623 Services - Miscellaneous 1,285.65 5,305.55 6,591.20
2650 Services - Internal 41.21 (10.26) 30.95
2670 Printing & Duplicating-State 494.48 2,975.83 3,470.31
2675 Printing & Duplicating-NonStat 0.00 1,209.89 1,209.89
3100 Supplies 1,412.18 3,280.23 4,692.41
3120 Supplies-Maint/Operational (9.93) 54.48 44.55
3140 Fuel for Vehicles 0.00 12.00 12.00
3150 Software-Under $5,000 0.00 1,200.00 1,200.00
Page 74 of 80
3165 Food & Food Service Contracts 103.94 96.91 200.85
3195 Equipment & Furniture 6,981.00 1,318.12 8,299.12
<$5,000
3700 Postage 6.45 4,575.74 4,582.19
3702 S & E - Default 10,501.44 14,744.97 25,246.41
3710 Freight 437.74 272.92 710.66
3720 Subscriptions 75.00 1,893.94 1,968.94
3730 Memberships 3,880.00 (95.00) 3,785.00
3740 Advertising & Notices 1,398.91 836.22 2,235.13
3780 Conference/Workshop 1,258.46 1,953.90 3,212.36
Expenses
4520 Bldg & Attached Fixtures 5,395.00 0.00 5,395.00
6100 Cash (1,168,753.0 (1,202,657.5 (2,371,410.5
5) 2) 7)
6166 Employee Travel Advance- 0.00 (4,206.00) (4,206.00)
Single
7100 Accounts Payable (159.59) (471.87) (631.46)
9050 Sales Credits-Internal (20.00) 0.00 (20.00)
9051 Sales Credits-External (20.00) 0.00 (20.00)
9182 Miscellaneous Fees 3,018.46 14,945.28 17,963.74
9198 Daily Deposit - Treasury (360.46) (16,072.52) (16,432.98)
9200 Miscellaneous Revenue (2,428.66) (13,018.20) (15,446.86)
9220 County Sales Tax Collections (0.29) (0.47) (0.76)
9224 State Sales Tax Collections (2.93) (4.68) (7.61)
9225 State Sales Tax Trf to DOR 6.02 0.00 6.02
9800 Earnings-Investment Fund 0.00 (2,921.68) (2,921.68)
Share
(0.00) (0.00) 0.00
ANSWER – PART 1
Here is the LAYOUT DEFINITION for the FINAL.XNV
Do not look at this until you complete the FINAL EXERCISE
1 A B C D
2 %,AFT,FACCOUN %,AFT,FDESCR %,LACTUALS,SYTD,X
T S
3
4 %,AFF,FACCOUNTING_PERI %RBU%
OD
5 %ASD%
6 %IDN%
7
8 %,FACCOUNT,X,_
ANSWER – PART 2
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Here is the REPORT REQUEST FORM should look like
Page 76 of 80
CHAPTER 5 - REVIEW QUESTION
1. What must be defined in order for nVision to be able to extract data from
the database and place it in a cell?
Criteria for a row and column.
4. What is a simple method for combining report data for several accounts,
for example if you wanted one line for all salary expenses?
In your report refer to a tree node when specifying your field criteria.
5. What are the two most common ways to select balances for specific
amounts?
Detail values or tree nodes.
8. What will happen if you do not mark the checkbox labeled “DATA FROM
REQUESTING BUSINESS UNIT ONLY”?
All business units will be combined unless criteria or scope requests a
specific business unit.
9. How do you specify a filename and path for each report type?
On the Report Request
11. Are report labels retrieved for tree nodes or detail values? How?
Report labels can be retrieved for both tree nodes and detail values.
12. How can you prevent labels from overwriting existing labels in your
layout?
Select the option to print labels in BLANK CELLS ONLY
13. Will report labels feature work if your criteria contains multiple detail
values or tree nodes?
Yes, but it will print labels for the FIRST detail value or node only.
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14. How many fields can you nPlode in a report row?
One. And nPlosion always goes to the lowest level of detail.
15. What happens if multiple tree nodes are specified and nPlosion is
requested, for example if you choose Salaries and Fringe Benefit tree
nodes on one line?
The nodes are nPloded together as a unit and the account detail is listed
sequentially on the report. Be sure to hardcode the label on the nPloded
line, since the label feature would only display the first tree node on the
total line.
16. What is the relationship between the scope definition and fields?
A scope is based upon one or more fields
20. What happens if more than one field is used in a scope and the scope
variables are not qualified? For example if you use FUND and DEPTID
and you only use %SFV% vs %SFV.DEPTID%?
NVision returns the resolved variables for the first chartfield defined in the
scope.
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.
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24. Why are Queries used in a layout?
To retrieve balances from a table other than a ledger table. This is
particularly useful for reporting outside the general ledger application.
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CHAPTER 6 - SHORTCUTS
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
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