Global Software, Inc.'s Spreadsheet Server for use with Infinium User Manual. Release V11 R1 M3a

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Global Software, Inc.'s

Spreadsheet Server

for use with Infinium®

User Manual

Release V11 R1 M3a

Worldwide Headquarters

3201 Beechleaf Court

Raleigh, NC 27604 USA

+1.919.872.7800

www.glbsoft.com

EMEA Headquarters

500 Chiswick High Road

London, W4 5RG UK

+44 (0) 20 8956 2213

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Global Software, Inc.'s Spreadsheet Server converts familiar spreadsheet software, such as Microsoft® Excel, into tightly integrated analytical tools for financial systems. Financial users can leverage the strength of spreadsheets with seamless

real-time integration to financial information. Spreadsheet Server eliminates the re-keying or downloading of data into spreadsheets and makes them an integral part of the financial application.

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All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - without the written permission of the publisher.

Microsoft, Excel, Windows, Office, Access, Outlook, and SQL Server are all registered trademarks of Microsoft Corporation. Infinium is a registered trademark of Infor Global Solutions. Oracle is a registered trademark of Oracle Corporation. IBM, DB2, iSeries, and AS/400 are trademarks or registered trademarks of International Business Machines Corporation. Trade names referenced are the service marks, trademarks, or registered trademarks of their respective manufacturers in the United States and/or other countries. Global Software, Inc. is not associated or affiliated in any manner with the respective owners of the foregoing trademarks, trade names or service marks unless expressly stated otherwise. The respective owners of the foregoing trademarks, trade names or service marks have not endorsed, certified or approved any of Global Software, Inc.'s products for use in connection with their respective products.

While every precaution has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document.

Printed: October 2011

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Part I Spreadsheet Server Overview

3

... 3 1 Introducing Spreadsheet Server

... 4 2 Features & Benefits

Part II Spreadsheet Server Installation

5

... 5 1 Additional Components

... 6 2 Spreadsheet Server Installation

... 7 3 Uninstall Process

Part III Getting Started

8

... 8 1 Navigation ... 9 SServer Menu ... 10 SS Toolbar ... 11 SS Ribbon ... 12 2 Initiate Excel Add-In

... 13 3 User Settings

Part IV Load Local PC Database (optional)

16 Part V Building Spreadsheets

22

... 23 1 Build a Template ... 26 2 Formula Assistant ... 33 3 GXD Formula ... 34 4 GXA Formula for Account Values

... 37 5 GXA Formula for Budget Manager Data

... 38 6 GXU Formula for User Fields

... 39 7 Using Value Lists in a GXA Formula

... 40 8 List Accounts for a GXA or GXU Formula

... 41 9 Spreadsheet Server Lists

... 41 Create/Maintain Segment Lists

... 43 Enter Values for Segment Lists

... 44 Enter Values for User Field Lists

... 45 Enter Descriptions for User Fields

... 46 Using Segment Lists in a GXA Formula

... 47 SSLDESC Formula

... 48 View or Modify List Values from within Excel

... 49 Synchronize Segment Lists

Part VI Calculations

51

... 51 1 Calculation Options

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... 52 2 Review/Refresh PC Cache

Part VII Drill Down Functionality

53

... 53 1 General Grid Features

... 55 Export to Excel

... 57 Custom Grid Layouts

... 58 Manage Group Totals

... 59 2 Drill Down to Account Balances

... 60 3 Drill Down to Multiple Column Account Balances

... 61 4 Drill Down to Journals per Account(s)

... 62 5 Drill Down to Journal Entry Lines

... 63 6 Drill Down to Subsystem Detail

Part VIII Review Account Master

64

... 64 1 List Accounts

... 65 2 Copy/Export Accounts from Account List

... 66 3 View Account Balances

Part IX Miscellaneous Features

68

... 68 1 Data Validation

... 69 2 Generate Account Detail for Current Sheet

... 70 3 Expand Detail Reports - Account Details

... 71 Expand a Single Source Line

... 73 Expand Multiple Source Lines Using Ranges

... 76 4 Expand Detail Reports - Journal Entry Details

... 79 5 Hide Rows with Zero Balances

... 80 6 Disable / Enable Spreadsheet Server Formula Calculations

... 81 7 Reset Host Server Connection

... 82 8 View Log Entries

Index

84

II Contents

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1 Spreadsheet Server Overview

1.1 Introducing Spreadsheet Server

What is Spreadsheet Server?

Global Software, Inc.'s Spreadsheet Server converts familiar spreadsheet software (Microsoft® Excel) into a tightly integrated analytical tool for financial systems. Financial users can leverage the strength of spreadsheets with seamless dynamic integration to financial information. Spreadsheet Server eliminates the re-keying or downloading of data into spreadsheets and makes those spreadsheets an integral part of financial applications.

Ease of Use

Based on knowledge of Excel®, minimal training is required to use Spreadsheet Server. No programming or query knowledge is necessary. Users utilize the standard spreadsheet capabilities supplemented with simple cell formulas to gain access to dynamic financial information.

Leverage Spreadsheet Skills

While maintaining the full functionality of the spreadsheet application, Spreadsheet Server allows the user to mix General Ledger and non General Ledger data in a single worksheet. The combination of powerful spreadsheet functions (charting, text formatting, and sorting) and dynamic financial information provides the basis for building an income statement, balance sheet, and other financial statements.

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Spreadsheet Server Overview 4

Global Software, Inc.

1.2 Features & Benefits

Features

· Retrieve dynamic period, range of periods, quarter-to-date, year-to-date, and life-to-date balances

· Retrieve account descriptions

· Retrieve balances using ranges, wildcards, user fields, or segment lists

· Drill down to detailed account balances

· Drill down to journal detail for selected accounts

· Drill down to journal lines for a selected journal entry

· Drill down to selected subsystem detail

· Copy drill down data and paste into spreadsheets or other documents

Benefits

· Leverage spreadsheet skills and write reports within minutes

· Eliminate requirement for IT or super-users to create/change financial reports

· No more downloading or re-keying of spreadsheet data

· Reduce number of days to close financial books; save just 3 hours per month per user and the investment is paid for in less than 12 months

· Publish executive-quality reports from current spreadsheet software

· Increase the efficiency and timeliness of the budgeting process

· Build a complete Executive Information System

· Create ad hoc reports or perform account analysis within minutes

· Save financial user's time by combining reporting, account inquiry, and journal inquiry into one application; free up time for true business analysis

· Perform corporate consolidations with instant access to dynamic data

· Reduce external audit time by allowing easier, instant access to financial data with full drill down capabilities

· Reconcile accounts

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2 Spreadsheet Server Installation

2.1 Additional Components

REQUIRED COMPONENTS

Configurator

A single installation of the Configurator must completed by the administrator, and each user must be established within the Configurator prior to using Spreadsheet Server. Contact the administrator for the network location of the Configurator file.

Microsoft® .Net Framework

Microsoft .Net Framework Version 3.5 is a prerequisite for Spreadsheet Server. It is recommended that users have this Framework loaded before installing Spreadsheet Server, otherwise the Setup program will force the installation of Framework prior to loading Spreadsheet Server.

IBM®iSeries Access™ for Windows®

Either the ODBC component or the OLE DB Provider component of the IBM iSeries Access for Windows must be loaded onto the PC which will have Spreadsheet Server installed. Run the setup program within IBM iSeries Access for Windows to determine that one of the Data Access components is installed.

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Spreadsheet Server Installation 6

2.2 Spreadsheet Server Installation

A separate program, Configurator, is used by the Spreadsheet Server administrator to create the host configuration and valid Spreadsheet Server users. The Configurator program is delivered and installed separately. The installation of Spreadsheet Server assumes that the appropriate host and users have already been configured, and that the Configurator Database file has been copied into a network location accessible to all users.

NEW INSTALLS

1. Close all open sessions of Excel.

2. Run the Setup.exe program from the installation CD -or- from the downloaded and uncompressed zip file from Global's web site.

Note: If not previously installed, this setup program will install Microsoft .Net Framework Version 3.5 prior to installing Spreadsheet Server.

3. Follow and respond to the installation prompts. Global recommends taking the defaults.

4. After the installation has completed successfully, it is recommended to:

· Reboot if directed to do so.

· Perform a Windows Update to check for .Net Framework Version 3.5 updates and load them if necessary.

· For new installs only, go to the Settings function and assign and/or verify the location of the Configurator Database file (see User Settings).

UPGRADE INSTALLS

Generally upgrade installs follow the same process as a new install. Occasionally there are exceptions, so it is important to read Upgrade Guidelines published when a new version is released.

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2.3 Uninstall Process

It is not necessary to uninstall Spreadsheet Server prior to installing new versions. An uninstall should only be performed in order to completely remove the product from the PC.

1. Start Excel.

2. Signing on to Spreadsheet Server is optional. Cancellation of sign on is available.

3. For Excel 2003:

· From the Excel menu, select Tools>Add-Ins. The Add-Ins panel appears.

· De-select the add-in named Global's SSInfinium, and click OK.

For Excel 2007:

· Click the Office button. The Excel Options panel appears.

· Select Add-Ins, and click Go. The Add-Ins panel appears.

For Excel 2010:

· From the Excel ribbon, select File>Options. The Excel Options panel appears.

4. Ensure the SServer menu no longer appears.

5. Exit Excel.

6. From the desktop, click Start>Control Panel>Add or Remove Programs.

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Getting Started 8

3 Getting Started

3.1 Navigation

Spreadsheet Server for use with Infinium (SS) uses the following navigation methods for processing functions on an Excel spreadsheet. Each function is not always available from each method.

· SServer Menu (see SServer Menu)

· SS Toolbar (see SS Toolbar)

· Spreadsheet Server Ribbon (see SS Ribbon)

For Excel 2003:

· The SServer menu is accessible from the Excel menu bar.

· The SS toolbar is accessible in the standard toolbar section.

· The Spreadsheet Server ribbon is NOT applicable.

For Excel 2007 and Above:

· The SServer menu and SS toolbar are accessible from the Add-Ins ribbon.

· The Spreadsheet Server ribbon requires a separate install and is only available when Spreadsheet Server is selected as an add-in to Excel.

NAVIGATION TIPS:

Throughout the manual navigation tips, noted by the convention "NAV TIP", will be listed indicating the various paths available to access a function.

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3.1.1 SServer Menu

After Spreadsheet Server is initiated as an add-in to Excel, the SServer menu is added to Excel. The menu is used to access/process various functions within the application.

For Excel 2003:

The SServer menu is accessible from the Excel menu bar.

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3.1.2 SS Toolbar

After Spreadsheet Server is initiated as an add-in to Excel, the SS toolbar is added to Excel. The SS toolbar may be used as a convenient alternative to various SServer menu functions.

For Excel 2003:

The SS toolbar is accessible in the standard toolbar section.

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3.1.3 SS Ribbon

After Spreadsheet Server is installed, a custom Spreadsheet Server (SS) ribbon may be installed for Excel 2007 (and above) users. The ribbon may be used as a convenient alternative to various SServer menu functions.

For Excel 2003:

The SS ribbon is NOT applicable.

The SS ribbon requires a separate install to load the custom SS ribbon on each user's PC (see the installation instructions below). In addition, the custom ribbon only appears when Spreadsheet Server is selected as an add-in to Excel (see Initiate Excel Add-In).

INSTALLATION:

A separate install is required to load the custom SS ribbon on each user's PC. Follow the instructions below to install the custom SS ribbon.

1. Run the SSRibbon Setup.exe program from the installation CD -or- from the downloaded and uncompressed zip file from Global's web site.

Note: If not previously installed, this setup program will install Microsoft Visual Studio 2010 Tools for Office Runtime prior to installing SSRibbon.

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3.2 Initiate Excel Add-In

1. Start Excel.

2. For Excel 2003:

· From the Excel menu, select Tools>Add-Ins. The Add-Ins panel appears.

· Select the add-in named Global's SSInfinium, and click OK.

For Excel 2007:

· Click the Office button. The Excel Options panel appears.

For Excel 2010:

· From the Excel ribbon, select File>Options. The Excel Options panel appears.

3. In Excel from the SServer-Not Started menu, select Start Spreadsheet Server. The Sign On to Spreadsheet Server for Infinium dialog box appears.

Nav Tip:The application may also be started by selecting the SS ribbon equivalent (see SS Ribbon).

4. On the Sign On dialog box identify the following information:

· User ID (Spreadsheet Server sign on)

· Password (optional Spreadsheet Server password assigned in the Configurator)

· Library Override (override database library name specified in the Configurator)

· Retrieve Account Balances (local database)

· Work in Local Mode without a Connection

Note: When working without a connection, the user only has access to account balances in the local database file, and as a result drill-downs to journals or list accounts will not be functional. In addition, the system continues to verify the user is a valid Spreadsheet Server user, thus the user must have the Configurator on their hard drive.

5. Click OK.

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3.3 User Settings

User Settings allow the user to define various criteria to control processing.

1. In Excel from the SServer menu, select Settings. The Settings panel appears.

Nav Tip:This panel may also be accessed by selecting the SS toolbar or ribbon equivalent (see SS Toolbar -or- SS Ribbon) -or- from the desktop by selecting Start>All Programs>Global Software

SSINF.Net>Spreadsheet Server Settings.

2. Use the table to enter data on the Miscellaneous tab of the Settings panel.

Field Description

No Record Found Identifies the message to display in a cell if no data is found. Include Accounts with Net Zero

Balance

Indicates to include accounts with activity but a net zero balance for the selected time frame in the account balances drill down panel.

Quarter Periods Indicates the starting and ending period numbers for each of the four quarters.

Enhanced Logging When the option is selected, additional error message logging is recorded. Once an error has been resolved, it is suggested to clear the log file and to de-select the option for optimal processing. Refer to

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3. Use the table to enter data on the Accounts Segment tab of the Settings panel.

Max Segments Used Specify the maximum number of account segments to be used for processing (i.e. GXA formula parameters, display on drill down panels). Grid Caption - Account

Segments

For each account segment, specify the header/label to be displayed on grids throughout the application (i.e. drill down panels).

Grid Caption - User Fields For each user field, specify the header/label to be displayed on grids throughout the application (i.e. drill down panels).

Button Description

Reset Basic Grid Layouts When changes have been made to grid captions, click the Reset Basic Grid Layouts button to update all basic grids with the revised captions. All customized grid layouts must be rebuilt in order to reflect the modified captions.

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4. Use the table to enter data on the PC Databases tab of the Settings panel.

Segment Lists File Identifies the location for the Segment Lists database. This may be a local or network drive.

PC Local Database Location Identifies the location for the Local.MDB database. This location may also be updated from the Load Local Database panel.

PC Budget Database Location Identifies the location for budget data that has been loaded from Global's Budget Manager product.

Ad Hocs Location Identifies the location of the SQL queries used for ad hoc drill-downs. This generally resides on a network drive. For more information on ad hocs, contact Global.

Configurator Location Identifies the location for the Configurator database. This is generally a network drive. In order to work disconnected from a host, this must be located on the user's local drive.

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Load Local PC Database (optional) 16

4 Load Local PC Database (optional)

Within Spreadsheet Server, the option exists to download account balance information into local databases, allowing for optimized calculation speeds. This is an excellent option for producing Spreadsheet Server reports once the books have been closed and the analytical tasks have been performed in real time. The time spent loading the local databases is greatly offset by the dramatically reduced spreadsheet calculation times.

A user's ability to process the Load Local PC Database function or to access local databases created within Spreadsheet Server is determined by parameter settings on the user's User Setting tab in the Configurator component.

1. From the desktop, select Start>All Programs>Global Software SSINF.Net>Load Local PC Database. The Login to Load Local dialog box appears.

2. On the Login to Load Local dialog box, specify the user ID and password, and click OK. The Load PC Local Databases panel appears. Each step in the load process is represented by individual tabs.

3. Local Files Location: A separate MDB file of balances is created for each distinct year and data type

combination. The top portion of the Local Files Location panel identifies the location for the MDB files. Click the Browse button and select a location for the local database files. The bottom portion of the panel displays a list of existing files previously downloaded to this location.

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4. Ledger Selections: The Ledger Selections panel is used to enter selection criteria for determining the years

available for loading, and then to select for which year/data type combinations to actually build the load. Use the table to enter data on the Ledger Selections panel.

Selection Criteria: Fill from Scheduled

Click the ellipse button ( ) to populate data in the Selection Criteria section from a previously scheduled load.

From Year Identify the from reporting year. To Year Identify the to reporting year.

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Account Mask If desired, specify the account mask(s) for which to retrieve actual account balances. If not specified, the system retrieves balances for all accounts. When entering an account mask elements in the account string must be delimited by a dash (i.e. 00060-51-1110-123). An account mask may be any account parameter that can be used in a SS formula, including single account segments, ranges, wildcards, value lists and segment lists.

· To add an account mask, key the account mask in the field and click the Add button.

· To remove an account mask, select the desired account mask in the list and click the Remove button.

· To remove all account masks, click the Clear All button.

· To retrieve account masks from the Configurator for the current user, click the Profile button.

Note: Regardless of the Account Masks defined and included in the load local database, normal user security continues to apply when using Spreadsheet Server.

Account Mask SQL Displays the SQL statement to be used to retrieve the account mask(s). Ledger Balances to Load:

Populate List (Actuals) Click this button to populate the grid with specific actual account balance criteria from the host database.

Populate List (Budgets) Click this button to populate the grid with specific budget account balance criteria from the host database.

Year/# of Records For the actuals and budgets account balance criteria lists, click the desired year(s) to be downloaded.

· To select multiple years, press and hold the Ctrl key and click on the desired years in the grid.

· To select all years, click the associated Select All button.

· To deselect all previously selected years, click the associated Unselect All button.

Records to be Loaded Based upon the selected years, the system displays the number of records to be loaded.

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6. Load Databases: The Load Databases panel provides various options as to when to execute the load

process (i.e. immediately or scheduled). Use the table to enter data on the Load Databases panel.

Note: Ensure all preceding steps have been completed prior to entering data on the Load Databases panel.

Load Now:

Custom Update Select the check box for the load to find and replace records for only the accounts defined in the Account Mask section on the Ledger Selections tab. Otherwise, the system will first clear the load file and then process the load for only the accounts defined in the Account Mask section on the Ledger Selections tab.

Load (Button) When all preceding steps are complete, click the Load button to execute the load process immediately.

Schedule Load:

Schedule to Run Identify the timeframe for which to schedule the execution of the load. Appropriate processing fields become input capable. Valid options are One Time Only, Daily, Weekly and Monthly.

Note: Scheduled tasks may be altered via Load Local PC Database or Microsoft Window Scheduled Tasks; however, they may only be stopped or deleted via Microsoft Window Scheduled Tasks. Nav Tip: To access Microsoft Window Scheduled Tasks, from the

desktop click Start>Control Panel>Scheduled Tasks.

Note: Scheduled loads require the PC to be powered on; however, the user does not have to be signed into the operating system.

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One Time Only: One Time Only is used for a single run of the scheduler. This option requires the user to assign a Start Date and Start Time to execute the one time run.

Daily: Daily is used for multiple daily consecutive loads. This options requires the user to assign a Start Date, Start Time, and Recur Every specified Days.

Weekly: Weekly is used for multiple loads for one or more days on a consecutive number of weeks. This options requires the user to assign a Start Date, Start Time, Recur Every specified Weeks for each selected Weekday.

Monthly: Monthly is used for multiple loads for a specific day of each selected month. This options requires the user to assign a Start Date, Start Time, Days (specific day of the month) -or- the specific week and day of the week for each selected Month.

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Windows Credentials: Specify the User ID and Password to be used for the scheduled load. The User ID defaults to the user logged to the workstation. The Password must be valid for the scheduler to schedule the future load. Close Window and Exit after

Scheduled Load Completes

Select the check box to indicate to close the execution panel at the conclusion of the Microsoft Window Scheduled Task.

Schedule (Button) When all Schedule Load related fields are complete, click the Schedule button to schedule the load process.

7. When the scheduled date and time are reached, the program will reconnect to the host and initiate the load process, loading the balances based upon selections to the appropriate MDB file in the Local File location. During the process, the system displays various statuses (see below).

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Building Spreadsheets 22

5 Building Spreadsheets

Spreadsheet Server retrieves financial data from the General Ledger into Excel using the following formulas:

· GXD - Returns an account description -- Refer to GXD Formula

· GXA - Returns an account balance -- Refer to GXA Formula for Account Values

· GXU - Returns an account balance using user field references -- Refer to GXU Formula for User Fields

· GXE - Explodes summary data line into detail data lines -- Refer to

Expand Detail Reports - Account Details and Expand Detail Reports - Journal Entry Details

· SSLDESC - Returns a segment list description -- Refer to SSLDESC Formula

These formulas can be used in a spreadsheet cell in the same manner as other spreadsheet functions.

Spreadsheet Server provides tools for starting a spreadsheet (see Build a Template) and for entering formulas (see Formula Assistant).

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5.1 Build a Template

The Build a Template is a tool used to aid in quickly creating a Spreadsheet Server template within a

spreadsheet. This tool may be used to create a new worksheet, populating the necessary rows and columns with the required parameters and account segment values as provided by the user, and inserting the GXA formula using these parameters. In addition, the tool may be used to insert the required rows and columns used for the formulas into an existing non-Spreadsheet Server worksheet.

Create a New Worksheet

1. In Excel from the SServer menu, select Build a Template. The Build a Template panel appears.

Nav Tip:This panel may also be accessed by selecting the SS ribbon equivalent (see SS Ribbon).

2. Use the following table to enter data on the Build a Template panel.

Sheet Status:

Blank / Non-Blank Identify whether using a new (Blank) or existing (Non-Blank) worksheet. Target Cell For new spreadsheets, this displays where the template will start. For

existing worksheets, this displays where the formula will be placed. Account Segments:

Company

Seg 2, Seg 3, etc.

Specify the company and segment 2 - 9 elements of the account string. Each segment in the account string may be a single value, mask, range, value list or segment list.

Note: The number of segments available is based upon the Max Segments Used defined the Settings. The system assumes that the account number contains at least three segments. Indicate additional account segments are used by selecting the appropriate check boxes for the segment numbers.

Row / Col Specify if the account segment will be located in the template

parameters column or by default, on the template account segment row.

Note: When the column option is selected, the associated field is repositioned to the Column Parameters section on the panel.

Allow for "And/Or" User List in Formula

Select the check box to indicate to add an AND/OR user list comparison to the account string criteria.

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Column Parameters:

Year Identify the reporting year. Value may be selected from a drop down list. Format Identify the time range for which to retrieve balances. Value formats are

PER, QTR, YTD, and LTD. Value may be selected from a drop down list.

Period Identify the period, quarter number or range of periods (i.e. 1.5 for periods 1 thru 5) for the specified format.

Currency Code Identify a valid currency code, or leave blank when retrieving statistical balances.

Balance Type Identify the balance type to be retrieved. Value balance types are M (monetary), S (statistical), D (debit balances), C (credit balances), 1 (numeric user field 1) and 2 (numeric user field 2).

Note: Currency code must be blank when balance type is S.

3. Click the Modify Current Worksheet button to push parameters and formula values (targeting actuals) to the worksheet.

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Modify an Existing Non-Spreadsheet Server Worksheet

1. Start with an existing non-Spreadsheet Server worksheet in Excel. Select the first cell to be populated with a formula (i.e. B5 in the spreadsheet below), then from the SServer menu, select Build a Template -or- select the SS ribbon equivalent (see SS Ribbon). The Build a Template panel appears.

2. Enter the appropriate values on the Build a Template panel (see Step 2 in the Create a New Worksheet section above).

3. Click the Modify Current Worksheet button to push column and row parameters, and formula values (targeting actuals) to the worksheet.

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5.2 Formula Assistant

The Formula Assistant is a tool used to aid in quickly creating formulas within a Spreadsheet Server spreadsheet. The Formula Assistant is applicable for GXA, GXD, GXE, GXU, and SSLDESC formulas.

1. In Excel from the SServer menu, select Formula Assistant. The Formula Assistant panel appears open to the GXA tab -or- if Formula Assistant was launched while on a SS formula, the panel opens the corresponding formula tab.

Nav Tip:This panel may also be accessed by selecting the SS toolbar or ribbon equivalent (see SS Toolbar -or- SS Ribbon).

2. Select the tab of the desired formula type. The selected formula panel appears.

Note: For efficient processing use cell references to identify individual formula parameters. However, if literal values are keyed in the entry boxes, they must be placed in doubt quotes (").

Hint: Shortcut for selecting cell references: · On the worksheet, select the desired cell.

· On the Formula Assistant panel, double click in the desired text box to paste the cell reference of the cell previously selected on the worksheet.

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3. Use the table to enter formula specific data on the GXA - Formula Assistant panel.

GXA: Returns a single balance from the ledger. For more information refer to

GXA Formula for Account Values.

Column Parameters: This area assumes that the parameters will be laid out in a column, so entering the first value and clicking on the down arrow will populate the rest of the fields. For example, if the cell reference entered for the ledger type field is H1, then clicking on the down arrow will populate the following fields with H2, H3, etc.

Year Identify the reporting year.

Format Identify the time range for which to retrieve balances. Value formats are PER, QTR, YTD, and LTD.

Note: Currency code must be blank when balance type is S.

Budget / Actuals Identify whether to retrieve actual or budget data. Valid values are ACTUALS or the name of the budget.

Database Lib If necessary, specify the database library from which to retrieve the data. The library entered here will override the library keyed during the sign on process and/or the library defined in the Configurator.

Account String:

Company, Seg2, Seg3, etc.

Identify the required accounts segments to be used by the formula. This area assumes that the segments will be laid out next to each other on one row, so entering a value and clicking on the right arrow will populate the rest of the fields. For example, if the cell reference entered for the first account segment is A13, then clicking on the right arrow will populate the following fields with B13, C13, etc.

Note: The number of segments available is based upon the Max Segments Used defined the Settings.

Append AND / OR User List Select the check box to indicate to add an AND/OR user list comparison to the account string criteria.

AND / OR Identify the appropriate user list criteria operand. Valid values are AND (account must meet both the account string and user list criteria) and OR (account must meet either the account string or user list criteria). User List Specify the user list to be used by the formula.

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4. Use the table to enter formula specific data on the GXD - Formula Assistant panel.

GXD: Returns the account description for a particular account. For more information refer to GXD Formula.

Account String:

Company, Seg2, Seg3, etc.

Identify the required accounts segments to be used for retrieving the account description. This area assumes that the segments will be laid out next to each other on one row, so entering a value and clicking on the right arrow will populate the rest of the fields. For example, if the cell reference entered for the first account segment is A13, then clicking on the right arrow will populate the following fields with B13, C13, etc.

Note: The number of segments available is based upon the Max Segments Used defined the Settings.

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5. Use the table to enter formula specific data on the GXE - Formula Assistant panel.

GXE: Explodes summary line data into detail data lines. For more information refer to Expand Detail Reports - Account Details, and

Expand Detail Reports - Journal Entry Details.

Account Details: This area assumes that the parameters will be laid out in a column, so entering the first value and clicking on the down arrow will populate the rest of the fields. For example, if the cell reference entered for the target sheet name is B13, then clicking on the down arrow will populate the following fields with B14, B15, etc.

Target Sheet Name Identify the name of the worksheet that contains the final formatted worksheet and will receive the expanded account details.

Source Sheet Name Identify the name of the worksheet that contains the summary formulas that will be expanded.

Target Row # / Range Name Identify the first row number or the range name on the target worksheet to begin inserting the expanded detail.

Source Row # Identify the row number in the source worksheet that contains the summary formulas.

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Journal Entry Details: This area assumes that the parameters will be laid out in a column, so entering the first value and clicking on the down arrow will populate the rest of the fields. For example, if the cell reference entered for the GXA source column is E13, then clicking on the down arrow will populate the following fields with E14, E15, etc.

Generate Journal Detail Sheet

Select the check box to indicate to include an expansion of journal entry details as part of the GXE formula.

GXA Source Column to User Identify the column on the source worksheet for which to expand journal entry details.

Target Sheet Name Identify the name of the worksheet that will receive the expanded journal entry details.

Target Starting Cell Identify the starting cell location on the target worksheet to begin inserting the exploded journal entry detail.

Include Headings Indicate whether or not to include headings when expanding journal entry details.

Autofit Columns Indicate whether or not to autofit columns when expanding journal entry details.

Generate Totals Indicate whether or not to generate account subtotals as well as a grand total when expanding journal entry details.

Convert to Excel 2007 Table Indicate whether or not to place the expanded journal entry details into a table. When this option is utilized, the system creates a new table on the specified target sheet and assigns the next available standard Excel table name. In addition, headings are always included and a grand total line is generated; however, no account subtotals are generated.

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6. Use the table to enter formula specific data on the GXU - Formula Assistant panel.

GXU: Returns an account balance using user field references. For more information refer to GXU Formula for User Fields.

Column Parameters: This area assumes that the parameters will be laid out in a column, so entering the first value and clicking on the down arrow will populate the rest of the fields. For example, if the cell reference entered for the ledger type field is H1, then clicking on the down arrow will populate the following fields with H2, H3, etc.

Year Identify the reporting year.

Format Identify the time range for which to retrieve balances. Value formats are PER, QTR, YTD, and LTD.

Budget / Actuals Identify whether to retrieve actual or budget data. Valid values are ACTUALS or the name of the budget.

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Account String:

Company, User Field 1, User Field 2, User Field 3, User Field 4

Identify the required company and user fields to be used by the formula. This area assumes that the segments will be laid out next to each other on one row, so entering a value and clicking on the right arrow will populate the rest of the fields. For example, if the cell reference entered for the first account segment is A13, then clicking on the right arrow will populate the following fields with B13, C13, etc.

Target Cell Displays the formula's target cell location.

7. Use the table to enter formula specific data on the SSLDESC - Formula Assistant panel.

SSLDESC: Returns the description for a particular segment list. For more information refer to SSLDESC Formula.

Value Cell Identify the cell location containing the segment list value for which to retrieve the segment list description.

Target Cell Displays the formula's target cell location.

8. After the appropriate data has been entered and verified, click one of the following buttons.

· Excel -- copies the formula to the previously selected cell on the current worksheet.

· Clipboard -- copies the formula to the Windows clipboard.

· Cancel -- closes the panel.

9. To enter or modify formula parameters for another cell, while the Formula Assistant panel is still open select the desired cell on the Excel worksheet and click the Reset button. The Formula Assistant displays the appropriate formula tab panel and displays the parameters for the formula for the selected cell.

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5.3 GXD Formula

Use the GXD formula to retrieve an account description for a single account string.

Syntax:

=GXD("Account String","Database Library")

Note: It is most common to use cell references within GXD formulas to identify parameters. Parameters:

Account String

The account string represents the account segments delimited by a dash for which to retrieve the account description. Each segment of the account string is required.

Database Library

(Optional) Identifies the alternate library from which to retrieve the description. If left blank, the system uses the library entered during the sign on process or the library defined in the Configurator.

Formula Examples:

=GXD("001-310-6000-005")

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5.4 GXA Formula for Account Values

Use the GXA formula to retrieve account balances for a selected balance type, in a specific format for a reporting period.

Syntax:

=GXA("Account String","Year","Format","Period","Currency","Balance Type","Budget/Actuals","Database Library")

Note: It is most common to use cell references within GXA formulas to identify parameters. Parameters:

Account String

The account string represents the account segments, delimited by a dash, for which to retrieve the balances. The number of account segments required is based upon ledger setup. A single value, mask, range, value list or segment list may be used.

Note: Syntax examples are listed below. (For more information refer to Using Value Lists in a GXA Formula and

Using Segment Lists in a GXA Formula.)

Single Value 8000 Retrieves value 8000. Mask (wildcard) * -or- _ Retrieves all values.

Mask (wildcard) 85* -or- 85_ Retrieves values starting with 85. BLANK Value BLANK Retrieves all blank values. NOTBLANK Value NOTBLANK Retrieves all non blank values. Range 8000.8599 Retrieves values 8000 thru 8599. Value List (single values) [8000,8250,8370] Retrieves values 8000, 8250 and 8370. Value List (range and single value) [8000.8599,8750] Retrieves values 8000 thru 8599, and 8750. Value List (range and exclude

value)

[8000.8599,/8375] Retrieves values 8000 thru 8599, excluding 8375.

Segment List ^CASH Retrieves all values in CASH segment list.

Year

Year identifier.

Format

Format options are:

PER Period activity for the selected month

QTR Activity for the periods included in the selected quarter number

YTD Activity for periods 1 through the designated period number excluding the opening balance LTD Activity for periods 1 through the designated period number including the opening balance

Note: If any value, other than the Format values listed above, is entered then PER is applied. Period

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Currency

Identifies the currency code for the account balance. May leave blank when retrieving statistical balances.

Balance Type

Balance types are:

M Monetary balances

S Statistical balances (currency code must be blank) D Debit balances

C Credit balances 1 Numeric User Field 1 2 Numeric User Field 2

Budget/Actuals

Identifies whether to retrieve actual or budget data. Valid values are ACTUALS or the budget name.

Database Library

(Optional) Identifies the alternate library from which to retrieve balances. If left blank, the system uses the library entered during the sign on process or the library defined in the Configurator.

Formula Example - Using Single Values:

=GXA("001-310-6000-005","2001","PER","6","USD","M","Actuals")

Retrieves the actual monetary activity for period 6 for a single account string.

Formula Example - Using Budgets:

=GXA("001-310-6000-005","2001","PER","6","USD","M","CYBUD")

Retrieves the actual monetary activity for period 6 for a single account string for budget name CYBUD.

Formula Example - Using Alternate Library Name:

=GXA("001-310-6000-005","2001","PER","6","USD","M","Actuals","INFTEST")

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Formula Example - Using Masks:

=GXA("001-310-61*-*","2001","PER","6","USD","M","Actuals")

Retrieves the actual monetary activity for period 6 for company 001, segment 2 equal 310 and all segment 3s starting with 61 and all segment 4 values.

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5.5 GXA Formula for Budget Manager Data

Use the GXA formula to retrieve budget amounts that have been loaded from Global's Budget Manager into Spreadsheet Server.

Syntax:

=GXA("Account String","Year","Format","Period","Currency","Balance Type","Budget:Name:Revision")

Note: It is most common to use cell references within GXA formulas to identify parameters. Parameters:

Budget Parameter

Identifies the budget name and budget revision from which to retrieve budget amounts. The parameter syntax is "BUDGET:NNN:123", where NNN is the budget name and 123 is the budget revision number.

Note: The other parameters are the same as in the GXA formula (see GXA Formula for Account Values). Formula Example:

=GXA("001-310-6000-005","2009","PER","6","USD","M","Budget:FISCAL2009:003")

Retrieves the budget data from Budget Manager budget FISCAL2009, revision 003, for period 6 for a single account.

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5.6 GXU Formula for User Fields

Use the GXU formula to retrieve an account balance using the User Field references within the account master.

Syntax:

=GXU("Company","User Field 1","User Field 2","User Field 3","User Field 4","Year", "Format","Period","Currency","Balance Type","Budget/Actuals","Database Library") Note: It is most common to use cell references within GXU formulas to identify parameters. Parameters:

User Fields 1 - 4

User Fields 1 - 4 represent the four user fields referenced in the account master. A single value, mask or range may be used.

Note: The other parameters are the same as in the GXA formula (see GXA Formula for Account Values). Formula Example:

=GXU("001","Tax","6000","DIST","PROD","2001","PER","9","USD","M","Actuals")

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5.7 Using Value Lists in a GXA Formula

A list of values may be entered for an account segment directly in a cell on a worksheet. The list of values may include single values, a range of values, a wild carded value, an excluded value (indicated by inserting '/' prior to the value), or a segment list. Enclose the value list in square brackets [ ] and use a comma (,) to separate values in the list.

Note: It is most common to use cell references within GXA formula to identify parameters. Formula Example:

=GXA("001-310-[6000.6900,/6100]","2001","PER","6","USD","M","Actuals")

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5.8 List Accounts for a GXA or GXU Formula

This feature allows for listing account numbers which will be used in the calculation of a GXA or GXU formula.

1. Select the desired cell that contains the GXA or GXU formula in question and right-click. A popup menu appears.

2. From the popup menu, select SS Display Accounts. The Display Chart of Accounts panel appears.

3. Review the accounts listed in the grid to ensure the formula is retrieving the appropriate accounts.

4. To modify the list of accounts beings displayed on the Display Chart of Accounts panel, alter the values in the GXA/GXU and account segment or user field criteria fields and click the View button.

Note: Modifying the filter does not change the account segment values in the spreadsheet cell being referenced by the GXA or GXU formula.

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5.9 Spreadsheet Server Lists

5.9.1 Create/Maintain Segment Lists

Segment Lists are used to create a hierarchy of individual segments or an account user field list which can be used in a GXA formula. A segment list may be used within a standard GXA formula by replacing any of the account segment values with the desired segment list name. A caret symbol (^) must be inserted prior to the segment list name in the formula for the system to recognize the segment list. A user's ability to

create/maintain segment lists from within Excel is determined by a parameter setting on the user's User Setting tab in the Configurator component.

To Create a New Segment List

1. In Excel from the SServer menu, select Segment Lists. The Segment Lists panel appears.

Nav Tip:This panel may also be accessed by selecting the SS ribbon equivalent (see SS Ribbon) -or-from the desktop, by selecting Start>All Programs>Global Software SSINF.Net>Maintain Segment Lists.

2. To create a new segment list, click the Add a New Segment List icon ( ) on the toolbar. The Segment List Profile panel appears.

3. Use the table to enter data on the Segment List Profile panel.

List Type Identify whether the segment list will be based upon segments (i.e. company, segment 2, segment 3, etc.) or an account user field list. List Name Identify a unique name for the segment list. This name will be used in

the formula.

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4. Click the Save button to create the record. Within the same panel a new tab will open to a blank panel. The panel displayed will vary based upon the list type assigned to the segment list.

· Segment List -- see Enter Values for Segment Lists

· Account User Field List -- see Enter Values for User Field Lists

To Maintain an Existing Segment List

1. In Excel from the SServer menu, select Segment Lists. The Segment Lists panel appears (see above).

Nav Tip:This panel may also be accessed by selecting the SS toolbar or ribbon equivalent (see

SS Toolbar or SS Ribbon) -or- from the desktop, by selecting Start>All Programs>Global Software SSINF.Net>Maintain Segment Lists.

2. To sort the segment lists in the grid by name, type or description, click on the desired column header. To re-sort in descending order, click the desired column header a second time.

3. To filter the segment lists in the grid, enter the selection criteria into each appropriate column filter field. Alphanumeric fields filter character by character.

4. To modify a segment list, select the segment list and click the Edit the Selected Segment List icon ( ) on the toolbar -or- double click the desired segment list. The appropriate List Values panel (i.e. Segment List or Account User Field List) appears displaying the values for the selected segment list. Segment list values may be added or removed as necessary.

5. To copy a segment list, select the segment list and click the Save As (Clone Selected Segment List) icon ( ) on the toolbar. The Clone Segment List panel appears. Enter the list name and description for the new segment list and click the Save button.

6. To delete a segment list, select the segment list and click the Delete the Selected Segment List icon ( ) on the toolbar.

7. To paste a segment list name to a cell on a spreadsheet, select the segment list and click the Copy the

Segment List Name to Windows Clipboard icon ( ) on the toolbar. On the spreadsheet, select the desired cell and click the Paste button.

8. To lock a segment list, select the segment list and click the Change Locked/Unlocked Status icon ( ) on the toolbar. The Segment List is Currently Unlocked panel appears. Enter and verify the password, and click the Lock button. Locking the segment list allows other users to access the segment list but prevents changes from being made.

9. To unlock a segment list, select the segment list and click the Change Locked/Unlocked Status icon ( ) on the toolbar. The Segment List is Currently Locked panel appears. Enter the valid password, and click the Unlock button.

10. To print a list of segment list(s), select the segment list(s) and click the Print Selected Segment Lists icon ( ) on the toolbar. The Segment Lists Print Options panel appears. Select whether to print selected or all segment lists, and select whether or not to print detail information. Click OK. The system generates a list in Notepad which may be printed.

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5.9.2 Enter Values for Segment Lists

When adding or maintaining values for a segment list, the Segment List Values panel appears if the list type for the list is a segment list.

1. In the Value field enter the segment values to include for the criteria, select the appropriate radio button to indicate whether to include or exclude the value, and click the Add button. Segment lists can be used for any portion of the account string (company, segment 2, segment 3, etc.). Single segment values, ranges or wildcards may be used.

2. Repeat step 1 until all segment values for the segment list have been added.

3. To remove a value from the segment list, select the value in the grid and click the Remove button. Or to remove all values from the segment list, click the Clear All button.

4. To purge the balances in the PC Cache file for the segment list, click the Purge from SSCache button. This action may be taken if segment list values are altered.

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5.9.3 Enter Values for User Field Lists

When adding or maintaining values for a segment list, the User Field Values panel appears if the list type for the list is an account user field list.

1. In the OR/AND radio buttons, specify the transition logic between the user field values, thus indicating whether or not the account must meet both criteria (AND) or only meet one criteria (OR) to be included in the segment list.

Note: The OR/AND selection criteria is ignored for the first value.

2. In the User Field, specify the user field to be used. Use the drop-down list to select the appropriate value.

3. Specify the operator to be applied to the user field value. Use the drop-down list to select the appropriate operator.

4. In the Value field, key the desired value to be included in the list and click the Add button. Single values, ranges, or wildcards may be used.

5. Repeat steps 1 thru 4 until all values for the segment list have been added.

6. To remove a value from the segment list, select the value in the grid and click the Remove button. Or to remove all values from the segment list, click the Clear All button.

7. To purge the balances in the PC Cache file for the segment list, click the Purge from SSCache button. This action may be taken if segment list values are altered.

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5.9.4 Enter Descriptions for User Fields

Each of the user field descriptions may be changed in Spreadsheet Server to properly reflect its use.

Nav Tip:This panel may also be accessed by selecting the SS ribbon equivalent (see SS Ribbon) -or-from the desktop, by selecting Start>All Programs>Global Software SSINF.Net>Maintain Segment Lists.

2. Click the User Field Descriptions icon ( ) on the toolbar. The User Field Descriptions tab appears showing the default descriptions.

3. Change the description by double-clicking the corresponding description and entering the new description.

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5.9.5 Using Segment Lists in a GXA Formula

A segment list may be used within the standard GXA formula, by replacing any of the account segments with the desired segment list name. A caret symbol (^) must be inserted prior to the segment list name in the formula for the system to recognize the segment list. An at symbol (@) must be inserted prior to the segment list name in the formula for the system to recognize the account user field type list.

Note: It is most common to use cell references within GXA formulas to identify parameters. Formula Example - Using Segment List for Account Segment:

=GXA("001-*-^MiscExpr-*","2000","PER","6","USD","M","Actuals")

Retrieves the actual monetary activity for period 6 for accounts included in the MISCEXPR segment list.

Formula Example - Using Segment List for User Field:

=GXA("001-310-6150-*"&"AND"&"@Tax","2001","PER","6","USD","M","Actuals")

Retrieves the actual monetary activity for period 6 for accounts in company 001, segment 2 equal 310, segment 3 equal 6150 which also meet the user field criteria in the TAX user field type segment list.

Note: An account user field type segment list is used in conjunction with account segment parameters. To accomplish this, the optional user field type segment list is added after the account segment

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5.9.6 SSLDESC Formula

Use the SSLDESC Formula to retrieve the description for a segment list.

Syntax:

=SSLDESC("Segment List")

Note: It is most common to use cell references within SSLDESC formulas to identify parameters. Formula Example:

=SSLDESC("^MiscExpr")

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5.9.7 View or Modify List Values from within Excel

Spreadsheet Server allows a user to view from a worksheet, the values contained in a specific segment list. The user may also modify the values "on the fly". Segment lists can be shared among all Spreadsheet Server users, so caution should be exercised when making modifications. A user's ability to maintain segment lists from within Excel is determined by a parameter setting on the user's User Setting tab in the Configurator component.

1. From the spreadsheet, right click on the cell that contains the desired segment list. A popup menu appears.

2. On the popup menu, select SS Display Accounts. The appropriate List Values panel (i.e. Segment List or User Field List) appears displaying the values for the selected segment list. Refer to

Enter Values for Segment Lists or Enter Values for User Field Lists for more information about segment lists.

3. Segment list values may be added or removed as necessary.

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5.9.8 Synchronize Segment Lists

The Synchronize Segment Lists function allows for the transfer of segment list definitions from one location to another. This process would be applicable if a user's segment list database resides on their local drive but they required updates from a centrally maintained segment list database.

Nav Tip:This panel may also be accessed by selecting the SS ribbon equivalent (see SS Ribbon) -or- from the desktop, by selecting Start>All Programs>Global Software SSINF.Net>Maintain Segment Lists.

2. Click the Synchronize Segment Lists icon ( ) on the toolbar. The Synchronize Segment Lists tab appears displaying the segment lists from the current location as defined in the user settings.

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3. Click the Browse button to navigate to and select the secondary segment list database. The system displays the segment lists from the secondary location in the bottom grid.

4. Select the desire segment list(s) to be synced and click the appropriate Arrow button.

· To sync a single segment list -- select the desired list.

· To sync multiple segment lists -- press and hold the Ctrl key as records are selected on the grid rows.

· To sync multiple segment lists in a range -- select the first list in the range, press and hold the Shift key, and select the last list in the range

Note: To push changes from the current location to the secondary location, select the desired segment lists to be synced in the current list grid and click the Down Arrow button.

To pull changes from the secondary location into the current location, select the desired segment lists to be synced in the secondary list grid and click the Up Arrow button.

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6 Calculations

6.1 Calculation Options

Multiple options are available for retrieving and calculating data within Spreadsheet Server.

1. By default, the calculation function within Excel is set to calculate automatically. Global strongly recommends setting this value to manual so that all required spreadsheet changes or additions can be completed prior to re-calculating.

Nav Tip:For Excel 2003, this setting is found on the Calculation tab within Excel's Tools>Options menu. Nav Tip:For Excel 2007 and Above, this setting is found in the Calculation Options section on the Excel's

Options Formulas panel.

· Click the Office button. The Office Menu panel appears.

· Click the Excel Options button. The Excel Options panel appears.

· Select Formulas. The Excel Options Formula panel appears.

2. The following options are available for calculating spreadsheets:

F2+Enter Calculates the active cell.

F9 Calculates all worksheets in all open workbooks. Shift+F9 Calculates the active worksheet.

Ctrl+Alt+F9 Calculates all worksheets in all open workbooks, regardless of whether they have changed since the last calculation.

Nav Tip:The majority of these options are also available by selecting the SS ribbon equivalent (see

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Calculations 52

6.2 Review/Refresh PC Cache

When spreadsheets are calculated, Spreadsheet Server stores the account balances in the PC's cache

database. Spreadsheet Server first looks at the PC cache for account balances prior to retrieving the data from the host. As a result, it may be necessary to clear and recalculate the PC cache file when any of the following occur:

· Data has changed on the host system since the prior calculation.

· A segment list has changed since the prior calculation.

· The accounts profile has changed since the prior calculation.

1. In Excel from the SServer menu, select PC Cache. The PC Cache panel appears displaying the cached records.

Nav Tip:This panel may also be accessed by selecting the SS ribbon equivalent (see SS Ribbon).

2. To refresh the account balances during an Excel session, the cache records should be cleared. Click the Clear All button to clear all records in the cache. To clear selective records, select certain records and click the Clear Selected button.

3. After the cache records have been cleared, click Recalculate Excel After Close check box to recalculate the spreadsheet once this cache panel is closed.

4. To automatically trigger the PC Cache refresh, in Excel from the SServer menu select Clear PC Cache and Recalculate.

Note: This refresh may also be launched by using the shortcut key Shift+Ctrl+R -or- by selecting the SS

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7 Drill Down Functionality

7.1 General Grid Features

The SS Drill Down function allows for multiple consecutive formula drill downs. Each formula's drill down is presented in its own panel. Within each of the drill down grids of Spreadsheet Server the following features exist:

Ad Hoc Drill Downs

To drill down from a predefined grid to information retrieved by an ad hoc query, select the desired records on the grid. Right click and select Ad Hoc Drill Down. On the Ad Hoc Queries panel, select the query to be used for drill down and click Execute. Contact Global for more information on ad hoc queries.

Re-sort Columns

To re-sort a column in ascending order, click the column heading. To re-sort a column in descending order, click the column heading a second time.

Resize/Hide Columns

To resize or hide a column, position the mouse at the edge of a column header and the cursor changes to a double arrow, then drag right or left to resize or hide the column. Move Columns To move a column, click and hold on the desired column header, then drag the column

right or left to the desired position. Dynamic

Column Groupings

To selectively summarize the amount columns by any column and to group the records by any column, drag the column heading into the summary section of the panel. Multiple levels of summarization can be created.

Filter Row Each column within any of the grids can be filtered by entering values into the appropriate column filter. Alphanumeric fields filter character by character. Numeric fields filter upon entry of the full field value.

Global Software, Inc.'s Spreadsheet Server for use with Infinium User Manual. Release V11 R1 M3a