Financial view items
The Financial View Item window provides journal detail drilldown for financial amount columns, giving you an easy way to investigate the postings behind a summarized total in a financial view.
View journal detail from a financial view
You can drill down on items in a financial view to see journal entry details.
- In the HD view, with the financial view loaded and the accounting period details selected, locate the row you want to view detail for.
- Double-click anywhere in the row. Detail for the selected item displays in the Financial View Item window.
Notice that the left pane shows the columns from the financial view and the corresponding values for the selected item.
- In the left pane, click on a row that represents a total in order to see the journal entries that make up the total in the right pane.
- Browse the detail as desired.
Investigate a summarized total
- View the journal detail.
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Put focus in the Journal Detail pane and press Ctrl+A to select all rows in the view. Notice that the net activity reported in the status bar matches the total you selected in the Value column.
- Use one or more of the following suggestions to investigate the summarized total:
Show the "Entry Merged By" and "Entry Merged (Date)" columns to see when the journal entry was merged and by whom.
Show the "Account" column to ensure that your rollup structure is including the correct accounts.
If you're including unmerged entries, show the "Entry Merge #" column to see which entries are unmerged.
If the total was correct a few days prior, sort by the Merge # column to view the most recent postings (since they are the likeliest cause of the problem).
Investigate an individual journal detail line
- View the journal detail.
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Locate the detail line to investigate in the Journal Detail pane and double-click it. The detail record opens in the Journal Detail window.
- Use the following suggestion to investigate the detail line further:
Click
to drill down to the associated journal entry in the Journal Entry window to see what else was posted with the detail line.
Financial View Report
Purpose
The Financial View Report allows you to produce dynamic financial statements for analysis.
Content
The output of a Financial View Report depends on the particular financial view and your report design.
Print the report
- In the Navigation pane, highlight the ActivReporter > Financial Views folder and then highlight a financial view subfolder.
- Start the report set-up wizard.
- To report on all or a filtered subset of financial view items:
- Right-click the financial view subfolder and select Select and Report > Financial View Report from the shortcut menu.
- On the Selection tab, define any filters you want to apply to the data.
- To report on specifically selected financial view items:
- In the HD view, select the financial view items to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click
.
- To report on a particular financial view item from the Financial View Item window:
- In the HD view, locate and double-click the financial view item you want to report on. The Financial View Item window opens with the financial view item loaded.
- Click .
- To report on all or a filtered subset of financial view items:
- Select the Options tab.
- From the Calendar drop-down list, select the GL calendar to base the report on.
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To define the reporting period using a relative expression, select or enter the period expression in the Expression field. If you prefer to explicitly enter the year and period, skip to step 6.
You can select from the following common period expressions:
- Current
- Current - 1 period
- Current - 1 year
Alternatively, you can type a valid period expression in the field. For help on period expression syntax, click the help button to the right of the field.
If you select or enter a period expression, ActivReporter adjusts the values in the Year and Period fields accordingly.
If you enter a period expression, skip to step 8.
- From the Year drop-down list, select the year of the period to report on.
- From the Period drop-down list, select the financial period to report on.
- If you only want the report to reflect postings through a particular date, enter the date in the As of field. All postings after the as of date are ignored. The as of date must fall between the current period begin and end dates.
- To include unmerged entries that are not on hold in the report results, mark the Include Unmerged Entries Not on Hold checkbox.
- Select the Output tab.
- In the Design field, look up and select the report design to use.
- In the toolbar, click the icon for the type of output you want:
- Provides access to two preview options.- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
- From
- The email account from which to send the email. Valid options are:
- Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
- Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
- Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
- To
- The email address(es) to which to send the email. Separate email addresses with semi-colons.
- CC
- The email addresses to copy on the email. Separate email addresses with semi-colons.
- BCC
- The email addresses to blind copy on the email. Separate email addresses with semi-colons.
- Subject
- The subject line.
- Text box
- The body of the email.
Report Email dialog
Data extensions
The following data extension is available for the report:
- Financial view items
Financial View Item Record ID
The first field position(s) in the window depend on the definition of the financial view. Typically, there can be one item or a combination of items which define the rows of the financial view. The items can be account codes, segments, rollups, or attributes. (No field is visible if you report on segments but no segments or attributes are specified.)
This field is visible if the financial view is set up to "Report on Accounts" and shows the GL account number associated with the detail you are viewing.
[Financial View Name] tab
This pane shows the Journal Detail HD view filtered to show all journal detail lines associated with the current financial view item.
Double-click a row in the pane to drill down to its record in the Journal Detail window.
Related Financial Views tabs
If you are viewing a financial view item for a financial view based on one or more designated segments or rollups, one tab displays for each compatible account-based financial view. The tab label corresponds to the name of the financial view.
The Financial View Items pane shows the Financial View Items HD view for the indicated financial view filtered to show the related detail lines in the indicated financial view. This allows you to drill down to even further detail and to perform in-depth investigation and analysis of your data.
Calendar Period
- Calendar
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- Expression
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A period expression which defines a relative reporting period for the financial view. You can select a period expression from the drop-down list or enter a period expression directly in the field. To explicitly specify a reporting period for the selected calendar, use the Year and Period fields instead.
The dropdown contains the following common period expressions:
- Current
- Current - 1 period
- Current - 1 year
For help with proper period expression syntax, click the help button to the right of the field.
- Year
- The year from the GL calendar to use for the financial view. If a period expression is entered in the Expression field, ActivReporter automatically updates this field for you.
- Period
- The period from the selected year to use for the financial view. If a period expression is entered in the Expression field, ActivReporter automatically updates this field for you.