Financial views

Security

Built-in filters

Financial views help you create dynamic financial statements that you can view in the HD view or generate in report form for deeper analysis of your financial data. Each financial view can be filtered by calendar, by year, and by period and you can include or exclude unmerged entries which are not on hold. Views which explicitly include account numbers can also be filtered by account number.

Planning is vital to a great financial view. AccountingWare suggests that you design the financial view on paper before undertaking the design in ActivityHD. You may be able to use existing rollups to group information for financial reports, or you may need to create new rollups.

The rows in a financial view can report over all accounts in the chart of accounts or over specified segments and/or rollups. The columns in a financial view are defined by choosing a column name, financial view function, and depending on the function selected, by specifying an items expression.

How the financial view is defined determines what information is available for financial reports based on the financial view.

The following image shows a sample financial view in the HD view:

Click here to view a table comparing financial views and financial designs.

A financial view defined on only one segment or one rollup is called a single-item financial view. While other financial views are limited to the items that appear in the chart of accounts, single-item financial views can show segment items or rollup items before the chart of accounts is modified to include them.

Create a financial view

The process of developing a financial view involves determining the columns you want to show in the view and specifying the functions and arguments that will populate the columns with the data you want to see. It's a good idea to plan your financial views on paper before you start setting them up.

Note

As of version 7.22, users no longer need to add segment item and segment item description columns to their financial views in order to provide those columns in HD views and report data streams. Columns and selection fields are automatically available for all items that make up the financial view row definition.

In the Navigation pane, highlight the General Ledger > Financial Views folder.
Click . The New Financial View window opens.
Enter a unique Name for the financial view.
To report totals only, skip to step 11. Otherwise, in the Segments field, click the right arrow to open the Financial View Segments popup.
Do one of the following:
- To report on all accounts in the chart of accounts, select "Report on Accounts".
- To iterate over specific segments/rollups:
  1. Select "Specify Segments".
  2. In the Available Segments list box, highlight the segment(s)/rollup(s) to include, then click to move your selection(s) to the Assigned Segments list box. You can use Ctrl and/or Shift selection to select multiple segments.
  3. If you selected multiple segments, use and to arrange them in the desired order.
Click OK. The selected segments load in the Segments field.
In the Attributes field, press F2 to open the Financial View Attributes popup.
In the Available Attributes list box, highlight the attribute(s) to include, then click to move your selection(s) to the Assigned Attributes list box. You can use Ctrl and/or Shift selection to select multiple attributes.
If you selected multiple attributes, use and to arrange them in the desired order.
Click OK. The selected attributes load in the Attributes field.
In the first row of the Columns table in the Name field, type a label for the first column of the financial view.
From the Function drop-down list, select the function that returns the type of data you want to retrieve for the column.
Click the right arrow on the Arguments column to open the Financial View Column Arguments popup. The information prompted for depends on your selection in the Function column.
Respond to the prompt(s) as appropriate. Prompts may include one or more of the following fields:
- Period Expression. Enter a period expression to describe the reporting period.
- Items Expression. Enter a conditional expression to describe the accounts to include. The conditions you can apply depend on the function you selected for the current row. If you selected a General Ledger function, you can define conditions based on account numbers, segment items, rollup items, or attribute items. If you selected a Purchasing function, you can define conditions based on account numbers, segment items, rollup items, purchasing entities (departments, products, units of measure, vendors), or purchasing attribute items. If you selected a Payroll function, you can define conditions based on account numbers, segment items, rollup items, employees, PRCodes, payroll segment items, and attributes with Payroll usage. In general terms, conditional expressions allow you to limit information by any available attribute that makes sense in the context of the selected function.
  Example
  Consider the PRExpense function. Any expression used to limit the PRExpense function can limit by any attribute within the context of PRExpense. Since the PRExpense function summarizes check distributions, the attributes available to limit by include GL segments, GL rollups, employees, payroll segments, employee attributes (and rollup attributes), and distribution attributes (and rollup attributes).
  When writing conditional expressions it is important to avoid ambiguity in identifying the item you want ActivityHD to evaluate. When ambiguity is possible, you should fully qualify the item name.
  Examples
  To distinguish the GL account entity from a GL segment named "Account", use "GL.Account" for the entity and "GL.Segment.Account" for the segment.
  If you have a GL segment named "Dept" and an attribute with PO usage named "Dept", either or both could be referred to in the context of the POAmountYTD function. To resolve the ambiguity, use "GL.Segment.Dept" for the GL segment and "GL.Attribute.Dept" for the purchasing attribute.
  Note
  For PRExpense financial expressions which refer to an attribute which has both GL and PR usage, you must use the prefix "GL.Attribute" or "PR.Attribute" in order to support certain attribute options.
  Note
  For conditional expressions which reference attributes, the syntax "is NULL" is allowed. Using "is NULL" allows you to find results for which no value was specified for a particular attribute.
  For example: PRExpense("Current", "GL.Attribute.Project is NULL").
  Click the right arrow to open the Account Conditions popup where you can build the expression by selecting items and specifying constraints.
- Segment. From the drop-down list, select the segment for which to include information.
- Custom Field. Select the name of the custom field for which to include information.
When you finish, click OK.
The checkbox in the Include in Totals column is enabled if the column you are defining contains numeric values. Mark the checkbox to include the column in column totals when it is shown in the HD view.
Repeat steps 11-16 for each column you need to add to the financial view.
To include another financial view as a subreport to this view, select the Subreport tab; otherwise, skip to step 22.
>
In the Subreports table in the Financial View column, select the name of the financial view to incorporate as a subreport.
In the Name column, enter a title for the subreport.
Repeat steps 19-20 for each subreport you need to incorporate in the financial view.
When you finish, save your changes.

Activate a financial view

Deactivate a financial view

View a financial view

After you create and activate a financial view, it becomes available in the General Ledger > Financial Views folder. You can access the financial view in the HD view or you can print a report.

To filter and view financial data in the HD view:

In the Navigation pane, expand the General Ledger > Financial Views folder and highlight the subfolder for the financial view you want to see.
If there are filters available for the view and you want to apply one or more of them, select the filter(s) from the Filters drop-down list. (To select multiple filters, press Ctrl as you select filters.)
Enter filtering criteria in the Lookup field as needed. For example, if an account column is shown in the HD view, you can enter a partial account number, full account number, or account mask to show data for a particular account or group of accounts. Hover your mouse cursor over the Lookup field and see the columns which are available for filtering in the taskbar.
The Include Zero Amounts checkbox is marked by default. If it remains marked, rows where all calculated amounts are zero are included in the HD view. Clear the checkbox to hide rows where all calculated amounts are zero.
In the Period field, press F2 to open the Calendar Period dialog box.
From the Calendar drop-down list, select the calendar to view financial data for. If the selected calendar contains today's date, the Year and Period fields default to the calendar period which contains today's date. Otherwise, if the calendar does not contain today's date, the fields default to the last valid period before the current date.
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 7.

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, ActivityHD adjusts the values in the Year and Period fields accordingly.

If you enter a period expression, skip to step 10.
From the Year drop-down list, select the fiscal year to view financial data for.
From the Period drop-down list, select the period to view financial data for.
When you finish, click OK to close the Calendar Period dialog box.
To limit postings to those which fall on or before a specific 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 period begin and end dates of the current period.

Example

Suppose the view design includes columns for each of the twelve periods of a year. If you view the financial view mid-year, it's possible that future postings already exist but need to be excluded. Use the as of date to exclude the future postings.
To include unmerged journal entries that are not on hold in the view, mark the Include Unmerged checkbox.

Note

You can show more columns in the view if desired. To learn how to do so, see "Making the HD view show the data you want the way you want it".

Create a Crystal Report from a financial view

After you develop a financial view with the detail you like, you may want to use it to generate reports for which detail can be grouped and subtotaled in a variety of ways. One way to accomplish this is to turn the financial view into a Crystal Reports design.

In the Navigation pane, select General Ledger > Financial Views and then select the folder that contains the financial view you want to turn into a Crystal Report.
Right-click the selected financial view folder and select Select and Report > Financial View Report from the shortcut menu to open the report setup wizard.
Select the Output tab.
Click . The Report Designs window opens.
In the Name field, enter a name for your new report design.
In the Type field, select "Crystal".
Select > Tools > Export XML Schema File. The Save As dialog opens.
Navigate to the folder where you want to save the XML schema.
In the File name field, enter the file name for the XML schema. (An .xsd extension will be appended.)
Start Crystal Reports.
From the Start Page, click the Report wizard link. The Standard Report Creation Wizard starts.
In the Available Data Sources list box, expand the Create New Connection folder.
Expand the ADO.NET (XML) folder. The ADO.NET (XML) Connection dialog box opens.
In the File Path field, click . The Open dialog box opens.
Navigate to and select the .xsd file you created, then click Open.
Click Finish. A NewDataSet item is added to the ADO.NET (XML) folder with an item for the file you selected below it.
With the new item still selected, drag it to the Selected Tables list box.
Click Next. The Fields page of the wizard opens.
In the Available Fields list box, double-click the fields you want in your report design to add them to the Fields to Display list box.
This is a convenient time to set the column order. Use the arrows above the Fields to Display list box ( and ) to move fields to their desired positions.
Click Finish. A report tab opens with your design loaded.
Tweak the report layout to your heart's content.
When you finish, save the report design as a Crystal Reports file (.rpt).
Returning to the Financial View Report window in ActivityHD, select Tools > Load Design from File.
Browse to the location where you saved the .rpt file, select it, and click Open.
Click Save to add the report design to the ActivityHD database. The report is now available for selection in the Design field on the Output tab.

Financial Views Listing

Purpose

The Financial Views Listing provides a list of financial views defined in your system.

Content

For each financial view included on the report, the listing shows:

whether the view is active
which segments/rollups are included in the view or if the view is a report on accounts.

In addition, you can include one or more of the following:

column detail (column number, column name, segment, period expression, segment item expression)
timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the General Ledger > Financial Views folder.
Start the report set-up wizard.
- To report on all or a filtered subset of financial views:
  1. Right-click the Financial Views folder and select Select and Report > Financial Views Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected financial views:
  1. In the HD view, select the financial views to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular financial view from the Financial View window:
  1. In the HD view, locate and double-click the financial view to report on. The Financial View window opens with the financial view loaded.
  2. Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Column Detail
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
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).

Data extensions

The following data extensions are available for the report:

Financial views
Financial view columns

The following table shows the financial view functions along with any required or optional arguments.

The Items Expression argument condenses what in earlier releases of ActivityHD may have included segment items expressions, attribute items expressions for attributes with PO usage, PRCode items expressions, and/or employee attribute items expressions. Items expressions now allow you to limit information by any available attribute that makes sense in the context of the selected function.

Example

Consider the PRExpense function. Any expression used to limit the PRExpense function can limit by any attribute within the context of PRExpense. Since the PRExpense function summarizes check distributions, the attributes available to limit by include GL segments, GL rollups, employees, payroll segments, employee attributes (and rollup attributes), and distribution attributes (and rollup attributes).

In the table below, the superscript on "Items Expression" in the "Optional Arguments" column indicates the system(s) from which the expressions can be derived.

GL. Information can be limited by account numbers, segment items, rollup items, or attributes.
PO. Information can be limited by departments, products, units of measure, vendors, and/or attribute items with PO usage.
PR. Information can be limited by employees, PRCodes, payroll segment items, and/or attribute items with employee and/or distribution usage.

When writing conditional expressions it is important to avoid ambiguity in identifying the item you want ActivityHD to evaluate. When ambiguity is possible, you should fully qualify the item name.

Examples

To distinguish the GL account entity from a GL segment named "Account", use "GL.Account" for the entity and "GL.Segment.Account" for the segment.

If you have a GL segment named "Dept" and an attribute with PO usage named "Dept", either or both could be referred to in the context of the POAmountYTD function. To resolve the ambiguity, use "GL.Segment.Dept" for the GL segment and "GL.Attribute.Dept" for the purchasing attribute.

Note

For PRExpense financial expressions which refer to an attribute which has both GL and PR usage, you must use the prefix "GL.Attribute" or "PR.Attribute" in order to support certain attribute options.

Note

For conditional expressions which reference attributes, the syntax "is NULL" is allowed. Using "is NULL" allows you to find results for which no value was specified for a particular attribute.

For example: PRExpense("Current", "GL.Attribute.Project is NULL").

Click a hyperlinked letter to go to that section in the alphabetized list of functions.

| A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z |

Function	Description	Required Arguments	Optional Arguments
Account Alias	Returns the alias for the account.		Items Expression^GL
Account Begin Date	Returns the begin date of the account.		Items Expression^GL
Account Created (Date)	Returns the date the account was created.		Items Expression^GL
Account Created (Date Time)	Returns the date and time the account was created.		Items Expression^GL
Account Created By	Returns the user name that created the account.		Items Expression^GL
Account Custom Field	Returns a custom field value from the account.	Custom Field	Items Expression^GL
Account Date Control	Returns the date control of the account.		Items Expression^GL
Account Description	Returns the description of the account.		Items Expression^GL
Account End Date	Returns the end date of the account.		Items Expression^GL
Account Memo	Returns any memos about the account.		Items Expression^GL
Account Modified (Date)	Returns the date the account was last modified.		Items Expression^GL
Account Modified (Date Time)	Returns the date and time the account was last modified.		Items Expression^GL
Account Modified By	Returns the user name that last modified the account.		Items Expression^GL
Activity	Calculates the activity of an account or set of accounts as of the specified period.		Period Expression Items Expression^GL
Balance	Calculates the balance of a set of accounts as of the specified period.		Period Expression Items Expression^GL
Begin Balance	Calculates the beginning balance of a set of accounts as of the specified period.		Period Expression Items Expression^GL
The nine functions that follow are based on the information on the Address tab of the company record.
Company Address 1	Returns the first address line of the optional company.
Company Address 2	Returns the second address line of the optional company.
Company City	Returns the city of the optional company.
Company Country	Returns the country of the optional company.
Company Legal Name	Returns the legal name of the optional company.
Company Memo	Returns any memos recorded on the optional company.
Company Name	Returns the name of the optional company.
Company State	Returns the state of the optional company.
Company Zip Code	Returns the Zip code of the optional company.
Credit Activity	Calculates the credit activity of a set of accounts as of the specified period.		Period Expression Items Expression^GL
Credit Balance	Calculates the credit balance of a set of accounts as of the specified period.		Period Expression Items Expression^GL
Credit Year to Date	Calculates the year-to-date credit activity of a set of accounts as of the specified period.		Period Expression Items Expression^GL
Debit Activity	Calculates the debit activity of a set of accounts as of the specified period.		Period Expression Items Expression^GL
Debit Balance	Calculates the debit balance of a set of accounts as of a specified period.		Period Expression Items Expression^GL
Debit Year to Date	Calculates the year-to-date debit activity of a set of accounts as of the specified period.		Period Expression Items Expression^GL
Period Begin	Returns the begin date of the specified period.		Period Expression
Period Calendar	Returns the calendar of the specified period.		Period Expression
Period Calendar Custom Field	Returns a custom field value from the calendar of the specified period.	Custom Field	Period Expression
Period Calendar Description	Returns the calendar description of the specified period.		Period Expression
Period Calendar Memo	Returns any memos recorded on the calendar of the specified period.		Period Expression
Period Description	Returns the description of the specified period.		Period Expression
Period End	Returns the end date of the specified period.		Period Expression
Period Number	Returns the number of the specified period.		Period Expression
Period Work Days	Returns the number of work days of the specified period.		Period Expression
Period Year	Returns the year of the specified period.		Period Expression
Period Year Begin	Returns the begin date of the year of the specified period.		Period Expression
Period Year Description	Returns the description of the year of the specified period.		Period Expression
Period Year End	Returns the end date of the year of the specified period.		Period Expression
PO Amount	Calculates the total extended amount of purchases for the specified period. (Extended amounts include any allocated amounts.)		Period Expression Items Expression^{GL, PO}
PO Amount Year to Date	Calculates the year-to-date extended amount of purchases as of the specified period. (Extended amounts include any allocated amounts.)		Period Expression Items Expression^{GL, PO}
PO Quantity	Calculates the total quantity purchased for the specified period.		Period Expression Items Expression^{GL, PO}
PO Quantity Year to Date	Calculates the year-to-date quantity purchased as of the specified period.		Period Expression Items Expression^{GL, PO}
PR Expense	Calculates the payroll expense total for the specified period.		Period Expression Items Expression^{GL, PR}
PR Expense Count	Calculates the count of employees with expenses for the specified period.		Period Expression Items Expression^{GL, PR}
PR Expense Count Year to Date	Calculates the count of employees with year-to-date expenses as of the specified period.		Period Expression Items Expression^{GL, PR}
PR Expense Source	Calculates the payroll expense source total for the specified period.		Period Expression Items Expression^{GL, PR}
PR Expense Source Year to Date	Calculates the year-to-date payroll expense source total for the specified period.		Period Expression Items Expression^{GL, PR}
PR Expense Year to Date	Calculates the year-to-date payroll expense total as of the specified period.		Period Expression Items Expression^{GL, PR}
PR Liability	Calculates the payroll liability total for the specified period.		Period Expression Items Expression^{GL, PR}
PR Liability Count	Calculates the count of employees with liabilities for the specified period.		Period Expression Items Expression^{GL, PR}
PR Liability Count Year to Date	Calculates the count of employees with year-to-date liabilities as of the specified period.		Period Expression Items Expression^{GL, PR}
PR Liability Source	Calculates the payroll liability source total for the specified period.		Period Expression Items Expression^{GL, PR}
PR Liability Source Year to Date	Calculates the year-to-date payroll liability source total as of the specified period.		Period Expression Items Expression^{GL, PR}
PR Liability Year to Date	Calculates the year-to-date payroll liability as of the specified period.		Period Expression Items Expression^{GL, PR}
Segment Custom Field	Returns a custom field value of the specified segment.	Custom Field Segment
Segment Item	Returns the item of the specified segment and optional segment item.	Segment	Items Expression^GL
Segment Item Address 1	Returns the first address line of the item of the specified segment and optional segment item.	Segment	Items Expression^GL
Segment Item Address 2	Returns the second address line of the item of the specified segment and optional segment item.	Segment	Items Expression^GL
Segment Item City	Returns the city of the item of the specified segment and optional segment item.	Segment	Items Expression^GL
Segment Item Country	Returns the country of the item of the specified segment and optional segment item.	Segment	Items Expression^GL
Segment Item Custom Field	Returns a custom field value of the item of the specified segment and optional segment item.	Custom Field Segment	Items Expression^GL
Segment Item Description	Returns the description of the item of the specified segment and optional segment item.	Segment	Items Expression^GL
Segment Item Memo	Returns any memos recorded on the segment item.	Segment	Items Expression^GL
Segment Item Name	Returns the name of the segment item.	Segment	Items Expression^GL
Segment Item Short Description	Returns the short description of the segment item of the specified segment and optional segment item.	Segment	Segment Item Description
Segment Item Sort Order	Returns the sort order of the segment item.	Segment	Items Expression^GL
Segment Item State	Returns the state of the item of the specified segment and optional segment item.	Segment	Items Expression^GL
Segment Item Zip Code	Returns the Zip code of the item of the specified segment and optional segment item.	Segment	Items Expression^GL
Segment Memo	Returns any memo recorded on the specified segment.	Segment
Segment Name	Returns the name of the specified segment.	Segment
Segment Plural Name	Returns the plural name of the specified segment.	Segment
Year To Date	Calculates the year-to-date activity of a set of accounts as of the specified period.		Period Expression Items Expression^GL

Financial View Record ID

Name

A unique name for the financial view.

Segments

The names of the segments to include in the financial view separated by commas (if multiple segments are selected).

Attributes

The names of the attributes to report on separated by commas (if multiple attributes are selected).

Financial View tab

Columns table

Use this table to define the columns in the financial view.

Column

A label for the column.

Function

From the drop-down list, select the function that retrieves the type of data you want to show in the column.

Arguments

Click

to open the Financial View Column Arguments dialog box where you can specify the arguments to use for the selected function.

Include in Totals

If marked, the checkbox indicates the column will be included in column totals whenever the column is shown in the HD view. Only columns which contain numeric values can be included in totals. The checkbox is disabled for any row which defines a column with non-numeric data.

Subreports tab

Subreports table

Use this table to add any subreports you want to incorporate in the financial view.

Financial View

Select the financial view to include as a subreport.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Name

A title for the subreport.

[Financial View Name] Financial View Items tab

The Financial View Items pane shows the financial view items which result from the current financial view definition. The tab is the namesake of the financial view. When you are in edit mode, selecting this tab changes the mode to read-only.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Extras\General Ledger\Trial Balance Financial View.xml

Common accesses available on financial views

Access	A user with this access can...
Change	Use the mass change action on financial views.
Custom Fields	Create and edit custom fields for financial views.
Data	Have read-only access to financial views from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete financial views.
Edit	Edit financial views records.
Export	Export financial views records from ActivityHD.
Import	Import financial views records into ActivityHD.
New	Create new financial views records.
Read	Have read-only access to financial views records.
Report	Run reports with financial views information.
Report Designs	Create and edit report designs with financial views information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit action profiles and report profiles related to financial views.
Shared Filters	Create and edit shared filters on financial views.
Visible	View the Financial Views folder in the Navigation pane.

Special accesses available on financial views

Access	A user with this access can...
Activate	Activate a financial view. Its folder becomes visible in the Navigation pane.

The following built-in filters are available for financial views:

Filter Name	Effect
Active Financial Views	Lists active financial views only.
Inactive Financial Views	Lists inactive financial views only.

	Financial Designs	Financial Views
Structure	Financial statement. Loads data into an Excel spreadsheet with cell locations the user predefines to hold totals such as assets, liability, equity, revenue, and expenses, as well as other values.	Financial report. Loads data into the HD view of a special ActivityHD folder. The columns in the HD view are based on financial functions; the rows correspond to the segments and rollups selected for reporting. Useful for interactive investigation. Provides data for dynamic reporting of sections of the chart of accounts. The data in this "view" can also be fashioned into a financial report.
Flexibility	Freeform	Tabular
Setup Tool	MS Excel	Financial View edit window
Viewing Tool	MS Excel	ActivityHD folder
Reporting Tool	MS Excel	Crystal Reports
Financial Functions	Similar (Balance, Activity, etc.)	Similar (Balance, Activity, etc.)
Period Expressions	Similar (Current - 1, etc.)	Similar (Current - 1, etc.)
Other Functions	Excel functions	Crystal Reports functions

Condition Expression

If the account mask you specified in the field that accompanies the Condition field is too broad or too narrow to capture the accounts you need, enter a SQL condition statement here to exclude or include accounts. Accounts are included which satisfy both the condition and the account mask.

If you entered a condition in the underlying field, it is carried over into this text box.

Alternatively, you can use the table below to describe the conditions you need and ActivityHD will build and add the conditions to this text box.

Conditions table

Use this table to construct the conditions you need in order to accurately select accounts.

Item

From the drop-down list, select the account, segment, rollup, or attribute to define a range or mask on.

Mask

Enter a mask for the account number, segment item, rollup item, or attribute item when the items you need to select have common characters but are not in a particular order.

Begin

Enter the first account number, segment item, rollup item, or attribute item in the range of items you need to select. Use a range when the items are in a defined order.

End

Enter the last account number, segment item, rollup item, or attribute item in the range of items you need to select. Use a range when the items are in a defined order.

Check Conditions button

Click this button to check for SQL errors in the condition statement.

When specifying arguments in conditional expressions, it is important to eliminate any ambiguity so that ActivityHD can correctly evaluate the expressions. To do this, we refer to the element we are specifying a condition on by its fully qualified name. In general, the fully qualified name has the following form:

<Two-character package ID>.<entity name>.<item name>

Ambiguity can arise in a couple of ways:

If you have a GL segment named "Account", it can conflict with the GL account entity. In order to eliminate the ambiguity, refer to the account entity as GL.Account and to the segment as GL.Segment.Account.

If you are using financial functions which are not GL-specific, you may need to distinguish segment/rollup names from attribute names, or from entity names from other packages. If a segment/rollup name is the same as the attribute or entity name, an ambiguity can occur.

Example

POAmountYTD is a function that is not GL-specific. Suppose you have a GL segment named "Dept" and an attribute with PO usage named "Dept". To distinguish between them in the arguments of the POAmountYTD function, specify GL.Segment.Dept or GL.Attribute.Dept.

Fully-qualified names are not necessary for GL-specific functions such as Activity, Balance, YearToDate, etc.; however, there's no harm in using them.

When the GL segment or rollup name is the same as the...	GL segment or rollup name format	Subsidiary item name format
Payroll employee code	GL.Segment.<segment name> GL.Rollup.<rollup name>	PR.Employee.<employee code>
Payroll PRCode	GL.Segment.<segment name> GL.Rollup.<rollup name>	PR.PRCode.<PRCode name>
Payroll segment item	GL.Segment.<segment name> GL.Rollup.<rollup name>	PR.Segment.<segment item name>
Attribute name when attribute has Payroll usage	GL.Segment.<segment name> GL.Rollup.<rollup name>	GL.Attribute.<attribute name>
Purchasing department	GL.Segment.<segment name> GL.Rollup.<rollup name>	PO.Department.<department name>
Purchasing product	GL.Segment.<segment name> GL.Rollup.<rollup name>	PO.Product.<product name>
Purchasing unit of measure	GL.Segment.<segment name> GL.Rollup.<rollup name>	PO.UnitOfMeasure.<unit of measure name>
Purchasing vendor	GL.Segment.<segment name> GL.Rollup.<rollup name>	PO.Vendor.<vendor name>
Attribute name when attribute has PO usage	GL.Segment.<segment name> GL.Rollup.<rollup name>	GL.Attribute.<attribute name>

Depending on the function selected, none, one, or a combination of the following argument types may be prompted for.

Period Expression

Enter a period expression to describe the reporting period. Period expressions are optional arguments.

Items Expression

Enter a conditional expression to describe the information to include. The conditions you can apply depend on the function selected. If you selected a General Ledger function, you can define conditions based on account numbers, segment items, or rollup items. If you selected a Purchasing function, you can define conditions based on any of the General Ledger options plus departments, products, units of measure, vendors, or attributes with PO usage. If you selected a Payroll function, you can define conditions based on any of the General Ledger options plus employees, PRCodes, payroll segment items, or attributes with employee and/or distribution usage. In general terms, conditional expressions allow you to limit information by any available attribute that makes sense in the context of the selected function.

Example

Examples

To distinguish the GL account entity from a GL segment named "Account", use "GL.Account" for the entity and "GL.Segment.Account" for the segment.

Items expressions are optional arguments.

Press F2 to open the Account Conditions dialog box where you can build and verify a conditional statement.

Custom Field

Select the name of the custom field for which to include information. Custom fields are required arguments.

Press F3 to look up the value.

Segment

From the drop-down list, select the GL segment for which to include information. Segments are required arguments.

Condition Expression

Enter a SQL condition statement here to exclude or include information from the financial view. Alternatively, you can use the table below to describe the conditions you need and ActivityHD will build and add the conditions to this text box.

Conditions table

Use this table to construct the conditions you need in order to accurately select information for the financial view.

Item

From the drop-down list, select the account entity, or the segment, rollup, attribute, department, product, unit of measure, vendor, employee, or PRCode to define a range or mask on. The items in the dropdown are filtered based on the selected function and are represented by their fully qualified names.

Mask

Enter a mask for the selected item values when the values you need to select have common characters but are not in a particular order.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Begin

Enter the first value in the range of item values you need to select. Use a range when the values are in a defined order.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

End

Enter the last value in the range of item values you need to select. Use a range when the values are in a defined order.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Check Conditions button

Click this button to check for SQL errors in the condition statement.

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Financial views

From the HD view...

From the Financial View window...

From the HD view...

From the Financial View window

Purpose

Content

Print the report

Data extensions

Financial View Record ID

Financial View tab

Subreports tab

[Financial View Name] Financial View Items tab

Custom tab

Fields subtab

References subtab

Exchange Folder subtab

File subtab

Internet Address subtab

Network Folder subtab

Attachments tab

Other tab