Report Functions
Customizing Report Window
Function ribbon and quick access toolbar
To minimize the function ribbon, click the ribbon with the right mouse button and select Minimize the Ribbon from the pop-up menu.
To add functions to the quick access toolbar, click on the function with the right mouse button (button or drop-down list) in the ribbon and select Add to Quick Access Toolbar. To remove a function, select Remove from Quick Access Toolbar.
To hide or view the template options (the drop-down lists above the template table), click
(hide) or
(view).
Row sets
You can select a row set for the template from the Row set drop-down list (available if enabled in the task settings) on the View tab. Row sets are subsets of report template rows which can be used to view a predefined combination of rows in the template. The default option is Basic row set (all rows).
If Hide zero rows is set for the template, all zero rows are hidden even if they are included in the selected row set.
Column filtering
Select the columns to which you want to add filtering (selecting at least one cell in a column selects the column). Note that if a selected cell is merged over columns, filtering is applied only to the first column of the merged range.
On the View tab, click
Filter (alternative: click the selected columns with the right mouse button and select Filter from the pop-up menu). Filtering icons appear on the column headers:
.
Click on the filtering icon and select a filtering option from the list. Only one option can be selected at a time. The template data is filtered according to the selected option.
To remove filtering, click Filter again. Filtering is removed from all filtered columns regardless of which columns are selected.
External Workbooks
Reports may include external Excel workbooks used to provide additional information, for example, explanations for units or other instructions for using the template. These external workbooks are shown as separate workbook tabs (see the following figure).
Viewing Sub-Account Data
You can drill down to accounts that contain data and view the data of the sub-accounts.
Double-click on the account number of the account or select the account number cell and click Drill Down. The sub-accounts that contain data are shown below the parent account. Note that all sub-accounts are shown regardless of account and data type connections.
The hide/show ( /
) symbol appears on the left side of the list. You can hide or show the sub-account data by clicking this symbol. To hide the sub-account data of all accounts, click
Hide All.
To remove the sub-account rows, click Remove All or double-click the vertical line of the account from which you started drilling.
To select how the sub-account rows are shown, select an option from the Drill-down Style drop-down list:
Spaces: Sub-account numbers are indented with spaces before them.
Dashes: Sub-account numbers are indented with dashes before them.
None: Sub-account numbers are not indented.
Drilling Down to Figures
Drilling Down to Basic Data Level
By drilling down to the figures, you can view detailed information on what the figures consist.
The drill-down sheets are company- and report-specific.
Double-click a figure on the report or select the cell you want to drill down to and click
Drill Down. The drill-down window opens showing the detailed data for the dimensions, which have been defined in the drill-down template associated with the report.
-
In the drill-down window, you may select the check boxes of the options you want to apply to viewing data.
The options listed in the following are according to the default drill-down template, but there can be different company- and report-specific dimension definitions in use.
Unit
Document
Position
Co-Unit
Input Type
Click
Refresh to apply the changes.
There may be more than one data column in the drill-down template. For example, when you drill down to a selected period in a quarterly report, you may also get the data of the previous two periods. The original value from which you drilled down in the report is displayed in the status bar. You can sort the rows in the window by clicking on the column headers.
If a report is opened from a consolidation level, extra field columns of the "text" type display the text "n different values". To view the values, drill down from the extra field. The values are displayed in the Amount column.
Drill-down template rows
Total permitted units: This row displays the total sum of the data for the units you have rights to.
Total protected units: If you have rights to the consolidation level but not all units under it, the data of the other units is summed up in this row. The row is only visible when you do not have rights to some units.
Difference: This row displays the difference between the report and the drill-down values. Usually the difference is 0 regardless of the value of the All entries allocated to unit option. The difference is calculated only for the period of the data column from which you drilled down. If there are data columns for other periods on the drill-down template, N/A is shown as the difference in them.
Total: The total(s) of the sums in the drill-down window.
Total on status bar: The sum in the report from which you drilled down.
Drilling down to internal transactions
When you have drilled down from an internal input account you can drill down further from the drill down window to see the related internal transactions. This applies when the document series type=1 (either as document or document series) is visible on the drill-down screen (document / document series check box selected in the drill down window) and the series is linked as target to a series of type=2.
Double-click a figure in the drill-down window or select the cell you want to drill down to and click Drill Down on the Home tab. The internal transactions drill-down window opens showing the related internal transaction entries. Note that amounts on this screen have the opposite sign to that of the figure from which the drill-down was performed. This is because what is shown here are the document series type 2 eliminations entries created from the input of internal transactions.
Drilling Down to Source Data Document Level (Transparent Reporting)
This feature is available only if the Transparent Reporting add-on feature is enabled in your system.
The drill-down sheets are company and report specific.
With Transparent Reporting, you can drill down deeper to the figures entered to the accounts and find out what the figures consist of on source application document level. When you drill down to source document level in internal transactions, the document series and counter unit are taken into account with regard to the elimination entry.
To drill down to the document level from the drill-down window:
Double-click a figure in the drill-down window or select the cell you want to drill down to and click
The Difference row shows the difference between the data from the database and the Total row. This row will be displayed when the difference is not zero.
You can sort the rows in the window by clicking on the column headers.
Drilling down to cumulative figures
When you drill down to a cumulative figure, all documents of the active year up to the selected period are shown. The setting of the <showalloids> element in the report definitions file defines whether the documents are shown by default either as a total for each period (one period per row) or if all documents of all periods are listed. For more information about the parameter settings, refer to Clausion Input and Report Template Parameters.
When documents are shown by periods, you can view all documents by clicking Show All Invoices.
When all documents are shown, you can view documents by periods by clicking Show Periodically.
When documents are shown by periods, you can drill down to the figure of a period to view all documents of that period.
Currency conversion
If the reporting currency is the group currency, the sums in the drill-down view are also shown in the group currency. This means that no currency conversion will be done. If the reporting currency is not the group currency, the values in the drill-down window are shown in the reporting currency and conversion into the reporting currency is done.
Note that converting with cumulative currency rates is not possible in Transparent Reporting on document level. In this case an error message is shown.
Viewing Invoices Linked to Documents (Transparent Reporting)
This feature is available if the Transparent Reporting add-on feature is enabled in your system.
You can open invoices linked to documents from invoice archiving systems such as Basware Invoice Processing system, Basware P2P, or Rondo if such system is in use in your environment and you have the required rights.
First drill down to source document level (see Drilling Down to Source Data Document Level (Transparent Reporting)).
To view all rows that contain invoice data, click Mark Invoice Row(s). The cells that contain invoice data are shown in blue color.
To open an invoice, double-click on the cell. The invoice opens in an application window or a web browser window depending on the parameter settings. Note that you cannot open an invoice from the Protected units sum row.
Saving Report to File
You can save a report from the system to a file in xlsx and pdf formats:
In the template, click
Save to File.
Select the saving location, type a name for the file and select the saving format (xlsx or pdf).
Click Save.