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www.InsightSoftware.com
Version: 2.1 Last Updated: August 31, 2011
for JD Edwards World and EnterpriseOne
InsightSoftware.com Console – User Guide
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Contents
1. Introduction ................................................................................... 4
Welcome ............................................................................................................................................. 4 Using this Guide ................................................................................................................................ 4
2. The Console Interface ................................................................... 5
Interface .............................................................................................................................................. 5 Modules .............................................................................................................................................. 5 Filters .................................................................................................................................................. 6 Inquiry Result Set .............................................................................................................................. 6 Ribbon and Menus ............................................................................................................................ 6 IS Button ............................................................................................................................................. 9
3. Getting Started ............................................................................ 13
Starting the Application .................................................................................................................. 13 Logging on to the Application........................................................................................................ 14 Application Defaults ........................................................................................................................ 17
4. Making Selections ....................................................................... 18
Overview ........................................................................................................................................... 18 Opening Inquiries ............................................................................................................................ 19 Filter Types ...................................................................................................................................... 21 Working with Edit Filters ................................................................................................................ 25 Working with Group Filters ............................................................................................................ 43 Attributes .......................................................................................................................................... 46 Filter Selections ............................................................................................................................... 47 Bringing it All Together ................................................................................................................... 48
5. Running Inquiries ........................................................................ 49
The Result Set .................................................................................................................................. 49 Favorites ........................................................................................................................................... 51 Report Packs .................................................................................................................................... 54
6. Linked inquiries ........................................................................... 55
Follow Links ..................................................................................................................................... 55 Console Drill Link ............................................................................................................................ 56 What’s This? .................................................................................................................................... 58
7. Export Functionality .................................................................... 59
Export to Excel/PDF ........................................................................................................................ 59 Generic Export Messages............................................................................................................... 60 Excel Options ................................................................................................................................... 62 Print Options .................................................................................................................................... 69
8. Graphing & Charting ................................................................... 81
Displaying a Chart ........................................................................................................................... 81
9. Selectors ...................................................................................... 83
10. Currency Restatement.............................................................. 84
Working with Restatement Period Values .................................................................................... 84 Analyzing the Underlying Exchange Rates .................................................................................. 86
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11. User Defined Filters .................................................................. 87
Activate User Defined Filter Functionality .................................................................................... 87 Set up User Defined Filters............................................................................................................. 88 Filter Considerations When Adding a User Defined Filter .......................................................... 92
12. Further Information .................................................................. 93
Contacts ........................................................................................................................................... 93 Technical Support ........................................................................................................................... 93 Notices and Disclaimer ................................................................................................................... 93
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Welcome
Welcome to The Console user guide. The Console provides true real time access to online inquiries and reports created via Insight. The Console is designed to provide a streamlined interface for users who wish to view previously designed inquiries. These inquiries are designed by Power Users. For more information on designing Inquiries please refer to the Insight User Guide. Version 9.0 comprises of the following licensed modules:
Accounts Payable
Accounts Receivable
Advanced Cost Accounting
Budgeting & Forecasting
Configurator
Console
Contract & Service Billing
Currency Restatement
Fixed Assets
General Ledger
Homebuilder
Human Resources
Inventory
Job Cost
Manufacturing
Master File
Payroll
Purchase Order Processing
Sales Order Processing
Soxbridge Foundation
Tax
Timesheet
Using this Guide In order to get the most out of this guide we have used the following symbol to denote areas of special interest, supporting information on a topic and highlighting other important points:
NB IMPORTANT INFORMATION
The Console Interface
This interface is designed for end users who want to gain real time access to previously published reports. You have a controlled interface to drill down through the data and make certain report selections as dictated by the Power User. No knowledge of JD Edwards™ is required.
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Interface
Really Real Time® Console v9 adopts the most recent Windows Style interface, using a Ribbon Toolbar which is organized in tabs by common functionality. Figure 2-1illustrates the main console interface:
Figure 2-1: Console Interface
Modules Insight currently contains twenty one licensed applications that can be available to the Console users via the Administration Application. These licensed applications are General Ledger, Advanced Cost Accounting, Accounts Payable, Accounts Receivable, Contract & Service Billing, Fixed Assets, Homebuilder, Human Resources, Inventory, Job Cost, Manufacturing, Master Data, Payroll, Purchase Order Processing, Sales Order Processing, Tax, Timesheet, Budgeting, Budgeting Contributor and Currency Restatement. Seventeen of these applications operate as Modules within a single interface and share common functionality. The exceptions are a) Budgeting, b) Budgeting Contributor and c) Currency Restatement.
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Filters Filters allow you to select items of data upon which you wish to inquire. For example, an Object Account filter allows you to select particular object accounts so that they can be viewed. Each Inquiry provided to a Console user can be customized with different filters. Figure 2-2 illustrates the filters for a Profit Inquiry that was originally created from a General Ledger module template:
Figure 2-2: Inquiry Filters
Inquiry Result Set Once the filters are set and the inquiry has been run, the items matching the filter criteria are returned as an inquiry result set and are shown on the inquiry worksheet. Figure 2-3 illustrates a sample result set:
Figure 2-3: Inquiry Result Set
Ribbon and Menus All the inquiries opened via the Console have a common set of features that are made available through the Ribbon at the top of the main screen. There are currently three main menus: Home, Restatement and Budgeting (Restatement and Budgeting will appear only if you have been licensed to that module). The Home menu provides all the functions, such as running, loading and exporting inquiries.
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Home Menu Functions
Icon Function Description
Run Executes an inquiry based on the currently selected filters and returns a result set
Open Inquiry Opens a previously saved inquiry from the Insight Repository
Close Inquiry Closes the currently active inquiry
Favorites Adds an inquiry as a favorite for easy retrieval, manages favorites or retrieves previously marked favorites
Print Outputs single or multiple result sets in a PDF format for subsequent printing
Excel Exports single or multiple workbooks to Excel
Print Options Sets the page layout attributes that are subsequently used in the PDF
Excel Options Sets the Workbook Attributes that are subsequently used in the Export to Excel
Default Drill Link An inquiry can be linked to other inquiries. Use this
menu to choose the link to execute.
Filter Selections Displays the current filter selections and QBE selections.
User Defined Filters
Groups selected filter criteria into meaningful sets of filters.
Choose Selectors Selects from existing selectors such as Financial Reporting Period/Year.
Show Chart Use the arrow to choose between Data Only, Data & Chart or Chart Only options.
Table 2-1: Home Menu Functions
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NB THE APPEARANCE OF THE FOLLOWING MENUS/ICONS IS DEPENDENT ON THE MODULE BEING ENABLED.
Restatement Menu Functions
Exchange Rate Displays all exchange rates used in the current report, given the current filter settings
Table 2-2: Restatement Menu Functions
Budgeting Menu Functions
Cycle Status Opens the Budgeting/Forecasting Cycle Status dialog
Activities Opens the Budgeting/Forecasting Management Dialog
Submission Allows you to enter in a Budgeting/Forecasting submission form
Save Saves your submissions within the Budgeting Repository
Save and Continue
Allows you to save the data you have just entered but does not exit data collection mode
Cancel Exits data collection mode without saving any changes or changing the status
Table 2-3: Budgeting Menu Functions
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IS Button One of the new user interface features is the new IS Button found up the top left of the main screen, as shown in Figure 2-4.
Figure 2-4: IS Button Shown in Top Left of Dialog
Within the IS Button, you can access some of the above mentioned icons, as well as others. All the functions available within this button are shown in Figure 2-5.
Figure 2-5: IS Button Expanded
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IS Button Functions
Open Loads existing inquiries from the Insight Repository
Close Inquiry Closes the current inquiry
Print Provides all options for printing to a PDF format. You can also access the Print Options to specify the PDF Page setup
Excel Provides all options for exporting to a Microsoft Excel format. You can also access the Excel Options to specify the workbook setup
Welcome Opens the Welcome screen
About Provides basic product information, including the version of the software currently being run
Recent Inquiries View and open the most recently saved inquiries
Exit Exits the console application
Table 2-4: IS Button Options
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Help
The Help Icon, as shown in Figure 2-6, provides access to the Insightsoftware.com Documentation Portal. Here you can access user guides for Console users, Insight users, Configurators/Super Users, and Administrators of Insight. You can also view the What’s New Guides, which describe the new software features since the last major release.
Figure 2-6: Help Icon
You can also access the About Icon, as shown in Figure 2-7, through the IS Button.
Figure 2-7: About Icon
By ‘clicking’ on this icon you will be presented with the following dialog as shown in Figure 2-8. This dialog is very useful as it provides key information: User name, JD Edwards™ Database, Profile, Release Date, License Key and location of the Insight Repository.
Figure 2-8: About insight Dialog
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Quick Access Toolbar
The Quick Access Toolbar allows you to quickly access the operations you access most frequently, such as Run and Close. The Customize Quick Access Toolbar can be customized by clicking on the dropdown menu to the right of the Toolbar, as shown in Figure 2-9.
Figure 2-9: Customize Quick Access Toolbar
From here you can add commands to this Toolbar, such as Print and Export, as shown in Figure 2-10.
Figure 2-10: Customized Quick Access Toolbar
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Starting the Application
There are two ways to start the application. The first method is to ‘click’ on the Start button on the Window desktop, move to the All Programs/Insightsoftware.com/Insight path and ‘click’ on the Console menu option. Alternatively, a shortcut to the application may be available directly on the desktop. ‘Double-clicking’ on the shortcut icon will start the application. The icon is shown in Figure 3-1:
Figure 3-1: Application Icon on the Windows Desktop™
If the software has been deployed in a Citrix® environment, please contact the systems administrator to obtain the necessary access.
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Logging on to the Application When the application has started, the dialog shown in Figure 3-2 is displayed:
Figure 3-2: Application Login Dialog
First Time Users
When launching the software for the first time, it will need to be configured. Please consult the Administration Guide for further details. Once completed, it is possible to login to the application.
Application Access
Once configured, access the application by entering a valid user name and password. Depending upon the setup, this may either be a standard JD Edwards™ user name or a specific user name, as well as password set up by the application administrator.
When using a standard JD Edwards™ username, the application will pick up Business Unit security from within JD Edwards™ and provide restricted access based on the JD Edwards™ security settings.
Once the username and password has been entered, ‘click’ on the Login button to continue. If an invalid user name and password are entered, you will be prompted to re-enter the details. To connect to the system, it is necessary to work with a profile. A profile provides access to a single JD Edwards™ environment. If you only have access to a single profile, the application will continue to login directly to that profile.
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You may have access to a number of profiles, each providing access to different single environments. In such circumstances, you are presented with a Profile Selection Dialog, as shown in Figure 3-3:
Figure 3-3: Profile Selection Dialog
Select a Profile to work with from the drop down list provided. When a profile has been selected, you have the opportunity to mark the selection as a Default Profile by ‘checking’ the Set as Default Profile tick box in the bottom left corner of the dialog.
The system will remember this profile and on subsequent logins, the system will place it in the profile selection box by default. If this box is disabled, this means that the profile selected is already marked as the default profile.
Once selected, ‘click’ on the Login button to continue the login process.
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If your version of JD Edwards™ supports Role-based security, another drop down list may be provided.
You may have various security restrictions defined within JD Edwards™. Each of these role relationships will limit your access to different types of data. In such circumstances where you have multiple roles, you are presented with a Role Selection Dialog, as shown in Figure 3-4.
Figure 3-4: Role Selection Dialog
The drop down list comprises of all the assigned roles and an option called *ALL. *ALL represents the combination of all the applicable role based security.
The drop down list will not be displayed if:
You have no role security
The previously chosen profile does not have security enabled
You only have one associated role (that role’s security will be automatically assigned without user input required)
You must now select a Role from the drop down list provided. When a Role has been selected, you have the opportunity to mark the selection as a Default Role for this profile by ‘checking’ the Set as Default Role for this profile tick box in the bottom left corner of the dialog.
The system will remember this role and on subsequent logins, the system will place it in the role selection box by default. If this box is disabled, this means that the role selected is already marked as the default role.
Once selected, ‘click’ on the Login button to continue the login process.
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Application Defaults When the user name and password have been authenticated, the login screen will disappear and you will see the Welcome screen. During this startup process, the application carries out a number of tasks in readiness for using the application. These tasks are:
1. Determining which modules are licensed to the user and enabling them accordingly.
2. Retrieving various JD Edwards™’ settings, including the current fiscal date period and year, and Business Unit security settings. In addition, the application checks a number of Automatic Accounting Instructions (AAI) to determine the start of the Balance Sheet and Income Statement object accounts.
3. Retrieving user preference settings, such as the filters to be used and the
inquiry views that will be enabled.
4. Retrieving user profile settings, such as the user’s inquiry favorites.
The application may take a few minutes to fully activate depending on various factors such as the specifications of the client machine, the location of the JD Edwards™ server and the configuration of the profile. While this is occurring, the standard Windows™ hourglass icon will appear. A progress update is available by viewing the messages in the progress bar that appears on screen. When this initialization process has been completed, a welcome message will be shown at the bottom of the main inquiry screen. This is illustrated in Figure 3-5 below.
Figure 3-5: Welcome Message in the Status Bar
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Overview
When the program has initialized and you have logged on to the application, you are presented with the Welcome screen shown in Figure 4-1:
Figure 4-1: The Console Welcome screen
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Opening Inquiries ‘Click’ on the Open button on the left-hand panel to display the dialog shown in Figure 4-2.
Figure 4-2: Open Inquiry dialog
Now select the inquiry you wish to open and then ‘click’ on the OK button to proceed.
Once an inquiry has been opened, you are presented with the main inquiry screen.
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Figure 4-3 illustrates displays an inquiry from the Accounts Receivable module. While there may be different inquiries based on different modules, they all function in a similar way.
Figure 4-3: Customer Top 10 Inquiry within Accounts Receivable Module
The system is now ready for you to begin making selections. To do this, it is necessary to define the selection criteria which the application will use to extract data from the JD Edwards™ database. The filters when available are placed in boxes in the top half of the screen. In the example a GL Date Filter has been added to the inquiry (as shown in Figure 4-4).
Figure 4-4: GL Date Filter
NB NOT ALL INQUIRIES AVAILABLE THROUGH THE CONSOLE WILL INCLUDE FILTER SELECTIONS.
THE TYPE, THE NUMBER AND THE CONTROL LEVEL OF THE FILTERS HAVE ALL BEEN PRE-
DEFINED BY THE POWER USER WHO CREATED EACH INQUIRY.
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Filter Types Each aspect of data within the JD Edwards™ system has an associated filter. The filters that are presented vary depending on the inquiry.
Power users set up the filters for Console users and define which level of control should be available within these filters.
This guide will not attempt to describe every possible filter within Insight, as there are over 2,200!
However, it is important to explain ALL the different filter types that are available within the system and how to use them.
Standard Edit Filter
The most common type filter is the Standard Edit Filter. This is shown in Figure 4-5:
Figure 4-5: Standard Edit Filter
This type of filter allows you to make selections by typing selections directly into the filter, or by using the associated Visual Assist dialog to make selections.
Drop Down Filter
One of the most common type filters for Console users is the Drop Down Filter.
This type of filter allows you to make one selection from a pre-defined value list. The ALL option may also be available.
Date Filters
The Date Filter, shown in Figure 4-6, allows you to select a range of dates using from the From and To filter controls.
Figure 4-6: Date Filter
Date filters are quite different from the standard edit filters. For most templates, when a date filter is shown, a wildcard (*) is displayed in both the From and To fields. This means that all the dates within the system are selected.
To change either the From or To date, ‘click’ into one of the date fields. This will have the effect of displaying today’s date in both fields. This is shown in Figure 4-7.
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Figure 4-7: Defaulting to today’s Date
A button with an asterisk (*) will also appear on the right-hand side of the To date filter. Clicking on this button will remove the dates and the wildcard asterisk is placed back in the From and To date filters.
Dates can be edited directly within the filter or selected from the drop down calendar that appears when you ‘click’ on the down arrow of the filter. This drop down dialog is shown in Figure 4-8:
Figure 4-8: The Calendar
The control allows more configurability by ‘double-clicking’ on the month or the year. Both will display new controls (Figure 4-9).
Figure 4-9: Double-Click on the Month to Activate the Drop down Control
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Combined Date Filter
The Combined Date Filter is an enhanced date control that is only found on certain transaction inquiries in the General Ledger, Fixed Assets, Job Cost and Advanced Cost Accounting modules. It has different properties than the previously mentioned Date filters, in that it allows the base criteria to be changed. This filter is shown in Figure 4-10:
Figure 4-10: Combined Date Filter
The filter provides the same From and To selections as the standard date filter, but a further drop down list of date types is shown on the left-hand side.
Changing to Period modifies the filter controls to select Period numbers and years, rather than specific dates. This is shown in Figure 4-11:
Figure 4-11: Combined Date Filter using Periods
This filter can also be used to select weeks. The Weekly mode operates in the same manner as the Period mode. This is shown in Figure 4-12.
Figure 4-12: Filter Set to Week Settings
Period Filter
The term Date Filter is used to describe the numeric date items that appear as columns in the result set. For example, in the Balances inquiry of the General Ledger module, the Period filter contains all the date values, since this is how JD Edwards™ stores the data.
There is only one Date Filter per inquiry screen, and it is presented as a Standard Edit Filter. However, instead of selecting items that describe the result set (labels) i.e. Business Unit – Central Branch, you can select the date values which hold the numerical information, e.g. Period 6. This is shown in Figure 4-13:
Figure 4-13: Date Filter
When working with Accounts Payable, Accounts Receivable, Homebuilder or Tax modules there is no Period time series. Instead the Date Filter is represented as a Values filter. The Values filter presents a disparate set of numerical data values. In Accounts Receivable, examples would include the Gross Amount, Open Amount and Payment Amount.
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Group Filters
Group Filters are a special type of Standard Edit Filter and share many common features, such as the option to type directly into the filter and use a Visual Assist. The unique aspect of a Group Filter is its ability to work with multiple sets of related items.
Group Filters are used to group category codes together or alternatively Subledgers across different Subledger Types).
Figure 4-14: Group Filter
Figure 4-14 shows how you are able to make multiple selections from Business Unit Category Code 1 and combine them with other selections from Business Unit Category Code 2. The use of this type of filter is discussed in more detail later in this chapter.
Hierarchy Filters
The Hierarchy Filter allows you to select and apply selection criteria to any hierarchies that have been created. Hierarchies are discussed in more detail within the User Guide. Figure 4-15 provides an example of a Hierarchy Filter:
Figure 4-15: Hierarchy Filter
The filter essentially contains two components – the drop down list on the left-hand side, from which you can select the hierarchy to use, and the edit filter on the right which allows you to select the level of the hierarchy you wish to show.
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Working with Edit Filters There are different types of edit filters – the Standard Edit Filter, the Group Filter, the Period Filter and the Hierarchy Filter. While these filters have their own unique characteristics, they also have common functionality in how they are used to select criteria. There are two ways a filter can be used to define selection criteria in an inquiry - manual entry or assist selection using Visual Assists.
Manual Entry
The manual entry process involves typing the desired selection directly into the filter using the following process.
‘Click’ within the filter and ‘Type’ in the value. Using the left mouse button, ‘click’ out of the filter (or alternatively press Tab on the keyboard), which validates the value that has been entered. Leaving a filter selection set to an asterisk (*) forces the application to return all selections for that filter.
If the value is not a valid selection, it will be highlighted with a red background to show that an error has been made. In these circumstances, ‘click’ back into the filter and modify the selection. ‘Clicking’ out of the filter will re-validate the selection. Figure 4-16 and Figure 4-17 illustrate a valid and invalid selection based on the Object Account filter:
Figure 4-16: A Valid Object Account Selection
Figure 4-17: An Invalid Object Account Selection
Each filter is primed to accept different values and syntaxes, depending upon the dimension being selected. For example, whereas the Ledger Type filter will accept a combination of numbers, letters and symbols, the Year filter will only accept numeric values.
Multiple selections can be made using the same technique as long as values are separated by a comma (,) character. Figure 4-18 illustrates how Object Accounts 5010 and 5020 have been selected for inclusion in the inquiry result set:
Figure 4-18: Multiple Object Account Selections
When multiple values are entered into a particular filter, the background color of the filter is changed to green. This is for visual purposes only and does not change the functionality of the application.
When making multiple selections, the application validates each selection to ensure that it is acceptable. If any of the selections are invalid, the whole filter is shown in red. This means that one, more than one, or all of the selections are invalid. This can be determined by moving the mouse cursor over the filter. When this is done, a help message will appear to explain which of the entries are invalid. This is shown in Figure 4-19:
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Figure 4-19: An Invalid Selection Based on Multiple Selections
NB THE APPLICATION VALIDATES MANUAL FILTER ENTRIES BASED ON THE MODEL BUSINESS
UNIT(S) DEFINED DURING THE APPLICATION CONFIGURATION PROCESS. THEREFORE IT IS
POSSIBLE THAT THE USER MAY ENTER WHAT THEY CONSIDER TO BE A VALID ENTRY, ONLY
FOR IT TO BE REJECTED AS BEING INVALID. IN SUCH CASES IT IS HIGHLY PROBABLE THAT THE
ENTRY HAS NOT BEEN INCLUDED WITHIN THE MODEL BUSINESS UNIT. THIS SCENARIO CAN BE
AVOIDED THROUGH THE USE OF QUERY ASSISTS OR ACCOUNT RANGES. BOTH OF THESE
TOPICS ARE COVERED FURTHER IN THE INSIGHT USER GUIDE.
Attempting to run an inquiry based on invalid selection criteria will cause the system to display an error message such as the one shown in Figure 4-20. The message will identify the selections that need changing:
Figure 4-20: An Invalid Selection Message
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Visual Assist Selection
An alternative method to making manual filter selections is to use the Query Assist selection screens. Query Assists are there to make defining filter selections easier. They are available for each filter within the application.
To activate the Assist, ‘click’ on a filter and a flashlight icon will appear to the right-hand side of the filter. ‘Clicking’ on the icon will present the Assist for that particular filter. Figure 4-21 shows the Assist search screen for the Object Account filter:
Figure 4-21: Assist for the Object Account Filter
The text at the top of the Query Assist details the filter currently being worked with. The Query Assist dialog is split vertically into two halves. The left panel displays a list of available selections. The right panel displays the list of current selections.
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Query Assist Toolbar
At the top of the Assist screen, a toolbar provides a range of useful functions, as shown in Table 4-1:
Icon Function Description
Find
Locates and displays all items matching the current search criteria, ready for selection.
Clear Clears the list of current and available selections.
Export to Excel
Outputs the results of the Query Assist dialog to Microsoft Excel™.
Outputs the results of the Query Assist dialog to PDF format.
Sequence Sequence and group the list of available selections.
Show Tree Displays all available items in a tree layout.
Split
Organizes individual items such as category codes and periods available for selection onto separate tabs. (This feature is only available on the data and group filters)
Table 4-1: Visual Assist Toolbar Controls
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Other Query Assist Controls
In addition to the toolbar functions, there are a series of other controls to help with the selection process, as shown in Table 4-2 below:
Icon Function Description
Add Selection
Adds the selected available items to the current selections panel.
Remove Selection
Removes the selected current items from the current selections panel.
Add All Selections
Adds all the available items, regardless of whether or not they are selected, to the current selections panel.
Remove All Selections
Removes all the current items, regardless of whether or not they are selected, from the current selections panel.
Move Selection Up
Moves the currently selected item up one position in the list of currently selected items. This affects the order of the columns being displayed.
Move Selection Down
Moves the currently selected item down one position in the list of currently selected items. This affects the order of the columns being displayed.
Move Selection to Top
Moves the currently selected item to the top of the list of currently selected items. This affects the order of the columns being displayed.
Move Selection to Bottom
Moves the currently selected item to the bottom of the list of currently selected items. This affects the order of the columns being displayed.
Table 4-2: Other Visual Assist Controls
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Defining Search Criteria
When the dialog first appears, the available selections panel is usually empty. This is because it is necessary to define the search criteria used to retrieve the list of items from which you can subsequently select. This list is defined by using the Query By Example (QBE) filters at the top of the panel as shown in Figure 4-22.
Figure 4-22: Filtered Selections by Available Object Accounts
In this example, the Object Account Query Assist is shown, illustrating a number of different filtering mechanisms. They are:
Exact Matching: For example, to search for Object Account 5010, enter this into the Object Account QBE. All accounts matching this value will be displayed. This type of filtering mechanism is used to select the level of detail in Figure 4-22.
Partial Wildcard Matching: This is where some text is used to identify selections, giving a partial match either at the beginning or end. For example, in Figure 4-22, the asterisk character (*) is used to search for Object Accounts which start with 51, e.g. 5110, 5150, etc. Had the asterisk appeared prior to the value 51 (i.e. *51), then Object Accounts such as 1151, 1351, 2551 etc would be returned using this criteria.
Full Wildcard Matching: This is where some text is used to identify selections giving a partial match anywhere in the list of possible selections. For example, in Figure 4-22 the asterisk character (*) is used at the beginning and end of the character string to filter on Alternate Object Descriptions. Therefore, the selection *Sales* would return ‘Store Sales’ and ‘Wholesale Sales’ as possible selections.
Filtering based on exact matching is the quickest filtering mechanism. Full wildcard matching is the slowest. Therefore, it is recommended that you use the most appropriate matching mechanism for your desired search.
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As with the example in Figure 4-22, filters can be combined together and a combination of different filtering mechanisms can be used. It is also possible to enter multiple filter criteria within a single QBE filter. For example, to search for items with either ‘Banks’ or ‘Sales’ in the object account description, the QBE would be as shown in Figure 4-23:
Figure 4-23: Multiple Filter Criteria within the Object Account Description QBE
To enter a filter, ‘double click’ in the white space above the relevant column and type in the search criteria. When all of the appropriate QBE filter criteria have been defined, press the Find icon on the toolbar. This will search for all items that match the criteria. Any results returned are shown within the available selections panel. The number of items returned is shown on the status bar at the bottom of the dialog.
If no QBE filter criteria are defined and you press the Find button, all of the available items will be returned unfiltered. Depending upon the filter in question, a warning message may appear on any unfiltered selections. This is shown below.
These messages can be switched off by ‘clicking’ the Don’t show again checkbox on the warning message as shown in Figure 4-24.
Figure 4-24: Filter Warning Message
These warning messages appear on filters with potentially large result sets. However, they can be turned on and off in the Warnings dialog. The Warnings dialog is covered within the Insight User Guide.
NB WHEN WORKING WITH THE OBJECT ACCOUNT AND SUBSIDIARY FILTERS, THE MODEL
BUSINESS UNIT (SET DURING THE CONFIGURATION PROCESS) IS USED IN THE QBE BUSINESS
UNIT COLUMN. THIS CAN BE CHANGED BY ‘DOUBLE-CLICKING’ IN THE RELEVANT QBE
FILTER AND TYPING NEW SEARCH CRITERIA.
Each Query Assist has its own unique column filters and will display different columns of information from which selections can be made. It is therefore essential that the correct filter is selected before ‘clicking’ on the assist icon.
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Making Selections
Once the list of available selections has been created, you must choose the items to be included in the filter, which will form the basis for the inquiry.
Single Selections
To make just one selection from the list of available items, highlight the item to include by ‘clicking’ using the left mouse button and either ‘double-clicking’ ‘clicking’ on the Add Selection arrow button to include the item in the list of current selections.
Figure 4-25 illustrates the addition of the Object Account 5010 - Store Sales in the current list of selections:
Figure 4-25: Single Selection on Object Account
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Multiple Selections
To select a range of items, ‘click’ on the first item in the range and hold down the SHIFT key and then select the last item required. Alternatively, ‘click’ and hold the button down while moving the mouse down the list. Release the button when all of the required items are selected. This is shown in Figure 4-26.
Figure 4-26: Multiple Selections over a Continuous Range
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It is also possible to select a non-contiguous range of items by holding down the CONTROL (CTRL) key and ‘clicking’ on all the individual desired items. This is shown in Figure 4-27:
Figure 4-27: Multiple Selections over a Non-Continuous Range
Once the selections have been made, ‘click’ on the Add Selection arrow button to include the items in the filter.
All the available selections can be added to the current selections panel by ‘clicking’ on the Add All Selections arrow button.
Removing Selections
Removing selections uses the same principles, but in reverse. ‘Double-clicking’ on an item in the current selections panel immediately removes the item. Alternatively, highlighting an item with the mouse and ‘clicking’ on the Remove Selection arrow button achieves the same result.
Multiple selections can be removed by highlighting the items in the current selections panel and ‘clicking’ on the same Remove Selection arrow button. Finally, all current selections can be removed by ‘clicking’ on the Remove All Selections arrow button.
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Moving Selections
Selections organized into columns within the inquiry result set can also be ordered within the assist dialog using the move buttons. By default, these move buttons are available within the Period, Year and Ledger Type Query Assists. For those filters that meet these criteria, the order of the items within the current selections panel becomes significant. The topmost item appears first in the inquiry result set, followed by the second item, and so forth.
This order can be changed by using the move buttons at the bottom of the assist dialog. To move a selection, firstly highlight it by selecting it and ‘clicking’ on the Move Selection Up button or the Move Selection Down button to move the highlighted selection up or down one place at a time. The other two buttons move the highlighted selection directly to the top or bottom of the list. Figure 4-28 shows the after effect of moving items within the current selections:
Figure 4-28: Moving Selections
Confirming Selections
When all of the required selections have been made and put in the correct order, they can be set in the filter by ‘clicking’ on the OK button. To avoid making new selections, the Cancel button can be clicked at any time.
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Other Assist Functions
The other assist functions available are:
Clear
The Clear button clears down both the current list of selections shown on the right panel and the available selections on the left panel. The clear function also removes the QBE filter settings and restores them back to their defaults.
Export to Excel
The Export to Excel option exports the list of available selections to Microsoft Excel™.
Print to PDF
The Print to PDF option outputs the list of available selections to a PDF file.
Sequence
Sequence orders the list of available selections by sorting based on a single column or a range of columns. ‘Clicking’ on the Sequence icon on the toolbar produces a dialog, as shown in Figure 4-29:
Figure 4-29: Modified Sequence Order for the Object Account Assist Dialog
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Show Tree
The Show Tree function allows a user to view Query Assist data in a hierarchical structure. This is often useful when there are several tabs associated with the data, such as with group or data filters. By default, when searching within a group filter such as a category code, you have to switch between different tabs as shown in Figure 4-30.
Figure 4-30: Standard Business Unit Category Code Query Assist
By enabling the Show Tree function, the data is displayed in a hierarchical structure (Figure 4-31).
Figure 4-31: Show Tree Enabled on Business Unit Category Code Query Assist
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Split by Column
The Split by Column function makes it possible to order the list of available selections into logical groups rather than just displaying them as a long list of entries within the assist screen. This feature is only available for certain filters, such as group or data filters.
By default, the Split by Column functionality is enabled which results in each group being placed on its own tab. For example, 30 Business Unit Category Codes will be placed on 30 separate tabs.
The split option, once disabled, will put the selections on the All tab. ‘Click’ on the Split by Column icon To Enable or Disable the functionality.
When enabling the Split by Column functionality, you will be presented with the dialog shown in Figure 4-32.
Figure 4-32: Column Splitting
If you select Group Code, the tabs will be identified by the code. If you select Group, the tabs will be identified by the description of the group. Figure 4-33 shows the Group Code option selected.
Figure 4-33: Business Unit Category Codes Split into 30 Groups
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Existing Selections
The Query Assists can be used to make selections again and again. On subsequent visits to the assist dialog, your previous selections are shown in the current selections panel. Additional items can be added using the techniques described above, or alternatively, before new selections are made, the current selections can be cleared down using the Clear button.
Filter Functions
In addition to the basic selection criteria provided by a filter, each filter offers a series of additional, more sophisticated, filtering functions. These are activated in three different ways:
Typing a special character into the filter
‘Clicking’ on a filter button
Selecting a filter menu item When viewing the templates in Insight, you will notice that many of the filters contain an asterisk (*). This signifies that no filtering criteria have been applied to the filter and that all items will be retrieved for that aspect of the data. Table 4-3 illustrates the other filter functions:
Filter Feature Symbol
All *
Greater than range > A
Less than range < Z
Between Range A : Z
Wildcard (partial search) A*
Equals = and not equals != Filter button
Multiple selections ,
AND / OR criteria Menu item
Single category selection Menu item
Table 4-3: Filter Functions
NB NOT ALL FILTER FUNCTIONS ARE AVAILABLE ON ALL OF THE FILTERS.
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Working with Ranges
Filters such as Object Account and Business Unit are able to work with ranges. This feature is only available for manual entry within the filter itself, rather than with the Query Assist. However, when using the Query Assist, any ranges that have been manually set are shown. Ranges can be handled in one of three ways (Table 4-4):
Syntax Example Description
x:y (Between) 1000:2000 Selects Object Account codes from 1000 to 2000
>x (Greater than) >2000 Selects Object Account codes greater than 2000
<x (Less than) <2000 Selects Object Account codes less than 2000
Table 4-4: Ranges
Furthermore, it is possible to combine multiple ‘between’ clauses with the same filter selection, as well as a ‘between’ clause with other single selections. This is done by using the comma (,) separator, as shown below. Figure 4-34 shows all accounts between 5000 and 6000, as well as 7001:
Figure 4-34: Multiple Selections
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Range Logic
Comparing ‘Between’ ranges with ‘Greater than’ and ‘Less than’ ranges does not necessarily produce the same results. For example, a range selection of 1000:2000 is not the same as a selection ‘>1000, <2000’ (Greater Than 1000, Less Than 2000). Table 4-5 illustrates the range logic differences:
Values Range 1000:2000
Greater Than 1000
Less Than 2000
Greater Than 1000 OR Less
Than 2000
700 700 700 700 700
800 800 800 800 800
900 900 900 900 900
1000 1000 1000 1000 1000
1100 1100 1100 1100 1100
1200 1200 1200 1200 1200
1300 1300 1300 1300 1300
1400 1400 1400 1400 1400
1500 1500 1500 1500 1500
1600 1600 1600 1600 1600
1700 1700 1700 1700 1700
1800 1800 1800 1800 1800
1900 1900 1900 1900 1900
2000 2000 2000 2000 2000
2100 2100 2100 2100 2100
2200 2200 2200 2200 2200
2300 2300 2300 2300 2300
2400 2400 2400 2400 2400
2500 2500 2500 2500 2500
2600 2600 2600 2600 2600
Table 4-5: Range Logic
The first column indicates the range of values available in a notional Object Account structure.
The second column indicates the behavior of the example range filter ‘1000:2000’. As is shown, the values selected for a result would be those which fall between (and include) the lower and upper values for the range.
The third column depicts the behavior of the example ‘>1000’ and, as expected, the result would be those values which are greater than the value indicated.
The fourth column depicts the behavior of an example filter ‘<2000’. Again, as expected, the values returned are those which are less than the value used for the filter.
The final column is an example of what happens when ‘Greater Than’ and ‘Less Than’ filters are combined. The result includes every member in our example account structure. The reason why the full dimension is returned is that the comma separator in a multiple selection can be considered as an ‘OR’. For example, if a user asks for ‘Item (A), Item (B)’ then they expect to see a result that includes the first member requested OR the second. What the last example asks for is greater Than 1000 OR less than 2000. This
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condition includes every member in the dimension since they are all higher than one value or less than the other.
Wildcards
It is also possible to perform wildcard filtering on the Object Account and Business Unit filters. There are a number of wildcard searches that can be done which combine the use of the asterisk (*) together with part of the filter selection.
Partial Wildcard Matching: Here, a piece of text is used to partially identify selections that match either at the beginning or the end. For example, the asterisk character (*) is used to search for object accounts that start with 51, i.e. if using 51*, Object Accounts such as 5110 and 5150 would be returned. Had the asterisk appeared prior to the value 51, i.e. *51, then using this criteria, Object Accounts such as 1151, 1351, 2551, etc. would be returned.
Full Wildcard Matching: Here, a piece of text is used to partially identify selections that match anywhere in the list of possible selections. For example, the asterisk character (*) could be used at the beginning and end of the character string to filter on Object Accounts using the character 5. Therefore the selection *5* would return Object Accounts such as 5010, 1350 and 7015.
Equal To / Not Equal To
The equal to / not equal to toggle button is used as a modifier to include or exclude the items selected within the filter. By default, this switch is set to automatically search for results that match the criteria in the filter. Therefore the result set matches or is equal to the filter selection, as shown in Figure 4-35:
Figure 4-35: Equal to Filter Selection
To change this default behavior to the opposite effect, ‘click’ on the Equal to (=) icon, changing it to a Not equal to (!=) icon, as shown in Figure 4-36. ‘Clicking’ this icon again returns the icon back to an ‘Equal to’ status.
Figure 4-36: Not Equal to Filter Selection
The Not equal to option cannot be used when using an asterisk (*) (all selections) as this would mean ‘exclude all’ and would mean that no results are ever returned.
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Descriptions/ What’s This?
Right-clicking on each edit filter will cause a pop-up menu to appear. This menu varies from one filter to another, but most should contain Show Descriptions and a What’s This? options.
The Show Descriptions option will modify the associated description settings for the filter.
The Whats This? option will display the associated Caption, File Name and Field Name information.
For more information on this functionality, please refer to the Insight User Guide.
Working with Group Filters In addition to the functionality of the standard edit filter, group filters provide an additional level of features. Group filters are mostly used to group category codes together, but they can also be used for Subledgers.
To show an example of the additional functionality of the group filter, we will use a Category Code as our example. When a Category Code is selected from a Query Assist, the Category Code is displayed together with the Category Code group. The group is shown in square brackets, with parentheses encasing the entire selection. Figure 4-37 shows an example of a Category Code called 100, which belongs to Category Code group 1:
Figure 4-37: Standard Category Code Selection
If multiple Category Codes within the same Category Code group are selected, the Category Code group number precedes the first item and a comma separates each subsequent item. Figure 4-38 illustrates this:
Figure 4-38: Multiple Category Code Selections
Finally, if multiple Category Codes are selected across groups, then the category code group number precedes the first item of each category code. This is illustrated in Figure 4-39:
Figure 4-39: Multiple Category Code Group Selections
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Working with a Single Category Code Group
As an alternative, to avoid the use of this standard syntax, it is possible to set a default Category Code group. To do this, ‘right-click’ on the Category Code field and select Category, followed by the Category Code required as the default. Figure 4-40 illustrates how Category Code Group 3 is selected:
Figure 4-40: Setting a Default Category Code Group
To select more than one group, repeat the process, selecting each group required. To return to the standard method of selection, ‘right-click’ again and select Category, followed by the All Categories option.
AND/OR Criteria
When working with multiple Category Code groups, it is possible to provide more precise filtering based on combinations of the groups selected using AND/OR functionality.
Using a simple example of two Category Code selections - one from Category Code Group 1 and one from Category Code Group 2 - it is possible to specify whether or not the inquiry should match on the combination of both items selected, i.e. the Category Code group 1 selection and the Category Code group 2 selection. This is likely to produce relatively few results because all of the criteria need to be met for an item to feature in the result set.
Alternatively, it is possible to specify whether the software should match either of the items in each group, i.e. match the Category Code Group 1 selections or the Category Code Group 2 selections. This normally produces a larger number of results than the ‘and’ function, as the inquiry results only need to match one of the two selections.
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In Table 4-6, you can see which items would be selected when filtering on the ‘Marketing Division’ in Category Code Group 1 and the ‘North American Region’ in Category Code Group 2:
Division Region AND OR
Marketing Europe N Y
Marketing North America Y Y
Marketing Australia N Y
Sales Europe N N
Sales North America N Y
Sales Australia N N
Table 4-6: Using AND/OR Criteria
The AND/OR logic can be changed by ‘right-clicking’ on the Category Code filter and selecting the appropriate option shown in Figure 4-41. By default, Category Codes are set to use the AND criteria:
Figure 4-41: Setting the AND/OR Option
There is one further option that appears on the pop-up menu when using a group filter, which is the Display Padding Characters option. This option enables the display of any leading spaces or zeros from the code. This is purely for presentational purposes and has no effect on the result set.
NB ONLY THE CODES AND ATTRIBUTES THAT HAVE BEEN CHOSEN FOR INCLUSION WHEN
CONFIGURING THE APPLICATION ARE AVAILABLE FOR SELECTION. PLEASE REFER TO THE
ADMINISTRATION GUIDE AND INSIGHT USER GUIDE FOR MORE DETAILS.
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Attributes Attributes are facets of information that further describe a particular entity within JD Edwards™. Attributes exist throughout the JD Edwards™ software. Insight software leverages many of the common attributes for inquiry and reporting purposes; they are available in many of the default inquiry templates.
These attributes can be further extended by Configurators/Super Users to include virtually any field that exists in the master files and which link to the inquiry screens. This is discussed further in the Configurator Guide.
Many attributes, like Category Codes, are grouped together and are available by ’right-clicking’ on the group filter, selecting Attribute and then selecting the particular attribute required. Figure 4-42 provides an illustration of the attributes available in the Business Unit Category Code filter within the General Ledger module:
Figure 4-42: Business Unit Attributes
Attributes can also be selected within the Query Assist. Like Category Codes, each attribute appears on its own tab within the Query Assist and you can select the required values from the list.
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Filter Selections The Filter Selection dialog allows you to quickly see a summary of each populated filter within an inquiry/report (see Figure 4-43)
Figure 4-43: Filter Selections Dialog
The secondary tab QBE Selections (Figure 4-44) displays any selections pre-defined by the power user via the query by example line.
Figure 4-44: QBE Selections Tab of Filter Selections
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Bringing it All Together This chapter has introduced the concept of filters within an inquiry.
Although inquiries that are available within the Console application usually include all the filter selections needed, there are some occasions where the Console users have to make the inquiry selections themselves.
Therefore, this chapter provided all the necessary information on how to use the filters.
There are many different types of filters, including the standard edit filter, the drop down filter, the date filter, the combined date filter, the group filter and the hierarchy filter. Each filter offers varying degrees of functionality in order to provide the most flexible method for defining an inquiry.
When all of the filters available have been set, the criteria for an inquiry are complete and you are ready to run an inquiry.
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The Result Set
When all of the filters have been defined, ‘clicking’ on the Run button executes the query and an inquiry result set is returned. The result set is shown in the panel in the bottom half of the inquiry template. Figure 5-1 illustrates the results of a Manufacturing inquiry:
Figure 5-1: Example Inquiry Result Set
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Closing Inquiries
Inquiries are closed by ‘clicking’ on the IS Button and selecting Close as shown in Figure 5-2. Alternatively, you can also select Close from within the Home Ribbon Tab.
Figure 5-2: IS Button Close Inquiry Option
This closes the active inquiry within the active module. It also closes inquiries currently in memory; their definitions, which are stored in the inquiry Repository, are unaffected. Before an inquiry is closed, you will be prompted to confirm whether you are sure that this is what you wish to do (Figure 5-3).
Figure 5-3: Close Inquiry Prompt Dialog
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Favorites The Favorites system is very similar to the concept of favorites within products such as Microsoft™ Internet Explorer.
Favorites allow you to group commonly used reports into easy to remember groupings, quite independently of where they are actually stored within the Repository. The idea is that those commonly used reports are always at your fingertips and are stored within a well-structured Repository.
The Favorites menu is included within the Home Ribbon Tab. If you click on Favorites, a drop down will be displayed, similar to that in Figure 5-4 depending on currently licensed modules.
Figure 5-4: The Favorites Menu
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Selecting Add to Favorites displays the dialog shown in Figure 5-5:
Figure 5-5: Add Favorite Dialog
The Favorites area comes with a sub-folder for each module already defined.
If necessary, you can also create your own additional Favorite folder through the Create New Folder icon.
To add your inquiry, select the folder where you wish to store the favorite, type the name by which it will be known (this does not have to be the same as the name under which it is stored in the Repository) and ‘click’ on OK to create it.
The new item will now be found in the Favorites menu, as shown in Figure 5-6:
Figure 5-6: A New Favorite Added to the Drop Down Menu
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The Organize Favorites dialog (Figure 5-7) is also useful as a cut down version of the Favorites functionality. It allows you to create a New Folder for your favorites, Rename, Move and Delete.
Figure 5-7: Organize Favorites Dialog
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Report Packs A reporting pack is a group of inquiries (from one or more modules). Once opened, a reporting pack will have a multi-colored icon in Insight and will be displayed as a separate tab as shown in Figure 5-8.
Figure 5-8: Management Pack opened within the Console
Opening a Reporting Pack will load all of the reports and inquiries within the pack and run the first one. All the inquiries included in the pack will be displayed one next to the other in separate inquiry sheets as shown in Figure 5-9.
Figure 5-9: Inquiries included within the Report Pack
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In their simplest form, inquiry worksheets act as single, independent entities, which are used in isolation of each other. However, in certain instances it may be relevant to integrate a series of inquiries together to provide a coherent business picture.
Follow Links The Follow links option allows you to navigate from one inquiry to another.
By ‘right-clicking’ on the result set, we have all the Linked Inquiry options as shown in Figure 6-1’s General Ledger inquiry. These link options have been pre-defined by the power user who created the inquiry.
Figure 6-1: Follow Links Functionality
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Figure 6-2 displays the end result set of the Consolidated Business Unit Inquiry. The source Profit and Loss inquiry passed the Object Account value of ‘Sales Product A’ to this target inquiry.
Figure 6-2: Consolidated Business Unit based on Sales Product A Object Account
NB LINKS CAN BE CREATED FOR CROSS-MODULE PURPOSES. IT IS POSSIBLE TO DRILL FROM
YOUR AP –TO POP –USING CUSTOM LINKS. LIKEWISE YOU CAN DRILL FROM AR TO SOP
ETC. CONTACT THE POWER USER WHO CREATED THE INQUIRY TO REQUEST MORE LINKS IF
NEEDED.
Console Drill Link At any one time, one of the links acts as a default. This is illustrated with a check mark next to the link name. As shown in Figure 6-3, the default is the ‘View Item Ledger’ inquiry. This can be changed at any time by selecting an alternative link from the drop down list bellow.
Figure 6-3: Default Drill Links
The default governs what happens if a user ‘double-clicks’ on a row within the result set.
In addition to this checkmark is a status bar shown below the result set. Next to the Elapsed time (with database time in parenthesis) is Double click for link, which reveals what the default link would be if a user were to double click on a value. A condensed version of this row is shown in Figure 6-4.
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What’s This? If filters have been renamed and you are unsure as to what an individual filter actually controls, you can see the field name and file name by ‘right-clicking’ on the filter or on the Column Header and then selecting What’s This?, as shown in Figure 6-5.
Figure 6-5: ‘What's This?’ on Filters
The Information dialog shows that ‘Cost Centre’ has been renamed from the original JD Edwards™ Caption ‘Business Unit’. The Information dialog also specifies the File Name and the Field Name (Figure 6-6):
Figure 6-6: The Information From ‘What's This’?
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Export to Excel/PDF
Insight allows for result sets to be exported into an Excel compatible file or a PDF format. Exporting to a PDF format (known as printing) provides a static file for later analysis. Both commands are available within the Home Ribbon tab, or alternatively found within the IS Button, as shown in Figure 7-1:
Figure 7-1: Highlighted Print/Export Functions on the IS Button
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In addition to this, the contents of a Query Assist can also be exported as shown in Figure 7-2.
Figure 7-2: Highlighted Excel/Print Icons
Generic Export Messages
Export Size Warning
When exporting to Excel/PDF for the first time, the Print Warning dialog shown in Figure 7-3 will be displayed, notifying you that the result set may take some time to print. This is to help avoid printing out large result sets by mistake. If you do not wish to keep being presented with this dialog, you can turn it off for subsequent printing by ‘clicking’ the Don’t show again tick box. See Figure 7-3 below.
Figure 7-3: Print Warning Dialog
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Exporting Report Pack/Multiple Open Inquiries
When exporting a report pack containing several inquiries, or when there are multiple open inquiries, the Print Type (for printing) or Export Type (for Excel export) dialog will be displayed. This is so that it is possible for the user to choose whether to export all the inquiries or just the currently selected one.
Figure 7-4: Print Type Dialog
The three options are: o Current Inquiry as document: This will export only the current
inquiry o All inquiries into single document: This will export all the
inquiries within the report pack or alternatively all the open inquiries into one export document
o All inquiries as individual documents: This will export all the
inquiries within the report pack or alternatively all the open inquiries into an individual document. Once completed, the dialog shown in Figure 7-5 will be displayed.
Figure 7-5: Completed Export Message
NB THE EXPORT/PRINT TYPE DIALOG WILL ONLY APPEAR FOR THE FIRST TIME WHEN PRINTING
FROM THE RIBBON (AS YOUR SETTING IS REMEMBERED FOR THE SESSION). TO SEE THIS
DIALOG AGAIN, YOU WILL NEED TO EXPORT TO PRINT/EXCEL VIA THE IS BUTTON.
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Excel Options
The Export to Excel feature contains functionality designed to enhance the look and feel of your export. Examples of this functionality includes the ability to write protect your workbook with a user-defined password direct from Insight, automatically give your worksheet a user-defined name, and include a summary sheet containing useful information about the exported report.
These new features are available within the new Excel Options dialog.
Excel Options can either be accessed within the IS Button, via the Excel section as shown in Figure 7-6, or in the Home Ribbon Tab in the Output section.
Figure 7-6: IS Button – Excel – Excel Options
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Upon selecting Excel Options, you will be presented with the dialog shown in Figure 7-7.
Figure 7-7: Excel Options General Tab
Auditing Benefits
The following section associated with Insight’s Excel Options (in particular Workbook Protection and Cover Sheet functionality) is critical for maintaining compliance with Sarbanes-Oxley (also known as the Public Company Accounting Reform and Investor Protection Act of 2002).
The Workbook password functionality prevents the modification of the workbook, thus providing a secure document.
The Cover Sheet functionality contains all of the underlying characteristics of the inquiry such as filter selections, calculations and currency restatements. This ensures that the Excel report maintains complete transparency in terms of the data disclosed when being reviewed by an external auditor.
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General Tab: Overwrite Workbook
The Overwrite Workbook section comes with two options that control the functionality in how Insight will handle the export of an Inquiry with the same name as a previous export.
Replace Book is the simpler function, in that if an Excel file with the same name is present, it will overwrite the file.
Replace Sheet enables the dialog shown in Figure 7-8 that will be displayed when an excel file already exists.
Figure 7-8: ‘The Target Workbook Already Exists’ Message
If you select Yes, the entire Excel document will be overwritten. If you select No, Insight will attempt to insert/merge a worksheet into the document. This will be dependent on the names of the sheets within the excel document.
If there is an existing worksheet with the same name it will be overwritten/merged (all other sheets will not be affected).
If there is no existing worksheet with the same name a new sheet will be inserted.
General Tab: Worksheet Name
The Worksheet Name section of the dialog, as shown in Figure 7-9, controls the functionality surrounding the name of the Worksheet within the exported excel file.
Figure 7-9: Worksheet Name Section of the Dialog
There are three main options available:
Inquiry Name will use the Inquiry Name as the worksheet name
User Defined allows any value entered in the field to be used as the worksheet name
Excel Default will use the Excel standard new worksheet name (for most instances this should be Sheet1)
In addition to these, you also have two tick boxes which will add a prefix to the worksheet name:
Add Time will prefix a 24 hour time such as 14.36
Add Date will prefix a text based date such as ‘19 Nov 2008’ If for example you specified Excel Default with Add Time and Add Date, you would get ’14.36 19 Nov 2008 Sheet 1’.
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Options Tab
This tab of the Excel Options defines specific file details (Figure 7-10):
Figure 7-10: Options Tab
Export Location allows a user to specify where the excel file will be generated. Workbook Protection provides functionality to password protect your workbook. You need to ‘check’ the box next to Enable Workbook protection, ‘enter’ a Password, and then repeat again within the Confirm Password field.
Depending on your version of Excel, you will receive a similar message to Figure 7-11 or Figure 7-12 when trying to edit your Excel file.
Figure 7-11: Standard Excel 2007 Message
Figure 7-12: Standard Excel 2003 Message
By following the instructions included in this message box, you will be able to enter the previously specified password and edit the excel file.
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Cover Sheet Tab
The default selection in this screen is to not include a Cover Sheet, as shown in Figure 7-13:
Figure 7-13: Default Disabled Cover Sheet Tab
Checking the box next to Include Cover Sheet will include the selections on the Cover Sheet. By default, certain selections are already enabled as shown Figure 7-14.
Figure 7-14: Enabled Cover Sheet Tab
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The individual selections are: o Product Version: displays the version of Insight in which the
export was created
o Report name: includes the report name
o Report title: includes the report title
o Location: includes the file location of the inquiry
o Creator: includes the user name of the inquiry creator
o User: includes the name of the user producing the Excel file
o Date/time: includes the current date and time
o Filter selections: includes the filter selections
o Calculations: includes the calculations used in the inquiry
o Restatements: includes the currency restatement values used in the inquiry
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Figure 7-15 shows the effect on the export of enabling all the available
selections.
Figure 7-15: Export including Summary Page
The export now contains a summary page alongside the worksheet containing the actual result set.
NB ANY SELECTIONS MADE WITHIN THE WORKBOOK SETUP DIALOG RELATE TO THE PARTICULAR
INQUIRY YOU ARE USING. IF YOU OPEN ANOTHER INQUIRY, THE WORKBOOK SETUP
SELECTIONS WOULD RETURN TO THE DEFAULT.
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Print Options All of the options associated with Printing are stored within Print Options.
Print Options can be accessed either within the IS Button, via the Print section, as in Figure 7-16, or in the Home Ribbon Tab in the Output section.
Figure 7-16: IS Button Print Options
The Print Options dialog is shown below.
Figure 7-17: Print Options General Tab
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Auditing Benefits
Using Insight’s Print Options is critical for maintaining compliance with Sarbanes-Oxley (also known as the Public Company Accounting Reform and Investor Protection Act of 2002).
The Cover Page tab functionality contains all of the underlying characteristics of the inquiry such as filter selections, calculations and currency restatements. This ensures that the PDF report maintains complete transparency in terms of the data disclosed when being reviewed by an external auditor.
General Tab
The General tab of the Print Options dialog is divided into four sections:
Shape
o Page Size: sets the paper size on which the PDF output should be produced
o Orientation: sets the orientation of the output, either portrait or landscape mode
Layout
o Center horizontally: centers the output horizontally on the page
o Center vertically: centers the output vertically on the page
Scaling
o Preserve Aspect Ratio: ensures that the report will not be distorted when using the various scaling functions described below. Sometimes it may be necessary to shrink/stretch the image to fit your printing requirements, but this is not normally the case and should be left checked in most cases.
o None: presents the printed output over as many pages as is necessary (both from a width and height perspective) to contain all the columns and rows within the report
o Fit to Height: the rows of the inquiry result set will be printed on a single page. Depending upon the number of columns in the result set, the width is adjusted (if the aspect ratio has been set to be maintained) to occupy whatever space it needs to show the completed result set.
o Fit to Page: the rows and columns of the inquiry result set will be printed on no more than a single page. If the aspect ratio is not maintained, then the result set is scaled to occupy the full width and height of the page. If the aspect ratio is maintained, either the width or height is compromised to eliminate distortion.
o Fit to Width: the columns of the inquiry result set will be printed on a single page. Depending upon the number of
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rows in the result set, the height is adjusted (if the aspect ratio has been set to be maintained) to occupy whatever space it needs to show the completed result set.
Document Access
This section of the dialog provides functionality to password protect your PDF document. Unlike the previous Excel protection, this prevents a user from viewing the file without knowing the password.
You need to ‘check’ the box next to Enable document protection, enter a Password, and then repeat again within the Confirm Password field.
Depending on your version of Adobe Acrobat, you will receive a similar message to Figure 7-18 when trying to view your PDF document.
Figure 7-18: Adobe Acrobat Password Dialog
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Cover Page Tab
The default selection in this screen is to not include a Cover Sheet as shown in Figure 7-19.
Figure 7-19: Default Disabled Cover Page Tab
Checking the box next to Include Cover Sheet will include the selections on the Cover Page. By default, certain selections are already enabled as shown in Figure 7-20.
Figure 7-20: Cover Page Defaults
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The individual selections are: o Product Version: displays the version of Insight that created the
export
o Report name: includes the report name
o Report title: includes the report title
o Location: includes the file location of the inquiry
o Creator: includes the user name of the creator of the inquiry
o User: includes the name of the user producing the PDF output
o Date/time: includes the current date and time
o Filter selections: includes the filter selections
o Calculations: includes the calculations used in the inquiry
o Restatements: includes the currency restatement values used in the inquiry
o Logo: specifies that a logo will be displayed. To customize this icon, ‘click’ on the associated control. This will open the dialog shown in Figure 7-21.
Specify the File and the Display Dimensions for the new Logo to be displayed.
Figure 7-21: Logo Dialog
o Page Numbers: ‘Checking’ this option specifies that page numbers will be displayed on the Cover Page
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Figure 7-22 shows the effect on the export of enabling all the available selections.
Figure 7-22: Cover Page Example
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Report Tab
The Report Tab of the Print Options is divided up into two sections relating to Template and Page Break Settings, as shown in Figure 7-23.
Figure 7-23: Report Tab of Print Options
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Report Tab: Template
The Template section of this dialog shown in Figure 7-24 provides a method of adding Header and Footer information to each page of the PDF output.
Figure 7-24: Template Section of Report Tab
o Show title: includes the report title in the header
o Show logo: places the default Insight logo in the top right-hand corner. This logo can be changed and personalized to include a company logo or other image.
o Show privacy message: places the text ‘Private and Confidential’ in the bottom left-hand corner
o Show date/time: places the current date and time in the bottom left-hand corner
o Show page numbers: places the page number in the bottom right-hand corner. There is also the option of changing the Show Page Number Output by using the drop down control, which will switch between displaying just the current page number (page i) or alternatively the current page number with the total number of pages (page I of t).
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Report Tab: Page Break
The Page Break section of this dialog (Figure 7-25) provides a method of breaking the data displayed into different pages on the export.
Figure 7-25: Page Break Section of Report Tab
o Break after Subtotals: sets page breaks by each subtotal set in the inquiry
o Break by filter selection: sets page breaks by the selections made within the filters. There are two options for this functionality:
o All Combinations: includes in the PDF output all the data returned by the inquiry filter selections. The dialog displays a total of the number of page breaks which the current settings will return.
o Selected Combinations: allows you to select a subset of the data returned by the inquiry filters. ‘Click’ on ‘…’ to launch the Member Selections dialog shown in Figure 7-26. Select a Filter in the left dialog and check the Code you wish to break by in the PDF output.
Figure 7-26: Member Selection Dialog
o Generate Pages without Data: generates blank pages in the PDF output for selections that return no data
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Page Break Example
Insight offers a number of page breaking features that allow you to generate multiple ‘pages’ of a report from a single inquiry result set. There are two principle ways of achieving this. The first is to select Break after sub-totals, and when this option is selected in the Print Options dialog, the PDF output is paginated after each subtotal in the result set.
Figure 7-27 illustrates how an inquiry result set will be divided up when using the break after sub-total setting.
Figure 7-27: How Break after Subtotals will paginate a Report
Figure 7-28 shows the output:
Figure 7-28: Actual Printed Output with Breaking on Subtotals
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The second pagination feature is called Break by Filter Selection. This feature uses the values selected in the filters to produce a page output for each selection. This feature is best illustrated by example.
For the example shown in Figure 7-29 , the user has opened a Profit and Loss inquiry with four Business Units selected. The inquiry is effectively a consolidation of the four Business Units; 302,303,304,305 aggregated together:
Figure 7-29: Aggregated Profit and Loss Report with 3 Business Units
By selecting the All Combinations option, for this inquiry there would be 120 breaks, which is one for each of combination of all the filters populated. The All Combinations option is recommended for inquiries that have simpler filter selections.
For an inquiry like the one shown above, the Selected Combinations option is recommended as it allows the values from the filters to be specified (hence reducing the number of breaks).
In the example shown in Figure 7-30, we are using the Selected Combinations functionality to only select the four values within the Business Unit filter.
Figure 7-30: Selected Combinations – Member Selection Dialog
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When printed, a profit and loss report is produced for each of the business units and placed on a separate page within a single PDF file. This is shown in Figure 7-31.
Figure 7-31: Example PDF Output Using the Break by Filter Selection Option
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Insight can display report data in graph or chart form.
Where applicable, a legend or key is displayed with each chart, allowing you to identify the series by color as shown in Figure 8-1.
Figure 8-1: An Example of an Inquiry Incorporating a Chart
Displaying a Chart To display a chart in your report, ‘click’ on the Home Ribbon Tab and select the option from the Show Chart icon in the Chart Options section.
The Graphing/Charting feature uses the content of an open inquiry and allows you to view the data using one of a range of possible chart types. Chart configuration (including chart types, colors, titles, gridlines etc) is pre-defined by the power user who created the inquiry.
Charts appear both on screen and in printed output. Insight does not support exporting charts to Excel.
You can switch between chart, spreadsheet and mixed modes using the ribbon’s Show Chart Control as shown in Figure 8-2:
Figure 8-2: Show Chart Control within the Ribbon
NB THE SHOW CHART CONTROL ONLY AFFECTS THE DISPLAY OF THE CHART WITHIN INSIGHT.
WHEN PRINTING TO PDF, THE GRAPH IS DISPLAYED ON A SEPARATE PAGE.
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The default chart style is a two-dimensional bar chart as shown in Figure 8-3:
Figure 8-3: General Ledger Inquiry Including a Two Dimensional Bar Chart
The size of your chart is configurable. You can also change the size of the panel in which your chart appears by ‘clicking’ and ‘dragging’ the centre bar as shown in Figure 8-4:
Figure 8-4: Resize the Chart
You can change the placement of the legend by ‘clicking’ and ‘dragging’ the center bar.
NB SUBTOTALS AND GRAND TOTALS ARE AUTOMATICALLY REMOVED FROM THE DATA PLOTTED
IN CHARTS. IF YOU WISH TO CREATE A CHART USING THESE FIGURES, YOU WILL NEED TO
REQUEST A SEPARATE REPORT WHICH IS BASED ON AGGREGATED VALUES.
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Every Insight inquiry is based on selections in various filters. These selections relate directly to items from the database. Upon selecting them, the inquiry changes to reflect these new selections.
Selectors contain a list of available values which map directly to another item. One of these available values is the ‘current’ value.
Power Users use Selectors to keep report settings from changing when you make changes to filters prior to running a report. This means that column order, sizing, hiding and formatting can stay the same. If you experience any changes in your report’s settings when changing certain filters, you will need to contact the Power user who created the inquiry and ask them to provide you with selectors.
Choose Selectors
By clicking Choose Selectors the Choose Selectors dialog will open.
This dialog allows you to choose from the existing selectors (For example you can change your CURRENT period to Financial Reporting Current Period).
Figure 9-1: Available Values and Current Value Setting Applied
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The Currency Restatement module provides real time currency conversion of period amounts. This functionality allows multiple companies with different base currencies to be reconciled into one Restatement Exchange Rate.
This functionality is available for the following templates:
GL – Balances/Period Summary
JC – Balances/Period Summary
ACA – Balances/Advanced Cost Accounting
Working with Restatement Period Values When using the Period filter, you have the option to select not only the JD Edwards™ defined period values, but also Insight’s calculated values for Currency Restatement purposes.
These appear on the Restatement tab within the Period Assist dialog as shown in Figure 10-1. Alternatively the period can be typed directly into the Period filter in the inquiry.
Figure 10-1: Period Assist Showing Currency Restatement Periods
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Figure 10-2: Restatement Period 1 Added to Result Set
Figure 10-2 shows Restatement Period 1 being added to the inquiry. The Restatement Period values are calculated every time the report is run.
The Restatement functionality takes into account the Currency Restatement Rates and associated periods in order to derive the correct exchange rate.
The Currency Restatement Rates are imported from the Currency Restatement Rates File (F1113). They take the currency of the company and convert the associated amounts into the Restatement Currency (which initially is defaulted to the Domestic Currency of Company 00000).
In the above example, Company 75 has a Domestic Currency of CAD (Canadian Dollars). Company 00000 has a domestic currency of USD (United States Dollars).
Within the Currency Restatement Rates File (F1113), there are several exchange rate conversions for CAD to USD. The Currency Restatement functionality analyzes the individual object accounts in order to select the correct exchange rate that has an applicable Rate Type for the associated period. These rate types can be similar to a Month End rate, which is applied to Balance Sheet accounts, or a Monthly Average, which is applied to Profit and Loss Accounts.
These exchange rates are then applied to the Restatement Period column.
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Analyzing the Underlying Exchange Rates Reconciliation of the derived amounts can be done through the Exchange Rate dialog as shown in Figure 10-3. This dialog can be accessed through the Restatement Ribbon Tab.
Figure 10-3: Currency Exchange Rate Dialog
Within the Currency Exchange Rate dialog, we can see the two currencies being used for conversion of the object accounts, the associated date and the two exchange rates.
NB IF CONFLICTING EXCHANGE RATE DATA OCCURS, INSIGHT WILL USE THE MOST RECENT
VALUE TO MAKE THE CALCULATIONS.
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User Defined Filters (UDFs) allow users to define and save pre-set filter criteria that is specific to their department and/or job for running inquiries. Users can create and save multiple User Defined Filters and then choose a desired User Defined Filter to use prior to running an inquiry. Users can even designate a default User Defined Filter to be used when opening any inquiry that has the same filters available. This functionality will save users’ time when preparing to run an inquiry since they do not have to populate the filters with their desired values. They can select a defined User Defined Filter that will pre-populate the filters with the necessary values saved for that User Defined Filter.
Activate User Defined Filter Functionality In order for a user to have the ability to create User Defined Filters, the capability must first be set in the Administration Tool.
Once this Capability is enabled, the associated users will be able to see the User Defined Filters icon that is shown in Figure 11-1.
Figure 11-1: User Defined Filters Ribbon Icon
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Set up User Defined Filters To set up a User Defined Filter, ‘click’ on the User Defined Filters icon. For Console users this is located within the Home Ribbon tab.
The User Defined Filters dialog is shown in Figure 11-2.
Figure 11-2: User Defined Filters Dialog
The following functions can be performed within the User Defined Filter:
New: Opens a dialog by which you can create a User Defined Filter Set
Edit: Opens a dialog by which you edit a User Defined Filter Set
Remove: Removes the selected User Defined Filter set
Copy: Copies the selected User Defined Filter set
Default: Applies the selected User Defined Filter set to any inquiry being loaded
Apply UDFs: Applies the selected User Defined Filter set to the current inquiry/template
o The Apply to all open inquiries checkbox works in conjunction with the Apply UDFs in that it will apply a UDF set to all open inquiries, including report packs.
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To create a new filter set, ‘click’ on New and the dialog shown in Figure 11-3 will be displayed.
Figure 11-3: Creation of New User Defined Filter Set
The following functions can be performed within the Settings for New UDF Set dialog:
Filter Set Name: Provides a way of identifying the filter set
Add: Opens a dialog by which you can add the values for the User Defined Filter Item
Edit: Opens a dialog by which you can edit the values for the User Defined Filter Item
Remove: Removes the selected User Defined Filter Item
Capture: Automatically creates a set of Items based on the filters that are populated in the current inquiry (Recommended)
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After naming your User Defined Filter Set, click on Add to display the dialog shown in Figure 11-4. In this example, we are setting a Company filter which includes companies 1, 3 and 4.
Figure 11-4: Adding Items to User Defined Filter Set
Figure 11-5 shows the result of multiple filters being added to the current User Defined Filter Set:
Figure 11-5: Addition of Multiple Filters to User Defined Filter Set
Once you have added all necessary filters, ‘click’ OK to return to the main User Defined Filters dialog.
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To apply the User Defined Filter to your inquiry, select the appropriate filter set, ‘click’ on Apply UDFs and ‘click’ OK to return to the main inquiry dialog.
Alternatively User Defined Filters can be set through the use of the dropdown next to the User Defined Filters icon within the ribbon. If you have set up a User Defined Filter set, you can select the one you would like to apply to the inquiry. Multiple UDF sets are shown below in Figure 11-6:
Figure 11-6: User Defined Filter Sets Available for Use
Figure 11-7 displays an inquiry that has User Defined Filters applied:
Figure 11-7: User Defined Filter Set Applied to Inquiry Filters
NB USER DEFINED FILTERS WILL ONLY OVERRIDE THE FILTERS THAT ARE SPECIFIED IN THE SET.
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Filter Considerations When Adding a User Defined Filter The User Defined Filter functionality will respect the Filter Control added by the power user who created the inquiry. Figure 11-8 below shows a dimension that allows an open filter setting. A normal Query Assist is displayed.
Figure 11-8: Open Filter Setting
If, however, a Filter Control has been specified for a filter, the dropdown list of values will only include those dimensions that were previously specified. Figure 11-9 displays a Company filter that is restricted to a series of values defined by the drop down filter.
Figure 11-9: Specifying Filter Values From a Drop Down List
User Defined Filter Sets will only be applied to filters that have visible controls in the main layout for the inquiry. This is important for reporting purposes in order to ensure visibility of the filter values that are being applied. Upon running the inquiry in the console, the user will see the UDF set applied into any of the visible filters in the inquiry as shown in Figure 11-10.
Figure 11-10: Inquiry with UDF Applied
For the example shown in Figure 11-10, all other User Defined Filter items that are not associated with Company, Object Account or Ledger are ignored.
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Contacts
For more information regarding our products, please contact us at:
Web www.InsightSoftware.com
Technical Support For Technical Support, Please access the customer support center:
Web Link
www.InsightSoftware.com/support
Notices and Disclaimer Insight, Console and GL Reporting are trademarks of InsightSoftware.com Limited. InsightSoftware.com is a registered trademark of InsightSoftware.com Limited. Oracle, JD Edwards, JD Edwards EnterpriseOne, JD Edwards World and Oracle E-Business are registered trademarks of Oracle Corporation. Other product and company names mentioned herein may be the trademarks of their respective owners. The information contained in this document represents the current view of InsightSoftware.com on the issues discussed as of the date of publication. InsightSoftware.com cannot guarantee the accuracy of any information presented after the date of publication. This document is for informational purposes only. InsightSoftware.com makes no warranties, expressed or implied, in this document. © 2000-2011 InsightSoftware.com Limited. All rights reserved.