F9 for FundWareGetting Started

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TrademarksInformation in this document is subject to change without notice. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, wthe express written consent of American Fundware, Inc.

Edition 4.0© 1999 American FundWare, Inc.

FundWare is a registered trademark of American FundWare, Inc.

F9 is a registered trademark of Synex Systems Corporation.

Windows, Windows 95, and Excel are registered trademarks of Microsoft Corporation.

Lotus 1-2-3 is a registered trademark of Lotus Development Corporation.

Windows and Windows 95 are registered trademarks of Microsoft Corporation.

All attempts have been made to provide accurate and complete trademark information.

Getting Started

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IntroductionUse this Getting Started Guide to get up and running quickly with F9. Some material this guide slightly overlaps the F9 user manual. Consult the latter for information you can’t find here.

In this guide:

Installing F9, 4

Adding F9 Into Your Spreadsheet, 13

Connecting F9 to FundWare, 17

Increasing Reporting Speed, 20

Reporting FundWare-Specific Data, 22

The first three sections represent the steps necessary to get up and running with FFundWare. The fourth section, Increasing Reporting Speed, shows how to increase dramatically the speed at which F9 generates reports, especially over a network. Thsection, Reporting FundWare-Specific Data, gives instructions not found in the F9 usemanual for extracting FundWare-specific data.

Supported SpreadsheetsF9 currently works with these spreadsheet applications:

• Excel versions 5, 7 (95), and 97

• Lotus 1-2-3 versions 5, 97, and Millennium

Hardware RequirementsYou’ll need about 8.5 MB of free hard disk space to install F9. For all other hardwarequirements, F9 shares those of your spreadsheet application.

ConventionsIllustrations in this manual are shown in Windows 95 and Excel 97.

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Installing F9Before you install F9, make sure you know which spreadsheet version(s) you will uwith F9. For example, Excel 7 (95) versus Excel 97.

1 Insert the F9 CD into your CD-ROM drive. If the installation program doesn’t stautomatically, click Start > Run in the windows taskbar. In the Run window, typd:/setup (where d is the your CD-ROM drive letter), and click OK. The F9 installation wizard begins.

2 Click Next.

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3 Read the license agreement. If you agree to the terms, click Yes to continue installation.

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4 Enter the CD KeyCode from the inside cover of the F9 user manual. The KeyCis case-sensitive, so enter capital and lowercase letters as they appear. Click N

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5 This window shows you where F9 will be installed. Use the default setting unleyou have technical reasons for installing to another location. Click the Browse button if you need to change the default location. Click Next.

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6 Unless you are an advanced user who has special installation needs, select Typical and click Next.

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7 Click the box next to the type of spreadsheet you will use with F9.

Important – If you select an incorrect spreadsheet version, you won’t be able to connect F9 to your spreadsheet, and you’ll have to run installation again to select the correct version.

As soon as you click a box for a spreadsheet version, the Choose Folder window displays the location where the installation program will put the spreadsheet add-in. Write down the path that appears in the Path field. For example, C:\Program Files\Microsoft Office\Office. You’ll need this path when you connect F9 to your spreadsheet. Click OK. Click Next.

Write down the path that appears in the Path field.

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8 Accept the default Program Folder in this window and click Next.

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9 The F9 serial number is called the American Fundware Serial # on the inside cover (or back cover) of the F9 user manual. Type that number in this window and clNext.

F9 begins installing.

10 If the Acrobat Viewer Installation window displays after the F9 files are installed, click Yes and follow the installation wizard instructions. Acrobat Reader lets yoview, print, copy from, and perform text searches on the F9 user manual and FundWare user guides online.

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11 Click the Finish button to complete the installation.

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Adding F9 Into Your SpreadsheetWhen installation is complete, the next step in setting up F9 is to connect it to yourspreadsheet application as an add-in.

1 Launch your spreadsheet application.

The next step varies from application to application. This example shows the procein Excel 97. See the F9 user manual for instructions on other spreadsheet version

2 In the menu bar, select Tools > Add-Ins (or whichever menu selections lead yothe add-ins window).

3 The Add-Ins window shows all available add-ins to the spreadsheet. An F9 addwill NOT appear in this list yet (unless you’ve previously added it).

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4 Now you need to tell your spreadsheet application where it can find the F9 addyou installed. Click the Browse button.

5 In the Browse window, find the location of the F9 add-in file. Use the path you wrote down from page 9 for guidance.

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6 Select the file and click OK. The Add-Ins window now shows F9 as an add-in with check mark next to it.

7 Click OK. Your spreadsheet may confirm that the add-in was successful.

8 When the add-in is successful, F9 launches itself inside your spreadsheet. An splash screen displays briefly, and an F9 menu item appears in your spreadsh

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An F9 menu item appears. To see the F9 toolbar, click View > Toolbars > F9 Tools (or the equivalent in Lotus 1-2-3).

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Connecting F9 to FundWareOnce F9 is added into your spreadsheet, the final step in setting up F9 is connectinyour FundWare data.

1 In your spreadsheet application, select F9 > Setup in the menu bar.

You may see this error message. It simply means F9 doesn’t know where your Ware data is. Click OK.

2 In the F9 Setup window, click the Browse button.

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3 Find the folder containing your FundWare data, select a ##csi file (where ## isdivision number), and click Open.

4 In the F9 Setup window, select a division in the Division and Type field. The following illustration describes the remaining fields in this window.

Note – If after you select a division you don’t see any periods or years listed in trespective drop-down fields, click OK in the F9 Setup window, close the F9 DLL for AFW window, and restart setup by selecting F9 > Setup in the menu bar.

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Many of the settings in F9 Setup window are default settings, meaning that unless specified otherwise in reports, F9 uses these variables.

System The path to your FundWare data directory.

Division and Type Select the default division.

Division Profile button Click to view information about the default division.

Period Select the default reporting period.

Year Select the default reporting year.

Budget Type Select the default journal type to use when you want to show “Budget” instead of “Actual” values. See Extracting Budget, Encumbrance, and Commitment Data on page 22.

Return Zero for Accounts Not Found

Check this box to return zeros for accounts not found rather than showing error messages.

Zero Label Set the character to use for zero values. Zero (0) means the spreadsheet will use its default value. While you may use another label, it may slow performance.

Scaling Select a value to automatically divide amounts by in reports. For example, if you select 10, an amount of 250 appears as 25.

Rounding Select a rounding value.

Financial Entities Setup button

Click to set up the F9 Financial Entities feature. See the F9 user manual for more information.

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Increasing Reporting SpeedF9’s Pump feature dramatically increases the calculation speed of reports, especiaFundWare data is stored on a network server. The Pump creates a special file (a Bindex file) that F9 reads to find account information and report real-time balances.

Follow these steps for each division you want to “pump”. You must re-pump a diviswhenever you add new accounts to it.

1 In your spreadsheet application, select F9 > F9 Server. The F9 DLL for AFW window displays.

2 Select Utilities > Pump in the menu bar. The Index Pump window displays.

3 In the Division and Type field, select the division you want to pump, and click thePump button.

4 A confirmation window appears when the pump is complete. Click OK.

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Report SecurityF9 respects the security rights set up in Classic FundWare’s Restricted Access Mo(RAM). Users can only generate account information to which they have access inFundWare. If your organization uses FundWare RAM, users must enter their Funduser number and password in F9 to run reports.

1 In the spreadsheet menu bar, select F9 > Passwords. The AFW Security window displays.

2 Enter your FundWare user number and password, and click OK.

3 A confirmation window acknowledges your security rights. Click OK.

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Reporting FundWare-Specific DataHere are a few tips for extracting specific FundWare data using F9’s functions. For detailed information on using F9’s functions, consult the F9 user manual and onlinHelp (available from the F9 menu in the spreadsheet menu bar).

Extracting Budget, Encumbrance, and Commitment Data

The GL function, shown in the spreadsheet formula bar above, uses the following information, or specifiers, to generate an account balance:

=GL(account,period,division,year,type)

In the spreadsheet above, the period is called Budget This Quarter. The word Budget in front of the period specifier (This Quarter) is the key to extracting balances that are other than actual, i.e., budget, encumbrance, and commitment.

Besides using the word budget in the period specifier, the second key to reporting nonactual balances is the type specifier. Look at the formula in the spreadsheet above. Tvery last element in parentheses is the number 2. That number is a type specifier, and icorresponds with other-than-actual journal types in FundWare. The following pictuillustrates this.

This is the GL function used to extract an encumbrance balance. Look at the cell references to see which building blocks are used to create the balance. Notice the keyword “Budget” in the period specifier (cell A2).

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This is the F9 Setup window (F9 > Setup in the menu bar). In the Budget Type drop-down field, notice the numbers next to the FundWare journal types. These are thenumbers you would use for the type specifier in the GL or NGL function.

Type Specifier Rules

• You can use only one type specifier at a time in the GL or NGL function. For example, you couldn’t enter 2, 3 for the type specifier to generate encumbrance and commitment balances.

• If you don’t enter a type specifier number in the GL or NGL function, F9 uses thdefault type selected in the F9 Setup window.

Following are two GL function examples for extracting “other-than-actual” balanceThe second example uses a type override. The GL and NGL functions you enter won’tlook like this. Instead of words, you’ll use cell references, e.g. A1, B4, as shown inprevious spreadsheet example.

Budget (other-than-actual) types. The F9 Setup window lets you select the default journal type to use when you add the word “Budget” in front of the period specifier in the GL or NGL function. Also notice the numbers preceding the names. Use one of those numbers for the GL or NGL function’s type specifier to override the default type selected in the F9 Setup window.

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Without a Type Override at the End

=GL(“*-*-*-2410”,“Budget This Month”,“96A”,“1998”)Because the word budget is used in the period specifier, this GL function extracts an other-than-actual balance for the default journal type selected in the F9 Setup window.

With a Type Override at the End

=GL(“*-*-*-2410”,“Budget This Month”,“96A”,“1998”,“2”)Because 2 is added as the type specifier at the end, this GL function extracts an encumbrance balance, regardless of the default budget type in the F9 Setup window. Remember, you must still use the word budget in front of the Period specifier.

F9’s Report Wizard also includes a Type field to include a type specifier.

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Filtering Account Balances by AttributeF9 for FundWare lets you filter accounts by attribute (include and exclude) when generating balances. The GL and NGL functions allows for an attributes specifier, which follows the type specifier:

=GL(account,period,division,year,type,ATTRIBUTES)The attributes specifier is where you include and exclude attributes.

Note: In F9 the attributes specifier is listed as the currency specifier. Currency was implemented in F9 for FundWare as a placeholder for attributes.

Enter attributes in uppercase, separated by a comma. To exclude an attribute, add anexclamation point (!) in front of it. Following are GL function examples that includerevenue and expense attributes (RE and EX), and exclude an asset attribute (AS)

Including Revenue and Expense Accounts

=GL(A$3,$A2,$A$1,$A$4, ,“RE,EX”)

Excluding Asset Accounts

=GL(A$3,$A2,$A$1,$A$4, ,“!AS”)

In these examples, the attributes would really be a cell reference such as A5, wheA5 cell contains the attributes you want to include or exclude. Notice just before thattributes there are two commas. That’s a placeholder for the type specifier. If you didn’t include the two commas and the space, or if you didn’t include an actual type specF9 would think you were using RE,EX or !AS as the type specifier and you’d get an erromessage when F9 attempts to generate the balance.

You can also include and exclude attributes in the F9 Report Wizard, as the followillustrations show.

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Extracting Account Data ItemsUse F9 for FundWare’s ACCTDATA function to extract data items and values attacto accounts. You can extract data items by data item name, like RATE or PHONE #, or by data item description, like Customers served, or by data item values. In the followingexample, we’re extracting a data item called CUSTOMERS.

=ACCTDATA(“Dataitem, CUSTOMERS,V”,account)The word Dataitem is the link to your FundWare data items for the specified account. You must use quotes as shown in the example. Enter data item names in uppercase. For example, CUSTOMERS.

You can extract other types of account data as well. For more information on the ACCTDATA function, see F9 online help (F9 > DLL Help in the spreadsheet menu bar).

Include and exclude attributes in the Report Wizard using the same format you use in the GL and NGL functions: separate attributes by a comma; precede an attribute with an exclamation point to exclude it.

Include Revenue and Expense accounts Exclude Asset accounts

Optional character (V) for showing only the data item’s value. In this example, the number of customers will be reported. Other characters you can use:N – For the data item’s abbreviated name.T – For the data item’s title, or long name.You can only use one character at a time.Leave the character out to report name, title, and value. For example:=ACCTDATA(“Dataitem, CUSTOMER”,account)

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Using Weekly Periods or Date RangesWhile F9’s Period Wizard won’t let you create weekly periods, you can use the GLTRAN function to specify them, or specify any date range.

=GLTRAN(account,start date,end date,company)In this example, the specifiers would be cell references, such as =GLTRAN($A$3,A$5$,A$6$,$A$1). Enter the start date in a cell, such as 1/1/98. Enteran end date in another cell, such as 1/31/98. Using those cell references in the GLTRfunction, F9 extracts balances for the selected date range.

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Drill DownThis is a brief note about F9’s Drill Down feature as it relates to FundWare. For detinstructions on using Drill Down, see the F9 user manual or online help.

When you drill down on a balance to view the transactions that make up the balanctotal amount of the transactions in the Drill Down window may sometimes differ frothe balance you drilled down on. This is because Drill Down shows all transactions(actual, budget, encumbrance, and commitment), while the balance shown in the spreadsheet is made up of only actual amounts.

The workaround is to tell Drill Down to show which journals the transactions were posted through so you can see which transactions were non-actual. Here’s how tothat:

1 Select the spreadsheet cell you want to drill down on.

2 Select F9 > Drill Down in the menu bar.

3 In the F9 for AFW Drill window, click the Advanced button. The Advanced Settings window displays (shown here).

4 Click the Journal box to put a check mark in it.

5 Click OK.

6 In the F9 for AFW Drill window, select Transactions in the Drill Segment field and click the drill button. The transactions display, along with a column showing the journals used.

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SDESC FunctionThis is a brief note about the SDESC function as it relates to FundWare account descriptions. For detailed instructions on using SDESC, see the F9 user manual oonline help.

To show account descriptions in F9, each number in each account dimension musa descriptive account. See your FundWare manuals for information on creating descriptive accounts.

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