All 88NV

PeopleSoft 8.
8 nVision Reporting
TRAINING PARTICIPANT GUIDE
Version 8.8 February 2012
Copyright 2002 present, The University of Texas Health Science Center at Houston (UTHealth). All rights reserved, including the right to reproduce this manual or any part of it. Restricted Rights The information contained in this document is proprietary and confidential to UTHealth. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose without the express written permission of UTHealth. UTHealth has made every effort to ensure that the information in this guide is complete, concise, and current. UTHealth assumes no responsibility for the consequences of any errors beyond its control. The examples, sample screens, and reports used throughout this guide are for illustrative purposes only and may not conform to your system requirements. UTHealth makes no implied warranties or merchantability or fitness for a particular purpose, and such implied warranties are hereby specifically disclaimed. PeopleSoft, PeopleTools, PeopleCode, and PS/n Vision are registered trademarks of PeopleSoft, Inc. Windows is a registered trademark of Microsoft Corp. All other product and company names are trademarks of their respective owners. General Information For user support questions, contact the Help Desk at 713-486-4848. To obtain documentation and/or additional copies of this manual, contact UTHealth IT Training Department at is_training@uthouston.edu.
Table of Contents
Before you begin ........................................................................ ix
Intended Audience .................................................................................................... ix How This Guide Is Organized ................................................................................... ix Symbols and Conventions.......................................................................................... x
Chapter 1 Introducing PeopleSoft nVision ................................ 1-1

Lesson 1.1: Course Overview ................................................................................. 1-2 Agenda ............................................................................................... 1-3 Course Objectives............................................................................... 1-3 Lesson 1.2: Basic Concepts .................................................................................... 1-4 Why Use Peoplesoft nVision? ............................................................. 1-4 How Ps/nVision Works With Microsoft Excel ...................................... 1-5 Ledger Tables ..................................................................................... 1-5 Understanding TimeSpans ................................................................. 1-6 Practice 1-1: Viewing a TimeSpan .................................................... 1-10 Exercise 1-2: Viewing TimeSpans .................................................... 1-13 Trees and PS/nVision ....................................................................... 1-14 Practice 1-3: Viewing a Tree ............................................................. 1-16 Lesson 1.3: Accessing PS/nVision ........................................................................ 1-18 Practice 1-4: Logging in to Terminal Server ...................................... 1-18 Practice 1-5: Opening nVision .......................................................... 1-20 Review Questions ................................................................................................. 1-22
Chapter 2 Creating & Running nVision Reports ....................... 2-1

Lesson 2.1: PS/nVision Components ...................................................................... 2-2 Designing A Report ............................................................................. 2-3 Lesson 2.2: Understanding Report Layouts ............................................................ 2-4 Layout Types ...................................................................................... 2-4 Layout Elements ................................................................................. 2-6
Proprietary and Confidential to UTHealth
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PeopleSoft 8.8 FMS nVision Reporting
Table of Contents
Lesson 2.3: Accessing PS/nVision .......................................................................... 2-8 PS/nVision Toolbar Buttons ................................................................ 2-9 PS/nVision Custom Menus ................................................................. 2-9 Accessing Report Layouts ................................................................ 2-10 Practice 2-1: Accessing a Matrix Layout ........................................... 2-10 Using the PS/nVision Options Box .................................................... 2-11 Practice 2-2: Reviewing Criteria Values ............................................ 2-13 Practice 2-3: Hiding Criteria Rows & Columns .................................. 2-14 Lesson 2.4: Running Reports Two Tier .............................................................. 2-15 Report Request Dialog Box .............................................................. 2-16 Practice 2-4: Running a Report Using an Existing Request .............. 2-18 Creating a Report Request ............................................................... 2-23 Practice 2-5: Creating a Report Request .......................................... 2-23 Exercise 2-6: Defining & Running a Report Request ........................ 2-28 Review Questions ................................................................................................. 2-29
Chapter 3 Building a Matrix Report ............................................ 3-1

Lesson 3.1: Understanding Criteria ......................................................................... 3-2 Levels Of Criteria ................................................................................ 3-2 Criteria Hierarchy ................................................................................ 3-2 Intersecting Of Criteria ........................................................................ 3-3 Layout Definition Dialog Box ............................................................... 3-4 Lesson 3.2: Creating a Matrix Layout ...................................................................... 3-6 Practice 3-1: Creating a Matrix Layout & Adding Text ........................ 3-7 Lesson 3.3: Adding Worksheet Criteria ................................................................. 3-10 Determining When You Should Use Global Criteria ....................... 3-10 Practice 3-2: Adding Worksheet Criteria ........................................... 3-10 Lesson 3.4: Adding Row & Column Criteria .......................................................... 3-15 Practice 3-3: Adding Row Criteria Using Tree Nodes ....................... 3-15 Practice 3-4: Adding Column Criteria ................................................ 3-22 Lesson 3.5: Changing Report Formatting.............................................................. 3-27 Practice 3-5: Reversing a Sign ......................................................... 3-27 Practice 3-6: Formatting in Excel ...................................................... 3-28 Practice 3-7: Adding Formulas in Excel ............................................ 3-29
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Table of Contents
Exercise 3-8: Creating a Matrix Layout ............................................. 3-30 Lesson 3.6: Adding Cell Criteria ............................................................................ 3-33 Practice 3-9: Creating Cell Criteria.................................................... 3-34 Exercise 3-10: Entering Cell Criteria ................................................. 3-37 Exercise 3-11: Making Cell Criteria into Row Criteria ....................... 3-39 Review Questions ................................................................................................. 3-41
Chapter 4 Producing Labels & nPloding Detail ......................... 4-1

Lesson 4.1: Producing Labels ................................................................................. 4-2 Defining Report Labels ....................................................................... 4-2 Report Label Guidelines ..................................................................... 4-2 Dialog Box Used ................................................................................. 4-3 Field on Detail Value Table ................................................................. 4-4 Field on Tree Node Table ................................................................... 4-5 Practice 4-1: Defining Labels .............................................................. 4-5 Exercise 4-2: Creating Labels ........................................................... 4-12 Lesson 4.2: Understanding nPlosion ..................................................................... 4-13 Why Use nPlosion?........................................................................... 4-13 nPlosion Limitations .......................................................................... 4-14 Steps to Enable nPlosion for Columns & Rows ................................ 4-14 Lesson 4.3: nPloding a Tree Node ........................................................................ 4-18 Practice 4-3: Defining nPlosion for a Tree Node ............................... 4-18 Exercise 4-4: nPloding a Tree Node ................................................. 4-23 Lesson 4.4: nPloding a TimeSpan ........................................................................ 4-24 Practice 4-5: Defining nPlosion for a TimeSpan ............................... 4-24 Lesson 4.5: Using Other nPlosion Options............................................................ 4-26 Practice 4-6: Setting Up PS nVision Layout Options......................... 4-26 Suppression Options......................................................................... 4-27 Detail Style for Formatting of nPloded Cells ..................................... 4-27 Copying Formulas to nPloded Cells .................................................. 4-28 Lesson 4.6: nPloding All Nodes in a Layout .......................................................... 4-29 Practice 4-7: nPloding All Nodes....................................................... 4-29 Exercise 4-8: nPloding All Nodes & Creating Labels ........................ 4-32 Review Questions ................................................................................................. 4-34
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Table of Contents
Chapter 5 Using nVision Variables & Excel Features ............... 5-1

Lesson 5.1: Using PS/nVision Variables ................................................................. 5-2 Selecting Variables ............................................................................. 5-3 Types of Variables .............................................................................. 5-3 Entering Variables in Layouts ............................................................. 5-6 Practice 5-1: Entering Variables.......................................................... 5-6 Exercise 5-2: Adding Variables to Layouts ....................................... 5-11 Lesson 5.2: Combining Text with Variables .......................................................... 5-12 Formula............................................................................................. 5-12 Practice 5-3: Combining Text with Variables .................................... 5-12 Lesson 5.3: Naming a Cell in Excel ....................................................................... 5-14 Practice 5-4: Naming a Cell .............................................................. 5-14 Lesson 5.4: Combining Variables .......................................................................... 5-16 Practice 5-5: Combining Variables .................................................... 5-16 Exercise 5-6: Combining Text with Variables .................................... 5-18 Lesson 5.5: Formatting Dates ............................................................................... 5-19 Formula............................................................................................. 5-19 Practice 5-7: Formatting a Variable Date .......................................... 5-19 Practice 5-8: Adding an Excel Date Stamp ....................................... 5-20 Exercise 5-9: Adding & Formatting Dates ......................................... 5-24 Lesson 5.6: Organizing Report Instances with Variables ...................................... 5-25 Variables to Use................................................................................ 5-26 Practice 5-10: Using Variables with Report Instances ...................... 5-26 Review Questions ................................................................................................. 5-29
Chapter 6 Using Scopes .............................................................. 6-1

Lesson 6.1: Using Scopes....................................................................................... 6-2 Steps in Defining a Scope ................................................................... 6-2 How Does Scope Work? ..................................................................... 6-2 Defining a Scope Using Tree Nodes ................................................... 6-6 Practice 6-1: Defining a Scope ........................................................... 6-6 Practice 6-2: Running a Report Using a Scope ................................ 6-12 Exercise 6-3: Defining a Scope Using Tree Nodes ........................... 6-14 Defining a Scope Using Detail Values .............................................. 6-16
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Table of Contents
Practice 6-4: Defining a Detail Value Scope ..................................... 6-16 Exercise 6-5: Defining a Scope Using Detail Values......................... 6-22 Lesson 6.2: Using Scope Variables ...................................................................... 6-23 When to Use Scope Variables .......................................................... 6-23 Scope Variables in Report Requests ................................................ 6-24 Scope Variables in Worksheet Layouts ............................................ 6-24 Practice 6-6: Entering Scope-Related Variables ............................... 6-24 Exercise 6-7: Adding Scope-Related Variables ................................ 6-28 Using the DES Scope-Related Variable............................................ 6-30 Practice 6-8: Using the DES Variable ............................................... 6-31 Defining Multiple Field Scopes .......................................................... 6-34 Practice 6-9: Defining Multiple Field Scopes ..................................... 6-35 Practice 6-10: Modifying the Report Request ................................... 6-39 Review Questions ................................................................................................. 6-41
Chapter 7 Using DrillDown .......................................................... 7-1

Lesson 7.1: Understanding DrillDown ..................................................................... 7-2 DrillDown Layouts ............................................................................... 7-2 DrillDown Mechanics .......................................................................... 7-3 Possible DrillDown Scenarios ............................................................. 7-4 Lesson 7.2: Drilling Down in a Report ..................................................................... 7-5 Practice 7-1: Drilling Down .................................................................. 7-6 Exercise 7-2: Drilldown on Income.................................................... 7-11 Review Questions ................................................................................................. 7-12
Chapter 8 Running nVision Reports on the Web ...................... 8-1

Lesson 8.1: Running Reports from the Browser ...................................................... 8-2 Creating Scope Definitions ................................................................. 8-2 Practice 8-1: Defining a Browser-Based Scope .................................. 8-4 Lesson 8.2: Setting Up Report Requests ................................................................ 8-6 nVision Report Request Page ............................................................. 8-6 Scope and Delivery Templates Page .................................................. 8-8 Advanced Options Page ................................................................... 8-12 Practice 8-2: Creating a Report Request .......................................... 8-13
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Table of Contents
Practice 8-3: Using Report Manager to View Your Report ................ 8-15 Understanding Report Books ............................................................ 8-16 Procedure: Creating a Report Book Definition .................................. 8-16 Review Questions ................................................................................................. 8-18
Chapter 9 Feeding Query Results to nVision ............................ 9-1

Lesson 9.1: Understanding Queries & Layouts ....................................................... 9-2 Matrix Layout v. Tabular Layout .......................................................... 9-2 Using a Query in a PS/nVision Report ................................................ 9-5 Lesson 9.2: Defining Query Criteria for Matrix Layouts ........................................... 9-6 Rules for Query Design for Matrix Layouts ......................................... 9-6 Practice 9-1: Using a Query in a Matrix Layout ................................... 9-8 Lesson 9.3: Defining Query Criteria for Tabular Layouts....................................... 9-14 Defining a Tabular Layout ................................................................. 9-14 Tabular Layout Options ..................................................................... 9-15 Practice 9-2: Using a Query in a Tabular Layout .............................. 9-17 Review Questions ................................................................................................. 9-21
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Before you begin

You will use this guide during class to follow the topics as your instructor presents them. The instructor may also provide you with additional materials to support the training outlined in this guide. After class, use this guide as a reference document for completing tasks within the PeopleSoft system.
Intended Audience
This guide is intended for personnel who are responsible for building nVision reports. We assume that you are familiar with Microsoft Windows, Excel, and the PeopleSoft Financial Management System.
How This Guide Is Organized

This guide is organized into chapters and lessons to correspond with the topics your instructor will cover in class. Each chapter generally consists of the following: Objectives. The objectives are found at the beginning of the chapter and define what you will learn in the chapter. Lessons. Each chapter has several lessons that explain various concepts. Some lessons contain practices and exercises. Practices are step-by-step instructions for completing a procedure that the instructor and class participants walk through together. Exercises are scenarios for you to work through on your own during class time.
Review Questions. You may find review questions at the end of the chapter that recap material covered in the chapter. The answers to the questions can be discussed among class participants and the instructor.
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Before you begin...
Symbols and Conventions

The following conventions are used in this guide to help you distinguish between various types of information: Element bold text How It Is Used Command and toolbar buttons that you click. Text you type. Menus, text and radio buttons that you select. Check boxes you turn on or off. Keys on your keyboard that you press. Noteworthy comments or important additional information generally about the item immediately preceding the note. Appears in the main body of the document. Procedural information. Warnings and cautions that require careful attention. Web notes or navigation. Highlights information that is new in the release. Helpful tip. Term definition or other information about the software appears in the page margin. Noteworthy comments or important additional information generally additional information about a series of steps or the topic being discussed. Appears in the page margin.
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Chapter 1 Introducing PeopleSoft nVision

In this chapter, you will learn what nVision is, when to use it, and some key concepts.
Chapter Objectives
This chapter explains: What nVision reports are and when to use them. The PeopleSoft financial components that are used in nVision reports such as ChartFields, TimeSpans, and Trees. How to log-in to Terminal Server How to open the PS/nVision application
Chapter Contents
This chapter contains the following lessons: Lesson 1.1: Course Overview .................................................................1-2 Lesson 1.2: Basic Concepts ...................................................................1-4 Lesson 1.3: Accessing PS/nVision .......................................................1-18 Review Questions.................................................................................1-22
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Chapter 1: Introducing PeopleSoft nVision
Lesson 1.1: Course Overview

The nVision Reporting Training Participant Guide includes nine (9) chapters: Chapter 1, Introducing PeopleSoft nVision, gives basic information on the components that make up nVision reports. It also explains how to log-in to the terminal server and open PeopleSoft nVision. Chapter 2, Creating & Running nVision Reports, describes the basic layout of an nVision report and introduces the Report Request. Chapter 3, Building a Matrix Report, describes how to create a matrix report. Chapter 4, Producing Labels & nPloding Detail, introduces the nPlosion feature and describes how to incorporate labels into an nVision layout. Chapter 5, Using nVision Variables & Excel Features, explains how to use associated variables and Excel features to enhance an nVision report. Chapter 6, Using Scopes, describes how to set up a scope and attach it to your nVision layout to run multiple instances of the same report. Chapter 7, Using Drill Down, describes how to use the nVision drill down feature to find the detail underlying report cells. Chapter 8, Running nVision Reports on the Web, describes the features available to use from the web-based PeopleSoft Instance. Chapter 9, Feeding Query Results to nVision, describes how to include queries in your matrix reports and how to build tabular reports.
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Agenda
The following is the agenda for the PeopleSoft 8.8 FMS nVision Reporting course: Chapter 1: Introducing PeopleSoft nVision Chapter 2: Creating & Running nVision Reports Break Chapter 3: Building a Matrix Report Chapter 4: Producing Labels & nPloding Detail Lunch
Morning
Afternoon
Chapter 5: Using nVision Variables & Excel Features Chapter 6: Using Scopes Chapter 7: Using DrillDown Break Chapter 8: Running nVision Reports on the Web Chapter 9: Feeding Query Results to nVision
Course Objectives
This course on PS/nVision shows you how to: Create an nVision matrix layout. Add labels to your layout. nPlode information in the report. Use variables in your report. Add scopes to your report. Use queries with your nVision reports. Understand the available drill down capabilities Run reports from the web. You are encouraged to ask your instructor questions throughout the entire course.
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Lesson 1.2: Basic Concepts

PeopleSoft nVision is a tool for designing and generating reports through Microsoft Excel. It is intended primarily for GL reporting from the main ledger table. It can also be combined with PeopleSoft Query to produce standard Excel reports from the other PeopleSoft modules. nVision is only one of PeopleSofts reporting tools. PS/nVision provides two methods for retrieving data:
Other PeopleSoft tools used to build reports include Query, Crystal, XML Publisher, and SQR.
Matrix method Displays summarized data based on the combination of criteria defined for the row and column. Information is retrieved from a query or from the ledger table based on tree node or table detail values. Tabular method Displays rows of detailed data derived from a query. With this method, a criterion is specified for the column only.
Why Use Peoplesoft nVision?

nVision is often used because it has the following advantages: It is based on Microsoft Excel, and therefore provides all of that programs formatting capabilities and the ability to use Excel formulas in creating the report layout. There is greater freedom in design and the report format is particularly well suited to financial statements. You design the layout that contains the criteria for a report. The criteria can be derived directly from tables or through a reporting tree. The report provides the ability to expand and collapse report detail based on grouping structures stored in trees. Drill-down capabilities are incorporated to move from the summarized report to underlying detail using the provided PeopleSoft formats or custom formats. Multiple output files (reports) may be created from a single report request. You define scopes to automate the production of a series of reports from one layout based on a single ChartField or combinations of ChartFields. These values can be defined directly from table values or selecting tree nodes. Reports may be scheduled to run in groups or individually at a predefined time from a dedicated PC.
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How Ps/nVision Works With Microsoft Excel

PeopleSoft nVision forms a link between your ledger data and Microsoft Excel. When you start PS/nVision, Excel automatically opens. PS/nVision then adds the following features to Excel:
Custom menus and dialog boxes The NVSUSER Excel workbook which provides a push-button interface and a facility for customizing PS/nVisions appearance PS/nVision, like Query, provides an interface to enter report criteria, and then translates those criteria into SQL commands. Like Crystal Reports, it accepts formatting parameters and provides a receptacle for the report results. Because you are in Excel, you use the same commands to change the look of the report as you do with any Excel spreadsheet. Consequently, the more you know about Excel, the more features you can give your report.
Ledger Tables
Your PeopleSoft nVision reporting tool is designed to work with your General Ledger data, which is stored in Ledger Tables. Each ledger contains the following information: Business Unit Ledger ChartFields Fiscal Year/Accounting Period Net Period Activity You will use all of these components in the creation of your nVision reports.
Business Unit
In PeopleSoft, a Business Unit is defined as a subset of your organization that keeps its own set of books. Accordingly, business units are established for a specific business need and are typically independent legal entities that need to segregate their financial data for reporting purposes.
Ledger
A Ledger is a set of posted balances that represent a set of books for a business unit. Ledgers store posted net balances for sets of ChartFields by accounting period and fiscal year. The PeopleSoft General Ledger application allows you to define ledgers to record actuals (periodic financial data), budgets, forecasts, statistics or any other type of data at any level. As delivered, the actuals data is stored on the LEDGER table and the budget data is stored on a table called LEDGER_BUDG.
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ChartFields
In the PeopleSoft General Ledger application, the components or fields that make up your chart of accounts and provide it with an overall structure are called ChartFields. ChartFields are defined to accurately reflect each field of your chart of accounts as it exists today. ChartFields can be modified and expanded as your organizations business needs change. ChartFields represent information such as: Operating Unit Department Fund Program Project Account Class
Fiscal Year/Accounting Period

All posted transactions include the fiscal year and accounting period in which the transaction was posted. This date will be used in nVision to set up the reporting time spans.
Net Period Activity

Each transaction is posted based on the Business Unit, the ledger and the ChartField distribution. This transaction amount will be used to correlate to the criteria that you set up on your nVision report.
Understanding TimeSpans
TimeSpans are used in PeopleSoft to easily select and retrieve ledger balances for a specific time period or a range of time periods. The TimeSpan controls the period of time for which data is extracted from the ledger table. The following table lists a few common TimeSpans and the data they retrieve: TimeSpan Data Retrieved
PER PER+1 PER-1 YTD BAL BAL-1YR BEGBAL
Activity from the period selected. Activity from the next period selected. Activity from the prior period selected. Year-to-date amounts for the items selected. Current amounts for balance sheet accounts. Current amount last year. Beginning balance.
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Detail Calendar
Calendars are required to define accounting periods and can be found using the following navigation. An example of the calendar is Fiscal Year or Calendar Year. Use the following navigation to the Detail Calendar: Set Up Financials/Supply Chain Common Definitions Calendars/Schedules Detail Calendar
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TimeSpans
TimeSpans are used in PeopleSoft nVision to provide you with a method to easily select and retrieve ledger balances. The TimeSpan controls the number of periods for which data is extracted from the ledger table and summarized. PeopleSoft nVision supports both absolute and relative TimeSpans. Absolute TimeSpans are fixed date parameters, whereas relative TimeSpans are calculated at run time and are relative to the report As of Date. The benefit of a relative time reference is less maintenance for reports. When a relative TimeSpan is set up, the following values are used in the year or period field to determine the year/period to use. 0 = Current period -1 to -12 = Prior periods in relation to current period +1 to +12 = Future Periods in relation to current period You can review the time spans that have been set up by following this navigation path: Set Up Financials/Supply Chain Common Definition Calendars/ Schedules TimeSpans TimeSpans may be created which are strictly relative, strictly absolute, or a combination of both.
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These are the fields on the TimeSpan page. Field SetID Description The SetID used to create the time spans. Time spans may belong exclusively to one SetID or shared across several SetIDs. The identifier assigned to the TimeSpan. The description of the TimeSpan. This is used to identify the TimeSpan when selecting from a list. The Start Year and Start Period fields indicate when the TimeSpan begins. The End Year and End Period fields indicate when the TimeSpan ends. You will enter a value to indicate the relationship to the current year. 0 = Current year -1 to -12 = Prior year/periods in relation to current year/period +1 to +12 = Future year/periods in relation to current year/period Negative numbers indicate a prior year/period. Positive numbers indicate a future year/period. The Type fields allow you to specify one of the following options for start/end year/period: Absolute Year/Period Relative to Current Year/Period If you choose Relative to Current Year/Period, the As of Date on the report request page is used to determine what year/period to use. If you choose Absolute Year/Period, your selection will be based on a pre-defined calendar. The calendar for this TimeSpan. Absolute settings will be based on the selected calendar. Indicates that the amount posted to period 0, the beginning balance for the year, will be included in the TimeSpan.
TimeSpan Description Start Year Start Period End Year End Period
Start Year Type Start Period Type End Year Type End Period Type
Calendar ID Include Balance Forward (check box)
TimeSpans are set up by your accounting team and should only be changed by your system administrator. Sometimes the TimeSpans description may not be clear and you will need to view the TimeSpan in PeopleSoft to fully understand the data it will retrieve.
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Practice 1-1: Viewing a TimeSpan

Log in to PeopleSoft and display the first quarter and last year first quarter TimeSpans. To view a TimeSpan: 1. From the PeopleSoft menu, select Set Up Financials/Supply Chain Common Definitions Calendars/Schedules TimeSpans. The Time Spans page appears. 1. Select Find an Existing Value. The TimeSpans Find An Existing Value search dialog page appears. 2. 3. Select UTH as the SetID. Click .
A list of defined TimeSpans appears.
4.
Select the QTR1 TimeSpan.
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The TimeSpans page appears.
5. 6. 7.
Examine the information. Click .
The search dialog page appears.
Select the QTR1-1 TimeSpan.
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The TimeSpans page appears.
8.
Examine the information.
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Exercise 1-2: Viewing TimeSpans

In this exercise, practice viewing a TimeSpan on your own.
Instructions
Determine which TimeSpans to use to retrieve data for the following:
Income Statement
Data Needed Current month (period) this year Current month (period) last year First quarter First quarter last year Adjusted year-end P&L totals TimeSpan to Use
Balance Sheet
Data Needed Current balance Beginning balance Current balance last year TimeSpan to Use
Hints
Use the UTH SetID to view these.
Question
What check box is selected for the Balance Sheet TimeSpans that is not turned on for the Income Statement TimeSpans?
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Trees and PS/nVision

In PeopleSoft, a tree is a graphic representation of the hierarchical relationships of data in the database. Trees provide a way to organize related data in a logical manner and give a visual summary of the tremendous amount of detailed data the system stores. Multiple trees may refer to the same data but organize it in differing ways. There are three major types of trees: Detail trees for reporting Node-oriented trees for data security Query access trees for PeopleSoft Query security With PS/nVision, you use detail trees to specify the data you want included in your report. Trees can specify how your accounts should be summarized or rolled-up for reporting purposes. A tree can also show the reporting relationships within an organization by specifying how individual departments should be summarized into areas, areas into regions, and regions into divisions. You will also use detail trees to create scopes, which create multiple report instances from a single report request. For example, you may want to define a scope to create a separate report instance for each division of your company. A tree is based on a single ChartField. You can establish an unlimited number of trees for any one ChartField. For example, you could create a tree for the Department ChartField and organize the departments by region, and then create a second tree and organize the departments by functional area. You can review the trees that have been created in the system by using the following navigation path: Tree Manager Tree Viewer
Trees are effective-dated, so you can report on current, historic, or future data. In addition, you may create trees to test different scenarios and strategies.
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The following diagram illustrates a detail tree in PeopleSoft that represents the rollup of general ledger accounts for the UTH SetID. This tree would be used for generating financial reports from general ledger data.
Because you will be working with many different trees, you might want to print a listing of the tree on which you are basing your report for easy reference.
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The following table defines the relationships and parts of a tree and provides examples of how they relate to nVision reports. Tree Elements Name Node Description An element of a tree that summarizes a group of detail values or other nodes that logically belong together for reporting purposes. An individual field value or range of values attached to a node at the lowest level of a branch. You specify detail values in ranges in the Tree Editor. nVision Example BALSHEET is a node because it is a summary of Assets, Liabilities and Equity. 12250 12254 is the range of detail values under the Cash node.
Detail Value
Relationships Parent A node that has other nodes reporting to it. Parent nodes are further divided into child nodes. A node that is subordinate to a parent node. Nodes at the same level that are subsets of the same parent node. BALSHEET is the parent to ASSETS, LIABILITIES and EQUITY. BALSHEET is a child of ALL_ACCOUNTS. CASH, ALL RECEIVABLES and AWARDS are siblings.
Child Sibling
Practice 1-3: Viewing a Tree

Access the account rollup tree shown in the previous diagram. To view a tree: 1. From the PeopleSoft menu, select Tree Manager Tree Viewer. The Tree Viewer search page appears.
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2. 3.
Click
A list of defined trees appears. Select ACCOUNT_ROLLUP. The tree definition appears.
4.
Click on the Accounts. Click on the Click on the Assets. Click on the Equivalents.
symbol next to BALSHEET Balance Sheet
The node expands.
5. 6.
symbol next to ASSETS Asset Accounts. symbol next to CURRASSETS Current
The node expands.
The node expands.
7.
symbol next to CASH Cash and Cash
The node expands. 8. Click the Close hyperlink. The tree closes.
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Lesson 1.3: Accessing PS/nVision

Producing a report in PS/nVision requires using the nVision reporting tools. Since the application is not installed directly onto your computer, you must first log-in to Terminal Server, and then open PS/nVision.
Practice 1-4: Logging in to Terminal Server

To log-in to Terminal Server: 9. From the Windows Task Bar select, Start All Programs Accessories Remote Desktop Connection.
The Remote Desktop Connection dialog box appears.
10. 11.
Enter gadmpsterm1 in the Computer field. Click Connect.
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The Log On to Windows dialog box appears.
12. 13. 14.
Enter your LDAP User Name and Password. Verify/select select your Domain (usually UTHOUSTON). Click OK. You should now be logged into the Terminal Server.
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Practice 1-5: Opening nVision

1. From the Terminal Server Windows Task Bar, select All Programs PeopleSoft 8.48.10 - FMS nVision.
The Oracle Signon dialog box appears.
2. 3. 4. 5.
Enter the Database Name. (For training only, you will use FDEV.) Enter your LDAP User ID. Enter your PeopleTools 2-Tier Password, TEST_123 or TEXAS_123. Click OK.
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PS/nVision opens in Excel.
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Review Questions
1. What is PeopleSoft nVision?
2.
What are some of the ChartFields used in nVision?
3.
What is a tree in PeopleSoft?
4.
How will we use trees in nVision?
5.
How will we use TimeSpans in nVision
6.
What is the name of program you run from your Windows desktop to access the terminal server?
7.
What is the navigation to get to the PS nVision program once you have logged in?
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Chapter 2 Creating & Running nVision Reports

Producing a report in PS/nVision consists of two basic steps. First, create the report layout. Second, create and run a report request. This chapter introduces you to the layout definition process and shows how to run a report.
Chapter Objectives
This chapter explains: How to open an existing layout. How to view and understand nVision criteria. How to create a report request and run a report.
Chapter Contents
This chapter contains the following lessons: Lesson 2.1: PS/nVision Components......................................................2-2 Lesson 2.2: Understanding Report Layouts ............................................2-4 Lesson 2.3: Accessing PS/nVision .........................................................2-8 Lesson 2.4: Running Reports Two Tier ..............................................2-15 Review Questions.................................................................................2-29
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Chapter 2: Creating & Running nVision Reports
Lesson 2.1: PS/nVision Components

PeopleSoft nVision reports are made up of the following components: Layout A special Excel worksheet that specifies criteria, computations, and formatting. Files are saved with an XNV extension on your local hard drive or a network drive (for example, Budget.xnv). Scope (optional) Controls production of multiple instances of a report with the same layout but containing data related to a specific field (for example, business unit or department). This information is stored in a PeopleSoft table. Report Request Identifies the layout, scope and other data needed to produce a report. This information is stored in a PeopleSoft table. Report Instance The Excel worksheet generated when a report request is run. Worksheets are created with an XLS extension (for example, budget.xls). The following diagram illustrates how the components work together.
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Designing A Report
Each time you design a report in PS/nVision, you should follow these steps: Design the report on paper helps.
When saving, refer to any naming conventions that dictate layout and request names.
Copy an existing layout that has similar design and criteria elements if one is available. Build the layout using criteria from PeopleSoft trees or tables. Enter scope field variables in the layout if a scope will be used with this report. Save the layout. Define a report request. Run the report.
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Lesson 2.2: Understanding Report Layouts

Layouts in PS/nVision are Excel files (with an extension of XNV) that contain criteria for retrieving data from the non-ledger and ledger tables. A layout is a template, which defines how the report will look and what type of information will go into the cells of the spreadsheet. It does not contain financial data from the database, only references to retrieve the financial data when the report is run.
Layout Types
There are two types of PS/nVision layouts. The major difference between the layout types is how they specify the data to retrieve. Matrix layouts have data selection criteria associated with columns and with rows in the spreadsheet. The data retrieved for an individual cell is determined by combining the criteria for its column and its row. Tabular layouts are used with PeopleSoft Query to retrieve and display data. In other words, it returns raw, detailed query results rather than summarized amounts. In general, matrix layouts are more appropriate for summarized reporting while tabular layouts are more appropriate for detailed reporting. For example, if you want to create a high-level income statement showing total revenues, total expenses and net income, you would create a matrix layout. If you want to see a listing of all the journals from your general ledger system, you would create a tabular layout.
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Example of a Matrix Report
Example of a Tabular Report
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Layout Elements
There are four (4) common types of data in a layout: Text Criteria Excel formulas PS/nVision variables (not available for Tabular layouts) An example of a layout is shown below.
Text
As with any Excel spreadsheet, you can type text in a cell. You will typically use text for headings, titles, and labels.
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Criteria
You design the main body of a report by entering criteria that defines the data you wish to extract from your database. Tabular criteria are entered in columns and returns rows of data. Matrix criteria are entered in rows and columns; each intersection of row and column criteria defines a data element to be retrieved. Criteria are hidden in column A and row 1.
Excel Formulas
You can use an Excel formula to perform calculations on your spreadsheet data. You can also use formulas to format dates, and to combine text and a variable in one cell.
PS/nVision Variables
PS/nVision variables are generally inserted into a report layout as part of heading information or for labels. Because the value of these variables is determined at run time they are best used for information that might change from report run to report run or for different report instances in the same report run. Examples include the reporting date, the operator ID of the person running the report, the name of a period, or the name of the business unit requesting the report.
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Lesson 2.3: Accessing PS/nVision

When you select nVision, Excel automatically opens, and the NVSUSER workbook appears. This window contains action buttons and menus to select and view or run reports. Report buttons may be set up for special reports. Each report is tied to a report request to automatically run the corresponding report when selected. Therefore, if it is now 2012 and the report request points to the 2011 Income Statement information, the income statement for 2011 will be generated when the Income Statement report is selected.
Once the Excel program is opened, the macro Nvsuser.xlm runs automatically. The macro adds the following PS/nVision features: NVSUSER workbook, menu items, and toolbar buttons. If you close this workbook, you will not have access to all the PS/nVision functions. To reactivate the PS/nVision features, close Excel and restart PS/nVision. If you get prompts from Excel to run the macro, you must answer yes.
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PS/nVision Toolbar Buttons

Along the right side of the NVSUSER workbook there are fifteen (15) toolbar buttons. These allow you to view or drill down the information with the click of a button. When you place your mouse pointer on any of these buttons, a short description of the buttons function appears. Button Description
Go to Homepage Run Current Report AutoDrill Format Style Sheets Show Journal Lines Business Unit by Period Business Unit by Account Account by Period Account by Department Account by Product Department by Period Department by Product Product by Period Product by Account Actual vs. Budget
PS/nVision Custom Menus

PS/nVision has added two new menus to the Excel interface: nVision Drill The Drill menu options will be described in Chapter 7, Using DrillDown.
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The following table summarizes the options in the nVision menu Option Open Layout New Layout Save As Layout Report Request Run Current Report Scope Definition Description Opens an existing layout. Creates a new, blank layout. Creates a copy of the active layout file under a new name. Displays a dialog box for report parameters. Runs the current report with the active report request. Displays a dialog box that allows you to maintain scopes that create multiple report instances using a single report request. Provides various display and processing options.
Options
Accessing Report Layouts

In most cases, you do not need to construct a layout from scratch each time you need a report. Instead, open an existing layout and modify it to produce the desired results.
Practice 2-1: Accessing a Matrix Layout

In this practice, open a matrix layout named INCOME.XNV. This layout is for a report that compares 2 fiscal years of revenue and expense.
You can also select this as a menu option: nVision, Open Layout.
To access a report layout: 1. From the PS/nVision HomePage, click Open Layout on the action menu on the left. The Open nVision Layout dialog box appears.
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2.
Column A and row 1 do not appear in the layout. This is where PeopleSoft stores worksheet, column, and row criteria.
Highlight INCOME.XNV. (Scroll to the right to display this layout.) Click Open.
The Income layout appears.
3.
Using the PS/nVision Options Box

You may find it helpful to select some of the PS/nVision options to assist with trouble-shooting when creating or running a new report.
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You can also select this as a menu option: nVision Options
A description of each nVision option is listed in the table below

Option Show Warning Messages Description Causes the system to display PeopleSoft nVision warning messages for unrecoverable errors. For example, if running a report will cause an existing report instance to be overwritten, a warning will be displayed and you can cancel the process. Causes the system to display each SQL call as the report runs. This can be useful when you are debugging a complex report. Allows you to quickly test certain items on the layout without extracting data from the database when the report is run. Use this option to test nVision variables, scope instances, or Excel formatting without incurring the processing time needed to extract data from the database. Displays the contents of column A and row 1. This is where PeopleSoft stores the worksheet, column, and row criteria.
Show Report SQL
Suppress Amount Retrieval
Show Row and Column Criteria
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Practice 2-2: Reviewing Criteria Values

When creating a new layout, you may receive an error when you try to run the report. In this case it may be helpful to view the criteria that PS/nVision stores in column A and row 1.
To review criteria values: 1. 2. 3. 4. Open the nVision menu. Select Options. The PeopleSoft nVision Options dialog box appears. Select the Show Row and Column Criteria checkbox. Click OK. The dialog box closes. Column A and Row 1 now appear on your layout. In the picture shown below, column A was expanded to show all information in the column.
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5.
Use the following table as key to reading the criteria data. Code F F L N Q R S T U V + Description Field Detail Value Label Ledger Node Query Name Reverse Signs TimeSpan Tree Tree Node Label Detail Value Debits Only Credits Only
Practice 2-3: Hiding Criteria Rows & Columns

Once you have completed your review, you can hide the criteria.
To hide criteria: 1. 2. 3. 4. 5. 6. 7. Open the nVision menu. Select Options. The PeopleSoft nVision Options dialog box appears.
Data stored in A1 applies to the entire worksheet. Data stored in other cells in column A apply to the entire row. Data stored in other cells in row 1 apply to the entire column.
Turn off the Show Row and Column Criteria checkbox. Click OK. The dialog box closes. Column A and Row 1 are no longer visible. Open the File menu. Select Close. A dialog box appears asking if you want to save changes. Click No. The INCOME report closes. Be sure to close Column A and Row 1 prior to running your report. If you do not close, criteria will display in the report instance.
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Lesson 2.4: Running Reports Two Tier

You must use a report request to retrieve the data from the database. Remember the layout does not contain data, it is a template. The combination of parameters stored on the report request with the report template is what retrieves the desired data from the database and generates the report instance. When you run a report, PS/nVision does the following, in sequence: Checks for certain errors, such as conflicts in criteria and references to invalid trees. Retrieves labels, such as account numbers and descriptions. Queries the database to retrieve the data to populate the report. Retrieves values for PS/nVision variables contained in the layout and report request. Creates and saves a worksheet (.XLS) file for each instance of the report, if specified. When you run a report, Excel does the following: Formats the data as specified in the layout. Performs the calculations contained in the layout. Produces any graphs defined in the layout. Runs macros that have been defined in the layout. If a report already exists with the file template name specified on the report request, the system will overwrite the existing report instance.
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Report Request Dialog Box

You use the Report Request dialog box to define and run a report. You can save the report request and access it the next time you want to run the report. The layout specified on the report request does not need to be open to run the report. However, if the layout is not open, it must be located in the directory specified in the Configuration Manager. The system cannot run the report if it cannot find the layout.
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The following table describes the fields on the Report Request dialog box. Field names displayed in bold-face type are required fields. Field Request Name Report Title Description The name of the report request. When creating a report, you are limited to 8 characters in this field. A longer description of the report that appears on prompt lists. You can also put this title into a layout using a PS/nVision variable. (See Chapter 5, Using PS/nVision Variables and Excel Features, for more information.) You are limited to 30 characters. The business unit to which the report request belongs. The business unit controls the Main As Of Date and the Currency Code (if not specified). It also restricts data returned to this business unit if the Requesting Business Unit Only field is activated. The name of the layout (xnv file) containing the criteria for the report. In practice, the Layout and Request Name are often the same. The scope will generate multiple instances of a report based on specific values for a field. For example, you might want a report instance for each department, business unit, or product. If a scope is not used, only one report instance will be generated. The directory to which the report instances (.XLS files) will be saved. If you leave this field blank, the system will save the report in the directory specified in the Configuration Manager file. If this directory is write-protected, you will receive an error message. If the directory doesnt exist, it will automatically be created. Using a scope will sometimes create multiple files with identical names. You can insert PS/nVision variables here to create directory names based on ChartField values. You can mix constants and variables in this field. This name will be given to the .XLS file that is created when you run the report. The default is %RID%.XLS. If this field is blank, you will receive an error and the report will not run. Using a scope will sometimes create multiple files with identical names. You can insert PS/nVision variables here to create file names based on ChartField values. The code of the language in which you want the report instances to be produced. If you have selected Email as your Output Option then you must enter the email addresses that the instances are to be sent to here. You can list the email addresses or use variables to
Requesting Business Unit
Layout
Scope
Directory Template
File Template
Language Template Email Template
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Field Description Template
Description specify who receives the reports. A description of the report instances entered here will show in the Report Manager. You can use variables such as %SFV% to create these descriptions for the Report Manager. User IDs, role IDs or variables entered here determine who can assess the report instances in Report Manager. Your choices are File, Printer, Email and Web. Email and Web are only available if the report is being run from a browser. Only File and Printer are available when run from the Windows client. The format options are either Excel file (.xls) or HTML file (.htm). This check box activates or deactivates the nPlosion feature. (See Chapter 4, Producing Labels & nPloding Detail, for an explanation of nPlosion.) This check box allows you to report on data from only the business unit specified in the Requesting Business Unit field. Unless this option is selected, the data in the report will reflect totals from all business units meeting the criteria in the layout or scope. This check box allows you to use the detail ledger, rather than the summary ledger, when the summary ledger is specified in the layout. This group box allows you to identify the date used to anchor any relative TimeSpans (such as YTD) used in the layout. When a relative TimeSpan is encountered in the layout, the Main As of Date is compared to the calendar for the applicable ledger to determine the current period. If you select the From Business Unit Table radio button, the system will use the date specified in the business unit definition for the requesting business unit. This group box allows you to specify the effective date for trees that are referenced in layouts or scopes. If you leave the default (Use Main As Of Date) your report will use the most current tree as of the date you specify in the Main As Of Date group box.
Security Template Output Options: Type
Output Options: Format Enable nPlosion If Specified in Layout Data From Requesting Business Unit Only
Translate Summary Ledgers to Detail Main As Of Date
As Of Date for Trees
Practice 2-4: Running a Report Using an Existing Request

Practice running an existing request with the class. To open an existing request: 1. From the PS/nVision HomePage, click Open Report..
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The Open PeopleSoft nVision Report Request dialog box appears.
2.
Click Get List. A list of all business units you have access to and their report requests appears.
3.
Select UTP in the Business Unit list.
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A list of all report requests for the UTHSC business unit appears in the Report Request list box.
4. 5.
Select TRAINING from the Report Request list. Click OK.
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The Report Request dialog box, complete with the field values from the retrieved request, appears.
If you do not want the existing report to be overwritten, you must change the File Template field to a unique name,
%OPR% is a variable that returns the user name of the person running the report. We will learn about variables in chapter 5.
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If you make any changes to a report request, you must click Save to save the changes. 6. Click Run to run the income statement.
The system processes your request and the layout (.xnv file) is automatically opened. Once the data is retrieved, the report (.xls file) is created. The spreadsheet is automatically saved to the directory specified on the Report Request dialog box. Both files remain open when the process is complete.
If you do not like the look of the report, you need to make changes in the layout (.xnv file) and rerun the request. Changes made to the report instance (.xls file) will not be retained the next time you run the report request. 7. 8. Open the File menu. Select Close. The report instance (.xls file) is closed and the layout (.xnv file) appears. 9. 10. Open the File menu. Select Close. The layout is closed.
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Creating a Report Request

After you have finished defining a new layout, you must create a report request to retrieve the data from the database. When you create a report request, you should always save it. This will save you time the next time you want to run the same report.
Practice 2-5: Creating a Report Request

Create a report request to run the BUDGET report. To create a report request:
If you have unsaved changes to an existing open report request, you will be prompted to save those changes.
1. 2.
Open the nVision menu. Select Report Request. The PeopleSoft nVision Report Request dialog box appears. The last request executed appears.
3.
Click New.
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Most of the fields are cleared.
4.
Replace xx with your workstation number. In this class, you will always include your workstation number when naming objects you create.
Complete the fields as follows: Field Request Name Report Title Requesting Business Unit Layout Scope Description xxCFUTP Statement of Cash Flows UTP UTP_STMT_CASHFLOWS Leave blank.
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Field Directory Template File Template
Description P:\WORKING\%OPR%\TRAIN\ REPORTS Default: %RID%.XLS Leave the default. The default specifies that the report will be named according to the report ID. Leave blank. Leave blank. %RTT% Leave blank. File Microsoft Excel Files (.xls) On On Off Select the Specify radio button and enter 12/31/2011 in the edit box that appears. Select the Use Main As Of Date radio button.
Language Template Email Template Description Template Security Template Output Option Type Output Option Format Options: Enable nPlosion If Specified In Layout Data From Requesting BU Only Translate Summary Ledgers to Detail Main As Of Date
As Of Date for Trees
5. 6.
Click Save. The report request is saved. Click Run.
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The system processes your request and the layout (.xnv file) is automatically opened. Once the data is retrieved, the report instance (.xls file) is created. The spreadsheet is automatically saved to the directory specified on the Report Request dialog box. Both files remain open when the process is complete.
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7. 8.
Open the File menu. Select Close. The report instance (.xls file) is closed and the layout (.xnv file) appears.
9. 10.
Open the File menu. Select Close. The layout is closed.
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Exercise 2-6: Defining & Running a Report Request

In this exercise, define and run a report request on your own.
Instructions
Using the information below, define and run a report request for a layout called BALANCE. This report shows a balance sheet.
Replace xx with your workstation number. In this class, always include your workstation number when naming objects you create.
Field Request Name Report Title Requesting Business Unit Layout Scope Directory Template File Template Language Template Email Template Description Template Security Template Output Option Type Output Option Format Options: Enable nPlosion If Specified In Layout Data From Requesting BU Only Translate Summary Ledgers to Detail Main As Of Date As Of Date for Trees
Description xxBALST Sample Balance Sheet UTP BALANCE Leave blank. P:\WORKING\%OPR%\TRAIN\REPORTS Leave the default. (%RID%.xls) Leave blank. Leave blank. Leave blank. Leave blank. File Microsoft Excel Files (.xls) On On Off Select the Specify radio button and enter 12/31/2011 in the edit box that appears. Select the Use Main As Of Date radio button.
Hints
Click NEW on the Report Request dialog box to create a new report request. Remember to save the report request.
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Review Questions
1. Name the components that can be used to generate a PS/nVision report.
2.
What is the optional component of a PS/nVision Report?
3.
What options are available for accessing PS/nVision?
4.
True or False? A layout contains data from the database.
5.
What are the two types of PS/nVision layouts? Which one is more commonly used to generate financial statements?
6.
What does the Main As Of Date field on the Report Request panel control?
7.
What is the three-character file extension for a PS/nVision layout? For a PS/nVision report instance?
8.
Which file should you make format changes in the layout or the report instance?
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Chapter 3 Building a Matrix Report

In this chapter, you will learn how to work with criteria in a PS/nVision layout to determine the data that appears on your report.
Chapter Objectives
This chapter explains: Criteria used in nVision reports. Setting up a layout definition. Creating a layout for a matrix report. Adding criteria to your report worksheet, row, column and cell. Using summary ledgers in nVision reports.
Chapter Contents
This chapter contains the following lessons: Lesson 3.1: Understanding Criteria ........................................................3-2 Lesson 3.2: Creating a Matrix Layout .....................................................3-6 Lesson 3.3: Adding Worksheet Criteria.................................................3-10 Lesson 3.4: Adding Row & Column Criteria ..........................................3-15 Lesson 3.5: Changing Report Formatting .............................................3-27 Lesson 3.6: Adding Cell Criteria ...........................................................3-33 Review Questions.................................................................................3-41
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Chapter 3: Building a Matrix Report
Lesson 3.1: Understanding Criteria

Criteria are the first of four (4) components in your layout. Using criteria you specify the data you wish to extract from your database and where to place it on the report.
Levels Of Criteria
There are four (4) levels of criteria in PS/nVision: Worksheet criteria Column criteria Row criteria Cell criteria
Criteria Hierarchy
The criteria use the following hierarchy. Because designating criteria at four different levels (worksheet, row, column, and cell) may cause conflicts, nVision uses the following ladder to determine which takes precedence when there is conflict.
Worksheet Column Row
Cell
PS/nVision incorporates the following rules: Worksheet criteria are used to specify defaults for the entire report. Row and column criteria are used in conjunction with worksheet criteria. If criteria conflicts, the row and/or column criteria override the worksheet criteria.
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When a row and column intersect, the criteria are combined where possible. For example, if a row with account field criteria intersects with a column with department criteria, both fields criteria combine to create the intersecting data. But if a row and column conflict (for example, if both specify a ledger or TimeSpan), the row criteria override the column criteria. Cell criteria will override all other conflicting criteria. Only TimeSpan and ledger criteria are inherited from the row, column or worksheet if field criteria are specified for an individual cell. All field criteria must be specified in that field. In certain cases, conflicting criteria can prevent a report from running and PS/nVision will display an error message.
Intersecting Of Criteria
The following diagram of a PS/nVision layout shows how the intersecting of criteria works.
In this layout the column criteria is for the PER (current period) TimeSpan. The row criteria is for Account 67300. The ledger ACTUALS has been specified at the worksheet level. When you run the report, the cell at the intersection of that row and that column will return the posted totals for which all the following are true: Ledger = Actuals TimeSpan = PER Account = 67300
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Layout Definition Dialog Box

To add criteria to a row, column, or worksheet, you use the PeopleSoft nVision Layout Definition dialog box.
Use the following tabs to add criteria to your layout: Tab Summary Description Displays information about the selected cells contents and location. As you select criteria information on other tabs, it will display here. To choose the ledger, query and TimeSpan for the report. Also includes some nPlosion options and allows you to reverse signs on signed numbers To choose data to retrieve based on a tree node or detail value. To automatically produce labels on rows or columns containing criteria. To insert variables that will generate values when the report is run. To insert language codes that will generate descriptive information when the report is run.
Source
Filter Label Variable String
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When you make changes to the layout using the PeopleSoft nVision Layout Definition dialog box, those changes are applied to the entire selected area. The selected area is defined at the top of the dialog box. Notice in the following example that the cell selected is K7 and the Layout Definition is currently referencing that cell Undefined; Row 7, Col K.
The dialog box includes a cluster of arrow buttons that can be used to navigate the spreadsheet without closing the dialog box. The following rules apply when using the navigation arrows: If the current selection is a column, you can only move right, left, or down. If the current selection is a row, you can only move up, down, or right. If the current selection is a cell, you can move in any direction. You cannot enter data in the spreadsheet while the dialog box is open. If you click outside the dialog box the keyboard will be temporarily disabled until you close the dialog box.
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Lesson 3.2: Creating a Matrix Layout

In this chapter we will add all types of criteriaworksheet, row, column, and cell. In this lesson, we will begin creating an income statement for the current period.
We will be adding three of the four types of data to this layout:

PS/nVision variables will be covered in a later chapter.
Text PS/nVision Criteria Excel Formulas
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Practice 3-1: Creating a Matrix Layout & Adding Text

We will create a matrix layout for our Income Statement. We will then add text labels to identify headings, intersection results, and totals. To create a matrix layout: 1. 2. Open the nVision menu. Select New Layout. The Create New nVision Layout dialog box appears.
3. 4.
Notice that column A and row 1 do not appear in the spreadsheet. This column and row is reserved for PS/nVision criteria.
Navigate to P:\WORKING\%OPR%\TRAIN\LAYOUTS, where %OPR% is your username. Type xxMYINCOME in the File name edit box (xx = your workstation number). Click Save. A new spreadsheet appears for you to create your layout. Open the nVision menu. Select Layout Options.
5. 6. 7.
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The PeopleSoft nVision Layout Options dialog box appears. This is where you specify what type of layout you want to create.
A Setid indicates the set of accounting rules you want to use. Accounting rules specify such items as the chart of accounts and calendar. The Setid will control prompting for values and trees.
8. 9.
The Effective Date controls the values and trees available. For example, if you have a tree with four different effective dates, the date specified here will determine which version of the tree you use when selecting nodes and values.
Make sure the Matrix Layout Sheet radio button is selected. This is the default. Enter UTH in the Setid edit box. Click the prompt button if needed. Type todays date in the Effective Date field. Click OK. The dialog box closes.
10. 11.
To add text labels to a layout: 12. 13. 14. Position your cursor in cell B3. Type Income Statement. Press <Enter>.
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15.
Continue adding text labels so that your report looks like the following screen print.
16. 17. 18.
Increase the size of column C so that the text labels do not overlap column D. When you are finished adding the text, click the Save button. Your changes are saved. Press <Ctrl>+<Home> to go to cell B2.
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Lesson 3.3: Adding Worksheet Criteria

Worksheet criteria constitute the first level of filtering that takes place when PS/nVision runs a report. That is, ledger rows not meeting the worksheet criteria will not be included in the report results, unless the parameters are overridden at a lower level
Determining When You Should Use Global Criteria

When your report contains global assumptions, define worksheet criteria. For instance, suppose you are designing an income statement report that will be used as the basis for your companys annual report. This implies that the data in the report is actual datanot budget data. Hence you should add worksheet criteria that limit the data to the Actuals ledger.
Practice 3-2: Adding Worksheet Criteria

Now apply the Actuals ledger to the entire worksheet. Select the Highlight option and use the arrow keys to select all cells before applying the criteria. To enter worksheet criteria: 1. 2. 3. Verify that your cursor is in cell B2. Open the nVision menu. Select Layout Definition.
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The PeopleSoft nVision Layout Definition dialog box appear
4. 5.
Click the left arrow button in the Navigate group box. The row is highlighted. Click the up arrow button in the Navigate group box.
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The entire worksheet is highlighted.
6.
Click the Source tab.
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The Source tab appears.
7.
Select Ledger in the Type field.
8.
Open the dropdown list for Ledger Name.
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A list of valid ledgers appears.
9. 10. 11. 12. 13.
Select UTHSC Actuals Ledger [ACTUALS] from the list. (You might need to scroll down to see it.) Click Click OK. The Source Criteria dialog box closes. Click the Save button. The changes to your layout are saved. .
Select Posted Total Amount as the Ledger Amount Column.
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Lesson 3.4: Adding Row & Column Criteria

Previously we added the Actuals ledger as worksheet criteria. In this lesson we will continue building the income statement by adding row and column criteria. When the row and column intersect, all the criteria are combined (where possible). In this example, we will enter account criteria in the row and TimeSpan criteria in the column, therefore the resulting cell will display the activity for that account in that TimeSpan from the Actuals ledger.
Practice 3-3: Adding Row Criteria Using Tree Nodes

The income statement needs row criteria for the revenue, operating expense, and non-operating expense. This data can be retrieved from a tree or a table. Lets use nodes on the ACCOUNT_ROLLUP tree to display the revenue and expense information. We will first add the criteria for the revenue row. To add row criteria for Revenue: 1. Highlight row 7. This is where we want to add criteria specifying the Revenues node to retrieve the total account activity for all accounts under this node. Open the nVision menu. Select Layout Definition. The PeopleSoft nVision Layout Definition dialog box appears. Notice that the current selection is Row 7.
2. 3.
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4.
Click the Filter tab. The Filter tab appears.
5.
Click Add.
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The PeopleSoft nVision Filter Criteria dialog box appears.
This dialog box is where you specify the field you want to use and define how the values for the field will be chosen. The term field in PS/nVision is not limited to the standard set of PeopleSoft ChartFields (Account, Department, Product, and Project). It includes any field on any table. The only fields available in the prompt list are ledger fields; however, you can type in the name of any field, ledger or non-ledger.
6.
Enter ACCOUNT in the Field edit box. Four choices for specifying field values appear under Filter Options: Option Selected Tree Nodes Description Allows you to select tree nodes as criteria for the specified field. An example of a tree node is CURASSET, which contains all of the current asset accounts. Allows you to select specific detail values from a values table for the specified field. An example of a detail value is 100001, which is a current asset account number. Allows you to select all detail values in a values table for the specified field. Allows you to select nodes in a summary tree that is used with a summary ledger.
Selected Detail Values
All Detail Values Selected Summary ChartField Nodes 7. 8.
Leave the Selected Tree Nodes radio button selected. Type ACCOUNT_ROLLUP in the Tree/Hierarchy edit box.
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9.
Click OK. The PeopleSoft nVision Tree Nodes dialog box appears.
10.
Click By Name In the Get List group box.

The tree nodes appear in the list box in alphabetical order.
To apply multiple nodes to the selected area, highlight all desired nodes before clicking OK.
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11.
12.
Highlight REVENUES.
Click OK. The Filter tab reappears. It now shows that the ACCOUNT field and the REVENUES node have been selected.
By default, the Confirm Changes check box is selected so you will be prompted to save changes if you move the selection without applying changes. If you deselect this check box, the data is automatically saved when you move the selection.
13.
Click Apply. The criteria displayed in the dialog box is applied to the row.
Now add row criteria for the rows in the Expenses section of the report. To add row criteria for the Expenses: 14. Make sure the Retain Contents check box is turned on in the Layout Definition dialog box.
15. 16. 17. 18.
Click the down arrow button until row 11 is highlighted (Operating Expenses). Click Delete on the REVENUES tree node. The REVENUES tree node disappears. Click Add on the ACCOUNT - ACCOUNT_ROLLUP tree. The PeopleSoft nVision Tree Nodes dialog box appears. Click By Position in the Get List group box.
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The tree node names appear visually as they do on the tree.
19. 20.
Highlight OPEREXP. Click OK. The PeopleSoft nVision Filter Criteria dialog box reappears. It now shows that the ACCOUNT field and the OPEREXP node have been selected.
21. 22.
Click Apply. The criteria displayed in the dialog box are applied to the row. Move to row 12 and select the NONOPEREXP node.
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23.
Specify the REVENUES and EXPENSES tree nodes for row 15.
24. 25.
Close the Layout Definition dialog box. Click the Save button. The changes to your layout are saved. The criteria in the dialog box are applied to the row and the dialog box closes.
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Practice 3-4: Adding Column Criteria

Now that you are finished adding row criteria, add the column criteria. Remember, data only displays where row and column criteria intersect. If you ran this report right now, no data would display. In this example, compare year-end to last year-end. You will apply a TimeSpan to two columns as Ledger criteria. To add column criteria for TimeSpan: 1. 2. 3. 4. Highlight column D. Open the nVision menu. Select Layout Definition. The PeopleSoft nVision Layout Definition dialog box appears. Click the Source tab. The Source tab appears.
5.
Click the
button next to the Time Spans field.
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A list of valid TimeSpans appears.
6.
Double-click the PER TimeSpan. The Valid Values dialog box closes and the Layout Definition dialog box reappears.
If you have selected a TimeSpan that includes multiple periods, such as YTD, and you want the report to show detail by period, click the nPlode TimeSpans checkbox. We will discuss nPloding in a later chapter.
7. 8.
Click Apply. The TimeSpan criteria is applied to the column. Click OK. The TimeSpan criteria is applied to the column and the dialog box closes.
9.
Click the Save button. The report layout is saved.
Now run the report! To run a report for this new layout, we must create a new report request. To run the report: 10. 11. Open the nVision menu. Select Report Request. The PeopleSoft nVision Report Request panel appears and the last request executed is displayed. 12. Click New.
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Most of the fields are cleared.
13.
Complete the fields on this panel as follows (xx = your workstation number): Field Request Name Report Title Requesting Business Unit Layout Scope Description xxMYINC Income Statement UTP xxMYINCOME Leave blank.
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Field Directory Template File Template Language Template
Description P:\WORKING\%OPR%\TR AIN\REPORTS %RID%.XLS Leave blank.
Email Template Description Template Security Template Output Option Type Output Option Format
Options: Enable nPlosion If Specified In Layout Data From Requesting BU Only Translate Summary Ledgers to Detail Main As Of Date As Of Date for Trees
Leave blank. Leave blank. Leave blank. File Microsoft Excel Files (.xls)
Off On Off 12/31/2011 Select the Use Main As Of Date radio button.
14.
Click Save. The report request is saved. Now we can access it the next time we need to run this report.
15.
Click Run.
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The system processes your request and the layout (.xnv file) is automatically opened. Once the data is retrieved, the report (.xls file) is created. The spreadsheet is automatically saved to the directory specified on the Report Request panel. Both files remain open when the process is complete.
As you can see, the numbers in the revenue accounts appear as negative numbers, and the dollar amounts generally are not formatted as we would like. Lets correct this on the layout rather than the report instance. If you make the changes on the report instance, you will have to make the changes each time you run the request. 16. 17. Open the File menu. Select Close. The report instance (.xls file) closes and the layout (.xnv file) appears.
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Lesson 3.5: Changing Report Formatting

As noted in the last practice, the instance shows negative numbers in the revenue fields and the net income is showing as positive when it should be negative. The following practice will guide you through the steps to correct this problem and have the results appear correctly on subsequent report instances.
Practice 3-5: Reversing a Sign

First, reverse the signs on the criteria in the revenue portion of the income statement. This will cause credit balances (revenue, liability, and equity) to appear as positive numbers. To reverse the signs: 1. 2. 3. 4. 5. 6. 7. 8. Highlight row 7, the row that contains criteria for the Product Sales node. Open the nVision menu. Select Layout Definition. Click the Source tab. The Source tab appears. Select the Reverse Sign checkbox. Click Apply. The criteria displayed in the dialog box is applied to the row. Click OK. The criteria is applied to the row and the dialog box closes. Click the Save button. Your changes are saved.
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Practice 3-6: Formatting in Excel

Make column D wider and use the number formatting capabilities of Excel to display the numbers in a more conventional format. To make formatting changes: 1. 2. 3. 4. Select column D. Open the Format menu. Select Style. Change the Style to Comma.
5. 6. 7.
Click OK. Increase the size of the column to the width of two columns. Click the Save button. The changes are saved.
Now rerun the report to make sure the formatting is correct. To run the report: 8. 9. Open the nVision menu. Select Run Current Report. PeopleSoft processes the last request specified on the Report Request panel and the report instance appears. 10. 11. Open the File menu. Select Close. The report instance closes and the layout appears.
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Practice 3-7: Adding Formulas in Excel

As you may notice, no data appears for the total rows. You need to create Excel formulas to calculate this information. We need to add these formulas to the layout, not the report. Lets do this now. To calculate the totals: 1. 2. 3. 4. On the income statement layout, place the cursor in cell D8. This is where you want the total revenue for 2000 to appear. Type =SUM(D7). Press <Enter> to accept the formula. Add the following formulas to complete your layout: Cell D13 D16 Description Total Expenses Add a Check Balance for Income to make sure it is pulling correctly from the tree. Formula =SUM(D11:D12) =D8-D13
5. 6.
Click Save. Your changes are saved in the layout. Run the report to make sure all formulas are correct.
7.
Close the report instance and the report layout. You have now completed your first income statement!
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Exercise 3-8: Creating a Matrix Layout

In this exercise, create a report with worksheet, column and row criteria. You will specify account information using tree nodes and detail values.
Instructions
Create a report that compares current period actual to budget.
Utilize your prior layout as a starting point or create the report from a blank layout.
Always use the nVision Save as Layout menu when cloning an nVision layout or your file will be corrupted and you will be unable to open it.
To clone the report to a new name: 1. 2. 3. 4. Open the xxMYINCOME Report Layout. Open the nVision Menu Select Save as Layout. Save as xxMYBUDGET.xnv
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Use the following tables of information to create the layout and the report request (xx = your workstation number):
Layout Information
Field Layout Name Layout Type SetID Effective Date Description xxMYBUDGET Matrix UTH Todays date
Worksheet Criteria
Field TimeSpan Description PER
Column Criteria
Source tab Field Ledger Name Description UTHSC Actuals Ledger [ACTUALS] UTP/MDFND BUDGETS Ledger [BUDGETS]
Row Criteria for Revenue Items

Filter tab Field Field Tree Tree Node Description ACCOUNT ACCOUNT_ROLLUP REVENUES
Row Criteria for Expense Items

Source tab: (Select Reverse Sign checkbox) Filter tab Field Field Tree Nodes Description ACCOUNT ACCOUNT_ROLLUP OPEREXP NONOPEREXP
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Report Request Information

Field Request Name Report Title Requesting Business Unit Layout Scope Directory Template File Template Entry xxMYBDGT Budget Report UTP xxMYBUDGET Leave blank. P:\WORKING\%OPR%\TRAIN\REPORTS %RID%.XLS
Language Template Email Template Description Template Security Template Output Option Type
Output Option Format Options: Enable nPlosion If Specified In Layout Data From Requesting BU Only Translate Summary Ledgers to Detail Main As Of Date
Leave blank. Leave blank. Leave blank. Leave blank. File

Microsoft Excel Files (.xls) Off On Off 12/31/11
Hints
Make all of your changes on the layout (xnv file) and not the report (xls file). Enter the = sign prior to entering the Excel formulas. Reverse signs where necessary. Save your report request before running the report.
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Lesson 3.6: Adding Cell Criteria

Sometimes you do not want to apply criteria to the entire row, so PS/nVision allows you to create cell criteria. Take a look at the example below. Why would row criteria that intersect with a TimeSpan not work for this example?
The answer: Each row contains an Assets node and a Liabilities node. Remember, cell criteria override any worksheet, row or column criteria that apply to that cell. Cell criteria do not inherit field criteria, but can inherit TimeSpan and ledger criteria. You cannot perform nPlosion or DrillDown on data retrieved using cell criteria.
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Practice 3-9: Creating Cell Criteria

Create a simplified Balance Sheet using cell criteria. Specify the Actuals Ledger and the Current Balance TimeSpan as worksheet criteria. To create a new layout: 1. 2. 3. 4. 5. Open the nVision menu. Select New Layout. Type xxBALSHT in the File name field (xx = your workstation number). Click OK. The new layout appears. Type in the text labels so the report appears as shown below:
To add worksheet criteria: 6. 7. Highlight the entire worksheet. Open the nVision menu.
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8. 9. 10. 11. 12. 13.
Select Layout Options. The PeopleSoft nVision Layout Options dialog box appears. Make sure the Matrix Layout Sheet radio button is selected. Type UTH in the Setid field. Type todays date in the Effective Date field. Click OK. From the nVision menu select Layout Definition. The PeopleSoft nVision Layout Definition dialog box appears.
14. 15. 16. 17. 18. 19.
Click the Source tab. The Source tab appears. Select Ledger in the Type field. Select UTHSC Actuals Ledger [ACTUALS] in the Ledger Name field. Type BAL in the TimeSpan field. Click OK. You have completed adding the worksheet criteria. Click the Save button. The changes are saved.
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Now add the cell criteria. Add cell criteria because of the way we have set up our report. We cannot use row criteria, because we want assets and liabilities to appear beside each other on the report. Add cell criteria using the Assets tree node. To add cell criteria: 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. Double-click cell D4. The PeopleSoft nVision Layout Definition dialog box appears. Click the Filter tab. The Filter tab appears. Click Add. The PeopleSoft nVision Filter Criteria dialog box appears. Type ACCOUNT in the edit box. Leave the Selected Tree Nodes radio button selected. Type ACCOUNT_ROLLUP in the Tree/Hierarchy field. Click OK. The PeopleSoft nVision Tree Nodes dialog box appears. Click By Position in the Get List group box. The tree node names appear visually as they do on the tree. Highlight ASSETS. Click OK. The nVision Tree Nodes dialog box closes. Click OK. The criteria displayed in the dialog box is applied to the cell and the dialog box closes. 31. Click the Save button. The layout is saved.
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Exercise 3-10: Entering Cell Criteria

In the exercise, enter cell criteria on your own.
Instructions
1. Add the liability and equity criteria to the balance sheet you were creating in the previous practice. Add the appropriate formulas to the total fields. Use the following table to create a report request (xx = your workstation number): Entry xxMYBSHT Balance Sheet UTP xxBALSHT Leave blank. P:\WORKING\%OPR%\TRAIN\REPORTS %RID%.XLS Leave blank. Leave blank. Leave blank. Leave blank. File Microsoft Excel Files (.xls) Off On Off 12/31/2011 Select the Use Main As Of Date radio button.
2. Field
Request Name Report Title Requesting Business Unit Layout Scope Directory Template File Template
Language Template Email Template Description Template Security Template

Output Option Type Output Option Format Options: Enable nPlosion If Specified In Layout Data From Requesting BU Only Translate Summary Ledgers to Detail Main As Of Date As Of Date for Trees
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Hints
The criteria for Equity will consist of two nodes: FUND_EQUITY and STMTREVEXP. Reverse signs for the column containing liabilities and equity. Dont forget to save your report request.
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Exercise 3-11: Making Cell Criteria into Row Criteria

In this exercise, modify the xxBALSHT layout previously created so it uses row and column criteria instead of cell criteria.
Instructions
Create a new layout called xxBAL2.xnv that uses worksheet, row, and column criteria and NOT cell criteria. Create a new report request using the information in the table below. Field Request Name Report Title Requesting Business Unit Layout Scope Directory Template File Template Entry xxBAL2 Balance Sheet UTP xxBAL2 Leave blank. P:\WORKING\%OPR%\TRAIN\REPORTS %RID%.XLS Leave blank. Leave blank. Leave blank. Leave blank. File Microsoft Excel Files (.xls) Off On Off 12/31/2011 Select the Use Main As Of Date radio button.
Language Template Email Template Description Template Security Template

Output Option Type Output Option Format Options: Enable nPlosion If Specified In Layout Data From Requesting BU Only Translate Summary Ledgers to Detail Main As Of Date As Of Date for Trees
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Hints
Select the row and column criteria and use cut and paste to move the cell criteria into column A Change the worksheet criteria to column criteria so that you have an intersection.
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Review Questions
1. Describe two ways to display a list of tree nodes when you are specifying field criteria.
2.
What is the most efficient technique for adding several criteria to a layout that are generally similar, with only slight variations?
3.
Which types of accounts normally have credit balances?
4.
How would you force accounts with credit balances to display as positive amounts in a report?
5.
What types of criteria can override worksheet criteria?
6.
What three pieces of criteria are necessary to generate data on a report?
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Chapter 4 Producing Labels & nPloding Detail

In this chapter, you will learn how to use two time-saving features of PS/nVision.
Chapter Objectives
This chapter explains how to: Produce labels from values in PeopleSoft tables Use nPlosion to view underlying detail in a report instance
Chapter Contents
This chapter contains the following lessons: Lesson 4.1: Producing Labels.................................................................4-2 Lesson 4.2: Understanding nPlosion ....................................................4-13 Lesson 4.3: nPloding a Tree Node .......................................................4-18 Lesson 4.4: nPloding a TimeSpan ........................................................4-24 Lesson 4.5: Using Other nPlosion Options ...........................................4-26 Lesson 4.6: nPloding All Nodes in a Layout ..........................................4-29 Review Questions.................................................................................4-34
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Chapter 4: Producing Labels & nPloding Detail
Lesson 4.1: Producing Labels

Until now we have been entering the text that we want to appear in our reports, but with PS/nVision, you can have the system automatically produce row and column labels for your report.
Defining Report Labels

Rather than manually entering the text labels for your reports, there is a much easier and quicker way to produce this text. Using the report labels feature, you can have nVision automatically retrieve and display descriptive text. Report labels work in conjunction with criteria. When a row or column containing a report label definition intersects a column or row containing field criteria, a report label is placed in that cell.
Report Label Guidelines

Remember the following when setting up labels in your nVision report: Labels are entered as row or column criteria, NEVER as cell or worksheet criteria. If your report data is displayed in rows, set up your corresponding text labels in columns. If your report data is displayed in columns, set up your corresponding text labels in rows. DO NOT place label criteria on a row or column that already contains criteria.
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Dialog Box Used

Use the Label tab of the PeopleSoft nVision Layout Definition dialog box to create labels.
If the label is for field criteria based on a detail value, enter the field to use as a label as a Field on Detail Value Table in the Retrieve Label group box. If the label is for field criteria based on a tree node, enter the field to use as a label as a Field on Tree Node Table. The Runtime Options group box appears when you enter a field name in either field in the Retrieve Labels group box. If the row or column criteria contain multiple detail values or tree nodes, PS/nVision will retrieve the label of the first item only. For the sake of accuracy, always manually enter a label in such casesand make sure that in the Runtime Options group box, you select the Put labels in blank cells only check box.
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Field on Detail Value Table

Account balances and account descriptions are stored on different tables.
The following tables list control values stored in detail value tables. These are the values you will use to create labels for the field types shown below. These values are SetID specific so they may appear differently on reports run for different SetIDs.
Labels for Account Fields

If the label column intersects with rows that specify detail values from the account table (GL_ACCOUNT_TBL), use one of the following options in the Field on Detail Value Table edit box:
Field DESCR DESCRSHORT ACCOUNT Description The account description, up to 30 characters. The short account description, up to 10 characters. The account number.
Department Field Labels

If the label column intersects with rows that specify detail values from the department table (DEPT_TBL), use one of the following options in the Field on Detail Value Table edit box:
Field DEPTID DESCR DESCRSHORT MANAGER_NAME Description The department ID, up to 8 characters. The department description, up to 30 characters. The short department description, up to 10 characters. The department manager name, up to 30 characters.
TimeSpan Labels
You can specify labels for nPloded TimeSpans in the Field on Detail Value Table edit box. Use the following value:
Field Description
ACCOUNTING_PERIOD
The year and period as YYYY-MM (2011-12).
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Field on Tree Node Table

If the label column intersects with rows that specify tree nodes from the tree node table (TREE_NODE_TBL), use one of the following options in the Field on Tree Node Table edit box:
Field TREE_NODE DESCR Description The tree node name. The description of the node, up to 30 characters.
Practice 4-1: Defining Labels

Modify your income statement so that the Revenue and Expense item labels are automatically generated. Because this column intersects with rows that specify tree nodes, use the Field on Tree Node Table edit box. To define labels: 1. 2. Open your income statement layout (xxMYINCOME). Delete the labels that correspond to account names under the Revenue and Expense headings so your screen is similar to the following screen print: Do not delete the revenue or expense headings, or the text on the total rows. These are not labels that can be automatically generated.
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3. 4. 5.
Highlight column C. This is the column you want to contain labels. Open the nVision menu. Select Layout Definition.
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The PeopleSoft nVision Layout Definition dialog box appears.
6. 7.
Click the Label tab. The Label tab appears. Enter TREE_NODE in the Field on Tree Node Table edit box to retrieve the name of the node. (If you wanted the node description, you would enter DESCR.) The label text fields are not validated. If labels do not appear on the report instance, make sure the correct label value is entered here.
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The Run-Time Options group box appears on the Label tab.
If you had text on criteria rows that you did not want overridden, you would turn on the Put labels in blank cells only check box. This is useful when you want to use your own text descriptions on the report for some fields but not all fields.
8. 9.
Turn on the Put Labels in blank cells only checkbox. Leave the Resize column for labels check box turned on. PeopleSoft will automatically adjust the column widths as the report is generated. Click Apply. The label information is applied to the cell. Click OK. The PeopleSoft nVision Layout Definition dialog box closes. Click the Save button. Your changes are saved.
10. 11. 12.
Now open the request you previously created for your income statement and run it. To open the request and run the report: 13. 14. 15. Open the nVision menu. Select Report Request. The PeopleSoft nVision Report Request dialog box appears. Click Open.
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The PeopleSoft nVision Open Report Request dialog box appears.
16. 17. 18. 19.
Type UTP in the Business Unit field. Click Get List. A list of report requests for the UTP business unit appears. Highlight your income statement report request (xxMYINC). Click OK. The PeopleSoft nVision Report Request dialog box reappears and the fields are now populated with your report request.
20.
Click Run.
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PeopleSoft processes your request and displays the report instance.
Notice that the labels are the tree node names. Unless you are familiar with the tree, these node names may not be descriptive enough for you. Change the labels to retrieve the tree node descriptions. To change the field labels: 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. Close the report instance. The layout appears. Highlight column C. Open the nVision menu. Select Layout Definition. The PeopleSoft nVision Layout Definition dialog box appears. Click the Label tab. The Label tab appears. Change TREE_NODE to DESCR in the Field on Tree Node Table field. Click Apply. The changes are applied to the column. Click OK. The dialog box closes. Click the Save button. Your change is saved. Open the nVision menu. Select Run Current Report.
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PeopleSoft processes your request and displays the income statement with database-generated labels wherever column C intersects with row criteria.
32.
Close the report instance and the report layout.
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Exercise 4-2: Creating Labels

In this exercise, you will practice creating labels on your own.
Instructions
Open the xxMYBUDGET layout. Delete the existing label text identifying revenues and expenses. Use the PeopleSoft label function to automatically generate labels. Run the report using the existing report request (xxMYBDGT).
Hints
Do not delete the labels identifying your totals! Because you used tree nodes and detail values, be sure to get labels for both! Refer to pages 4-4/4-5 for the label values to use.
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Lesson 4.2: Understanding nPlosion

Using nPlosion you can have PeopleSoft create individual columns for the detail values summarized by the tree node you select in your field criteria. Using PeopleSofts nPlosion feature with the label feature, you can specify a tree node reference on a report layout, and have that tree node expanded at run time to show the underlying detail balances and their corresponding labels. nPlosion works with PS/nVision to automatically create individual columns or rows on your report for each of the detail values summarized by the tree node(s) you select in your field criteria. You can also use nPlosion to expand multi-period TimeSpans. For example, you could select a Year-To-Date TimeSpan in one column and use nPlosion to have PS/nVision automatically create a column on your report for each period in that year. You can nPlode specific rows or columns or you can nPlode all. When you nPlode row criteria, the detail values appear above the specified node. When you nPlode column criteria, the detail values appear to the left of the specified node.
Why Use nPlosion?

Some reasons for using nPlosion are: It can save time in creating PS/nVision layouts. Instead of keying in criteria for each detail item, simply set criteria for the node and nPlode to create the detail. It saves accuracy and maintenance over time. To change a report to reflect changes in the organization, simply change the appropriate trees. The changes will automatically be reflected in reports that reference those trees. It provides the ability to expand and collapse detail after the report is run, using Excels outlining feature. It allows a single report to replace multiple reports.
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nPlosion Limitations
If you have specified several tree nodes on a row, nPlosion shows all detail values sequentially as they appear on the tree. However, you will not be able to tell from which node the detail came and you will need to customize a label row. If you have specified more than one ChartField on a row, you cannot nPlode the row and view details for the different ChartFields. If you have requested report labels for fields with multiple field criteria, the label will only apply to the nPloded field. You will have to manually set the detail fields.
Steps to Enable nPlosion for Columns & Rows

To enable nPlosion on your report, two steps are required: 1. Specify nPlosion for a specific row/column or an entire report on the Source tab or the Filter tab of the PeopleSoft nVision Layout Definition dialog box.
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When the nPlosion button is selected, it opens the PeopleSoft nVision nPlosion Criteria dialog box.
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These are the nPlosion Types: Type None To bottom of tree Description Select to disable nPlosion for this field nPlodes to the bottom of a tree from a specified node. If you decide to include detail, then all subnodes are also displayed with summary values of the rollup for those nodes. nPlodes down a tree (including detail values) to a specified node, including or excluding intermediate data nPlodes to one level below a selected node nPlodes from a given node to all its detail values. This is the default.
To specified level
To immediate children To details only
These are the nPlosion Options: Option Include underlying detail Description Select to include all of the detail and summary subvalues for each subnode. Use when trying to nPlode from a node to another sub-node or to the bottom of the tree. Select to suppress nodes with a value of zero from the report instance. Select to exclude intermediate sub-nodes if a report is being nPloded from a node to another level or the bottom of the tree. Select to roll up summary and detail information using Excel outline functionality. If this check box is checked, none of the information is rolled up. To only use the outline feature to a specific level, use the Collapse outline to level check box and indicate the level.
Suppress nodes without data Exclude Intermediate levels Utilize outline feature
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2.
Activate/enable nPlosion for the report on the Report Request panel. This check box is located in the Options group box.
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Lesson 4.3: nPloding a Tree Node

In this lesson, we will discuss how to nPlode one tree node on a report.
Practice 4-3: Defining nPlosion for a Tree Node

We will first clone our income statement, and then nPlode the OPEREXP tree node on the cloned income statement to review the underlying detail.
To define nPlosion for a tree node: 1. 2. 3. Open your income statement layout (xxMYINCOME). Open the nVision menu. Select Save as Layout. The Save As nVision Layout dialog box appears.
4.
Type xxNPLODE in the File name field.

Replace xx with your workstation number. In this class, you will always include your workstation number when naming objects you create.
5.
Since we are using the Label function to automatically produce labels at run time, you do not see labels in the layout. You can go to the PS/nVision Options dialog box and turn on the option to show row and column criteria. By displaying column A and row 1, you can tell which node is applied to which row.
Click Save.
A copy of the income statement is created.
6. 7. 8. 9. 10. 11.
Highlight row 11. This is the row containing criteria for OPEREXP. Open the nVision menu. Select Layout Definition.
Click Filter.
The Filter tab appears.
Highlight the ACCOUNT ACCOUNT ROLLUP Tree Node. Click the nPlosion button.
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The PeopleSoft nVision nPlosion Criteria dialog box appears.
12.
Turn on the To details only radio button. If there are multiple criteria fields, you must select which field you want to nPlode on the Criteria tab of the Layout Definition dialog box.
13. 14. 15.
Click OK. The PeopleSoft nVision Layout Definition dialog box reappears. Click OK. The PeopleSoft nVision Layout Definition dialog box closes. Click the Save button. The change is saved.
Now we can run the report to see how enabling nPlosion changes our report. Since this is a new layout, we need to create a report request to run it. To create a new request: 16. 17. Open the nVision menu. Select Report Request.
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The PeopleSoft nVision Report Request panel appears. 18. 19. Field Request Name Report Title Requesting Business Unit Layout Scope Directory Template File Template Language Template Email Template Description Template Security Template Output Option Type Output Option Format Options: Enable nPlosion If Specified In Layout Data From Requesting BU Only Translate Summary Ledgers to Detail Main As Of Date 20. 21. Click Save. The report request is saved. Click Run. PeopleSoft processes your request and displays the report instance. The Operating Expenses tree node is now expanded to show the lowest level of detail under the node. Click New. Most of the fields are cleared. Use the table below to create a new report request (xx = your workstation number). Entry xxNPLODE Income with nPlosion UTP xxNPLODE Leave blank. P:\WORKING\%OPR%\TRAIN\REPORTS %RID%.xls Leave blank. Leave blank. Leave blank. Leave blank. File Microsoft Excel Files (.xls) On On Off 12/31/2011
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22.
The detail values appear above the tree node to which they belong. There are no labels for the detail values because we specified labels for tree nodes only. The 1 button collapses all. The 2 button expands all.
Scroll down and click the row numbers.
(collapse) button to the left of the
The expanded node collapses. You can now view just the tree node and not the underlying detail. Lets use the label function to retrieve the short descriptions for the nPloded detail values in column C and the account numbers in column D. To create labels for detail values: 23. 24. 25. 26. 27. Close the report instance. The layout appears. Insert a new column in front of column D. Highlight column C. Open the nVision menu. Select Layout Definition.
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The PeopleSoft nVision Layout Definition dialog box appears. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. Click Label. The Label tab appears. Type DESCR in the Field on Detail Value Table edit box. Click Apply. Click the right arrow button in the Navigate group box. Column D is highlighted. Type ACCOUNT in the Field on Detail Value Table edit box. Click OK. The PeopleSoft nVision Layout Definition dialog box closes. Click the Save button. Your change is saved. Open the nVision menu. Select Run Current Report. PeopleSoft processes your request and displays the report instance. The labels appear for the Operating detail values.
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Exercise 4-4: nPloding a Tree Node

In this exercise, you will practice nPloding tree nodes.
Instructions
nPlode the REVENUES node on the xxNPLODE layout and re-run the report using the xxNPLODE report request.
Hints
Dont forget to save your changes to the layout. You can display the row and column criteria to see which rows contain the other expense items.
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Lesson 4.4: nPloding a TimeSpan

You can nPlode any TimeSpan that consists of more than one period. For example, if you nPlode the ADJALLYR TimeSpan, the system will show you activity by period for the year. You can also specify a label for nPloded TimeSpans. To do this, enter ACCOUNTING_PERIOD in the Field on Detail Value Table edit box. This label may only be used with an intersecting row or column containing criteria which nPlodes a TimeSpan.
Practice 4-5: Defining nPlosion for a TimeSpan

Lets change the TimeSpan and nPlode it on your NPLODE income statement layout. We also need to define labels for the nPloded values. To change TimeSpan and define nPlosion for a TimeSpan: 1. 2. 3. 4. 5. 6. 7. 8. Open the xxNPLODE layout. Highlight column E. Open the nVision menu. Select Layout Definition. The PeopleSoft nVision Layout Definition dialog box appears. Click Source. The Source tab appears. Change the TimeSpan to YTD. Turn on the nPlode TimeSpans check box. Click OK. The dialog box closes. We are now ready to add labels for the TimeSpans when it nPlodes. Because our TimeSpans are defined in the columns, we need to define labels on a row. To add labels for nPloded TimeSpans:
9. 10. 11. 12.
Highlight row 4. Open the nVision menu. Select Layout Definition.

Click Label.
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The Label tab appears.
13. 14. 15. 16.
Type ACCOUNTING_PERIOD in the Field on Detail Value Table field. Click OK.
The PeopleSoft nVision Layout Definition dialog box closes.
Click the Save button.

Your changes are saved.
Run the xxNPLODE report request.
17.
Close the report instance and the report layout.
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Lesson 4.5: Using Other nPlosion Options

There are nPlosion options available that allow you to perform the following: Global nPlosion Suppression of rows containing zeros or no data Formatting of nPloded data Copying of formulas to nPloded rows or columns
Practice 4-6: Setting Up PS nVision Layout Options

You can access this dialog box from any blank cell in the layout. To access the Layout Options dialog box: 1. 2. 3. Highlight a blank cell on your worksheet. Open the nVision menu. Select Layout Options. The PeopleSoft nVision Layout Options dialog box appears. There are two dialog boxes for nPlosion. One governs the nPlosion for rows in your layout. The other governs the nPlosion for the columns. If you turn on the nPlode Specified ChartField check box, each row (or column) in the layout where you have specified criteria for the specific field you enter here is nPloded.
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Suppression Options
You have three options to control the suppression of certain types of detail lines during the nPlosion process.
Option If entire detail row/column is zero If no data for entire detail row/column Never (show all detail) Description Detail rows or columns are created if there is a corresponding amount (positive or negative). This suppresses all zero amounts. Detail rows or columns are created if amounts are present, even zero amounts. If no data is present, no detail is created. Detail rows or columns are created for all rows under the nPloded node.
Detail Style for Formatting of nPloded Cells

New rows and columns created by nPlosion are formatted according to the formatting of the corresponding cells in row 1 and column A, respectively. If no formatting was applied to these cells, rows or columns that are nPloded are formatted with Excels Normal format style as shown below. Styles are a Microsoft function and are just indicated on the nVision menu.
A Detail Style can be entered even if you are nPloding row by row and not using global nPlosion
On the nPlosion options (nPlode Rows and nPlode Columns) tabs, you can specify a different Excel style name in the Detail Style edit box. PeopleSoft nVision will automatically apply any of the formats specified in that style to the nPloded cells. You can use one of the styles provided by Excel or you can create your own.
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Copying Formulas to nPloded Cells

Use the Copy Formulas option to copy formulas to apply to nPloded detail. The formulas to copy must be contained in a row column that only contains formulas (i.e., variance or total rows or columns). You find the copy option on the Source tab of the PeopleSoft nVision Layout Definition dialog box.
The Copy formulas to nPloded cells option is only available if you select a row or column containing formulas before you access this dialog box. The selected row or column must contain only formulas. You can only nPlode one field in a column or row using the dialog boxes shown in this lesson. If you have two fields (for example, account and department) that you want to nPlode and they are on different rows, you can specify one to be nPloded universally and the other to be nPloded on a row (using the procedure in the previous lesson).
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Lesson 4.6: nPloding All Nodes in a Layout

There are occasions when you will want to nPlode every node in the report, in either or both directions. You can use the nPlosion options tabs to perform global nPlosion for a specified ChartField.
Practice 4-7: nPloding All Nodes

We will first clone the Income Statement report and then nPlode all nodes on the cloned layout. To nPlode all nodes: 1. 2. 3. 4. 5. 6. Open your income statement layout (xxMYINCOME). Save the layout as xxNPLODEALL (xx = your workstation number). Place your cursor in cell G3. This is a blank cell on the layout. Open the nVision menu. Select Layout Options. The PeopleSoft nVision Layout Options dialog box appears. Choose the nPlode Rows tab.
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The PeopleSoft nVision Layout Options nPlode Rows tab appears.
7.
Turn on the nPlode This Criteria Field check box in the For All Amount Rows. We activate this check box because the amounts are specified as row criteria, not column criteria. Type ACCOUNT in the edit box. Select the Never radio button in the Suppress Detail group box. Type Currency in the Detail Style edit box. Click OK. The dialog box closes. Click the Save button. The change is saved.
8. 9. 10. 11. 12.
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13. Field
Use the following table to create a new report request (xx = your workstation number). Entry xxNPLOD2 Income with Global nPlosion UTP xxNPLODEALL Leave blank. P:\WORKING\%OPR%\TRAIN\REPORTS %RID%.xls Leave blank. Leave blank. Leave blank. Leave blank. File Microsoft Excel Files (.xls) On On Off 12/31/2011 Select the Use Main As OF Date radio button.
Request Name Report Title Requesting Business Unit Layout Scope Directory Template File Template Language Template Email Template Description Template Security Template Output Option Type Output Option Format Options: Enable nPlosion If Specified In Layout Data From Requesting BU Only Translate Summary Ledgers to Detail Main As Of Date As Of Date for Trees
14. 15.
Click Save. The report request is saved. Click Run. PeopleSoft processes your request and displays the report instance, with all rows nPloded and all dollar amounts in Currency format.
16.
Close the report instance and the layout.
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Exercise 4-8: nPloding All Nodes & Creating Labels

In this exercise, you will practice nPloding all nodes on a layout and creating labels for the detail values resulting from the nPlosion on your own.
Instructions
Open the xxMYBAL2 layout. Apply global nPlosion so that Account ChartField is nPloded on the entire layout. Apply the COMMA style to the nPloded rows. Do have any of the nPloded detail values suppressed if the entire row is zero. Add labels on the layout to show the account number in one column and the account description in another column for the nPloded rows. (You may need to insert a new column in your layout.) Run the report using the existing report request (xxBAL2).
Hints
Select a cell with no criteria to perform a universal nPlosion. Type ACCOUNT in the Field on Detail Value Table field to retrieve the account number. Type DESCR in the Field on Detail Value Table field to retrieve the account description. Run the report using the report request you created in the previous exercise. When you run the report, be sure the Enable nPlosion check box is turned on.
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Review Questions
1. In what circumstances should you select the Put labels in blank cells only option?
2.
Will the report labels feature work if your criteria contain multiple detail values or tree nodes?
3.
What are the main reasons for using the nPlosion feature?
4.
How many fields can you nPlode in a report row or column?
5.
What portion of the layout must be selected in order to apply nPlosion at the overall report level?
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Chapter 5 Using nVision Variables & Excel Features

In this chapter, you will learn how to insert variables into your report.
Chapter Objectives
This chapter explains how to: Use nVision variables to capture run-time data in a report Use nVision variables to organize report instances Add and format dates in your report
Chapter Contents
This chapter contains the following lessons: Lesson 5.1: Using PS/nVision Variables .................................................5-2 Lesson 5.2: Combining Text with Variables ..........................................5-12 Lesson 5.3: Naming a Cell in Excel ......................................................5-14 Lesson 5.4: Combining Variables .........................................................5-16 Lesson 5.5: Formatting Dates ...............................................................5-19 Lesson 5.6: Organizing Report Instances with Variables ......................5-25 Review Questions.................................................................................5-29
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Chapter 5: Using nVision Variables & Excel Features
Lesson 5.1: Using PS/nVision Variables

PeopleSoft nVision allows you to insert variables in your layouts for heading information that might change from report run to report run, or from report instance to report instance within the same report run. Variables can also be used in the report request dialog box. PS/nVision variables are placeholders for values determined at the time a report instance is generated. This is useful for heading information that might change. For example, the As of Date variable may be used to automatically print the date from the request on the report instance so you do not have to enter it every time you run the report. The variables are represented by codes consisting of three letters bracketed by percent sign (%) characters, as illustrated in rows 2 through 4 in the following layout.
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Selecting Variables
This is the PeopleSoft nVision Layout Definition dialog box with the Variable tab displayed:
A variable can only be placed in a cell that contains no other elements. We will discuss later how you can use an Excel formula to make text plus the value of a variable appear in a single cell.
Types of Variables
There are three types or categories of variables: Report request variables Date and time period variables Scope-related variables The following tables list the PS/nVision variables by their type. Much of the information is derived from values you enter on the Report Request dialog box. All variables in the table except the instance variables (indicated by the asterisk (*) are determined at the outset of the report run and remain constant for all instances.
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Report Request Variables

Variable RID RTT LYN RBU RBN OPR OPC OPL DTS ICT IDN IFN LAN RBK Name Report ID Report Title Layout Name Requesting Business Unit Requesting BU Description Operator ID Operator Class Operator Language Detail or Summary (nPlosion) Scope Instance Counter Instance Directory Name Instance Output File Name Language Code Report Book Name Month End S 1 C:\USER\NVISIO N BUDGET.XLS Enable nPlosion N/A* Directory Template* File Template* Sample Value BUDGET Budget Worksheet BUDGET US001 US001 New York Operations MGR1 Field (In the Report Request Dialog Box) Request Name Report Title Layout Requesting Business Unit Requesting Business Unit N/A (from PS Sign-on)
*Recomputed as each report instance is generated
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Date & Time Period Variables

Variable ASD AST PER APN APA FY2 FY4 PED Name As of Reporting Date As of Tree Date Accounting Period Period Name Period Abbreviation Year (YY) Year (YYYY) Period End Date Sample Value 2008-12-31 2008-01-01 10 October OCT 08 2008 2008-10-31 Field (In the Report Request Dialog Box) Main As Of Date As Of Date for Trees N/A N/A N/A N/A N/A N/A
Scope Variables
Variable SCN SCD SFN SFV SFD STN STD SLN SLD BUV BUN DES Name Scope Name Scope Description Scope Field Name Scope Field Value Scope Field Description Scope Tree Name Scope Tree Description Scope Tree Level Name Scope Tree Level Description Business Unit Name Business Unit Description Scope Descriptive Field Sample Value DEPARTMENT Sales Departments DEPTID ADMIN Administration MFG_PRODUCTS Products DIVISION Instances for each Division US001 New York Operations FINDEVELOP Field (In the Report Request Dialog Box) SCN SCD SFN SFV SFD STN STD SLN SLD BUV BUN DES
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Entering Variables in Layouts

There are two ways to enter a variable into a layout: By using the PeopleSoft nVision Variables dialog box. By typing the variable code directly into the cell with a percent sign before and after the 3-character code (for example, %ASD%). The variables on a layout will be replaced with values when the report instance is generated.
Practice 5-1: Entering Variables

Lets add the following variables to your income statement layout: report title, requesting business unit, and as-of date. These values will come from the report request dialog box when we run the report. To enter variables: 1. 2. 3. 4. Open your income statement layout (xxMYINCOME). Delete the title and date in cells B2 and B3. Double-click in cell B2. The PeopleSoft nVision Layout Definition dialog box appears. Click the Variable tab.
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The Variable tab appears.
5. 6. 7. 8. 9. 10. 11. 12. 13.
Make sure the Report Request radio button is selected. Highlight the RTT - Report Title variable. Click Apply. The variable appears in cell B2. Click the down arrow button to go to cell B3. Highlight the RBN - Requesting Business Unit name variable. Click Apply. The variable appears in cell B3. Click the down arrow button to go to cell B4. Select the Date and Time Periods radio button. The Date and Time Periods variables appear in the list. Highlight the ASD - As Of Reporting Date variable.
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The Ledger field appears at the bottom left of the dialog box.
The Ledger field does not apply to the ASD variable, however, it does apply to other Date and Time Periods variables, such as PER (accounting period). You would enter a ledger in this field if your layout specified more than one ledger, which used different financial calendars
14.
Click OK.
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The variable appears in the cell and the dialog box closes. You now have three variables in your layout.
15. 16.
Click the Save button. Your changes are saved. Run the report using the existing report request (xxMYINC).
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Your income statement should now be similar to the one pictured below.
17.
Close the report instance and layout.
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Exercise 5-2: Adding Variables to Layouts

In this exercise, practice adding variables to a layout on your own.
Instructions
Open the xxMYBUDGET layout. Add variables to indicate the report title, the requesting business unit (ID), the person who ran the report, and the period name. Run the report using the xxMYBDGT report request.
Hints
Use the PS/nVision Layout Definition dialog boxes or type the variables in the appropriate cell.
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Lesson 5.2: Combining Text with Variables

After adding variables in the last lesson, you may have found a need to enter text in the cell next to the variable to clearly identify what the variable represents. For example, if you add the ASD variable to your report and run the report, it may not be obvious to you and others what the date represents. Rather than adding text in the adjacent cell, you can enter an Excel formula to combine the value of a variable with text in one cell. This is a feature in Excel called concatenation. To combine text with variables, do the following: Insert the variable in a cell outside the print range for your report. Enter an Excel formula in the cell where you want the combined text and variable to appear.
You can name the cell containing the variable to make entering the formula easier. Naming a cell is a standard Excel function.
Formula
Use the following formula to combine text and a variable in one cell: = text: &cell name An example of a formula that combines the text REPORT ID with a variable stored in cell K3 is as follows: = REPORT ID: &K3 If the value of cell K3 is INCOME01, the formula would return the following value: REPORT ID: INCOME01
You must always enter an equal sign (=) before entering any type of formula in Excel. If you want a space between the text and the variable, you must enter the space inside the quotations.
Practice 5-3: Combining Text with Variables

Lets create a formula for our balance sheet that combines the ASD variable with text that describes it. To save time, we will enter the variable directly into the cell instead of using the variable dialog box.
To combine text with variables: 1. 2. Open your balance sheet layout (xxBALSHT). Insert a row above row 3.
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3. 4.
You will typically type these combination variables in cells outside of your print range.
Place your cursor in cell K3. Type %ASD%. Press <Enter>. Place your cursor in cell C3. Type =As of &K3 in cell C3. (Remember to enter the equal sign as part of the formula.) Press <Enter>. The cell concatenates the text you enclosed in quotes with the variable in cell K3. When the report is run, PS/nVision will substitute the computed value of the variable for the variable name.
5. 6. 7. 8.
Do not enter Excel formulas in any cell whose row and column both contain criteria. Anything you enter in such a cell might be overwritten by results generated by PS/nVision at run time. 9. 10. Click the Save button. Your changes are saved. Run the report using the xxMYBSHT report request and check your results.
11.
Close the report instance. The layout appears.
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Lesson 5.3: Naming a Cell in Excel

Naming a cell, or a range of cells, is a standard Excel function. You can use this feature to name the cell containing the variable you want to use in a formula. This will make entering the formula easier because you dont have to remember what cell contains the variable. The name of the currently selected cell appears in the cell Name Box just above the upper left corner of the spreadsheet.
Practice 5-4: Naming a Cell

Lets name the cell where we placed the ASD (as of date) variable to make it easy to remember when we need to use that variable in a formula.
To name a cell: 1. 2. 3. 4. 5. Make sure you are on the xxBALSHT layout. Select cell K3. Notice the name of the cell in the name box. Open the Insert menu. Select Name. Select Define.
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The Define Name dialog box appears. The text portion of the variable (the three letters minus the percent signs) appears in the Names in workbook edit box.
6.
Click OK. The cell is now named ASD.
To use the named cell in an Excel formula: 7. 8. 9. 10. 11. 12. 13. Delete the formula in cell C3. Type =As of &ASD in cell C3. Press <Enter>. The cell concatenates the text with the variable in cell C3. Click the Save button. The changes are saved. Open the nVision menu. Select Run Current Report. Close the report instance.
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Lesson 5.4: Combining Variables

You cannot place two variables in the same cell. However, you can use Excels concatenation feature and combine two variable values in one cell. This would allow you to see the period name and the fiscal year together on the report instance. Combining variables is very similar to combining text with variables. You must place the variables you want to combine in separate cells outside the print range and create an Excel formula in the cell where you want to see the values combined.
Practice 5-5: Combining Variables

We will replace the as of date on our balance sheet with the period abbreviation (APA) and four-digit year (FY4). We must place each variable, APA and FY4, in a separate cell outside the print range and then create a formula in cell C4. We will name the cells to make entering the formula easier.
To combine variables: 1. 2.
Make sure you are on the xxBALSHT layout.

Delete the formula in cell C3.
3. 4. 5. 6. 7. 8. 9. 10. 11. 12.
Select cell L3. Click in the Name Box to the left of the formula bar.
The existing name is highlighted.
Type APA over the existing cell name. Press <Enter>.

The cell is now named APA.
Select cell L4. Type %FY4% in cell L4. Press <Enter>.

The cursor moves to the next cell.
Select cell L4 again. Click in the Name Box.

The existing name is highlighted.
Type FYR4 over the existing cell name.
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You cannot name the cell FY4 because there is a cell by this name on your spreadsheet.
13. 14.
15.
Press <Enter>.
The cell is now named FYR4.
Place your cursor in cell C3. Type = FYR4&-&APA in cell C3. Press <Enter>.
The cell concatenates the variables in cell APA and FYR4. When the report is run, PS/nVision will substitute the computed value of the variable for the variable name.
16.
17. 18. 19.
Click the Save button.

Your changes are saved.
Run the report and check your results.

You should see 2012-4 in cell C3.
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Exercise 5-6: Combining Text with Variables

In this exercise, practice combining text with variables on your own.
Instructions
Open the xxMYBUDGET layout and make the following changes: Combine the APN variable with the FY2 variable. Combine the OPR variable with text identifying what the variable means. Run the report using the xxMYBDGT report request.
Hints
Input the variables in cells outside of the print range. Naming the cells is optional. Do not try to use FY2 as a cell name, since a cell currently exists by that name. You need to create formulas in the cells where you want the combined data to appear. Dont forget to use the = sign in your formula .
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Lesson 5.5: Formatting Dates

There are two types of dates that can be used in PS/nVision reports. Excel dates Variable dates You can change the format of an Excel date using Excels Format Cell feature. To change the format of a date created with a PS/nVision variable, you must use a formula. By default, a PS/nVision date appears as: 2004-12-31 With a formula, you can make the date appear as: December 31, 2004
Formula
Use the following formula to change the format of a variable date: =TEXT(cell name, MMMM DD,YYYY at HH:MM)
The four Ms cause the entire name of the month to display. Enter three Ms if you want to display the three character abbreviation of the month. Enter two Ms if you want to display the two digit number of the month.
An example of a formula that formats a date variable stored in cell K3 is as follows: =TEXT(K3, MMMM DD, YYYY at HH:MM) The outcome would be as follows: December 31, 2004 at 12:10 To combine the text As of with date formatting, enter the following formula: =As of: &TEXT(K3,"MMMM DD, YYYY at HH:MM AM/PM") The outcome would be as follows: As of December 31, 2004 at 12:10 PM
Practice 5-7: Formatting a Variable Date

Currently you have the variable %ASD% in your income statement. This date defaults to the format 2004-12-31. Lets change the format so that it appears as December 31, 2004.
To change the format of a date: 1. Open your income statement layout (xxMYINCOME).
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2. 3. 4. 5. 6. 7.
Cut the %ASD% variable from cell B5 and paste it in cell K5 - a cell outside the print range. Select cell F2. This is where you want the date in the proper format to appear. Type =TEXT(K5, MMMM DD, YYYY). Press <Enter>. Click the Save button. Your changes are saved. Run the report using the xxMYINC report request and check your results. You should see December 31, 2004 in cell F2. Close the report instance. The layout appears.
8.
Practice 5-8: Adding an Excel Date Stamp

Lets add a date stamp to the income statement layout to reflect the day and time the report instance is generated. We will first define NvsEndTime to be the current date and time using an Excel formula (=NOW()). Then we will use the Excel number formatting feature to specify the date format .
To enter a date and time stamp in the layout: 1. 2. 3. 4. 5. 6. Make sure you are on the xxMYINCOME layout. Insert a row between rows 4 and 5. Place your cursor in cell F3. This is where you want the date and time stamp inserted. Open the Insert menu. Select Name. Select Define.
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The Define Name dialog box appears.
7. 8. 9. 10. 11. 12.
Highlight NvsEndTime. Type =NOW() in the Refers to edit box. Click OK. NvsEndTime now refers to the current date and time. Open the Insert menu. Select Name. Select Paste. The Paste Name dialog box appears.
13. 14.
Highlight NvsEndTime. Click OK.

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The formula now appears in the cell. 15. Press <Enter>. A number appears in cell F3. We must change the cell format to date. 16. 17. 18. 19. 20. Select cell F3. Open the Format menu. Select Cells. The Format Cells dialog box appears. Highlight Date in the Category list. The different formats for dates appear in the Type list. Highlight 3/14/98 13:30 in the Type list.
21. 22.
Click OK. The current date and time appears in the cell. Click the Save button. Your changes are saved.
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23.
Run the report using the xxMYINC report request and check the results. The exact date and time you ran the report appears in cell F2. Close the report instance. The layout appears.
24.
Lets add some text so that the date and time are clearly identified. To enter text and format a date: 25. 26. Highlight the cell containing the date and time stamp. Overwrite the contents of the cell with the following: =Run: &TEXT(NvsEndTime,MMMM DD, YYYY at HH:MM AM/PM) Press <Enter>. The cell now appears more descriptive. 28. 29. Click the Save button. Your change is saved. Run the report and check your results. The exact date and time you ran the report appears and is now clearly identified with a label.
27.
30.
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Exercise 5-9: Adding & Formatting Dates

In this exercise, practice adding and formatting dates to a layout on your own.
Instructions
Add the following variables to the xxMYBAL2 layout: Report Title (Delete the title that you manually entered earlier.) As of Date Format the As of Date so that it appears as MM-DD-YY. Add an Excel date and time stamp to your layout. Run the report using the xxBAL2 report request.
Hints
Make sure you enter the = sign before entering a formula Make sure the NvsEndTime formula reads =NOW()
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Lesson 5.6: Organizing Report Instances with Variables

Besides using variables in layouts, you can also use them to name directories and/or report output files. You do this by entering the variable between percent signs in either the Directory Template or File Template field on the Report Request panel.
You will notice that the File Template field defaults to the RID variable. This means that when you run this report, the report is given the request name as its file name.
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Variables to Use
The following table lists the variables that typically have values of eight or fewer characters. This makes these variables useful for keeping path names from becoming overly long: Variable APA RBU FY2 FY4 ICT LYN OPR PER RID BUV SFN SLN STN SFV Description Abbreviation of As Of Period Requesting Business Unit As of Fiscal Year (YY) As of Fiscal Year (YYYY) Instance Counter Layout Name Operator ID As Of (Reporting) Period Report Identifier Business Unit Value Scope Field Name Scope Tree Level Name Scope Tree Name Scope Field Value Example DEC US001 99 1999 1 BUDGET MGR1 12 BUDGET US001 DEPTID DIVISION DEPTS 100001
You can combine more than one variable in the File Template or Directory Template fields. For example, you could enter the following in the Directory Template field: P:\WORKING\%OPR%\REPORTS\%FY2%-%PER%\
Practice 5-10: Using Variables with Report Instances

We will modify the report request for the Income Statement report so that variables are used in the Directory Template and File Template fields. The file should be named using the month abbreviation and 2-digit year. The file should be saved in a folder named for the 4-digit year inside a folder called INCOME.
To use variables on the report request panel: 1. Open the xxMYINC report request.
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2. 3.
Type P:\WORKING\%OPR%\TRAIN\REPORTS\%FY4% in the Directory Template field. Type %FY2%-%APA%.XLS in the File Template field.
4. 5.
Click Save. The report request changes are saved. Click Run.
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PeopleSoft processes your request and creates a report instance. Use Windows Explorer to view the file created.
6.
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Review Questions
1. Give some examples of data that can be included in report headings using PS/nVision variables.
2.
What is an easy way to automate the naming of report instances?
3.
What are the two ways to enter a variable?
4.
When entering a formula to combine text and a variable, what is the first thing you must enter in the cell?
5.
Where do you go to change the format of an Excel date?
6.
What is the formula for text plus a variable where Report ID is the text and the variable is in cell K3?
7.
What is the formula for text plus a formatted date variable where As of Date is the text, K4 is the cell containing the variable, and the formatting desired is December 31, 2006?
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Chapter 6 Using Scopes

You use scopes in nVision to create multiple instances of a report based on specific values for a field, such as instances for each business unit, department, or product. You combine a layout with a scope using a single report request. Therefore, using scopes you can run a report once and PeopleSoft nVision automatically produces multiple reports for these specific field values.
Chapter Objectives
This chapter explains how to: Define scopes that support production of multiple report instances Use scope variables to identify instances.
Chapter Contents
This chapter contains the following lessons: Lesson 6.1: Using Scopes ......................................................................6-2 Lesson 6.2: Using Scope Variables ......................................................6-23 Review Questions.................................................................................6-41
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Chapter 6: Using Scopes
Lesson 6.1: Using Scopes

Top executives use aggregate figures, but clinic and departmental managers want to see reported results for their own areas of responsibility. By defining a scope, you can run detailed reports for the individual business units, departments, and products that make up the grand totals. For example, you can choose to run a clinic budget report for each of your clinical departments using a single layout. You can do this by defining a scope based on your department field and specifying the clinical department codes. When you submit a report request using this scope, nVision produces an instance of the budget report that differ only in the specific department. You could also use a scope to create reports on each of your areas. To do that, you would specify a scope based on the tree nodes representing your areas. The system would roll up all the detail values for each area (tree node) and produce a report for each area (tree node).
Steps in Defining a Scope

Scope definition is a single procedure, but logically it breaks down into two major parts: Defining a scope field by specifying one or more fields that will be used to generate report instances. Examples of a scope field are business unit, department, and product. Defining a scope method (tree nodes or detail values) and selecting the nodes/values.
This is the same process you went through to apply field criteria to your layout.
How Does Scope Work?

A scope stores specifications that control how nVision produces multiple instances from a single report layout. Scopes, which consist of one or more ChartFields, cause nVision to produce instances in one of three ways: By tree node. This generates an instance for each selected node or each node at a level. By detail value. This generates an instance for all detail values within one or more nodes, for all values, or for selected values. By two or more fields. This generates an instance for each unique combination of field values. For each field, values can mean either nodes or detail value.
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The number of values in the scope determines the number of instances generated. A scope is combined with a layout on the report request. The same scope can be used with many different layouts.
In the following diagram, you can see how an income statement layout is combined with a business unit scope to produce one income statement instance for each business unit.
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You use the PeopleSoft nVision Scope Definition dialog box to create a new scope. You also use this dialog box to open, edit, or delete an existing scope.
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When you click in the Fields group box you will need to define the fields you will use. You use the PeopleSoft nVision Scope Field dialog box to specify the scope field and method.
The first four options generate instances based on tree nodes; the last three options generate instances based on detail values. Option Selected Tree Nodes Description Creates an instance for each node you specify. (You select tree(s) and nodes much as you would when defining criteria.) Creates an instance for every tree node at a specified level that is a child of the specified tree node(s). (You first specify the child level, then the parent node, which might be two or more levels up the tree.) Remember, the term children only applies to tree nodes, not detail values. Creates an instance for every node at each specified tree level.
Children at a Level
All Nodes at Selected Levels
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Option Selected Summary ChartField Values Detail of Selected Parents
Description Creates an instance for each specified detail value in a summary tree. Creates an instance for every detail value that rolls up to any of the specified tree nodes. Creates an instance for each detail value you specify for a given field. Creates an instance for each detail value of the field you specify.
Selected Detail Values All Detail Values
Defining a Scope Using Tree Nodes

A scope is based on one or more ChartFields. For example, you could specify a scope based on Business Units, Departments, or Funds. Once you choose a ChartField, you must specify the values for that field by selecting tree nodes or detail values.
Practice 6-1: Defining a Scope

Scopes can only be used with layouts of the same TableSet ID. By linking scopes to Set IDs rather than business units, you can share the scopes among business units.
We will define a scope based on the department field and specify three areas using tree nodes. To define a scope: 1. 2. Open the nVision menu. Select Scope Definition.
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ThePeopleSoft nVision Scope Definition dialog box appears.
You do not need to have a layout open in order to define a scope. Scopes can be applied to any layout; they are not linked to a particular layout.
3.
Type xxDEPTNODE in the Scope Name field. This is the name that will be entered in the Scope field on the report request dialog box. Replace xx with your workstation number. In this class, you will always include your workstation number when naming objects you create.
4. 5. 6. 7.
Type Major Clinic Areas in the Description field. Verify that UTH is in the TableSet ID field. Click Add in the Fields group box. The PeopleSoft nVision Scope Field dialog box appears. Type DEPTID in the Field edit box.
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Another field, Tree Name, appears at the bottom of the dialog box.
8. 9.
Verify that the Selected Tree Nodes radio button is selected. Leave the Effective Date as todays date. This field indicates the date the scope is valid. This date works with the effective dates of ChartFields. If you wanted to run a report on historical information, you would change this date to the appropriate past date.
10. 11.
Type DEPT_ROLLUP in the Tree Name edit box. Click OK.
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The PeopleSoft nVision Tree Nodes dialog box appears.
12.
Click By Position. The tree nodes appear visually as they do on the tree.
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13.
Under Med School UT Physicians, highlight the following three nodes: INT_MED PEDIATRICS OB-GYN
14.
Click OK.
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The PeopleSoft nVision Scope Definition dialog box reappears with the selected values.
15.
Click Save. The scope definition is saved. You must click Save before you close this dialog box. Clicking OK does not save the scope.
16.
Click OK. The dialog box closes. Now we are ready to use the scope in a report.
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Practice 6-2: Running a Report Using a Scope

Create a new report request to combine the BUDGET layout with the scope we just defined. Include the Scope Field Value variable (%SFV%) as part of the file name so that each instance has a unique name. To create a report request that uses a scope: 1. 2. Open the nVision menu. Select Report Request. The PeopleSoft nVision Report Request dialog box appears.
3.
4. Field
Click New.
Most fields are cleared. Create a new report request using the following information (xx = your workstation number): Entry xxDPTBGT Area Budget Report UTP xxMYBUDGET xxDEPTNODE P:\WORKING\%OPR%\TRAIN\REPORT S\BUDGET %RID%-%SFV%.XLS Leave blank. Leave blank. Leave blank. Leave blank. File Microsoft Excel Files (.xls) On On Off
Request Name Report Title Requesting Business Unit Layout Scope Directory Template File Template Language Template Email Template Description Template Security Template Output Option: Type Output Option: Format Options: Enable nPlosion If Specified In Layout Data From Requesting BU Only Translate Summary Ledgers to Detail
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Field Main As of Date As Of Date for Trees
Entry 12/31/2011 Select the Use Main As Of Date radio button.
5.
Only the last instance remains open. The other instances are saved, but they are closed so that your system does not run out of memory.
Click Save. The new report request is saved. Click Run. The system processes your request and creates each instance.
6.
To find the other report instances: 7. 8. 9. Open the File menu. Select Open. The Open dialog box appears. Navigate to P:\WORKING\%OPR%\TRAIN\REPORTS\BUDGET. You can now see all of the report instances, one for each selected department. xxDPTBGT-INT_MED xxDPTBGT-OB-GYN xxDPTBGT-PEDIATRICS 10. 11. Click Cancel. The dialog box closes. Close the report instance and layout.
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Exercise 6-3: Defining a Scope Using Tree Nodes

In this exercise, you will define a scope on your own using tree nodes.
Instructions
Create a new scope that includes the following department groups from the Medical School UT Physicians: CORE OUTREACH Use the following information to create the scope (xx = your workstation number): Field Scope Name Description SetID Field Tree Field Type Entry xxMYDEPT Core and Outreach Depts UTH DEPTID DEPT_ROLLUP Detail of Selected Parents
Create the following Report Request (xx = your workstation number): Field Request Name Report Title Requesting Business Unit Layout Scope Directory Template File Template Language Template Email Template Description Template Security Template Output Option: Type Entry xxMYDEPT Core and Outreach Depts UTP xxMYBUDGET xxMYDEPT P:\WORKING\%OPR%\TRAIN\REPORTS\B UDGET %RID%-%DEPTID%.XLS Leave blank. Leave blank. Leave blank. Leave blank. File
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Field Output Option: Format Options: Enable nPlosion If Specified In Layout Data From Requesting BU Only Translate Summary Ledgers to Detail Main As of Date As Of Date for Trees
Entry Microsoft Excel Files (.xls) On On Off 12/31/2011 Select the Use Main As Of Date radio button.
Hints
Click on the New button on the PeopleSoft nVision Scope Definition dialog box to start a scope. Use the Detail of Selected Parents radio button. Save the scope before you close the scope dialog box. You should get 38 reports one for each department under the selected nodes.
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Defining a Scope Using Detail Values

You can create scopes using detail values from specified tables.
Practice 6-4: Defining a Detail Value Scope

We will now create a new scope based on detail values from the FUND_TBL table instead of tree nodes. To define a scope based on selected values: 1. 2. Open the nVision menu. Select Scope Definition. The PeopleSoft nVision Scope Definition dialog box appears. The last scope accessed appears. 3. 4. 5. 6. 7. 8. 9. Click New. The fields are cleared. Type xxFUNDDTL in the Scope Name field (xx = your workstation number). Type Fund Detail Values in the Description field. Type UTH in the TableSet ID field. Click Add in the Fields group box. The PeopleSoft nVision Scope Field dialog box appears. Type FUND_CODE in the Field edit box. Select the Selected Detail Values radio button.
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The Value Table field appears at the bottom of the dialog box.
10.
11.
Type FUND_TBL in the Value Table edit box.

Click OK. The PeopleSoft nVision Field Values dialog box appears.
12.
Click the
button beside the Value edit box.
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The Valid Values listbox appears.
13. 14.
Enter 39 in the Fund Code box and click Highlight the following values: 39000 UTP Administration 39750 Bellaire Health Center 39751 Bellaire Saturday Clinic 39752 Center For Aging 39753 Sienna Health Center 39754 Cinco Ranch Health Center
15.
Click OK.
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The PeopleSoft nVision Scope Definition dialog box reappears with the selected values.
16. 17.
Click Save. The scope definition is saved. Click OK. The PeopleSoft nVision Scope Definition dialog box closes.
To create a report request that uses a scope: 18. 19. Open the nVision menu. Select Report Request. The PeopleSoft nVision Report Request dialog box appears.
20.
Click New.
Most fields are cleared.
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21. Field
Create a new report request using the following information (xx = your workstation number): Entry xxFNDBGT Fund Budget UTP xxMYBUDGET xxFUNDDTL P:\WORKING\%OPR%\TRAIN\REPORTS\B UDGET %RID%-%SFV%.XLS Leave blank. Leave blank. Leave blank. Leave blank. File Microsoft Excel Files (.xls) On On Off 12/31/2011 Select the Use Main As Of Date radio button.
Request Name Report Title Requesting Business Unit Layout Scope Directory Template File Template Language Template Email Template Description Template Security Template Output Option: Type Output Option: Format Options: Enable nPlosion If Specified In Layout Data From Requesting BU Only Translate Summary Ledgers to Detail Main As of Date As Of Date for Trees
22.
Only the last instance remains open. The other instances are saved, but they are closed so that your system does not run out of memory.
Click Save. The new report request is saved. Click Run.
23.
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The system processes your request and creates each instance.
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Exercise 6-5: Defining a Scope Using Detail Values

In this exercise, you will define a scope on your own.
Instructions
Create a new scope that includes the following FUNDS: 27000 - UTP CIP - Misc 28001 - UTP Capital Assets 39000 - UTP Administration Use the following information to create the scope (xx = your workstation number): Field Scope Name Description SetID Field Values Table Entry xxMYFUNDS UTP Capital and Admin UTH FUND_CODE FUND_TBL
Hints
A layout does not need to be open to create a new scope. There is no link between layouts and scopes. Click on the New button on the PeopleSoft nVision Scope Definition dialog box to start a scope. Use the Selected Detail Values radio button to select the two funds. Save the scope before you close the scope dialog box.
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Lesson 6.2: Using Scope Variables

In Module 5, Using nVision Variables and Excel Features, you learned how to use report and date variables to include identifying information in report headers. PS/nVision also provides several scope variables that supply values that are specific to report instances. The scope-related variables are listed in the table below. Variable SCN SCD SFN SFV SFD STN STD SLN SLD BUV BUN DES Name Scope Name Scope Description Scope Field Name Scope Field Value Scope Field Description Scope Tree Name Scope Tree Description Scope Tree Level Name Scope Tree Level Description Business Unit Name Business Unit Description Scope Descriptive Field Sample Value DEPARTMENT Sales Departments DEPTID ADMIN Administration MFG_PRODUCTS Products DIVISION Instances for each Division US001 US Manufacturing FINDEVELOP
When to Use Scope Variables

If you plan to use a layout in conjunction with a scope, you should include scope variables in your report heading to help you identify and distinguish report instances based on the same layout. If you are running a report that contains a scope, you should include a scope variable in your report request to name your directories and/or files so that your report instances do not overwrite each other. The most common values to use are SFV (Scope Field Value) and SFD (Scope Field Description). These values are derived from different locations depending on whether the report is based on tree nodes or detail values. Type Tree Node Detail Value SFV Short Description Code Identifier (value) SFD Long Description Long Description
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Scope Variables in Report Requests

There are three fields where you can use scope-related variables in your report request: File Template field (for example, %SFV% or %SFD%). Each report
You can combine instance would be named after the scope. more than one variable in the File Directory Template field (for example, c:/temp/%SFV%). Each report Template or Directory Template instance would be saved to a directory named after the scope value. fields. For example, you could enter the following in the Language Template field (Not used at UTHeatlh). Directory Template field: c:\user\reports\%FY2%%SFV%\. Before you use this feature, you should establish a standard file storage and
naming convention for report instances. If you will be storing report
instances on network drives, it is important for the company to adopt a file storage method for everyone to follow.
Scope Variables in Worksheet Layouts

Use scope-related variables on your layout to help you identify all report instances that are based on the same layout. Placing a scope-related variable such as %SFV% or %SFD% in the report heading can help you immediately identify the instance you are viewing.
Practice 6-6: Entering Scope-Related Variables

Lets clone our Income layout and enter scope-related variables so that we can use the layout with the department detail values scope. We will first add the scope field value (SFV) to the layout so that we can distinguish the report instances. We will then create a report request that names the instances using this same scope field value and stores the instances in a directory using the scope field name (SFN). When the report is run, the variables will be replaced with the following values from the xxFUNDDTL scope definition. SFV = 39000, 39750, 39751, 39752, 39753, 39754 SFN = FUND_CODE To clone a layout and enter scope-related variables: 1. 2. Open the nVision menu. Select Open Layout. The Open nVision Layout dialog box appears.
3. 4.
Highlight xxMYINCOME.xnv. Click Open.

The layout appears.
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5. 6.
7. 8. 9. 10. 11.
Open the nVision menu. Select Save As Layout.

The Save As nVision Layout dialog box appears. Type xxMYFNDINC in the File name field (xx = your workstation number). Click Save. The new layout is created. Type %SFV% in cell B5. Press <Enter>. Click the Save button. Your changes to the layout are saved.
Now we are ready to create a new report request that names each instance based on the scope field value. We will also put the instances in a special directory. To enter scope-related variables in a report request: 12. 13. 14. 15. Field Request Name Report Title Requesting Business Unit Layout Scope Directory Template File Template Language Template Email Template Description Template Open the nVision menu. Select Report Request. The PeopleSoft nVision Report Request dialog box appears. Click New. Most fields are cleared. Create a new report request using the information in the table below (xx = your workstation number): Entry xxFNDINC Fund Income Statement Detail UTP xxMYFNDINC xxFUNDDTL P:\WORKING\%OPR%\TRAIN\REPORT S\%SFN% %SFV%.XLS Leave blank. Leave blank. Leave blank.
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Field Security Template Output Options: Type Output Options: Format Options: Enable nPlosion If Specified In Layout Data From Requesting BU Only Translate Summary Ledgers to Detail Main As of Date As Of Date for Trees
Entry Leave blank. File Microsoft Excel Files (.xls) On On Off 12/31/2011 Select the Use Main As Of Date radio button.
16. 17.
Click Save. The new report request is saved. Click Run and watch the Excel title bar. The system processes your request and creates each instance. Only the last instance remains open. The other instances are saved, but they are closed so that your system does not run out of memory.
To find the other report instances: 18. 19. 20. Open the File menu. Select Open. The Open dialog box appears. Navigate to P:\WORKING\%OPR%\TRAIN\REPORTS. Notice a new directory was created called FUND_CODE, the scope field name. 21. Open the FUND_CODE folder.
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You can now see all of the report instances, one for each selected department.
22. 23.
Click Cancel.
The dialog box closes.
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Exercise 6-7: Adding Scope-Related Variables

In this exercise, you will practice adding scope-related variables to an existing layout.
Instructions
Add the following variables to your income statement layout (xxMYINCOME): Scope Name Scope Field Name Scope Field Description Make them display as: DEPTID: 29900017-Finance Run the xxMYINC report request with the following changes: Add the xxMYDEPT scope. Using this scope a report instance will be created for each detail value (Department) selected. Have nVision make the directory P:\WORKING\%OPR%\TRAIN\REPORTS\%FY4%-%PER% Make the file name for each report the scope field value.
Hints
You may need to add additional rows to your income statement to accommodate the new information. You can add the variables using the PeopleSoft nVision Layout Definition dialog box or by typing the variable directly in the cell. You may want to combine text with these variables so that they are clearly identified in the report. Refer to Chapter 5, Using nVision Variables and Excel Features, for instructions on how to combine text and variables.
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P:\WORKING\%OPR%\TRAIN\REPORTS\2012-4\
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Using the DES Scope-Related Variable

The DES variable is the scope descriptive variable. These variables are userdefined and retrieve text information from either a detail value table or the tree node table. For example, if your scope is based on DEPTID and you want the department managers name printed on each report instance, you use the DES variable. If tree nodes specify the scope field, DES is retrieved from the tree node table. If the scope field is specified by detail values, DES is retrieved from the table containing the detail values for the particular field, such as the department table. When you select the DES variable in the PeopleSoft nVision Variables dialog box, three additional fields appear, as seen in the screen print below.
To retrieve the DES variable, you must enter the Scope Field and then either the Field on Detail Value Table or Field on Tree Node Table fields depending on how the scope field is defined. Using the example of the department managers name, you would enter DEPTID in the Scope Field field. You would then enter Manager_Name in the Field on Detail Value Table field. Therefore, the department managers name would appear on each report instance.
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Practice 6-8: Using the DES Variable

Let's use the DES variable to display the department managers name on our income statement. To use the DES variable: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Open the nVision menu. Select Open Layout. The Open nVision Layout dialog box appears. Highlight xxMYINCOME.xnv. Click Open. The layout appears. Place your cursor in cell B6. Right Click and click Insert and choose Entire Row Click OK. Make sure your cursor is still in cell B6 Open the nVision menu. Select Layout Definition. The PeopleSoft nVision Layout Definition dialog box appears. Click Variable. The PeopleSoft nVision Variables dialog box appears. Select the Scope-Related radio button. The options in the Variables box change. Highlight DES in the Variables box.
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Three fields are added to the dialog box.
14. 15. 16. 17.
Type DEPTID in the Scope Field edit box. Type MANAGER_NAME in the Field on Detail Value Table edit box. Click OK. The dialog box closes. Click the Save button. The changes are saved.
To run the report: 18. 19. 20. 21. 22. 23. 24. Open the nVision menu. Select Report Request. The PeopleSoft nVision Report Request dialog box appears. Click Open. Enter UTP for the Business Unit Select xxMYINC Click OK. Make sure your report request looks like this:
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The directory template is only partially displayed here make sure yours is set to the following:
P:\WORKING\%OPR%\TRAIN\REPORTS\%FY4%-%PER%
25. 26. Click Save. Click Run. The system processes your request. The managers name appears in the heading of each report instance.
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Only the last instance remains open; the other instances are saved, but closed so your system does not run out of memory. NOTE: The instances created in the last exercise were replaced with the new instances containing the manager name. 27. Close the report instance and layout.
Defining Multiple Field Scopes

You can also define scopes that are based on two or more ChartFields, such as department and fund. You will get a report instance for each combination. You can, for example, choose to run the budget report so that you get a budget report for each of the specific departments for a shared fund.
Instance A1 (.xls)
Scope Definition 3 DeptID Values (A, B, C) 2 Fund Code Values (1,2) 3 x 2 = 6 Potential Instances
Instance B1 (.xls)
Instance C1 (.xls) nVision Layout (.xnv) Report Request with Scope Instance A2 (.xls)
Instance B2 (.xls)
Instance C2 (.xls)
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Practice 6-9: Defining Multiple Field Scopes

To practice defining multiple field scopes, we will add the departments 29900000, 29900013 and a Blank department to the xxMYFUNDS scope. We will then modify the xxDPTINC layout and add variables to display this new information. To define multiple field scopes: 1. 2. 3. 4. Open the nVision menu. Select Scope Definition. The PeopleSoft nVision Scope Definition dialog box appears. Click Open. The PeopleSoft nVision Open Scope Definition dialog box appears. Click Get List. The Scope Names appear in the dialog box.
5. 6.
Highlight xxMYFUNDS for UTH. Click OK. The PeopleSoft nVision Scope Definition dialog box reappears with the values for this scope.
7. 8.
Click Add in the Fields group box. The PeopleSoft nVision Scope Field dialog box appears. Type DEPTID in the Field edit box.
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9. 10. 11.
Select the Selected Detail Values radio button. The Value Table field appears. Type DEPT_TBL in the Value Table edit box. Click OK. The PeopleSoft nVision Field Values dialog box appears.
12. 13. 14. 15.
Click the checkbox for Add Blank Value Click the button beside the Value edit box.
The Valid Values listbox appears. Enter 299 in the Department Field Highlight the following detail values: 29900000 29900013 16. Click OK.
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The PeopleSoft nVision Scope Definition dialog box reappears with the added values.
(None) represents the blank value. This needs to be used with Plant Funds since no department is specified. 17. 18. Click Save. The changes to the scope are saved. Click OK. The PeopleSoft nVision Scope Definition dialog box closes.
When using a multiple-field scope you might not want nVision to generate an instance of the report for every possible combination of ChartField values in the specified fields. To limit the report to certain combinations of values you can link the scope to a Field Combination Table that lists the allowable combinations.
To use this modified scope with the xxMYINCOME layout, we need to add variables to the layout to identity the combination of fields. We need to apply the scope field value for Department in one cell and the scope field value for Fund in a different cell. To add variables to the report layout: 19. 20. Open the nVision menu. Select Open Layout. The Open nVision Layout dialog box appears.
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21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36.
Highlight xxMYBUDGET.xnv. Click Open. The layout appears. Insert 2 rows between rows 5 and 6. Select cell B6. Open the nVision menu. Select Layout Definition. The PeopleSoft nVision Layout Definition dialog box appears. Click Variable. The PeopleSoft nVision Variables dialog box appears. Select the Scope-Related radio button. The options in the Variables box change. Highlight SFV in the Variables box. A field is added to the dialog box. Type FUND_CODE in the Scope Field edit box. Click Apply. The variable is applied to the selected cell. Click the down arrow button in the Navigate group box. Cell B7 is selected. Select the Scope-Related radio button. The options in the Variables box change. Highlight SFV in the Variables box. A field is added to the dialog box. Type DEPTID in the Scope Field edit box. Click OK. The variable is applied to the selected cell and the dialog box closes.
37.
Click the Save button. The changes to the layout are saved.
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Practice 6-10: Modifying the Report Request

Lets modify the xMYBDGT report request so that the directory is named after the FUND and the file is named after the DEPARTMENT. To modify the report request: 1. 2. 3. 4. 5. Open the nVision menu. Select Report Request. The PeopleSoft nVision Report Request dialog box appears. Open the xxMYBDGT report request. Add the Scope XXMYFUNDS. In the Directory Template field, type P:\WORKING\%OPR%\TRAIN\REPORTS\%SFV.FUND_COD E%. The directory will be the fund field value. Type DPT-%SFV.DEPTID%.XLS in the File Template field. The report instance file name will be the department field value. Click Save. The changes to the report request are saved. 8. Click Run. The system processes your request and the last instance remains open. To find the other report instances: 9. 10. 11. Open the File menu. Select Open. The Open dialog box appears. Navigate to P:\WORKING\%OPR%\TRAIN\REPORTS. Notice a new directory was created for each Fund ID (27000,28001, and 39000). 12. Open the 28001 folders. You can now see a report instance for each Deptid.
6. 7.
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The Blank Department shows up with a file name of DPT_.xls.
14. 15.
Click Cancel. The dialog box closes. Close the report instance and layout.
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Review Questions
1. True or False? To define a scope, a layout must be open.
2.
How do you apply a scope to a layout?
3.
What does the SFV variable retrieve?
4.
Name two important uses of scope variables.
5.
When would you use the DES variable?
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Chapter 7 Using DrillDown

Where did that number come from? is a question that seems to come up repeatedly. To address that question PS/nVision includes DrillDown. This chapter shows how to use this feature.
Chapter Objectives
This chapter explains how to: Use DrillDown to obtain detailed information behind report amounts
Chapter Contents
This chapter contains the following lessons: Lesson 7.1: Understanding DrillDown .....................................................7-2 Lesson 7.2: Drilling Down in a Report .....................................................7-5 Review Questions.................................................................................7-12
7-1
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Chapter 7: Using DrillDown
Lesson 7.1: Understanding DrillDown

In PS/nVision, DrillDown is a way to automatically generate supporting detail behind any amount on a report. This feature is extremely useful when reporting is done at a high level of summarization, since it provides underlying details when and where they are needed. DrillDown enables you to select a cell in your report (XLS file) and expand it according to new criteria contained in the child layout. For example, if you select an amount in your income statement and drill down using the Account & Department child layout, a new report is generated showing you how the amount is split among the departments. Each time you drill down, the system re-tabulates the data. Therefore, if you drill down in a past report, the DrillDown shows current data.
DrillDown Layouts
There are several DrillDown layouts that are standard with PeopleSoft. You can also create your own DrillDown layout but that is beyond the scope of this class. The standard layouts can be accessed from the Drill menu when you are viewing a report. Listed below are some of the DrillDown layouts, which are standard with PeopleSoft. Their names accurately describe their effects in expanding a given summary figure into supporting detail. There are more delivered drilldowns than just this list. Business Unit by Period
You can access the standard layouts as well as any custom layouts by selecting DrillDown from the nVision menu when a report instance is displayed.
Business Unit by Account Business Unit by Department Account by Period Account by Department Account by Business Unit Department by Period Department by Account Department by Product Product by Department Journal Lines AP Detail
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DrillDown Mechanics
You will use DrillDown more effectively if you understand the following concepts: DrillDown layouts. The DrillDowns you see in the Drill menu are nVision layouts. PeopleSoft delivers several DrillDown layouts with its General Ledger software. Parent and child layouts. The original report layout (the one that produced the report instance from which you are drilling down) is the parent, and the DrillDown layout is the child. Inheritance of criteria. Child layouts inherit criteria from their parents. The additional criteria usually relate to fields that are not referenced by the parent report. Child layouts do not inherit all criteria in all circumstances. In some cases, ledger criteria specified in child layouts can override their parent layout counterparts. An example is a child layout that nPlodes columns for Actuals, Budget, and Variance. Simplicity of child layouts. Child layouts usually have one data row and one data column, because you generally do not need to expand data in the parent report in more than two dimensions. Multi-level DrillDown. Having produced a child report instance with DrillDown, you can then produce a grandchild report. Simply select a cell in the child instance and drill down further using a different DrillDown layout. Saving DrillDown reports. DrillDown instances are not automatically saved. To save a DrillDown, you must select Save As and rename the report. AutoDrill. For query based matrix reports, it goes to the details using the same query that produced the summarized report. For ledger based matrix reports, it goes to a predefined layout as defined with Excels Insert, Name, Define command.
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Possible DrillDown Scenarios

The diagram below illustrates three different drilldown scenarios. Drilldown can be performed multiple times using matrix layouts. Once a tabular layout is used, it is not possible to drill further.
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Lesson 7.2: Drilling Down in a Report

The DrillDown feature is available anytime you view a matrix report. You can continue to DrillDown until you reach a tabular report. When you drill down in a report, the nVision menu contains two new options related to DrillDown. We will use these options in our group practice. Menu Option Jump Back ReDrill Description After you have created a DrillDown instance, Jump Back redisplays the parent layout. ReDrill runs the DrillDown you ran previously, using the current cell as the source.
You must have NVSUSER.XLM open to have Drill on the Excel menu and the PS/nVision shortcut icons on the right.
The PS/nVision shortcut buttons are located along the right side of the screen. Most of the buttons pertain to the DrillDown function.
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Practice 7-1: Drilling Down

We will drill down on one of the amounts in the balance sheet. We will use the Account by Period, Account by Department, and Journals Lines drilldown layouts To run a report: 1. 2. 3. 4. Open the nVision menu. Select Report Request. The PeopleSoft nVision Report Request dialog box appears. Click Open. The PeopleSoft nVision Open Report Request dialog box appears. Click Get List.
A list of all business units and their report requests appears. 5. Highlight UTP in the Business Unit list. A list of all report requests for the UTP business unit appears in the Report Request list box. 6. 7. Highlight XXMYBAL2 in the Report Request list. Click OK.
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The Report Request panel, complete with the field values from the retrieved request, appears.
8. 9. 10.
Turn off Enable nPlosion If Specified In Layout. Click Save. Click Run.
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The system processes your request and the report instance appears.
This report is based on a matrix layout. Therefore, we can drill down on any of the amounts that are not formulas to see more detail. Lets perform the first drill on the Assets amount. To drill down using the Account by Period Layout: 11. 12. 13. Select cell E6 (Assets). Open the Drill menu. Select Account by Period.
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PS/nVision creates a new worksheet showing a breakdown of the original amount by account and period.
14. 15. 16. 17. 18.
Open the nVision menu. Select Jump Back. Your original report reappears. Select cell E9 (Liabilities). Open the nVision menu. Select ReDrill. The system performs the same drill (Account by Period) on this amount.
19. 20.
Open the nVision menu. Select Jump Back. Your original report reappears.
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DrillDown reports are neither saved nor closed. They are worksheets, just like any other xls file, and you can print or save them. Lets close those worksheets now. To close a worksheet: 21. 22. 23. 24. 25. 26. 27. 28. Open the Window menu. A list of all open files appears. Select the first DrillDown worksheet. Open the File menu. Select Close. The first DrillDown is closed. Open the Window menu. Select the other DrillDown worksheet. Open the File menu. Select Close. The second DrillDown is closed. Now lets drill down using the Account by Department layout. To drill down using the Account by Department layout: 29. 30. 31. Select cell E10 (Equity). Open the Drill menu. Select Account by Department. PS/nVision creates a new worksheet showing a breakdown of the original amount by account and department. If the DrillDown report was created with a matrix layout, you can drill down again. Lets drill down using the Journal Lines layout. To drill down using the Journal Lines layout: 32. 33. 34. Select cell G42. Open the Drill menu. Select Journal Lines. PS/nVision creates a new worksheet showing a breakdown of the original amount by journal lines. 35. 36. Close both DrillDown worksheets. Your original report reappears. Close all the worksheets.
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Exercise 7-2: Drilldown on Income

In this exercise, you will practice drilling down in a report on your own.
Instructions
Run the Income Statement using the XXNPLODE report request for UTP with no nPlosion and answer the following questions using the various DrillDowns: What is the total amount for Lease Payment Revenue (41022) in period 2 of 2012? What is the total expense amount for General Surgery (25928409) for 2012 period 4? How many journal lines make up the expense for General Surgery (25928409) in 2012 period 4? How much did Family Medicine (25340034) spend in 2012 Period 3 on Postal Expense (67291)?
Hints
Make sure that Enable nPlosion If Specified In Layout is off before running the report request. Don't forget you can drilldown on some drilldown reports
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Review Questions
1. From which kind of cells (in a worksheet containing a report instance) can you drill down?
2.
True or False? PS/nVision DrillDown reports are automatically saved?
3.
How does the ReDrill option on the PS/nVision menu work?
4.
How do you return to the previous panel after drilling down?
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Chapter 8 Running nVision Reports on the Web

In this chapter, you will learn about running report requests using the PeopleSoft browser interface.
Chapter Objectives
This chapter explains how to: Define a report scope Set up a report requests Run PS/nVision reports Set up Report Books
Chapter Contents
This chapter contains the following lessons: Lesson 8.1: Running Reports from the Browser .....................................8-2 Lesson 8.2: Setting Up Report Requests ................................................8-6 Review Questions.................................................................................8-18
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Chapter 8: Running nVision Reports on the Web
Lesson 8.1: Running Reports from the Browser

You can create and run PeopleSoft report requests from the browserbased PeopleSoft interface. You may also group reports that are to be run together into Report Books.
For nVision reports to run on the web in HTML format, Microsoft Office 2000 must be installed on the PS/nVision report server.
You may choose to run your nVision reports from the browser. To do this you must set up internet versions of your report requests and scope definitions. When you run your reports on the web, the final report may be in Excel or HTML formats. You may run DrillDown from either type of report.
Creating Scope Definitions

You create and use scope definitions in much the same way that you did in the Windows client version. The process still breaks down into two major parts: Defining a scope field by specifying one or more fields that will be used to generate report instances. Examples of a scope field are business unit, department, and product. Defining a scope method (tree nodes or detail values) and selecting the nodes/values. If the scope is based on a value table linked to an e-mail address or user ID, you can e-mail the report to the specified individual or have it posted to the Report Manager of the person with the specified user ID. You find or add a scope definition by following this path: Reporting Tools PS/nVision Define Scope
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This is the web-based Scope Definition page.
These are the fields on the Scope Definition page: Field SetID Report Scope Description Business Unit Field Combination Table Scope Fields group box Field Name Indicates the field on which the scope is based. This could be department, account, or any other valid field. Defines how the scope field will be used. The Description The SetID that will own the scope request. The name given to the scope when created. A short description of the scope that indicates what it is for. The business unit to which the scope is applied, if needed. Specify a field combination table to generate an instance of the report for all valid combinations on that table.
How Specified
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Field
Description selection made here will indicate whether you select a tree or value table in the next field. Indicates that the selected tree is keyed by a specific business unit, if applicable. The name of the tree on which the scope is based, if the How Specified options indicate a tree. The tree level to use in the scope, if applicable. Node or detail values to be included.
Business Unit Keyed Tree Tree Name Level Select Value
Practice 8-1: Defining a Browser-Based Scope

We will define a browser-based scope based on the department field and specify three areas using tree nodes. To define a scope: 1. 2. 3. 4. Open the Reporting Tools menu. Open the PS/nVision menu. Select Define Scope. The Scope Definition Find an Existing Value page appears. Click the Add a New Value tab. The Scope Definition Add a New Value page appears.
5. 6.
Select UTH as the SetID. Type xxDPTWEB in the Report Scope field. This is the name that will be entered in the Scope field on the report request dialog box.
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Replace xx with your workstation number. In this class, you will always include your workstation number when naming objects you create. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Click .
The Scope Definition page appears. Type UTP Area Departments in the Description field. Enter UTP in the Business Unit field. Type DEPTID as the Field Name. Select Detail - Selected Parents from the How Specified dropdown list. Select DEPT_ROLLUP as the Tree Name. Select DEPARTMENT as the Level. Select CORE as the first (Select) Value field. Click to add a new row.
Use steps 14 and 15 above, to select the following two nodes: CV_SURGERY OUTREACH
17.
Click
The definition is saved.
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Lesson 8.2: Setting Up Report Requests

In order to run an nVision report, you must have a report request. These may be set up in the Windows client or the web browser. Use the Define Report Request page to create report requests. You find or add a report request by following this path: Reporting Tools PS/nVision Define Report Request
nVision Report Request Page

This is the Define nVision Report Request page:
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These are the fields on Define nVision Report Request page: Field Business Unit Report ID Report Title Layout Copy to Another Business Unit/Clone Delete this Report Request Transfer to Report Books Process Monitor Report Manager Share this Report Request Description The Business Unit that will own the report request. The name assigned to the report request when created. The title you give to the report. This will print as the report title. The layout definition to retrieve for the report. This is the .xnv format. Displays the Copy Report Request page, where you can copy a request from one Business Unit to another. Deletes the report request Displays the page Takes you to the Process Monitor. Takes you to the Report Manager. Takes you to the Share Report Request page, where you can allow access to the report request by other users.
Report Date Selection group box As of Reporting Date Select the value. If you select Specify, you must designate the date to use in the field that appears to the right. This determines the reporting period by determining how the TimeSpans will be used. Select the as of date to apply to the tree that works in conjunction with the As Of Reporting Date.
Tree As Of Date
Output Options group box Type Format Scope and Delivery Templates Indicates how the report will be distributed. Choices include Email, File, Printer, or Web. Indicates the report file format Microsoft Excel (.xls) or HTML (.htm). Hyperlink that takes you to a new page to enter information regarding the delivery of the report.
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Scope and Delivery Templates Page

This is the page to enter delivery template options that you access through a hyperlink on the Report Request page, when the Output Type is Web or Window:
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The fields on this output page will differ depending on the output option selected on the nVision Report Request tab. For Web or Window output, fields to use on this page include: Field Report Scope Folder Name Directory Name Template Description Indicate the scope to use to create multiple instances, if applicable. The name of the folder where the report instance(s) will be created. You may use variables to name this. Assign or use variables to indicate the PS/nVision report server directory in which to create instances. This will automatically default to the value indicated in the configuration setting for the Process Scheduler nVision reports. Describes the report instances to be identified in the Report Manager. You can use variables so that descriptions are created dynamically. Assigns specific users or roles access to the report instances in the Report Manager. For a user, type U:<userID>. For a role, type R:<rolename>. You may use the
Content Description Template Security Template
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When the Output Type is File or Printer, the Scope and Delivery Templates page looks like this:
For File or Printer output, fields to utilize on this page include: Field Report Scope Directory Name Template Description Indicate the scope to use to create multiple instances, if applicable. Assign or use variables to indicate the PS/nVision report server directory in which to create instances. This will automatically default to the value indicated in the configuration setting for the Process Scheduler nVision reports. Enter a file name or variables to create file names. The %RID% variable will default if the field is left blank.
File Template
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When the Output Type is Email, the Scope and Delivery Templates page looks like this:
For E-mail output, fields to use on this page include:

Field Report Scope File Template Directory Name Template Description Indicate the scope to use to create multiple instances, if applicable. Enter a file name or variables to create file names. Assign or use variables to indicate the PS/nVision report server directory in which to create instances. This will automatically default to the value indicated in the configuration setting for the Process Scheduler nVision reports. Enter a list of Email addresses. You may also choose variables to create this.
Email Template
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Advanced Options Page

The Advanced Options page gives you the opportunity to further change the specifications on the report request. Click the tab to access the page.
The options on this page include: Field Enable nPlosion if Specified on Layout Translate Summary Ledgers to Detail Data from Requesting B.U. only Language Description Indicates that nPlosion will be activated if designated in the layout criteria. Indicates that summary ledger information utilized will be translated to the detail ledger equivalents. Indicates that all data returned should be only for the requesting business unit. If not selected, information from all business units will be included. Indicates a language into which the report instances should be translated. This only will work if the layout recognizes language features and the strings and
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Field Enter Delivery Template Options View All
Description alternate language tables exist in PeopleSoft. Allows you to verify or change all entry fields in the Delivery Template.
Practice 8-2: Creating a Report Request

Create a report request to run the XXMYBDGT report. To create a report request: 1. 2. 3. Open the Reporting Tools menu. Open the PS/nVision menu. Select Define Report Request. The PeopleSoft Report Request search page appears.
4. 5. 6.
Click the Add a New Value tab. The Report Request Add a New Value page appears. Enter UTP as the Business Unit. Enter xxCFWEB as the Report ID. Replace xx with your workstation number. In this class, you will always include your workstation number when naming objects you create.
7. 8.
Click ADD. Complete the remaining report request fields as follows: Field Report Title Description Statement of Cash Flows
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Field Layout
Description UTP_STMT_CASHFLOWS
Report Date Selection group box As of Reporting Date Reporting Date Tree As Of Date Specify 09/30/2011 Select the as of date to apply to the tree that works in conjunction with the As Of Reporting Date.
Output Options group box Type Format Web Microsoft Excel Files (*.xls)
9.
Select the Scope and Delivery Templates link.
10.
Fill In the following fields: Folder Name Leave blank Directory Name Template Leave blank Content Description Template - %RTT%
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Security Template Leave Blank 11. 12. Click OK. In the Advanced Options tab fill in the following fields Enable nPlosion if Specified in Layout: On Translate Summary Ledgers to Detail: Off Data from Requesting B.U. Only: On Time-out Minutes: Leave Blank Language: Leave Blank 13. 14. 15. 16. 17. Click SAVE. The report request is saved. Display the nVision Report Request tab. Click Request page. Click OK. The system processes your request. When finished, the report instance(s) are available for viewing via the Report Manager. . This displays the Process Scheduler
In the Server Name field, select PSNT.
Practice 8-3: Using Report Manager to View Your Report

Use the Report Manager to view the nVision report. To view the report: 1. 2. 3. Open the Reporting Tools menu. Select Report Manager. The Report Manager page appears. Click the Administration tab. The Administration page appears displaying the status of the nVision report. 4. Click on the name of the report. The report opens for review.
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Understanding Report Books

You will use Report Books to group PS/nVision reports for specific Run Control IDs. These can be run and scheduled through the Process Scheduler without having to run each report individually. Report Books give you the options of: Running a group of reports using a single Process Scheduler request Turn off reports not needed but keep them in the Report Book Running all reports using the same As of Date and Tree dates
Procedure: Creating a Report Book Definition

Create a report book definition using the procedure steps shown below. To run a report book: 1. 2. 3. 4. 5. 6. 7. 8. 9. Select Reporting Tools. Select PS/nVision. Select Define Report Book. Select Add a New Value. Type xxReportBook and click Add. Select the As of Date option to use for the report requests in this book. Select Specify and enter the date 12/31/2011. Tree Effective Date leave as the default Use As Of Reporting Date. In the Report Requests section, enter the Business Unit and Report ID for each report to be run in this group. UTP TRNCF UTP TRNBS UTP TRNIS 10. 11. 12. Add additional reports as needed. Click on the Run button. The Process Scheduler Request dialog box appears. Select the PSNT Server.
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Output Destination functions are not available for this process. The PS/nVision report instances will save to the directory path specified on the Report Request Directory Template (or in the default directory path specified in Configuration Manager) and will print only if that option has been selected on the Report Request. 13. Click OK. The Process Scheduler will activate PS/nVision and run each Report Request. 14. 15. When the process is complete, check the Report Manager for a status of Success and to view the reports. Review the results.
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Review Questions
1. Can you set up a single Report Books definition to run reports from more than one Business Unit?
2.
What options can you use on the web?
3.
Where are the report instances saved when you run reports using Report Books?
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Chapter 9 Feeding Query Results to nVision

You can use a query as selection criteria in both matrix and tabular layouts. Using a query as selection criteria in a matrix layout allows nVision to extend its matrix reporting capabilities to tables other than the general ledger.
Chapter Objectives
This chapter explains how to: Select a query for use as selection criteria in a matrix layout Select a query for use as selection criteria in a tabular layout
Chapter Contents
This chapter contains the following lessons: Lesson 9.1: Understanding Queries & Layouts .......................................9-2 Lesson 9.2: Defining Query Criteria for Matrix Layouts ...........................9-6 Lesson 9.3: Defining Query Criteria for Tabular Layouts.......................9-14 Review Questions.................................................................................9-21
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Chapter 9: Feeding Query Results to nVision
Lesson 9.1: Understanding Queries & Layouts

PS/nVision implicitly assumes you want it to summarize the total amount field from the ledger tables. In most cases that is exactly what you want. Occasionally, however, you want to bring other data, non-ledger data, into nVision reports. For example, you can retrieve the total of all accounting entries in your AP system that have posted to the Accounts Payable account in GL for a particular period. When you want to use non-ledger data in nVision, you must define query criteria in your layout.
Matrix Layout v. Tabular Layout

There are two types of PS/nVision layouts. The major difference between the layout types is how they specify the data to retrieve. Matrix layouts have data selection criteria associated with columns and with rows in the spreadsheet. The data retrieved for an individual cell is determined by combining the criteria for its column and its row. Tabular layouts use a query, created in PeopleSofts Query application, to retrieve data. In other words, it returns raw, detailed query results rather than summarized amounts. In general, matrix layouts are more appropriate for summarized reporting while tabular layouts are more appropriate for detailed reporting. To create a conventional income statement, you would use a matrix layout. If, on the other hand, you want a listing of all the journals from your payroll system, you would create a tabular layout. With a matrix layout you have the option of pulling data directly from a ledger (for example, Actuals, Budget, Summary) or using data from a query. With a tabular layout, the data must come from a query. Both matrix and tabular layouts can be used as stand-alone nVision reports or as DrillDown layouts, inheriting criteria from a parent report. You can DrillDown to a tabular layout but you cannot DrillDown from a tabular layout.
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Example of a Matrix Report
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Example of a Tabular Report
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Using a Query in a PS/nVision Report

The following report uses queries to retrieve non-ledger data:
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Lesson 9.2: Defining Query Criteria for Matrix Layouts

You can specify data from a PeopleSoft Query for your matrix layout. The steps for applying query criteria are similar to the steps for applying ledger criteria. You first select an area of the spreadsheet (for example, a row) and then apply the query criteria using the PeopleSoft nVision Layout Definition dialog box.
Rules for Query Design for Matrix Layouts

The following rules apply to query design in order for the query to be used in nVision:
The aggregate column should have a suitable heading. Accordingly, if the aggregate is based on an expression, you should provide heading text for that column in the query.
The query must contain a value that is the result of an aggregate function. Only fields with a SUM, COUNT, or other aggregate type can provide data values to a PS/nVision report. The aggregate column must be selected as part of the query result set. You use the PeopleSoft nVisionLayout Definition dialog box (Source tab) to specify the Type as Query and other query criteria.
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Field Query Name Query Result Column
Description Use the drop down listbox to select a query from the available queries that are defined in your database. Displays the aggregate (summary) columns available in the query you selected. These are the only columns that you can select to deliver amounts to your report. You can associate a TimeSpan with the query by entering the TimeSpan here. Specifying a TimeSpan is valid only if the table being queried contains both the Fiscal_Year and Accounting_Period fields. nPlode the TimeSpan to show a breakdown of the individual period. This option is very useful in Drilldown layouts when the criteria will be inherited from the parent layout. Use this option when dealing with account types that usually have credit balances (Liabilities, Equity, and Revenue).
TimeSpans
NPlode TimeSpans
Reverse Sign
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Practice 9-1: Using a Query in a Matrix Layout

We will use the following Query: UT_NVISION_TRAINING_SUM. This query has the following fields and gives a count of assets for each Business Unit, Department, and Manager.
To create a matrix layout: 1. 2. 3. 4. Go to Excel (PS/nVision). Open the nVision menu. Select New Layout. The Create New nVision Layout dialog box appears. Type xxMYASSET in the File name field.
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Replace xx with your workstation number. In this class, you will always include your workstation number when naming objects you create. 5. 6. 7. 8. Make sure it is saving to P:\WORKING\%OPR%\TRAIN\LAYOUTS Click Save. The new layout is created. Open the nVision menu. Select Layout Definition. The PeopleSoft nVision Layout Options dialog box appears.
9. 10. 11. 12. 13. 14.
Make sure the Matrix Layout Sheet radio button is selected. Type UTH in the Setid field. Type todays date in the Effective Date field. Click OK twice. The PeopleSoft nVision Layout Definition dialog box closes. Select cell B2. Type %RTT%.
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15. 16. 17.
Press <Enter>. Format the text in cell B2 to be bold and 16 point. Enter a text label "Asset Count" in cell E4 and increase the size of the column to fit the label. We will use the label feature of PS/nVision to generate text labels for the rows.
Now we are ready to define the query criteria in column E. To define query criteria: 18. 19. 20. 21. 22. 23. 24. Highlight column E. Open the nVision menu. Select Layout Definition. The PeopleSoft nVision Layout Definition dialog box appears. Click Source. For Type select Query. Select UT_NVISION_TRAINING_SUM in the Query Name field. Click Get List. The summary columns for this query appear in the Query Result Column box.
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Only summary (aggregate) columns can be used in query criteria. Hence only those columns are listed in the Query Result Column. 25. 26. 27. Highlight Count Tag Number. This will give you the number of Assets. Click Apply. The criteria are applied to the selected column. Click OK. The criteria are applied to the selected column and the dialog box closes. 28. Click the Save button. The changes are saved. Now lets enter our Departments as row criteria starting on row 5. To define row criteria for regions: 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. Highlight row 5. Open the nVision menu. Select Layout Definition. The PeopleSoft nVision Layout Definition dialog box appears. Click Filter. The Filter tab appears. Click Add. The PeopleSoft nVision Filter Criteria dialog box appears. Type DEPTID in the edit box. Make sure the Selected Tree Nodes radio button is selected. Type DEPT_ROLLUP in the Tree edit box. Click OK. The PeopleSoft nVision Tree Nodes dialog box appears. Click By Position in the Get List group box. The tree nodes appear visually as they do on the tree. Highlight ALL_DEPTS. Click OK. The Filter tab reappears with the selected criteria. Click Apply.
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The selected criteria are applied to the row. 42. 43. 44. 45. 46. 47. 48. Click on the DEPTID - DEPT_ROLLUP Tree line in the filter. Click the nPlosion Button. Click To Bottom of Tree radio button. Click OK. The Filter tab reappears with the selected criteria. Click Apply. Click OK. Click the Save button.
Finish the layout by adding labels and formatting. To finish the report: 49.
Refer to Chapter 4, Producing Labels & nPloding Detail for help on this function.
In column B, set up column criteria to retrieve labels for the DEPTID and TREE_NODE. In column C, set up column criteria to retrieve labels for the DEPTID description and TREE_NODE Description. Click the Save button. The layout is saved.
50. 51.
Create a new report request and run the report. To run the report:
52. 53.
Open the nVision menu. Select Report Request.
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The PeopleSoft nVision Report Request dialog box appears.
54. 55.
Field
Click New.
Most fields are cleared.
Use the information in the following table to create a new report request (xx = your workstation number).
Entry xxMYASST My Assets UTHSC xxMYASSET Leave blank. P:\WORKING\%OPR%\TRAIN\REPORTS %RID%.XLS Leave blank. Leave blank. Leave blank. Leave blank. File Microsoft Excel Files (.xls) On On Off 12/31/2011 Select the Use Main As Of Date radio button.
Request Name Report Title Requesting Business Unit Layout Scope Directory Template File Template Language Template Email Template Description Template Security Template Output Options: Type Output Options: Format Options: Enable nPlosion If Specified In Layout Data From Requesting BU Only Translate Summary Ledgers to Detail Main As of Date As Of Date for Trees
56. 57.
Click Save. The report request is saved. Click Run. The system processes your request and displays the report instance.
58.
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Lesson 9.3: Defining Query Criteria for Tabular Layouts

If you wanted to use nVision to retrieve a listing of the assets with more information you could use query criteria in a tabular layout.
Defining a Tabular Layout

A tabular layout defines the columns and rows of data that you want to include in your report. The data comes from a single query, which you select for the layout. The basic steps for defining a tabular nVision report are: Select a layout type of Tabular. Select the query that will supply the report data. Select the columns from the query to include in the report and specify the worksheet columns in which to display them. Identify which rows in the worksheet should display column headings and data. Add any calculated columns. You cannot use variables in tabular layouts. You can use variables in the report request, but they do not function if placed in the layout. You cannot use drilldown (refer to Chapter 8) with tabular layouts. DrillDown only works with row/column intersections. You can use scopes with tabular layouts. This will enable you to produce many different variations of the same report using only one query. If you do not use a scope, be aware that the Report Request option to retrieve data from the requesting Business Unit only does not work with tabular layouts. Unless the query contains Business Unit criteria, the report will include results for all business units.
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Tabular Layout Options

As stated earlier, a tabular layout is used for detailed reporting. The Journal Listing shown below is an example of a tabular layout:
When you define a tabular layout, you have several options for displaying the results. These options are listed on the Options tab in the PeopleSoft nVision Layout Definition dialog box.
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The fields on the Options tab are listed in the table below.
Field Description
Street Options group box Inherit All PS/nVision adds the SQL generated in a scope to the SQL from the layout. For example, if the scope limits results by account and product and the query is only selecting account, the product criteria will be added. PS/nVision adds only the SQL generated in a scope that matches existing criteria in the layouts SQL. For example, if the scope limits results by account and product and the query is only selecting account, the product criteria will be ignored. PS/nVision does not use a scope for the layout.
Inherit Matching
Inherit None
Row Options group box None Heading Row First Result Row Total Row No effect. Identifies the row in which the column headings will appear. The column headings are retrieved from the query. Identifies the first row in which the output should appear. Identifies the row in which the total formulas should appear. There should be at least one row between the first result row and the total row in order to use the sum formula.
Column Options group box None Copy Formula No effect. Identifies that a formula should be copied to every result row when the report is run.
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Practice 9-2: Using a Query in a Tabular Layout

We will create an Asset Listing report to go with the matrix layout we built in the previous practice. To create a tabular layout: 1. 2. Open the nVision menu Select Open Layout. The Open nVision Layout dialog box appears.
3.
4. 5. 6. 7. 8. 9. 10.
Select XXMYASSET.xnv as the File name field (xx = your workstation number).
Click Open. The layout is opened. From the Insert Menu, select Insert Worksheet. Move the new Sheet 2 to the second worksheet in the workbook. Open the nVision menu. Select Layout Options. The nVision Layout Options dialog box appears. Select the Tabular Layout Sheet radio button. Enter UTH for the SetID.
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11. 12.
It is a good idea to select the query from the drop down list box because the system does not validate typed entries. Query names are case sensitive.
Click OK. Now from the nVision menu, select Layout Definition. Select the Source tab. Select the UT_NVISION_TRAINING query in the Query Name box. Click Apply. Select the Options tab.
13. 14. 15. 16.
17.
Use the arrow keys in the Navigate group box to highlight row 4. This is the row in which we want our column headings to appear. You need to identify the heading row and first result row before selecting the fields.
18. 19. 20. 21. 22.
Select the Heading Row radio button. Click Apply. The criteria are applied. Use the arrow keys in the Navigate group box to highlight row 6. This is where you want the report output to begin. Select the First Result Row radio button. Click Apply.
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The criteria are applied. 23. 24. Click OK. The dialog box closes. Click the Save button. The changes are saved. We now need to select the query fields we want on our report. You can apply one field per column. We will put our first field in column D. To apply query fields to the layout: 25. 26. 27. 28. Highlight column D. Open the nVision menu. Select Layout Definition. The PeopleSoft nVision Layout Definition dialog box appears. Click the Column tab. The PeopleSoft nVision Tabular Result Column dialog box appears.
29.
Highlight DeptID in the Query Result Column group box. This box displays all of the fields in the Journals query in alphabetical order.
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30. 31. 32.
Click Apply. The criteria are applied to the selected column. Click the right arrow button in the Navigate group box. Column E is highlighted. Specify the following column criteria as shown in the table below. Column E F G H Criteria Name Asset ID Tag Number Description
33. 34.
Close the dialog box. Click the Save button. The layout is saved.
Now you are ready to run the report. To run the report: 35. 36. 37. 38. 39. 40. 41. Open the nVision menu. Select Report Request. Click Open. Click UTHSC for Business Unit. Select XXMYASST Report Request. Click OK. Click Run. The system processes your request, creating and displaying a report instance for each of the three nodes. 42. Close the report instance and layout.
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Review Questions
1. What is the difference between a matrix layout and a tabular layout?
2.
When would you use a query in a layout?
3.
What is required in a query in order for it to be used in PS/nVision in a matrix layout?
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PeopleSoft 8.

Version 8.8 February 2012

Chapter 1 Introducing PeopleSoft nVision ................................ 1-1

Chapter 2 Creating & Running nVision Reports ....................... 2-1

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PeopleSoft 8.8 FMS nVision Reporting

Chapter 3 Building a Matrix Report ............................................ 3-1

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PeopleSoft 8.8 FMS nVision Reporting

Chapter 4 Producing Labels & nPloding Detail ......................... 4-1

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PeopleSoft 8.8 FMS nVision Reporting

Chapter 5 Using nVision Variables & Excel Features ............... 5-1

Chapter 6 Using Scopes .............................................................. 6-1

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Chapter 7 Using DrillDown .......................................................... 7-1

Chapter 8 Running nVision Reports on the Web ...................... 8-1

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PeopleSoft 8.8 FMS nVision Reporting

Chapter 9 Feeding Query Results to nVision ............................ 9-1

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Before you begin

How This Guide Is Organized

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Before you begin...

Symbols and Conventions

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Chapter 1 Introducing PeopleSoft nVision

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Chapter 1: Introducing PeopleSoft nVision

Lesson 1.1: Course Overview

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Chapter 1: Introducing PeopleSoft nVision

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Lesson 1.2: Basic Concepts

Why Use Peoplesoft nVision?

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How Ps/nVision Works With Microsoft Excel

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