Abila MIP DrillPoint
DrillPoint Reports User's
Guide
This is a publication of Abila, Inc.
Version 2015.1
© 2014 Abila, Inc. and its affiliated entities. All rights reserved.
Abila, the Abila logos, and the Abila product and service names mentioned herein are registered trademarks
or trademarks of Abila, Inc. or its affiliated entities. All other trademarks are the property of their respective
owners.
Contents
Chapter 1: Welcome to the Abila DrillPoint Reports System
1
Overview of DrillPoint Reports
1
Chapter 2: Create a Financial Report Outline (FRO)
2
Financial Report Outline
3
Inserting a Header Row
5
Inserting an Activity Detail Row
7
Inserting an Excel Row
10
Inserting a Balance Sheet Row
11
Chapter 3: Selecting a Financial Report Outline
15
DrillPoint Report Design
16
Adding Report Columns
18
Custom Date Periods
21
Custom Period Examples
22
Chapter 4: Running Reports: Refreshing Reports and Setting Report Level
Filters
25
Report Selections Tab
25
Report Options Tab
28
Drilldown
30
Using Keywords in Your Reports
33
Grant Reporting: Embedding Grant Information into DrillPoint Reports
35
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Chapter 1: Welcome to the Abila DrillPoint
Reports System
Abila DrillPoint Reports Reports offer you the scalability to create simple or complete financial reports, all
integrated with your Abila MIP system.
Complete the following step to create a report:
The first step in creating a report is to define a Financial Report Outline (FRO). As part of defining the
FRO, you will also select the Abila MIP Organization that you want to select for the FRO. After you define and select the FRO for the report, your next step is to define the columns of your report. Once you have completed the column definitions, your final step is to run (refresh) the report to pull in the
latest data from your Abila MIP database. As a part of designing your report, you can also include any Excel supported formatting like colors, borders,
graphs and charts.
Overview of DrillPoint Reports
Financial Report Outline
This is used to define row groupings and row filters. The FRO works
(FRO)
much like the Financial Statement Format in Abila MIP, but with many
more options. You can use the FRO to create headings, sub headings
and transaction details.
Report Design
The starting point for creating a report using DrillPoint Reports is Report
Design. Use Report Design to add an FRO to a report and define the
columns that have in your report.
Report Refresh
At run-time, you will be able to select several options for your report. These options include the ability to filter the overall data on the report and
choose formatting options such as creating a separate sheet per segment
value. You can also control formatting options at run-time such as
compressing report sections with no data and chose to include or exclude
drill down in your report. Abila MIP DrillPoint
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Chapter 2: Create a Financial Report Outline
(FRO)
As a Designer, you can use this form to define row groupings and row filters. The Financial Report Outline works
much like the Financial Statement Format in Abila MIP, but with many more options. You can use the FRO to
create headings, sub headings and transaction details.
Use the Financial Report Outline Maintenance to create, edit, copy, or delete a financial report outline.
Complete the following steps to create a financial report outline:
1. Open Microsoft Excel
2. In the Excel Ribbon, go to the DrillPoint Tab.
3. In the Report Tools section, click FRO Maintenance.
4. The Financial Report Outline Maintenance form displays.
a. Select any available FRO’s that have already been created. Then you can Edit an existing FRO, Copy an
existing FRO to a new FRO or Delete an existing FRO.
b. To create a new financial report outline, click the Add button.
5. If you selected the Add or Edit button, the Financial Report Outline form displays. See "Financial Report
Outline" (page 3) for more information about creating and editing an FRO.
6. If you selected the Copy button, the Save Financial report Outline form displays. To copy the existing FRO,
you will need to enter a unique FRO ID and Description and click Save.
7. If you selected the Delete button, you will get a message asking "Are you sure you would like to delete this
Outline?" Click Yes, to delete the selected outline or No to cancel and return to the form.
Fields
FROs: The system displays existing financial report outlines by FRO ID and Description used when they were
created.
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Chapter 2: Create a Financial Report Outline (FRO)
FRO ID: The name of the financial report outline. These are unique identifiers.
Description: The description of the financial report outline. This is optional, but details really help identifying
the FRO.
Buttons
Add: Click this button to create a new financial report outline.
Edit: Click this button to edit the selected financial report outline.
Copy: Click this button to create a new financial report outline based on an existing FRO.
Delete: Click this button to delete the selected financial report outline.
Financial Report Outline
Access this form using the FRO Maintenance form and clicking the Add or Edit button.
Use the FRO Maintenance form to create a new, or edit an existing financial report outline. Click the buttons to
add Header rows, detail lines, balance sheets, or define the formula or formatting used in the body on the Excel
document.
If the Add button was selected, you will need to enter a unique FRO ID and Description.
If the Edit button was selected, use the FRO Hierarchy to make changes to your existing financial report
outline.
Fields
FRO ID: The name displays or enter a unique name to identify this financial report outline.
Description: The description displays or enter a detailed description for using this financial report outline. This is
optional, but details really help identifying the FRO later.
FRO Hierarchy:Use the Node buttons to create or edit the outline of your financial report, in the area under the
buttons.
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Financial Report Outline
Buttons
Edit Node: Select a row and click this button to edit a Header row. The Edit
Header form displays. Use the form to edit the Header Caption, include Total
Row check box, Skip rows after Header Caption, Total Caption, and enter the
number of Skip rows before Total Caption. Click Save before closing or Cancel
to close the form without saving.
Add Header Node: Select a row and click this button to insert a new Header
below this level or at this level. After you make your selection, a new Header
row is added to the financial report outline, and the Edit Header form displays.
Use the form to edit the Header Caption, include Total Row check box, Skip
rows after Header Caption, Total Caption, and enter the number of Skip rows
before Total Caption. If more than one row is in the outline, the Show "caption"
in the FRO Grouping/Caption columns only check box is available for selection.
Click Save before closing or Cancel to close the form without saving.
Add Activity Detail Node: Select a row and click this button to insert a new
Activity Detail below this level or at this level. After you make your selection, a
new Activity Detail row is added to the financial report outline, and the Edit
Detail form displays. Use this form to
Add Excel Node: Select a row and click this button to
Add Balance Detail Node: Select a row and click this button to insert a
Move Node Up: Select a row and click this button to mow the row up in the
order but stay on the same level.
Move Node Down: Select a row and click this button to move the row down in
the order but stay on the same level.
Move Node Left:Select a row and click this button to move the row above one
level.
Move Node Right: Select a row and click this button to move the row down one
level.
Delete Node: Select a row and click this button to remove it from the FRO.
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Chapter 2: Create a Financial Report Outline (FRO)
Save: Click this button to save your financial report outline.
Cancel: Click this button to close the form without saving.
Inserting a Header Row
A header is a section that will contain other headers (sub headers) and details within each of your headers. Keep
in mind that you are not required to create a Header row however; failure to do so will severely limit your ability to
group and summarize the various sections of your report.
To insert a header row
1. On the Financial Report Outline, select a row and click the
Add Header Node button.
2. Select where you want to insert a new header:
a. Select "insert a new header below this level" to add a sub header to your existing header section.
b. Select "insert a new header at this level" to add a new header that is not associated to the existing header
section.
3. After your select the placement, the Edit Header form displays.
a. The system displays a unique node key.
b. If you want DrillPoint Reports to total this section, select the “Include Total Row” check box.
c. Enter the Header Caption and Footer that you want to display for this section. To add keywords, such as
the effective date, segment title or segment code, see "Using Keywords in Your Reports" (page 33).
d. Also indicate how many rows on the report to skip between the Header and Total captions.
4. Once complete, click the Save button.
Edit Header
Access this form using the using the FRO Maintenance form, clicking the Add or Edit button, and clicking the
Edit Node or Add Header Node button.
Use this form to create a header section which can contain other headers (sub headers) and detail within each of
your headers. Keep in mind that you are not required to create a header row, however; failure to do so will
severely limited your ability to group and summarize the various section of your report.
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Financial Report Outline
If you want DrillPoint Reports to total this section, select the Include Total Row check box. Enter the Header
Caption and Footer you want to display for this section. Also, indicate how many rows on the report to skip
between the Header and Total captions.
Fields
Unique Node Key: The system displays a unique identifier for this node. It is read only and cannot be edited.
Include Total Row: Select the box if you want DrillPoint to total this section.
Header Caption: Accept the default or enter a name of the header row which will be displayed on the report. To
add keywords, such as the effective date, segment title or segment code, see "Using Keywords in Your Reports"
(page 33).
Skip rows after Header Caption: Accept the default or enter the number of blank rows that should follow the
Header row.
Total Caption: Accept the default or enter a name of the total row which will be displayed on the report.
Skip rows before Total Caption: Accept the default or enter the number of blank rows that should precede the
Total row.
Show 'Caption' in the 'FRO Grouping/Caption' columns only: This check box is only available while editing an
exiting FRO. Select the box to display the Header Caption in the FRO Grouping/Caption columns.
Buttons
Save: Click this button to save your financial report outline.
Cancel: Click this button to close the form without saving.
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Chapter 2: Create a Financial Report Outline (FRO)
Inserting an Activity Detail Row
A detail line contains the specifications for the details of your report. This node is used for reporting Revenue and
Expense account information. Unique Node Key can be left alone as it is used for named ranges.
To insert an Activity detail row
1. On the Financial Report Outline form, select a row and click the
Add Activity Detail Node button.
2. Select where you want to insert the detail row:
a. Select "insert a new Activity Detail below this level" to add a sub detail header to your existing header
section.
b. Select "insert a new Activity Detail at this level" to add a new detail row that is not associated to the
existing header section.
3. After your select the placement, the Edit Detail form displays.
a. The system displays a unique node key.
b. Enter a Summarized Caption, to display on the row of the report for this detailed grouping. It will only
show in the report if you summarize.
c. Select the Reverse the sign for this detail check box if you are filtering accounts that by nature would
have a Credit balance (i.e. Revenues). This will prevent your balances from displaying as a negative
amount.
d. Select the Summarize this Detail Node check box if you want the report to “roll-up” the total of all
accounts in this detail section.
e. Select the Show Summarized Caption under Outline Detail Grouping columns only check box for a
formatting option that controls the display location of the summarized caption.
f. Select the Force printing rows for blank values check box to show an account on your report even if no
activity exists for that account.
g. For Grouping, select a field value, enter some text, and decide to print the row. The Preview displays your
selections.
h. For Filters, you can choose report level filters as you did with the FRO row level filters.
4. Once complete, click the Save button.
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Financial Report Outline
Edit Activity Detail
Access this form using the using the FRO Maintenance form, clicking the Add or Edit button, and clicking the
Add Activity Detail Node button.
Use this form to create a detail line that contains the specifications for the details of your report. This node is used
for reporting Revenue and Expense account information.
Fields
Unique Node Key: The system displays a unique identifier for this node. It is read only and cannot be edited.
Summarized Caption: Accept the default or enter a name to display on the row of the report. It will only display in
the report if you summarize it.
Reverse the sign for this Detail: Select this check box if you are filtering accounts that by nature would have a
Credit balance (i.e. Revenues). This will prevent your balances from displaying as a negative amount.
Summarize this Detail Node: Select this check box if you want the report to “roll-up” the total of all accounts in
this detail section.
Show "Summarized Caption" in the "FRO Grouping/Caption" columns only: Select this check box to show
the Summarized Caption under Outline Detail Grouping columns only. It is a formatting option that controls the
display location of the summarized caption.
Force printing rows for blank values: Select this check box to show an account on your report even if no activity
exists for that account.
Grouping: Use grouping to select what segments you want to show and group by on your report. This feature
allows to you create a “linear” presentation of various account segments on a single row of your report. You can
also put place-holders between each segment value. The Preview displays your selections.
Field Value: Select a field value from the drop-down list.
Free Text: Enter text regarding the field value selected.
Force Print Rows: Select this check box to ensure that the rows print.
Preview: The preview will show you what your linear account will look like on the report, based on your group
selections.
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Chapter 2: Create a Financial Report Outline (FRO)
Filters: You can choose report level filters as you did with the FRO row level filters. Refer to that section for
detailed information on filtering.
Segment and UDF Values Filters to View: Select this option to filter your report levels by Segments and
UDF values.
Segments Tab Segments, Filter, Selected Values: On this tab and for each segment row, accept the
default All filter or click the drop-down to select the codes to filter (using the Filter form), and the system
displays the selected values.
Use the Segment Level Filters option to filter and/or group transaction activity by any segment and
segment value in your Abila MIP Chart of Accounts. Drop-down the filter list on the segment you want you
filter by and then select the segment values for this detail section. You can pick individual values by doubleclicking on the value, a range of values by selecting the first value, hold down the SHIFT key and selecting
the last value, or multiple values not in a range by selecting the values while holding down the CTRL key.
Once you make your selections, you can move them to the Selected Values window using the Arrow
Buttons in the middle of the form. Click OK to complete your selections.
User Defined Fields Tab UDF Type, UDF Name, Filter, Selected Values: On this tab and for each
UDF Type row, accept the default All filter or click the drop-down to select the UDF to filter (using the Filter
form), and the system displays the selected values.
Use the User Defined Fields Filters option to filter and/or group transaction activity by any UDF in Abila
MIP. Select the UDF you want to filter on,choose the value of the UDF, and whether you want to include or
exclude transactions with this value for All, Selected, or Range option.
Reporting Groups: Select this option to filter a section of your report based on Abila MIP Report Groups. You
can use both segment level filters AND Report Groups in combination with one another. You can select
multiple Group Values from a Group Set.
Segment, Group Set Name, Code/Number: On this tab and for each segment row, select the Group Set
Name from the drop-down list and the associated Code or Line Number.
Filters to view: Accept the default of All, or select the filter to view specific types of UDFs from the drop-down
list. This option is only available with the Segments and UDF Values Filter option.
Buttons
Save: Click this button to save your financial report outline.
Cancel: Click this button to close the form without saving.
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Financial Report Outline
Inserting an Excel Row
You may want DrillPoint Reports to total multiple sections of your report, include special formatting or you may
want to insert a formula for multiple sections of your report. You do that by inserting an Excel Row within your
Financial Report Outline. You will define the formula or formatting to be used in the body of the Excel document.
To insert an Excel row
1. On the Financial Report Outline, select a row and click the
Add Excel Node button.
2. Select where you want to insert a new Excel row:
a. Select "insert a new Excel row below this level" to add a sub header to your existing header section.
b. Select "insert a new Excel row at this level" to add a new header that is not associated to the existing
header section.
3. After your select the placement, the Edit Excel form displays.
a. The system displays a unique node key.
b. Enter the Caption that you want to display for this section.
c. Also indicate how many rows on the report to skip before and after the Excel row.
4. Once complete, click the Save button.
Edit Excel
Access this form using the using the FRO Maintenance form, clicking the Add or Edit button, and clicking the
Add Excel Node button.
Use this form to insert an Excel row that can be used to total multiple sections of your report, include special
formatting, or to insert a formula for multiple sections of your report. You will define the formula or formatting to be
used in the body of the Excel document.
Fields
Unique Node Key: The system displays a unique identifier for this node. It is read only and cannot be edited.
Caption: Accept the default or enter a name to display on the row of the report. It will only display in the report if
you summarize it.
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Chapter 2: Create a Financial Report Outline (FRO)
Skip rows before Excel row: Accept the default or enter the number of blank rows that should precede the
Excel row.
Skip rows after Excel row: Accept the default or enter the number of blank rows that should follow the Excel
row.
Buttons
Save: Click this button to save your financial report outline.
Cancel: Click this button to close the form without saving.
Inserting a Balance Sheet Row
A Balance Sheet node will display balance sheet accounts. Choose Assets\Liabilities for this section of the
report. Choose Net Assets for that section of the report. If you are placing the Net Asset section on a report, you
have the option of which items you want to break out on the report.
To insert an Activity detail row
1. On the Financial Report Outline form, select a row and click the
Add Balance Detail Node button.
2. Select where you want to insert the detail row:
a. Select "insert a new Balance Detail below this level" to add a sub detail header to your existing header
section.
b. Select "insert a new Balance Detail at this level" to add a new detail row that is not associated to the
existing header section.
3. After your select the placement, the Edit Detail form displays.
a. The system displays a unique node key.
b. Enter a Detail Caption, to display on the row of the report for this detailed grouping. It will only show in the
report if you summarize.
c. Select the Reverse the sign for this detail check box if you are filtering accounts that by nature would
have a Credit balance (i.e. Revenues). This will prevent your balances from displaying as a negative
amount.
d. Select the Assets/Liabilities option to include a section for Assets/Liability accounts. The following
options are also available for selection:
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Financial Report Outline
Select the Summarize this Detail Node check box if you want the report to “roll-up” the total of all
accounts in this detail section.
Select the Force printing rows for blank values check box to show an account on your report even if no
activity exists for that account.
Select the Show Summarized Caption under Outline Detail Grouping columns only check box for a
formatting option that controls the display location of the summarized caption
e. Select the Net Assets option to include a section for Net Assets accounts. The following options are also
available for selection:
Select the Net Assets at Beginning of the Period check box, then select summary or detail, and enter a
caption or accept the default.
Select the Adjustments to Net Assets check box, then select summary or detail, and enter a caption or
accept the default.
Select the Changes in Net Assets check box, then select summary or detail, and enter a caption or
accept the default.
Select the Total Net Assets check box, then select summary or detail, and enter a caption or accept the
default.
f. Use grouping to select what segments you want to show and group by on your report. This feature allows to
you create a “linear” presentation of various account segments on a single row of your report. You can also
put place-holders between each segment value. The Preview displays your selections.
g. For Filters, you can choose report level filters as you did with the Financial Report Outline row level filters.
4. Once complete, click the Save button.
Edit Balance Detail
Access this form using the using the FRO Maintenance form, clicking the Add or Edit button, and clicking the
Add Balance Detail Node button.
Use this form to create a detail line to display balance sheet accounts. Choose Assets\Liabilities for this section of
the report. Choose Net Assets for that section of the report. If you are placing the Net Asset section on a report,
you have the option of which items you want to break out on the report.
Fields
Unique Node Key: The system displays a unique identifier for this node. It is read only and cannot be edited.
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Chapter 2: Create a Financial Report Outline (FRO)
Detail Caption: Accept the default or enter a name to display on the row of the report. It will only display in the
report if you summarize it.
Reverse the sign for this Detail: Select this check box if you are filtering accounts that by nature would have a
Credit balance (i.e. Revenues). This will prevent your balances from displaying as a negative amount.
Assets/Liabilities: Select this option for Assets/Liability accounts.
Summarize this Detail Node: Select this check box if you want the report to “roll-up” the total of all accounts
in this detail section.
Force printing rows for blank values: Select this check box to show an account on your report even if no
activity exists for that account.
Show "Summarized Caption" in the "FRO Grouping/Caption" columns only: Select this check box to
show the Summarized Caption under Outline Detail Grouping columns only. It is a formatting option that
controls the display location of the summarized caption.
Net Assets: Select this option for Net Assets accounts.
Net Assets at Beginning of the Period: Select this check box to include a section for Net Assets beginning
balance.
Adjustments to Net Assets: Select this check box to include a section for Net Assets adjustments.
Changes in Net Assets: Select this check box to include a section for Net Assets changes.
Total Net Assets: Select this check box to include a section for Net Assets total balance.
Grouping: Use grouping to select what segments you want to show and group by on your report. This feature
allows to you create a “linear” presentation of various account segments on a single row of your report. You can
also put place-holders between each segment value. The Preview displays your selections.
Field Value: Select a field value from the drop-down list.
Free Text: Enter text regarding the field value selected.
Force Print Rows: Select this check box to ensure that the rows print.
Preview: The preview will show you what your linear account will look like on the report, based on your groups
selections.
Filters: You can choose report level filters as you did with the Financial Report Outline row level filters. Refer to
that section for detailed information on filtering.
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Financial Report Outline
Segment and UDF Values Filters to View: Select this option to filter your report levels by Segments and UDF
values.
Segments Tab Segments, Filter, Selected Values: On this tab and for each segment row, accept the
default All filter or click the drop-down to select the codes to filter (using the Filter form), and the system
displays the selected values.
Use the Segment Level Filters option to filter and/or group transaction activity by any segment and segment
value in your Abila MIP Chart of Accounts. Drop-down the filter list on the segment you want you filter by and
then select the segment values for this detail section. You can pick individual values by double-clicking on
the value, a range of values by selecting the first value, hold down the SHIFT key and selecting the last
value, or multiple values not in a range by selecting the values while holding down the CTRL key. Once you
make your selections, you can move them to the Selected Values window using the Arrow Buttons in the
middle of the form. Click OK to complete your selections.
User Defined Fields Tab UDF Type, UDF Name, Filter, Selected Values: On this tab and for each
UDF Type row, accept the default All filter or click the drop-down to select the UDF to filter (using the Filter
form), and the system displays the selected values.
Use the User Defined Fields Filters option to filter and/or group transaction activity by any UDF in Abila MIP.
Select the UDF you want to filter on,choose the value of the UDF, and whether you want to include or
exclude transactions with this value for All, Selected, or Range option.
Reporting Groups: Select this option to filter a section of your report based on Abila MIP Report Groups. You
can use both segment level filters AND Report Groups in combination with one another. You can select multiple
Group Values from a Group Set.
Segment, Group Set Name, Code/Number: On this tab and for each segment row, select the Group Set
Name from the drop-down list and the associated Code or Line Number.
Filters to view: Accept the default of All, or select the filter to view specific types of UDFs from the drop-down
list. This option is only available with the Segments and UDF Values Filter option.
Buttons
Save: Click this button to save your financial report outline.
Cancel: Click this button to close the form without saving.
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Chapter 3: Selecting a Financial Report
Outline
The starting point for creating a report using DrillPoint Reports is Report Design. As a Designer, you can
use this form to add an Financial Report Outline to a report, set up default run-time options for the report, and
define the columns that have in your report. You can also "Enable" whether or not these options can be
changed by a "Viewer" at the time the report is run.
Complete the following steps to select a financial report outline:
1. Open Microsoft Excel.
2. In the Excel Ribbon, go to the DrillPoint Tab.
3. In the Report Tools section, click Report Design.
4. The DrillPoint Report Design form displays.
a. Click Select and pick an Financial Report Outline design that has already been created. Please note
that once you select an Financial Report Outline for this report, you cannot change it. You will be
required to create a new report if you want select a different Financial Report Outline.
b. Select the Report Options. These are the default run-time options for the report. As a Designer, you
can choose whether or not these options are "Available" and can be changed by a "Viewer" at the
time the report is run. For more information, see "DrillPoint Report Design" (page 16).
c. Click Save to save your selections and close this form. You can continue to make changes to the
Report Options for this report by clicking Report Design.
5. You should see the Financial Report Outline Design embedded in your report.
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Chapter 3: Selecting a Financial Report Outline
Example:
DrillPoint Report Design
As a Designer, you can use this form to add an Financial Report Outline to a report, set up default run-time
options for the report, and define the columns that have in your report. As a Designer, you can choose
whether or not these options are "Available" and can be changed by a "Viewer" at the time the report is run.
For more information, see "DrillPoint Report Design" (page 1).
Fields
Select Financial Report Online: Click select to pick the Financial Report Outline design that you want to
use for this report. Please note that once you select an Financial Report Outline for THIS report, you cannot
change it. You will be required to create a new report if you want to select a different Financial Report
Outline.
Description: The FRO's description will display. Or Enter the
Report Content
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DrillPoint Report Design
Include Unposted GL Transactions: Select the check box if you want unposted entries to be included in
your report.
Include Adjustment Entries: Select the check box if you want year-end adjustment transactions included
in your report.
Include Account Security Warning Message in the Report Footer: Select the check box if you want to
include account security warning messages in the report footer.
Drilldown Options
Include Drilldown in Report: Select the check box to include the drill-down detail information in your
report, or clear the box to exclude the detail. Some larger reports may run faster with this option
unchecked.
Include UDF columns in Drilldown: Select the check box to include the transaction line UDF values
on the Drilldown form.
Include Source Transactions in Drilldown: Select the check box to select the voucher number on the
Drilldown form and see the source document of the selected transaction line. See the Available Source
Transactions section below for a list of available documents.
Include Payroll Source Documents: If Include Source Transactions in Drilldown is selected, this
option is available. Select the check box to
Formatting Options
Include Excel Formatting: Select the check box to include all formatting (borders, shading, etc.) when
you run the report. Clear this box for draft versions of your report. Clear the box to increase the speed in
which the report runs.
Format "Skipped" Name Ranges: Select the check box to format the skipped name ranges.
Suppress rows with all zero financial data: Select the check box to prevent a row from displaying on the
report if all columns net to zero.
Suppress empty sections: Select the check box to prevent header and detail rows from displaying on the
report if all columns and rows of information within a section NET to zero. If NO transactions exist for the
criteria, they WILL NOT display on the report.
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Chapter 3: Selecting a Financial Report Outline
Note: Suppress Empty Sections and Suppress Rows with all zero financial data, these two options are
used on many reports where they are not needed. Also, these options add to the time it takes to refresh a
report. By default DrillPoint suppresses (Hides) any row that does not have any transactions in any of the
columns, based on report filters.
Do not Autofit Column Widths: By default, the width of each column is set to autofit after the data is
loaded. Checking this box will prevent DrillPoint from running Excel Autofix and will allow the user to set
a width for each column that does not change.
Repeat Column titles on each Header section: By default the column header is displayed across the
first row of the report. Checking this option will also include the column header on each row of the report
that's setup as a Header row and on the first level.
Hide Report Outline Column: Select the check box to hide the Financial Report Outline column
(column “A” by default) when the report is refreshed.
Available: As a Designer, you can choose to make these options "Available" and can be changed by a
"Viewer" at the time the report is run.
Hidden: As a Designer, you can choose to make these options "Hidden" and a "Viewer" cannot see nor
change them when the report is run.
Buttons
Save: Click this button to to save your selections and close this form.
Cancel: Click this button to close this form and not save your changes.
Adding Report Columns
Use the Add report column to insert a DrillPoint Report column to your Financial Report Outline.
Complete the following steps to add report columns to your Financial Report Outline:
1. In the report with the Financial Report Outline Design embedded, select the column where you want to
insert a DrillPoint Report column.
2. Click the column to highlight it.
3. Right-click on the highlighted column, to access the DrillPoint Reports menu.
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Adding Report Columns
4. Select DrillPoint Reports>Add Column>New Column to open the Add Column form. (You can also copy
an existing column definition if one already exists.)
5. On the Add Column form,
a. Enter the column title, and select a column and transaction type.
b. Select your column details, filters, UDFs, and reporting groups.
c. Click Save.
Fields
Unique Column Key: The system displays a unique identifier for this column. It is read only and cannot be
edited.
Hide column when Report runs: Select this box when you want to hide a column when the report runs.
Column Title: Caption to be used as the header for this column
Column Type: Choose between Actual, Encumbrance, Actual + Encumbrance, Budget, Segment, UDF
Value, Outline Detail Grouping or Excel text\formula.
Actual: Reports Actual Transaction Activity. You also need to select if you want to report Beginning
Balance, Net Activity or Ending Balance.
Encumbrance: Reports Encumbrance Activity. You also need to select if you want to report Beginning
Balance, Net Activity or Ending Balance.
Budget: Reports Budget Activity. You also can choose which Budget Version you want you report on.
You also need to select if you want to report Beginning Balance, Net Activity or Ending Balance.
Segment: You can display any segment value in this column of the report
UDF Value: Displays the value of any transaction based UDF for the detail group. Values are summarized
and reported as a total for the detail grouping defined in the Financial Report Outline.
Outline Detail Grouping: Displays the Financial Report Outline grouping defined in the Financial Report
Outline for this detail line.
Excel Text\Formula: Allows you to place a formula to be used for the other columns on this row of your
report. Checking “Display Financial Report Outline” will display the Financial Report Outline in this
column.
Transaction Type: Filter the column for Credits only, Debits only or Both.
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Chapter 3: Selecting a Financial Report Outline
Details
Reverse the sign for this Column: d
Period Types
Month: Reports the monthly activity based on the date given for the report at run time
Quarter: Reports the quarterly activity based on the date given for the report at run time
Year: Reports the yearly activity based on the date given for the report at run time.
Explicit: Reports the activity between the date ranges given in the column definition.
Custom: See custom date period section for details.
Relative Settings: Gives you the flexibility to report on any periods past, present or future without
having to hard code explicit date ranges in a column. Relative value of zero (0) will report the current
period (Month, Quarter or Year) based on the date given at run time of the report. +1 reports on the
following Period and -1 will report on the prior period and so on.
Cut-Off Period Using Effective Date: This will end the reported data as of the date given at run-time of
the report.
Filters: You can choose report level filters as you did with the Financial Report Outline row level filters.
Refer to that section for detailed information on filtering.
Segment and UDF Values Filters to View: Select this option to filter your report levels by Segments
and UDF values.
Segments Tab Segments, Filter, Selected Values: On this tab and for each segment row, accept
the default All filter or click the drop-down to select the codes to filter (using the Filter form), and the
system displays the selected values.
Use the Segment Level Filters option to filter and/or group transaction activity by any segment and
segment value in your Abila MIP Chart of Accounts. Drop-down the filter list on the segment you want
you filter by and then select the segment values for this detail section. You can pick individual values
by double-clicking on the value, a range of values by selecting the first value, hold down the SHIFT
key and selecting the last value, or multiple values not in a range by selecting the values while holding
down the CTRL key. Once you make your selections, you can move them to the Selected Values
window using the Arrow Buttons in the middle of the form. Click OK to complete your selections.
User Defined Fields Tab UDF Type, UDF Name, Filter, Selected Values: On this tab and for each
UDF Type row, accept the default All filter or click the drop-down to select the UDF to filter (using the
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Custom Date Periods
Filter form), and the system displays the selected values.
Use the User Defined Fields Filters option to filter and/or group transaction activity by any UDF in Abila
MIP. Select the UDF you want to filter on,choose the value of the UDF, and whether you want to
include or exclude transactions with this value for All, Selected, or Range option.
Reporting Groups: Select this option to filter a section of your report based on Abila MIP Report Groups.
You can use both segment level filters AND Report Groups in combination with one another. You can
select multiple Group Values from a Group Set.
Segment, Group Set Name, Code/Number: On this tab and for each segment row, select the Group
Set Name from the drop-down list and the associated Code or Line Number.
Filters to view: Accept the default of All, or select the filter to view specific types of UDFs from the dropdown list. This option is only available with the Segments and UDF Values Filter option.
Buttons
Save: Click this button to save your financial report outline.
Cancel: Click this button to close the form without saving.
Custom Date Periods
The Custom Date Period gives you more flexibility with the date parameters, while keeping the Date Range
dynamic with the Effective date of the report.
You can customize each element of the date with the following options:
Year
Offset: This option will set the fiscal year based off the Effective Date.
Explicit: Sets an Explicit calendar year for the column
Month
Offset: Offset based on the Effective date of the report.
Start of Fiscal Year: Sets the date to the first month of the fiscal year
End of Fiscal Year: Sets the date to the Last month of the fiscal year
Explicit: Sets an Explicit Month for the Start or End date.
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Chapter 3: Selecting a Financial Report Outline
Day
Explicit: Sets a specific start or end day of the month. Invalid days or rounded down to the last day of
the month.
Last Day of the Month: Sets the date to the last day of the month.
Day of Effective Date: Sets the day of the month to the same day of the month as the effective date.
Custom Period Examples
Example 1.
The finance committee requests a Revenue and Expense Report that includes YTD Actual for the current
month and YTD Actual for the prior month on consecutive columns.
YTD Actual – Current Month
Column Title: YTD Actual – Current Month
Details:
Period = Custom
Start Date:
Year = Offset of the Effective Date, Offset = 0
Month = Start of Fiscal Year
Day = Explicit Day, Day = 1
Note: This example focuses on the Custom Period; however, it is possible to define this column using
Period = Year
End Date:
Year = Offset of the Effective Date, Offset = 0
Month = Offset to the Effective Date, Offset = 0
Day = Last Day of Month
Column Results when an Effective Date of 01/31/13 is entered during Report Refresh:
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Custom Period Examples
Without Cutoff Checked = 01/01/13 to 01/31/13
With Cutoff Checked = 01/01/13 to 01/31/13
Column Results when an Effective Date of 12/31/12 is entered during Report Refresh:
Without Cutoff Checked = 01/01/12 to 12/31/12
With Cutoff Checked = 01/01/12 to 12/31/12
YTD Actual – Current Month
Column Title: YTD Actual – Current Month
Details:
Period = Custom
Start Date:
Year = Offset of the Effective Date, Offset = 0
Month = Start of Fiscal Year
Day = Explicit Day, Day = 1
End Date:
Year = Offset of the Effective Date, Offset = 0
Month = Offset to the Effective Date, Offset = -1
Day = Last Day of Month
Column Results when an Effective Date of 01/31/13 is entered during Report Refresh:
Without Cutoff Checked = 01/01/13 to 12/31/12 *This column will not report data
With Cutoff Checked = 01/01/13 to 12/31/12 *This column will not report data
Column Results when an Effective Date of 12/31/12 is entered during Report Refresh:
Without Cutoff Checked = 01/01/12 to 11/30/12
With Cutoff Checked = 01/01/12 to 11/30/12
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Chapter 3: Selecting a Financial Report Outline
Example 2.
The grant managers request a report for a specific grant based on the grant term, 11/01/xx to 10/31/xx,
which differs from our fiscal year of 07/01/xx to 06/30/xx.
Column Title: Grant Term – <STARTDATE> to <ENDDATE>
Details:
Period = Custom
Start Date:
Year = Offset of the Effective Date, Offset = 0
Month = Start of Fiscal Year, Offset = +4
Day = Explicit Day, Day = 1
End Date:
Year = Offset of the Effective Date, Offset = 0
Month = End of Fiscal Year, Offset = +4
Day = Last Day of Month
Column Results when an Effective Date of 01/31/13 is entered during Report Refresh:
Without Cutoff Checked = 11/01/12 to 10/31/13
With Cutoff Checked = 11/01/12 to 01/31/13
Column Results when an Effective Date of 12/31/12 is entered during Report Refresh:
Without Cutoff Checked = 11/01/12 to 10/31/13
With Cutoff Checked = 11/01/12 to 12/31/12
Resolving Conflicting Dates
Since Start Date and End Date are separately defined, it is possible that the End Date results in a date
before the Start Date. In these cases, DrillPoint Reports will report no balances.
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Chapter 4: Running Reports: Refreshing
Reports and Setting Report Level Filters
Use Report Refresh to select several options before running your report. These options include the ability to
filter the overall data on the report and choose formatting options such as creating a separate sheet per
segment value. You can also control formatting options at run-time such as compressing report sections
with no data and chose to include or exclude drill down in your report. Complete the following steps to refresh the current report:
1. Open Microsoft Excel
2. In the Excel Ribbon, go to the DrillPoint ab.
3. In the Report Tools section, click Report Refresh.
a. On the Reports Selections Tab, select the effective date, report type and filters; click Next.
b. On the Report Options Tab, select the report content, drilldown and formatting options; click
Refresh.
4. The progress bar displays while the report is being refreshed.
5. Once complete, the report displays in the Excel spreadsheet.
Note: If Drilldown options were selected, you can click on any amount in the spreadsheet to display
the Drilldown feature and view the details that make up that number.
Report Selections Tab
Use this tab to select an effective date, select a report type and filters. After you have made your
selections, either click the Next button or click the Report Options Tab. To refresh the report, click the
Refresh button located on the Report Options Tab.
Fields
Effective Date Select an Effective Date for this report. This date will determine the periods of information
as defined in the columns of the report. Note that columns with relative periods are based on this date.
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Chapter 4: Running Reports: Refreshing Reports and Setting Report Level Filters
Report Type
Create one report Worksheet: Select this option, to create a consolidated sheet of all data contained
in the report.
Create one Worksheet per Segment Value: Select this option to break up your report so that you get
a single report for each selected segment value. You will need to select the Segment and how you want
to Sort the UDF in the Group By section below.
Create one Worksheet per Report Group: Select this option to select a Report Group Set from Abila
MIP and then create a separate sheet for each group in the Group Set.
Repeat FRO for each Segment Value: Select this option to create a single worksheet with multiple
sections that follow one another – all on the same worksheet.
Repeat FRO for each Report Group: Select this option to create sections for the Group Set all on one
sheet.
Remove previously created worksheets: Select this check box to remove the previously created
worksheets during the refresh.
Include Summary: Select this check box to create a consolidated sheet of all data in the reports as well
as an individual sheet for each segment value selected. This option is available for every Report Type
except Create one report Worksheet.
Include page break per segment/report group: Select this check box to get a single report for each
selected segment value or report group. This option is only available if the Repeat FRO for each
Segment Value or Repeat FRO for each Report Group Report Type is selected.
Group By: If you select any report type except Create one report Worksheet, you will need to complete the
associated information. Below is a list of all possible options and their descriptions. You will not be able to
select every option identified.
Segment: Select a segment in which you want to group the worksheet. This option is only available with
Create one Worksheet per Segment value.
Sort UDF: Select a UDF for sort. This option is only available with Create one Worksheet per Segment
value. By default, the report will print in numerical order based on your filter set. You can also control the
order that your filtered set prints in as well. To accomplish this, you need to setup a segment UDF for the
segment you want to sort on. The UDF should be setup as numeric with 2 decimal places. Within Abila
MIP Accounting, you simply go to that segment value, to the UDF TAB and enter in the number
(sequence) that you want that value to call in the report printing order. You would then select that UDF
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Report Selections Tab
as the sort order for this report. You can also choose if you would like to refresh the sheets each time you
run the report or if you want to keep the existing ones and ADD new sheets each time you refresh the
report.
Group: Select a segment group in which you want to group the worksheet.
Group set: Select a group set associated to the Group you selected.
Filters: You can choose report level filters as you did with the Financial Report Outline row level filters. Refer
to that section for detailed information on filtering.
Segment and UDF Values Filters to View: Select this option to filter your report levels by Segments and
UDF values.
Segments Tab Segments, Filter, Selected Values, Status: On this tab and for each segment row,
accept the default All filter or click the drop-down to select the codes to filter (using the Filter form), and
accept the default All status or click the drop-down to select the status (using the Segment Status
form). You can filter by Active, Inactive or Discontinued Segment values; or by a combination of the
three.
User Defined Fields Tab UDF Type, UDF Name, Filter, Selected Values: On this tab and for each
UDF Type row, accept the default All filter or click the drop-down to select the UDF to filter (using the
{UDF Type - UDF Name} form),of Include or Exclude for All, Selected, or Range option.
Note: Use ranges in report filters, whenever you need a long list of consecutive Segment values. Select
the first segment value and hold the "Ctrl" key. Select the last segment value in the range. Click the
arrow to move the range in the selected values list. The first segment value will display under the
From Value and the last segment will display in the To Value on the Filters form.
Reporting Groups: Select this option to filter your report levels by Reporting Groups.
Segment, Group Set Name, Code/Number: On this tab and for each segment row, select the Group
Set Name from the drop-down list and the associated Code or Line Number.
Refresh Report as this User: Accept the default or select another user from the drop-down list. By
selecting a different Viewer from the “Refresh Report as this User” dropdown, the current Report Designer
will be able to refresh the DrillPoint Report as the selected Viewer. This feature will allow Designers to see
how Viewers’ Advanced Security Settings (set through Abila MIP) will affect the report output. Features of
the Report, such as drill down, will also have the Abila MIP Advanced Security settings of the selected
Viewer applied. By default, DrillPoint will run the report as the designer who is logged into DrillPoint Reports.
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Chapter 4: Running Reports: Refreshing Reports and Setting Report Level Filters
Note: The Refresh Report as this User is only available to users who are designated as “Designers” in
DrillPoint Administration.
Buttons
Next: Click this button to open the Report Options tab.
Cancel: Click this button to close this form and not save your changes.
Report Options Tab
Use this tab to select the report content, drilldown and formatting options. After you have made your
selections, either click the Refresh button to apply these changes to your worksheet or click the Report
Selections Tab to review your selections.
Fields
Report Content:
Include Unposted GL Transactions: Select the check box if you want unposted entries to be included
in your report.
Include Adjustment Entries: Select the check box if you want year-end adjustment transactions
included in your report.
Include Account Security Warning Message in the Report Footer: Select the check box if you want
to include account security warning messages in the report footer.
Drilldown Options:
Include Drilldown in Report: Select the check box to include the drill-down detail information in your
report, or clear the box to exclude the detail. Some larger reports may run faster with this option
unchecked.
Include UDF columns in Drilldown: Select the check box to include the transaction line UDF values
on the Drilldown form.
Include Source Document in Drilldown: Select the check box to select the voucher number on the
Drilldown form and see the source document of the selected transaction line. See the Available
Source Transactions section below for a list of available documents.
Formatting Options:
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Report Options Tab
Include Excel Formatting: Select the check box to include all formatting (borders, shading, etc.) when
you run the report. Uncheck this box for draft versions of your report. Clear the box to increase the speed in
which the report runs.
Format "Skipped" Name Ranges: Select the check box to format the skipped name ranges.
Suppress empty sections: Select the check box to prevent header and detail rows from displaying on the
report if all columns and rows of information within a section NET to zero. If NO transactions exist for the
criteria, they WILL NOT display on the report.
Suppress rows with all zero financial data: Select the check box to prevent a row from displaying on the
report if all columns net to zero.
Note: Suppress Empty Sections and Suppress Rows with all zero financial data, these two options are
used on many reports where they are not needed. Also, these options add to the time it takes to refresh a
report. By default DrillPoint suppresses (Hides) any row that does not have any transactions in any of the
columns, based on report filters.
Hide Report Outline Column: Select the check box to hide the Financial Report Outline column (column
“A” by default) when the report is refreshed.
Refresh Report as this User: Accept the default or select another user from the drop-down list. By
selecting a different Viewer from the “Refresh Report as this User” dropdown, the current Report Designer
will be able to refresh the DrillPoint Report as the selected Viewer. This feature will allow Designers to see
how Viewers’ Advanced Security Settings (set through Abila MIP) will affect the report output. Features of
the Report, such as drill down, will also have the Abila MIP Advanced Security settings of the selected
Viewer applied. By default, DrillPoint will run the report as the designer who is logged into DrillPoint Reports.
Note: The Refresh Report as this User is only available to users who are designated as “Designers” in
DrillPoint Administration.
Buttons
Refresh: Click this button to refresh the report.
Cancel: Click this button to close this form and not save your changes.
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Chapter 4: Running Reports: Refreshing Reports and Setting Report Level Filters
Drilldown
DrillPoint Reports allows you to drill down on transaction information as well as source documents.
Clicking on a cell value on your refreshed report will bring up the drill down screen containing those
transactions that make up the total on your report.
Single Column Sort and Summarize: You can SORT and\or SUMMARIZE the grid by any column within
the grid. Simply RIGHT CLICK on the Column Header in the grid and choose either Sort or Summarize.
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Drilldown
Multiple Column Sort and Summarize: You can also SORT and\or SUMMARIZE the grid by any
combination of segment columns within the grid. Simply click the GROUP SEGMENT button and then
select the Segment Combination you need to sort and summarize by.
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Chapter 4: Running Reports: Refreshing Reports and Setting Report Level Filters
Drill Down to Source Records: You will notice in the drill down grid that the Voucher column values are a
hyper- link. Clicking on the link will display the source transaction. You can view all the information
contained within the Abila MIP system for each record type.
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Using Keywords in Your Reports
Clicking on the Payments tab will show payment details relating to that invoice. Drill down to the check is
also allowed, as is drill down to Purchase Orders linked to this invoice.
Available Source Transactions: AP Invoice (API); Journals (JV, PRS, JVA, JVD, APV, ENC, ENH, ENL,
VCK, BD); AR Invoice (ARS, ARB); Cash Disbursements (CD, CDS); Cash Receipts (CR, CRS, ARC,
ARM, APM); Check Voucher (APS, APC)
Using Keywords in Your Reports
DrillPoint Reports uses keywords to dynamically link information into your report that comes from Abila MIP.
Keywords can be used in the following places: Column Description, Report Header\Footer and the FRO
Header Row. The table below shows what keywords can be used in which area of your reports. Keywords
MUST contain the brackets < > at the beginning and end of the keyword. Keywords may also be used in cell
range A1:A3.
To enter the Report Header/Footer keywords, you will just enter the Keywords into the Excel Header/Footer.
It can be accessed through “Insert” in the Ribbon, and then in the Text > Header & Footer button. Keywords
entered in both that Header and Footer will be updated at Run Time.
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Chapter 4: Running Reports: Refreshing Reports and Setting Report Level Filters
FRO Header Row
Key Word
Description
<EFFECTIVEDATE>
Displays the effective date for the report as selected a runtime.
<SEGMENT_CODE>
Displays the Segment Code for that section of the report when
using the Break By Segment Option
<SEGMENT_TITLE>
Displays the Segment Title for that section of the report when using
the Break By Segment Option
Example: (<Segment_Code>) <SEGMENT_TITLE> would display
(101) Housing Grant, if breaking the report by Grant and filtering on
Grant 101.
Column Title
Key Word
Description
<EFFECTIVEDATE> Displays the effective date for the report as selected a runtime.
<STARTDATE>
Displays the start date for the period being reported in that column
<ENDDATE>
Displays the end date for the period being reported in that column
Example: <STARTDATE> to <ENDDATE> would display 01/01/2010 to
12/31/2010 in the column heading if running a report with the Annual amount for
the current year.
Report Header\Footer
Key Word
Description
<EFFECTIVEDATE> Displays the effective date for the report as selected a runtime.
<SEGMENT_
Displays the Segment Code for that section of the report when using the Break
CODE>
By Segment Option
<SEGMENT_TITLE> Displays the Segment Title for that section of the report when using the Break By
Segment Option
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Grant Reporting: Embedding Grant Information into DrillPoint Reports
Grant Reporting: Embedding Grant Information into DrillPoint Reports
You can also embed Grant information from the Abila MIP Grant Record into your report dynamically. These
fields can be placed in the Header or Footer of a report. The table below lists the fields that can be imbedded
into your report along with the key words to be used. These keywords can also be used in combination with
normal text.
For example: Grant Account Number: <grt_acct_no>
Tab on Grant Record in MIP
MIP Field
DrillPoint Key Word
Grant Administration
Stage
<grt_stg_cd>
Grant Administration
Stage
<grt_stg_des>
Grant Administration
Account Number
<grt_acct_no>
Grant Administration
Award Type
<grt_atype>
Grant Administration
Project Director
<grt_director>
Grant Administration
Award Notification Date
<grt_awd_dte>
Grant Administration
Grant Period
<grt_prd>
Grant Administration
Projected Award Amount
<grt_proj_amt>
Grant Administration
Last Reporting Date
<grt_last_dte>
Grant Administration
Next Reporting Date
<grt_nxt_dte>
Grantor Information
Grant Sponsor
<grt_spsr>
Grantor Information
Grant ID
<grt_ID>
Grantor Information
Grant Official
<grt_off>
Grantor Information
Address
<grt_addr>
Grantor Information
City
<grt_city>
Grantor Information
State
<grt_st>
Grantor Information
Postal Code
<grt_zip>
Grantor Information
Program Official
<grt_prg_offl>
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Tab on Grant Record in MIP
MIP Field
DrillPoint Key Word
Grantor Information
Customer ID
<grt_cust_id>
Grantor Information
Customer Name
<grt_cust_nam>
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