F9 for FundWare
Getting Started
Trademarks
Information in this document is subject to change without notice. No part of this document may be
reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without
the express written consent of American Fundware, Inc.
Edition 4.0
© 1999 American FundWare, Inc.
FundWare is a registered trademark of American FundWare, Inc.
F9 is a registered trademark of Synex Systems Corporation.
Windows, Windows 95, and Excel are registered trademarks of Microsoft Corporation.
Lotus 1-2-3 is a registered trademark of Lotus Development Corporation.
Windows and Windows 95 are registered trademarks of Microsoft Corporation.
All attempts have been made to provide accurate and complete trademark information.
Getting Started
Introduction
Use this Getting Started Guide to get up and running quickly with F9. Some material in
this guide slightly overlaps the F9 user manual. Consult the latter for information you
can’t find here.
In this guide:
Installing F9, 4
Adding F9 Into Your Spreadsheet, 13
Connecting F9 to FundWare, 17
Increasing Reporting Speed, 20
Reporting FundWare-Specific Data, 22
The first three sections represent the steps necessary to get up and running with F9 for
FundWare. The fourth section, Increasing Reporting Speed, shows how to increase
dramatically the speed at which F9 generates reports, especially over a network. The last
section, Reporting FundWare-Specific Data, gives instructions not found in the F9 user
manual for extracting FundWare-specific data.
Supported Spreadsheets
F9 currently works with these spreadsheet applications:
•
Excel versions 5, 7 (95), and 97
•
Lotus 1-2-3 versions 5, 97, and Millennium
Hardware Requirements
You’ll need about 8.5 MB of free hard disk space to install F9. For all other hardware
requirements, F9 shares those of your spreadsheet application.
Conventions
Illustrations in this manual are shown in Windows 95 and Excel 97.
Introduction
3
F9 for FundWare
Installing F9
Before you install F9, make sure you know which spreadsheet version(s) you will use
with F9. For example, Excel 7 (95) versus Excel 97.
1
Insert the F9 CD into your CD-ROM drive. If the installation program doesn’t start
automatically, click Start > Run in the windows taskbar. In the Run window, type
d:/setup (where d is the your CD-ROM drive letter), and click OK. The F9
installation wizard begins.
2
Click Next.
4
Installing F9
Getting Started
3
Read the license agreement. If you agree to the terms, click Yes to continue
installation.
Installing F9
5
F9 for FundWare
4
6
Enter the CD KeyCode from the inside cover of the F9 user manual. The KeyCode
is case-sensitive, so enter capital and lowercase letters as they appear. Click Next.
Installing F9
Getting Started
5
This window shows you where F9 will be installed. Use the default setting unless
you have technical reasons for installing to another location. Click the Browse
button if you need to change the default location. Click Next.
Installing F9
7
F9 for FundWare
6
8
Unless you are an advanced user who has special installation needs, select Typical
and click Next.
Installing F9
Getting Started
7
Click the box next to the type of spreadsheet you will use with F9.
Important – If you select an incorrect
spreadsheet version, you won’t be able to
connect F9 to your spreadsheet, and you’ll
have to run installation again to select the
correct version.
As soon as you click a box for a spreadsheet
version, the Choose Folder window displays
the location where the installation program
will put the spreadsheet add-in. Write down
the path that appears in the Path field. For
example, C:\Program Files\Microsoft
Office\Office. You’ll need this path when
you connect F9 to your spreadsheet. Click
OK. Click Next.
Write down the path that appears in the
Path field.
Installing F9
9
F9 for FundWare
8
10
Accept the default Program Folder in this window and click Next.
Installing F9
Getting Started
9
The F9 serial number is called the American Fundware Serial # on the inside cover
(or back cover) of the F9 user manual. Type that number in this window and click
Next.
F9 begins installing.
10 If the Acrobat Viewer Installation window displays after the F9 files are installed,
click Yes and follow the installation wizard instructions. Acrobat Reader lets you
view, print, copy from, and perform text searches on the F9 user manual and
FundWare user guides online.
Installing F9
11
F9 for FundWare
11 Click the Finish button to complete the installation.
12
Installing F9
Getting Started
Adding F9 Into Your Spreadsheet
When installation is complete, the next step in setting up F9 is to connect it to your
spreadsheet application as an add-in.
1
Launch your spreadsheet application.
The next step varies from application to application. This example shows the procedure
in Excel 97. See the F9 user manual for instructions on other spreadsheet versions.
2
In the menu bar, select Tools > Add-Ins (or whichever menu selections lead you to
the add-ins window).
3
The Add-Ins window shows all available add-ins to the spreadsheet. An F9 add-in
will NOT appear in this list yet (unless you’ve previously added it).
Adding F9 Into Your Spreadsheet
13
F9 for FundWare
4
Now you need to tell your spreadsheet application where it can find the F9 add-in
you installed. Click the Browse button.
5
In the Browse window, find the location of the F9 add-in file. Use the path you
wrote down from page 9 for guidance.
14
Adding F9 Into Your Spreadsheet
Getting Started
6
Select the file and click OK. The Add-Ins window now shows F9 as an add-in with a
check mark next to it.
7
Click OK. Your spreadsheet may confirm that the add-in was successful.
8
When the add-in is successful, F9 launches itself inside your spreadsheet. An F9
splash screen displays briefly, and an F9 menu item appears in your spreadsheet.
Adding F9 Into Your Spreadsheet
15
F9 for FundWare
An F9 menu item appears. To see the F9 toolbar,
click View > Toolbars > F9 Tools (or the
equivalent in Lotus 1-2-3).
16
Adding F9 Into Your Spreadsheet
Getting Started
Connecting F9 to FundWare
Once F9 is added into your spreadsheet, the final step in setting up F9 is connecting it to
your FundWare data.
1
In your spreadsheet application, select F9 > Setup in the menu bar.
You may see this error message. It simply means F9 doesn’t know where your FundWare data is. Click OK.
2
In the F9 Setup window, click the Browse button.
Connecting F9 to FundWare
17
F9 for FundWare
3
Find the folder containing your FundWare data, select a ##csi file (where ## is a
division number), and click Open.
4
In the F9 Setup window, select a division in the Division and Type field. The
following illustration describes the remaining fields in this window.
Note – If after you select a division you don’t see any periods or years listed in their
respective drop-down fields, click OK in the F9 Setup window, close the F9 DLL for
AFW window, and restart setup by selecting F9 > Setup in the menu bar.
18
Connecting F9 to FundWare
Getting Started
Many of the settings in F9 Setup window are default settings, meaning that unless
specified otherwise in reports, F9 uses these variables.
System
The path to your FundWare data directory.
Division and Type
Select the default division.
Division Profile button
Click to view information about the default division.
Period
Select the default reporting period.
Year
Select the default reporting year.
Budget Type
Select the default journal type to use when you want to show
“Budget” instead of “Actual” values. See Extracting Budget,
Encumbrance, and Commitment Data on page 22.
Return Zero for
Accounts Not Found
Check this box to return zeros for accounts not found rather
than showing error messages.
Zero Label
Set the character to use for zero values. Zero (0) means the
spreadsheet will use its default value. While you may use
another label, it may slow performance.
Scaling
Select a value to automatically divide amounts by in reports. For
example, if you select 10, an amount of 250 appears as 25.
Rounding
Select a rounding value.
Financial Entities Setup
button
Click to set up the F9 Financial Entities feature. See the F9 user
manual for more information.
Connecting F9 to FundWare
19
F9 for FundWare
Increasing Reporting Speed
F9’s Pump feature dramatically increases the calculation speed of reports, especially if
FundWare data is stored on a network server. The Pump creates a special file (a Btrieve
index file) that F9 reads to find account information and report real-time balances.
Follow these steps for each division you want to “pump”. You must re-pump a division
whenever you add new accounts to it.
1
In your spreadsheet application, select F9 > F9 Server. The F9 DLL for AFW
window displays.
2
Select Utilities > Pump in the menu bar. The Index Pump window displays.
3
In the Division and Type field, select the division you want to pump, and click the
Pump button.
4
A confirmation window appears when the pump is complete. Click OK.
20
Increasing Reporting Speed
Getting Started
Report Security
F9 respects the security rights set up in Classic FundWare’s Restricted Access Module
(RAM). Users can only generate account information to which they have access in
FundWare. If your organization uses FundWare RAM, users must enter their FundWare
user number and password in F9 to run reports.
1
In the spreadsheet menu bar, select F9 > Passwords. The AFW Security window
displays.
2
Enter your FundWare user number and password, and click OK.
3
A confirmation window acknowledges your security rights. Click OK.
Report Security
21
F9 for FundWare
Reporting FundWare-Specific Data
Here are a few tips for extracting specific FundWare data using F9’s functions. For more
detailed information on using F9’s functions, consult the F9 user manual and online
Help (available from the F9 menu in the spreadsheet menu bar).
Extracting Budget, Encumbrance, and Commitment Data
This is the GL
function used to
extract an
encumbrance
balance. Look at
the cell
references to see
which building
blocks are used
to create the
balance. Notice
the keyword
“Budget” in the
period specifier
(cell A2).
The GL function, shown in the spreadsheet formula bar above, uses the following
information, or specifiers, to generate an account balance:
=GL(account,period,division,year,type)
In the spreadsheet above, the period is called Budget This Quarter. The word Budget in
front of the period specifier (This Quarter) is the key to extracting balances that are
other than actual, i.e., budget, encumbrance, and commitment.
Besides using the word budget in the period specifier, the second key to reporting nonactual balances is the type specifier. Look at the formula in the spreadsheet above. The
very last element in parentheses is the number 2. That number is a type specifier, and it
corresponds with other-than-actual journal types in FundWare. The following picture
illustrates this.
22
Reporting FundWare-Specific Data
Getting Started
Budget (other-thanactual) types. The F9
Setup window lets you
select the default journal
type to use when you add
the word “Budget” in front
of the period specifier in
the GL or NGL function.
Also notice the numbers
preceding the names.
Use one of those
numbers for the GL or
NGL function’s type
specifier to override the
default type selected in
the F9 Setup window.
This is the F9 Setup window (F9 > Setup in the menu bar). In the Budget Type dropdown field, notice the numbers next to the FundWare journal types. These are the
numbers you would use for the type specifier in the GL or NGL function.
Type Specifier Rules
•
You can use only one type specifier at a time in the GL or NGL function. For
example, you couldn’t enter 2, 3 for the type specifier to generate encumbrance and
commitment balances.
•
If you don’t enter a type specifier number in the GL or NGL function, F9 uses the
default type selected in the F9 Setup window.
Following are two GL function examples for extracting “other-than-actual” balances.
The second example uses a type override. The GL and NGL functions you enter won’t
look like this. Instead of words, you’ll use cell references, e.g. A1, B4, as shown in the
previous spreadsheet example.
Reporting FundWare-Specific Data
23
F9 for FundWare
Without a Type Override at the End
=GL(“*-*-*-2410”,“Budget This Month”,“96A”,“1998”)
Because the word budget is used in the period specifier, this GL function extracts an
other-than-actual balance for the default journal type selected in the F9 Setup window.
With a Type Override at the End
=GL(“*-*-*-2410”,“Budget This Month”,“96A”,“1998”,“2”)
Because 2 is added as the type specifier at the end, this GL function extracts an
encumbrance balance, regardless of the default budget type in the F9 Setup window.
Remember, you must still use the word budget in front of the Period specifier.
F9’s Report Wizard also includes a Type field to include a type specifier.
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Reporting FundWare-Specific Data
Getting Started
Filtering Account Balances by Attribute
F9 for FundWare lets you filter accounts by attribute (include and exclude) when
generating balances. The GL and NGL functions allows for an attributes specifier,
which follows the type specifier:
=GL(account,period,division,year,type,ATTRIBUTES)
The attributes specifier is where you include and exclude attributes.
Note: In F9 the attributes specifier is listed as the currency specifier. Currency was
implemented in F9 for FundWare as a placeholder for attributes.
Enter attributes in uppercase, separated by a comma. To exclude an attribute, add an
exclamation point (!) in front of it. Following are GL function examples that include
revenue and expense attributes (RE and EX), and exclude an asset attribute (AS).
Including Revenue and Expense Accounts
=GL(A$3,$A2,$A$1,$A$4, ,“RE,EX”)
Excluding Asset Accounts
=GL(A$3,$A2,$A$1,$A$4, ,“!AS”)
In these examples, the attributes would really be a cell reference such as A5, where the
A5 cell contains the attributes you want to include or exclude. Notice just before the
attributes there are two commas. That’s a placeholder for the type specifier. If you didn’t
include the two commas and the space, or if you didn’t include an actual type specifier,
F9 would think you were using RE,EX or !AS as the type specifier and you’d get an error
message when F9 attempts to generate the balance.
You can also include and exclude attributes in the F9 Report Wizard, as the following
illustrations show.
Reporting FundWare-Specific Data
25
F9 for FundWare
Include and
exclude attributes
in the Report
Wizard using the
same format you
use in the GL and
NGL functions:
separate
attributes by a
comma; precede
an attribute with
an exclamation
point to exclude it.
Include Revenue and Expense accounts
Exclude Asset accounts
Extracting Account Data Items
Use F9 for FundWare’s ACCTDATA function to extract data items and values attached
to accounts. You can extract data items by data item name, like RATE or PHONE #, or
by data item description, like Customers served, or by data item values. In the following
example, we’re extracting a data item called CUSTOMERS.
=ACCTDATA(“Dataitem, CUSTOMERS,V”,account)
The word Dataitem is the link to your FundWare data
items for the specified account. You must use quotes as
shown in the example. Enter data item names in
uppercase. For example, CUSTOMERS.
You can extract other types of account data as well. For
more information on the ACCTDATA function, see F9
online help (F9 > DLL Help in the spreadsheet menu
bar).
26
Reporting FundWare-Specific Data
Optional character (V) for
showing only the data item’s
value. In this example, the
number of customers will be
reported. Other characters
you can use:
N – For the data item’s
abbreviated name.
T – For the data item’s title, or
long name.
You can only use one
character at a time.
Leave the character out to
report name, title, and value.
For example:
=ACCTDATA(“Dataitem,
CUSTOMER”,account)
Getting Started
Using Weekly Periods or Date Ranges
While F9’s Period Wizard won’t let you create weekly periods, you can use the
GLTRAN function to specify them, or specify any date range.
=GLTRAN(account,start date,end date,company)
In this example, the specifiers would be cell references, such as
=GLTRAN($A$3,A$5$,A$6$,$A$1). Enter the start date in a cell, such as 1/1/98. Enter
an end date in another cell, such as 1/31/98. Using those cell references in the GLTRAN
function, F9 extracts balances for the selected date range.
Reporting FundWare-Specific Data
27
F9 for FundWare
Drill Down
This is a brief note about F9’s Drill Down feature as it relates to FundWare. For detailed
instructions on using Drill Down, see the F9 user manual or online help.
When you drill down on a balance to view the transactions that make up the balance, the
total amount of the transactions in the Drill Down window may sometimes differ from
the balance you drilled down on. This is because Drill Down shows all transactions
(actual, budget, encumbrance, and commitment), while the balance shown in the
spreadsheet is made up of only actual amounts.
The workaround is to tell Drill Down to show which journals the transactions were
posted through so you can see which transactions were non-actual. Here’s how to do
that:
1
Select the spreadsheet cell you want
to drill down on.
2
Select F9 > Drill Down in the menu
bar.
3
In the F9 for AFW Drill window,
click the Advanced button. The
Advanced Settings window displays
(shown here).
4
Click the Journal box to put a check
mark in it.
5
Click OK.
6
In the F9 for AFW Drill window,
select Transactions in the Drill
Segment field and click the drill
button. The transactions display,
along with a column showing the
journals used.
28
Reporting FundWare-Specific Data
Getting Started
SDESC Function
This is a brief note about the SDESC function as it relates to FundWare account
descriptions. For detailed instructions on using SDESC, see the F9 user manual or
online help.
To show account descriptions in F9, each number in each account dimension must have
a descriptive account. See your FundWare manuals for information on creating
descriptive accounts.
Reporting FundWare-Specific Data
29