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F9 Basics. This Class Covers. What is F9? How Does It Differ From Crystal Reports? Installation & Set-Up F9 Functions Report Wizard Creating Financial Statements. What Is F9. Spreadsheet Add-In Connects Spreadsheet to GL Works With CYMA and Other GL’s Systems Union
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This Class Covers • What is F9? • How Does It Differ From Crystal Reports? • Installation & Set-Up • F9 Functions • Report Wizard • Creating Financial Statements
What Is F9 • Spreadsheet Add-In • Connects Spreadsheet to GL • Works With CYMA and Other GL’s • Systems Union • Create Any Financial Statement
F9 vs. Crystal Reports • Crystal Designed for General Purpose Reports (Journals, Agings, Ledgers) • F9 Designed for Financial Statements • Standard CYMA Financial Statements use Crystal • Use F9 if you need customized financial statements
Installation & Set-Up • Install F9 from the F9 CD • Go to “Tools” Menu and Select “Add-Ins” • Select F9 • F9 will now load every time you start Excel
First Step - F9 Connection • F9/Setup • Set Path to CYMA Program Directory • Companies Should Appear • Profile - should display info about company • Set Calculation Mode to Manual
Live Demo #1 - Review • Install F9 • Add-In • Toolbar • F9 Set-Up Test Connection
Report Development Options • Build “By Hand” • Use GL Wizard to Assist When Building By Hand • Use Report Wizard • Modify Existing Spreadsheets/Templates
The F9 Concept • F9 has a real time connection to your GL • F9 Understands the CYMA GL file structure and where to find information • You are using a normal spreadsheet • F9 supplies “functions” that extend the power of Excel (and you only need to know 3 of them to make a new report!)
Three Functions To Learn • GL - returns a number from the CYMA GL based on the parameters supplied • BSPEC - builds a GL account number string out of values in cells • DESC - returns the GL Account Description based on supplied parameters
The GL Function • =GL(Acct,Period,Company,Year,Type) • Acct = GL Account Number • Period = Description of Period • Company = CYMA Company Code • Year = Year you want • Type = Budget or Revised
Period Qualifiers • The period parameter in the GL function can be any one of these: • Jan, Feb, Mar….. • This Month • Last Month • Month 1, Month 2…. • Month 1 Change, Month 2 Change…
Period Qualifiers (con’t) • Last Year Month 1….. • This Month Last Year • This Month Budget • This Quarter • This Quarter Last Year • This Quarter Last Year Budget
Period Qualifiers (con’t) • Year To Date • 1 Month Ago, 2 Months Ago… • Quarter 1, Quarter 2…. • Quarter 1 Budget…. • 1 Budget, 2 Budget….
Review • The GL Function is the core of F9 • Returns the value of any account or range of accounts for any period • The term “period” refers to a wide range of period qualifiers that can describe just about anything
BSPEC Function • Designed to minimize typing • BSPEC builds the “account” string out of the value in selected cells • =GL(BSPEC(seg1,seg2,seg3))
Account Descriptions • DESC - Returns the GL Account Name • SDESC - returns a segment name • Examples: • =DESC(“110000-GEN-000”) returns Cash in Bank - General Fund • =SDESC(“500000-100-001”,”2”) returns “Cleveland” (pulls from values in Maintain Account Segment Names)
Using Cell References • Very Important • Allows you to run a financial report for different time periods, different departments, different years or companies simply by changing the value in a cell
Using the GL Wizard • Minimizes Typing • Automatically Generates the GL Command • Use in Conjunction With GL Paste and List Command to Easily Build a Report
Review • F9 connects spreadsheet to GL • GL and NGL Function returns values from the General Ledger • DESC and SDESC get names • BSPEC used with GL to build the account number • Use GL Wizard, Enquire and List function to ease the building of reports
Report Wizard • Great Way to BEGIN reports • Use Report Wizard to Start - then complete “manually”
DLL Help • Help on Functions