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F9 Basics

Learn F9 basics, installation, F9 vs. Crystal Reports, functions, report development, and live demos covering GL functions, BSPEC and DESC functions, period qualifiers, account descriptions, cell references, and GL wizard.

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F9 Basics

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  1. F9 Basics

  2. This Class Covers • What is F9? • How Does It Differ From Crystal Reports? • Installation & Set-Up • F9 Functions • Report Wizard • Creating Financial Statements

  3. What Is F9 • Spreadsheet Add-In • Connects Spreadsheet to GL • Works With CYMA and Other GL’s • Systems Union • Create Any Financial Statement

  4. 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

  5. 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

  6. 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

  7. Live Demo #1 - Review • Install F9 • Add-In • Toolbar • F9 Set-Up Test Connection

  8. Report Development Options • Build “By Hand” • Use GL Wizard to Assist When Building By Hand • Use Report Wizard • Modify Existing Spreadsheets/Templates

  9. 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!)

  10. Live Demo #2 - What Do We Mean By “Function” ?

  11. 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

  12. 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

  13. Live Demo #3 - GL Basics

  14. 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…

  15. 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

  16. Period Qualifiers (con’t) • Year To Date • 1 Month Ago, 2 Months Ago… • Quarter 1, Quarter 2…. • Quarter 1 Budget…. • 1 Budget, 2 Budget….

  17. 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

  18. BSPEC Function • Designed to minimize typing • BSPEC builds the “account” string out of the value in selected cells • =GL(BSPEC(seg1,seg2,seg3))

  19. Live Demo # 4 - the BSPEC function

  20. 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)

  21. Live Demo #5 - Descriptions

  22. 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

  23. Live Demo #6 – Cell References

  24. 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

  25. Live Demo #7 – GL Wizard

  26. 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

  27. Report Wizard • Great Way to BEGIN reports • Use Report Wizard to Start - then complete “manually”

  28. Live Demo #8 - Report Wizard

  29. DLL Help • Help on Functions

  30. Questions

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