Enter Values and Comments

Multiple Windows

You can open multiple data entry windows simultaneously, adding data to each of them in turn.

Simultaneous Users

Two users can simultaneously enter data for the same company, period and actuality, provided they are not working on the same form or account. If an account appears in more than one form, only the first user has write access to the account. The other user has read access to that account in other forms. One user can simultaneously open several forms for the same period, actuality and company.

Search in a Form

You can use the Microsoft Excel search function to search for a string in the form. Make sure you place the cursor above and to the left of the area you want to search, before starting the search. The cursor is automatically placed on the first occurrence of the string you are looking for. Click the Next button to locate the next occurrence. You can also use the search function when entering values in a secondary window.

Save Dimensions and Totals

In forms that are divided into dimensions, the amount is only stored at the level in which values are entered, that is, not at intermediate levels in dimensions. This means that values of total accounts or dimension totals are not stored.

Print Forms

You can print all forms using the print function in Excel.

Ways of Entering Values and Comments

This section describes the different methods you can use for entering values and comments.

Detail Accounts

You can enter values directly into value cells. You can also use the value cell as a calculator by entering an equals sign (=) and then adding or subtracting the values you want to enter.

Integrated Accounts

You can enter values in the specification, that is, a detail form. The totals are then automatically copied from the integrated specification to the main form. Value cells for integrated accounts are locked for data entry. If you have defined a detail account in the form with an associated specification, you can click Form Link on the Custom Toolbars, Controller group on the Add-Ins tab (Excel 2007). The specification opens, allowing you to enter relevant values.

Intercompany Accounts

You can enter the values in a secondary window, which you open by clicking Intercompany Details on the Custom Toolbars group (Excel 2007). In the window that appears, you can enter intercompany balances, transaction currencies, transaction amounts, counter companies and counter dimensions. If you are working in a centralized environment, all companies that have reported intercompany balances with the current company are also displayed, but they cannot be updated.

You can also enter intercompany values in a specific intercompany form. You can create separate forms for I type and J type intercompany accounts. You can only enter intercompany transactions in these forms.

Accounts for Internal Profit Margins

You can enter the values in a secondary window, which you open by clicking Intercompany Details on the Custom Toolbars group (Excel 2007). In the window that appears, there is one column with code PER for percentage, one column for profit margin and one column for the local sales value. As an alternative to linked internal profit in the pop-up, you can create a separate form for M type accounts.

Summation Accounts

Shows the sum of a number of accounts. If you have defined a summation account in the form with an associated specification, you can click Form Link on the Custom Toolbars group (Excel 2007). A separate form appears, allowing you to enter the values for the detail accounts forming part of the summation account. Value cells for summation accounts are locked for data entry.

Shareholdings and Investments

If you have defined an account to contain shares in group companies or in external companies, you can click the button Shareholdings and Investments on the toolbar to open the window Data Entry - Shareholdings and Investments in Group Companies/External Companies. Enter each acquisition and the total sum will be displayed under the account in the form.

When working with legal units and sub-units, data is entered on the sub-units. For a legal unit representing a parent company, shareholdings and investments are registered on the legal unit on the Group/Data Entry - Shareholdings and Investments menu. Since period data is entered on the sub-units, the Shareholdings and Investments button will not be activated. Instead data is entered directly on the account in the form.

Main Account with Underlying Movement Accounts

Shows the sum of a number of movement accounts. If you have defined a main account in the form with an associated specification, you can click Form Link on the Custom Toolbars group (Excel 2007). A separate form appears, allowing you to enter the values for the movement accounts forming part of the main account. A main account containing movement accounts is locked for data entry.

Files or Links (Unstructured Data)

Users may store or link information as files or links (unstructured data) in relation to the amounts stored in the IBM® Controller database. You can only attach files or links to accounts defined to hold comments. You attach the files or links by using the Enter a Comment window, which you access from the standard and free forms, the intercompany window and the I, J and M forms.