Standard sheets are used for numerous tasks, including data entry, report-building, and information tracking.
When you create a new standard sheet, you specify accounts, dimensions, initial view, and sheet availability.
Create New Standard Sheet
To create a new standard sheet:
- Navigate to: Modeling > Model Management.
- Choose one of the following options.
- Level Assigned Sheets: Create a level-assigned sheet.
- User Assigned Sheets: Create a user-assigned sheet.
- Click New Sheet.
- Enter a unique Sheet name.
- Select Create a new sheet > Standard, then click Next.
Define Accounts Groups
Use Accounts for Sheet to specify which accounts appear on the sheet. Account groups are only visible on the sheet where they are created, and are a quick way to bring accounts together from different parts of your account tree. First you create an account group, then you add accounts to the group.
Add New Account Group
- Click New Group.
- In Group Details:
- In the Heading field, give the group a name.
- To show the group's heading (name) on the sheet, select Display heading.
- To include a subtotal of the group's accounts to appear on the sheet, select Display subtotal.
- Click Save.
Add Accounts to Group
- Select a group.
- In the Select Accounts area, select the accounts to add to the group. You can:
- Choose accounts by Type.
- Navigate the accounts tree to pick an account.
- Search for accounts by name or number.
Adding an account rollup to a group automatically brings all child accounts onto the sheet as well.
3. Click Add to Group.
Once accounts are added to groups, you can make specific accounts read-only for the sheet, meaning they cannot be edited on any levels for the sheet.
Make Accounts Read-only
- Select an account in Accounts for Sheet.
- In Account Details, select Read Only.
- Click Save.
When you have finished creating account groups and adding accounts to the sheet, click Next.
You can assign dimensions to the sheet. Dimensions provide custom filters to help categorize and analyze plan data. You can use dimensions to view data or include it in formulas in multiple ways. Dimensions you add are available as columns on the sheet next to the columns for time. A standard sheet is not required to have dimensions.
To add a dimension to the sheet:
- Select a dimension in Available Dimensions.
- Click the right arrow >> add the dimension to Selected Dimensions for the sheet.
- When you've finished adding dimensions, you can use Move Up, Move Down to set the order the dimensions appear in the sheet.
When you have finished adding dimensions to the sheet, click Next.
Set the Initial View
Choose the initial view of the sheet when it's first opened. Choices include:
- Start in view by level mode: Select to have the sheet show levels down the rows of the first column and time across the first row. Leave it unchecked to have the sheet show account groups down the rows of the first column. (View by Account).
- Suppress rows if zero or blank: Select to hide any row with zeros or blank values.
Click Next to continue building your sheet.
Set the Default View
Once the sheet is built, you can further manage the initial view if you have administrator permissions.
- From the navigation menu, click Sheets and choose the sheet.
- Click Display Options .
- Modify the display options in the tabs: Time, Version comparison, and Sparklines.
- Select the Set as default for all users checkbox.
- Click Apply. Check the sheet to ensure that it looks the way you prefer.
- Click Save.
When you set the default view, anyone who opens the sheet sees it exactly as you defined. They can still change the sheet view, but they also have the option to reset the view to the default you define.
Specify Sheet Availability
Specify which levels in your organization structure have access to the sheet. Users with access to the selected levels have access to the sheet. A parent level is automatically selected if one of its sub-levels is selected.
If you are creating a user-assigned sheet, you specify which users have access to the sheet, then you specify which levels are present on the sheet.
Navigate through the organization structure and select the levels to include:
- The screen first appears with only the topmost levels of the organization structure displayed.
- To specify access in a more granular way, click Customize Sub-Levels. This opens the Customize Sheet for Sub-Levels which includes the Accounts you selected for the sheet (on the left) and organization Levels you selected (on the right).
- The table shows whether users with access to a given level can:
- Edit the various accounts on the sheet (Editable)/
- Read, but not edit the accounts (Read Only),
- Not see the accounts (Hidden)
A few rules:
- If an account is hidden from a parent level, then none of the child levels can see the account.
- If an account was marked Read Only (on the Select Accounts page of the sheet builder), it cannot be made Editable here, only Hidden or Read Only.
When you have finished selecting levels, click Create Sheet. A summary appears with links to the sheet settings: Account Groups, Dimensions, Display Options, and Level Availability.
To manage sheets:
- Navigate to Modeling > Model Management > Sheets.
- Choose Level Assigned Sheets or User Assigned Sheets, depending on the type of sheets you want to manage.
- Make changes as desired:
- You can Edit, Delete, or Rename the sheet. When you edit the sheet to can adjust any of the settings you used to create the sheet, including Account Groups, Dimensions, Display Options, and Availability.
- Use the Move up/down arrows to change the position of the sheet in the list.