Standard sheets are used for numerous tasks, including data entry, report-building, and information tracking. Standard sheets use a wizard to help you build the sheet:
- Name the sheet.
- Add accounts or account groups.
- Add dimensions (optional).
- Set the initial view.
- Assign the level assigned sheet to levels and user assigned sheets to users.
- For user assigned sheets only, add levels to the sheet.
Before You Begin
Required permission: Model Management Access > Model
How You Get There
From the nav menu, select Modeling. In the Sheet menu, select User Assigned Sheets or Level Assigned Sheets to view the list of sheets in your model.
Name Standard Sheets
- From the Sheets list, select the New Sheet button.
- Enter a unique Sheet Name.
- Select Create a new sheet, and from the drop-down, choose Standard.
- Select Next.
The accounts you add 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.
Create Account Groups
- Select the New Group button.
- In Group Details on the right:
- Enter a name for the group in the Heading field.
- If you want the heading to appear on the sheet, select the Display heading checkbox.
- If you want the sheet to display the subtotal of the group's accounts, select Display subtotal checkbox.
- Select the Save button in the Group Details section.
Add Accounts to Group
- From the list on the left, select a group.
- In the Select Accounts area, select an account to add to the group. You can:
- Filter the account list by Type.
- Browse the account list.
- Or enter keywords or number into the Search field.
Adding an account rollup to a group automatically brings all child accounts onto the sheet.
3. Select the Add to Group button at the bottom of the list.
Make Accounts Read-Only
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.
- Select an account that you already added in the Accounts for Sheet section.
- In the Account Details section, select the Read Only checkbox.
- Select Save.
When you have finished creating account groups and adding accounts to the sheet, select 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.
- Select 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, select Next.
Set the Initial View
Choose the initial view of the sheet when it's first opened:
- 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.
Select Next to continue building your sheet.
Assign to Levels
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 level structure displayed.
- To specify access in a more granular way, select 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, select Create Sheet. A summary appears with links to the sheet settings: Account Groups, Dimensions, Display Options, and Level Availability.
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, select Sheets and choose the sheet.
- Select Display Options .
- Modify the display options in the tabs: Time, Version comparison, and Sparklines.
- Select the Set as default for all users checkbox.
- Select Apply. Check the sheet to ensure that it looks the way you prefer.
- Select 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.