Report instance

<< Prev   Next >>

Report instances are the primary tool for entering, controlling, and approving data in the custom statements subsystem.

Users can create report instances manually or automatically during the report preparation process. A report instance contains data for a report type, scenario, period range, business unit, and a project, if separation by projects is enabled for the report type. Report instances are sorted by dimensions specified on the Report dimensions tab of a respective report type. Creating multiple report instances with the same key dimension is not allowed.

To create a new report instance, go to the list form and enter a new Report instance document.

In the opened form, on the Main attributes tab, specify key document attributes:

• Report type.
• Scenario. You can only select scenarios with the Static horizon planning mode.
• Frequency. If the Regulations for automatic substitution table is filled for the scenario, the list of available frequencies depends on the table content.
• Report start period. To set this attribute, select the start date from the standard period selection dialog box. This attribute will be automatically set to the date of the Reporting period management document if it is earlier than the date you specified.
• Report end period. To set this attribute, select the end date from the standard period selection dialog box. This attribute will be automatically set to the date of the Reporting period management document if it is earlier than the date you specified.
• Regulation. If there is an existing Reporting period management document for the selected scenario and the report start period, the regulation will be automatically taken from this document. "Report end period" will be also filled with the document end period. For one-period regulations, the Report end period field always equals the Report start period field. You cannot edit it.

If the Reporting period management document does not exist, the regulation will be selected from the Regulations for automatic substitution table specified earlier in the key parameters of the scenario and the frequency. If the table is empty, fill the Regulation field manually.

• Business unit. The list of available business units depends on the Regulation business units table of the selected regulation for preparing reports.
• Primary currency. Automatically filled with the primary currency specified for the selected entity in the regulation. Indicator values are stored in the primary currency.

Besides the required key attributes, a report instance has the additional attributes:

• Project. The attribute is available if the Investment project separation check box is selected for the selected report type.
• Dimension 1-6. The attributes are available if you set the respective values of the Dimension kind attributes for the selected report type.

On the Report settings tab, specify the following parameters:

• Output method. Specify a template to display indicators for the selected report type. Select a report instance template or a pivot table template.
• Display unit. Specify a scale unit to display indicator data (units, thousands, or millions).
• Display currency. Specify a data display currency. Select the primary or additional currency for the current report instance.
• Calculation rule. Specify a calculation rule that will be used by default.
• Check rule. Specify a check rule that will be used by default.
• External infobase. Specify an external infobase to be used for data filling (if necessary).
• Import template. Select an indicator import template (if any).
• Additional currencies. The table is filled automatically based on the Regulation business units table of the selected regulation for the specified company. Indicator values are automatically converted into additional currencies when saving data in the primary currency.

Once you entered the key attributes, the Reporting period management document will be created and the Report instance edit form will be opened in the selected template.

Entering indicator values

You can fill the report instance in one of the following ways:

• Fill values manually.
• Import values from a Microsoft Excel 2007 (or later) file that is stored externally or in the infobase.
• Use the processing rule. The report instance is automatically filled by formulas and procedures defined for the specified report type.
• Collapse data of other report instances of the same kind by report dimensions or a period.
• Consolidate a perimeter for a consolidating company.
• Eliminate intercompany turnovers for an eliminating company.

Please note that indicator values you enter for the report instance are not saved automatically. You can roll back the changes you've made if you want to. Click Save and close or Save to save the changes. The changes will be recorded in the database.

If the report instance has the Confirmed status, you cannot edit its indicators.

If a period in the report instance is locked, you can't edit the indicators for this period.

Editing indicators manually

You can only edit indicators from the current key data slice. For example, if you create a report instance with the Plan scenario and the display template contains indicators both for the Plan and Actual scenarios, then you can only edit an indicator for the Plan scenario. Besides, by default you can't edit the indicators that have formulas assigned in the selected calculation rules.

If you edit an aggregate indicator cell, a window with value drill-down by remaining dimensions will open. In this window, you can add, edit, or delete analytical drill-down rows, or edit indicator values.

Entering values in different currencies

You can edit indicator values and display them in the primary currency or in one of the additional ones.

Recalculating reports

After manually editing the report, you may need to recalculate some cells that contain indicators calculated based on the data of the same report.

Importing from a file

You can fill the report by importing it from a file saved in the infobase in the Stored files of business units catalog. You can also import a file saved in the file system.

If any errors occur during the import procedure, the import error log will be displayed.

Once the import is completed, you can edit the report manually.

Filling reports automatically

In the application, you can fill a report automatically, both in manual mode and report preparation mode.

Filling by processing rule

When setting up the indicator calculation formulas, you select data from an external infobase, specify this infobase in the main report instance parameters.

After filling the cells using formulas, you can drill them down to the primary source level.

Collapsing data

You can generate a report based on more detailed report data by collapsing and merging data of detail sections.

Collapsing by period is similar to collapsing by dimensions.

If reports with different periods covering a longer period, for example, months and a quarter, are saved in the infobase, you can automatically generate a report for this period. To do it:

1. Create the Report instance document.
2. Specify parameters of the entered reports with the following exception: the Period parameter value must be higher than the initial report periods in the period hierarchy.
3. Click "Fill in" and select Other methods – Collapse by period. In the window that opens, specify the frequency of report instances whose data you want to collapse into the current document.

Consolidating perimeter

The Perimeter consolidation method is used at the final stage of preparing consolidated reporting or a consolidated balance sheet.

You can generate a consolidated report automatically. To do it, open the Report instance document and select a consolidating business unit in the Company attribute. Then, click Fill in and select Other methods – Consolidate perimeter. A consolidated report will be generated automatically based on the reports of the business units of the consolidation perimeter entered into the infobase.

Each consolidated report indicator will be presented as a sum of the correspondent indicators of the reports of the business units included in the perimeter. For business units with the proportional consolidation method, each indicator will be pre-multiplied by the full equity interest. For business units with the full consolidation method, indicators are taken unchanged.

To drill down the received report data, use the Report consolidated by adjustments report.

To generate a report from the document form, click Go to.

Report instance status

The Status attribute of the Report instance document stores the report state.

The following attribute values are available:

• Not filled in. The report is scheduled for filling but no indicator is entered.
• In progress. The report contains at least one indicator.
• Checked, pending approval. The report is filled by the assignee and ready to be approved by the supervisor. Starting from this state, you can use report indicators in other reports.
• Returned from confirmation. The report was not confirmed.
• Confirmed. The supervisor confirmed the report.

You can see the status at the bottom of the main document form.

The Status attribute value can be changed automatically when you perform certain operations with the Report instance document. When you save the document, the In progress value is set automatically if the document was in the Not filled in state, being edited manually, or filled in any other way before that.

You can change the Status attribute value manually if specific conditions are met. If a report has dimensions at the report level, a report with an empty dimension can be set to the Pending approval or Confirmed state only if all reports with a filled dimension have this state.

To edit the Status attribute, you can also use an approval route if it is specified in the Responsibility assignment matrix data processor for the current report type and company.

If a report supervisor is explicitly specified, only the supervisor can edit the approved report.

Managing report versions

Select the Save change history check box for a report type to access the report indicator version control form. When this check box is selected, each transaction performed with entries in an instance of this report creates a new version that contains differences from the previous version. In this form, versions created by the current report instance have white background, and versions created by other recorders have grey background.

You can see a list of saved document versions in the form table. For each version, specify the version code, author, change date, mark, and comment.

You can delete or collapse any version or the current report instance. The version control form contains the following commands:

• Open version. Opens the selected data version in the current template.
• Compare versions. Displays the difference between two selected versions. The positive differences are highlighted in green, and the negative are in red.
• Collapse to version. Collapses all versions above the selected version. These versions are deleted and replaced by an aggregate version containing all data from the collapsed versions.
• Delete versions. Deletes all versions above the selected version.

Workbook mode

If the current report instance template has a list of additional templates, each template is displayed as a separate tab. Click a tab to display the corresponding template. Additional templates have the same data editing and displaying features as the main template.

Pivot table mode

If you display a report instance in a pivot table template, the command bar contains additional commands:

• Edit column list. Opens the form to select report type columns to display in the current template. You can select columns from any report types that have a row selected. The form specifies a column, column name in the table, and column type. The column type determines how the column data is used. Basic value displays a basic value determined by filters. ∆ (variance of current value from basic value) displays absolute variance of the current value from the basic value. ∆% (variance of current value from basic value) displays relative variance of the current value from the basic value. The Scenario, Company, Period, and Project columns specify a basic value to display data of the current report column. All basic values are set to Context value by default. This means that the current indicator filters are used to display the pivot table data. However, you can set any basic value to a fixed value or to Shift by period for the Period field. The Display in additional currency field displays a column value in the selected drill-down currency.
• Edit grouping locations. Opens a form containing pivot table grouping locations. The list of available grouping dimensions depends on the list of rows and columns in the current pivot table template. The Available dimensions field contains dimensions whose data is included in the pivot table. The Top (quick filters) field contains dimensions used for quick data filters in data display mode. Please note that the Scenario dimension is only used for quick filters. You cannot move it to other fields. The In rows field contains dimensions used to group data in the pivot table rows. The Report lines dimension is locked, so you cannot move it to other fields. The In columns field contains dimensions used to group data in the pivot table columns. The Report columns dimension is locked, so you cannot move it to other fields. To edit the additional properties of a dimension, double-click the dimension field. You can't edit properties of a locked dimension. In the Dimension presentation in table field, you can create a dimension presentation expression for data display mode using the presentation builder. The Dimension ordering expression in table field specifies a table field used to order dimensions. The Display catalog hierarchy in the table check box is available for dimensions that support group or item hierarchy.
• Edit period display settings. Opens a form that specifies how periods are displayed in the pivot table. In this form, specify Data frequency that will be applied to the current pivot table template. Please note that a pivot table template can't contain multiple frequencies. For example, if you keep both monthly and quarterly data, you need to create two templates, one for monthly and one for quarterly periods. In this form, you can also select totals to display for the selected frequency. The totals are calculated whenever the pivot table is displayed. Frequency of the totals must be greater that frequency of the table data. For convenience of working with numerous periods, you can apply an aggregated data grouping starting from a specified period. To enable data grouping, select the Use period grouping check box and specify a period to start grouping data.

Commands on the main command bar of report instance form

The following commands are available on the main command bar:

• Save and close. Saves all changes in the current report instance indicators to the infobase and closes the form.
• Save. Saves all changes in the current report instance indicators to the infobase.
• Open report settings form. Opens the form to edit the current report instance parameters. The form has the same attributes and filling rules as a new report instance.
• Fill in by regulation. Fills a report instance using a method specified in the regulation.
• Fill in using another method. Opens the form to select a method to automatically fill the report instance.
• Edit. Enables or disables the manual edit mode for report indicators.
• Clear all indicators of current report instance. Clears report indicator values.
• Refresh. Updates data to display in the selected template.
• Go to version management. Opens the version management form for the current report instance.
• Hide empty report lines. Hides or displays lines that contain indicators with empty values.
• Hide empty report columns. Hides or displays columns that contain indicators with empty values.
• Show comments. Displays or hides the form to enter text comments to the current report instance template.
• Check/Do not display control correlations. Checks control indicators in accordance with the check rule specified for the current report instance. You only approve a report instance after it passes a check successfully.
• Check/Display all control correlations. Checks control indicators in accordance with the check rule specified for the current report instance. Displays a detailed check log.
• Open factor analysis. Opens the Factor analysis and modeling data processor for the selected indicator area of the current report instance. For more information, see chapter "Factor analysis and modeling".
• Show document register records. Opens a report on register records (for all registers) for the current report instance.
• Show the original imported file. Opens the latest saved version of the original file if the current document is imported from Microsoft Excel.
• Operations with adjustments/Enter adjustment document. Opens the Indicator value adjustment document form for the selected indicator area. Make sure the current report instance is not in editing mode.
• Operations with adjustments/Adjustment report for selected indicators. Opens the Report on indicator value adjustments report form for the selected indicator area.
• Operations with adjustments/Adjustment report for selected indicators. Opens the Report on indicator value adjustments report form for the selected indicators of the current report instance.
• Open in pivot table. Opens data of the current report instance in the pivot table mode.

Commands on the data edit command bar of report instance form

These commands are only available if the report instance is in data editing mode. The following commands are available:

• Cancel action. Rolls back the last action that was performed with indicators and refreshes the form.
• Repeat action. Repeats the last cancelled action with indicators and refreshes the form.
• Open action history. Opens the history of actions with indicators. Each line contains a single transaction and its description. You can cancel all actions above a selected line with a single command. The action history is available until the changes made to the report instance are saved to the infobase. Once you save the changes, the history is cleared and a new version of the current report instance is created.
• Copy selected area to clipboard. Copies values of the selected cells to the clipboard in a text format.
• Paste values from clipboard. Pastes report indicator values from the clipboard. You can also paste values copied from external sources.
• Copy values of selected cells to the right. Copies values of one or several selected cells in a column to adjacent cells to the right.
• Copy values of selected cells down in the column. Copies values of one or several selected cells in a row to adjacent cells below.
• Change by value/percentage. Opens a form to select the selected indicator adjustment by a specified value. The adjustment is made by an absolute or relative value. So, you can increase the selected amounts by 100 rubles or, for example, by 15%.
• Index by scenario. Opens a form for selecting a scenario to index. For this scenario, the system has a data slice similar to the current one and containing coefficients as indicator values, by which the current scenario indicator data will be multiplied. If coefficients are specified in the allocation scenario only for report type lines, they will be applied to the indicators of the corresponding lines of the target scenario with all available dimension drill-downs.
• Update and distribute variance. Opens a form for updating the selected indicators for the selected periods. To update the indicators, select the actual data scenario. If you need to update data according to the actual data scenario, click Update. Once you click this button, the actual data will be filled according to the regulation. Next, select the range of periods to which the actual data will be imported, and choose one of the following variance allocation options:
  • □ Update. If you select this option, variances between the actual data and the current scenario are not transferred.
  • □ Align to actual data and transfer all variances to the next period. If you select this option, variances between the actual data and the current scenario are transferred to the next period.
  • □ Align to actual data and transfer positive variances to the next period. If you select this option, positive variances between the actual data and the current scenario are transferred to the next period.
  • □ Align to actual data and transfer negative variances to the next period. If you select this option, negative variances between the actual data and the current scenario are transferred to the next period.
  • □ Align to actual data and transfer all variances equally to the whole horizon. If you select this option, variances between the actual data and the current scenario are allocated evenly to the periods whose date is greater than the period end date for the actual data import and less than the period end date for the current planning horizon.
  • □ Align to actual data and transfer positive variances equally to the whole horizon. If you select this option, positive variances between the actual data and the current scenario are allocated evenly to the periods whose date is greater than the period end date for the actual data import and less than the period end date for the current planning horizon.
  • □ Align to actual data and transfer negative variances equally to the whole horizon. If you select this option, negative variances between the actual data and the current scenario are allocated evenly to the periods whose date is greater than the period end date for the actual data import and less than the period end date for the current planning horizon.
  • □ Transfer actual data to the next period. If you select this option, the actual data is transferred to the next period. You can use the method to update non-financial indicators for which it makes no sense to calculate variances.
  • □ Fill in horizon with actual data of the updated period. If you select this option, the actual data is transferred to the next periods up to the planning horizon end. You can use the method to update non-financial indicators for which it makes no sense to calculate variances.
• Clear selected cells. Clears values from cells in the selected area.
• Comment cell. Adds a comment to the current cell. You can only add comments to cells that contain indicators and are not aggregated (in other words, cells that have all dimensions filled).

<< Prev   Next >>