Data entry in cells
Introduction¶
Data can be entered in editable cells either directly, by typing the data in the desired cell, or using the Edit cell function to enter the data in dedicated windows.
Cell edit function¶
The Cell edit function allows you to enter information quicker, through the following windows or pages.
| Element | Description |
|---|---|
| Excel Add-in | - Cell edit - Amounts window - Cell edit - comments window - Cell edit - intercompany window |
| Web interface | Edit comments page |
It therefore allows you to enter the following data:
- amounts
- text-based comments and attachments
- intercompany declarations
The specifics for the three types of data are provided below.
Amounts¶
When the user enters the amounts in a data entry cell on an account, the system considers them to be amounts. Those amounts can be of several different types:
| Element | Description |
|---|---|
| Original FS amounts | - Balance sheet - Profit & Loss |
| Original variation amounts | - Variations that allow you to keep track of account transactions (whether equity, to order or other stock) during the period of time taken into consideration. |
| Statistical values | For example: quantity, headcount, square metres, et cetera. Note: values typically used as drivers in allocation processes, the creation of indices, (e.g. revenue per passenger on a vessel), and management reporting. |
| Gross amount | "Gross" amounts from intercompany declarations, or amounts which also include the intercompany quota. |
When a new amount is entered in an editable cell on an account, the system automatically registers an original amount-type figure for which the transaction currency is the same as with the entity currency. The transaction currency of the amount entered can be edited manually from the Edit Amounts window (see Cell edit - Amounts window). Amounts edited in this way can be identified in the audit by the note Inserted by form .
Comments¶
In the data entry phase, editable cells can contain text-based comments. It is also possible to add an attachment to every comment (e.g. justification for an outbound amount).
The conditions for inserting comments and adding attachments to cells of the form are as follows:
- The form must be opened in data entry mode.
- The desired cell must be editable and contained in a matrix.
- The user must have editability rights on the filters set for the desired editable cell.
- If the cell is no longer editable because it contains data that has already been submitted, to insert a comment the user must have function 0004073 active in their own role.
For matrices created on the Financial Workspace and for multidimensional matrices, it is possible to attach one document for each comment. For the Analytical Workspace’s transactional matrices, it is possible to attach several documents, which can be given one single shared description.
Note: in transactional matrices, the comment is saved in JSON on the partitions table and the attachment is saved in the OWS_LBL_DOCUMENTO table. In multidimensional matrices, the document is saved in the table containing all the documents related to multidimensional matrices.
Edit comments¶
Users are only permitted to edit/delete a comments that they inserted themselves, with the exception of users who have a role for which the "Reporting-Data Entry-Comments-Administrator" function, code 0003862, is enabled in the repository. By default, this function is disabled for all users who have the $DEREPORT role.
When a comment is inserted on submitted data, the following conditions must be met:
- A comment inserted on a cell before the data are submitted cannot be edited or deleted after submission.
- When data are rejected, a comment inserted on a cell during the submission phase takes on the pre-submission status and thus becomes editable. When data are resubmitted, the comment become non-editable again.
- A comment inserted on data that have already been submitted can only be edited or deleted if function 0004073 is enabled on the Repository’ user roles (see Roles). This function allows comments to be inserted on data submitted on both Line by Line and Multidimensional matrices.
Comments on matrices with conditional editability¶
For multidimensional matrices on Analytical Workspace and Financial Workspace, it is not possible to insert comments or add attachments on non-editable cells due to unsatisfied editability conditions.
If the user makes the cell editable while satisfying the conditional editability expression, then it becomes possible to edit comments and attachments. However, if, after editing comments or attachments, the user acts on factors of the conditional editability expression, making the cell non-editable again, then the additions, changes or removals made on the comments will be ignored on saving.
Note: for datasets created on the version prior to sp16 with transactional matrices containing comments and/or attachments on measure-type fields, these are now contained in the new field “OWS_LBL_COMMENTI". This field is created automatically within the dataset during transition to new versions, starting with sp16. Comments present on measures have all been moved to the single field that has been created. This field must be added to the matrix manually. By adding the new column, comments previously saved on the measures can continue to be viewed and edited.
Hidden comments¶
In forms based on nodes or aggregation structures, it is possible to view any comments inserted on individual elements belonging to the node or aggregation structure.
The functionality that allows the user to view hidden comments is not available to all users by default, but only to those who have function "0002963 - Reporting.NET - Navigation - Hidden comments" enabled in the respective role.
Intercompany declarations¶
If permitted by the account, it is possible to enter intercompany declaration data in the editable cells of forms. A user can only enter or remove intercompany values if they possess editability rights over the entities involved in the declaration. When cell editability is locked, the Info button reveals details of the lock.