Defined reports query

Topic overview

In Comarch Financials Enterprise there are standard reports, such as open item lists, totals and balance lists, account statements or posting journals, for which the basic structure is largely specified.
In contrast to these evaluations, you can create individually defined reports. In contrast to standard reports, defined reports use the row and column schemes you have defined. Complex reports can be individually configured and structured and created according to your ideas. You can use this application to search for reports that have already been created, to call them up and, if necessary, to have them created again, but and this is the advantage of this application you can also view the composition of individual balance items and track them in detail by going into detail for the respective cell.
These individually defined reports always consist of a column and a row scheme. Within the application Output defined reports, you then combine the column and row scheme as well as the periods to be evaluated for printout.
The applications Query defined reports and Output defined reports are closely linked and complement each other in the creation and detail view of self-defined reports.
Defined reports with columns and rows are among other things required to produce a profit loss calculation, balance sheet or other desired reports and / or comparisons. Due to the separate definition of columns and rows, complex and structured reports can be output. By numbering the rows and using different row types (e.g. text lines, value lines, formula lines, total lines), you have the option of creating as many subtotals, group and totals as you want, depending on the underlying row and column schemes.
A column scheme is not permanently assigned to a report. Therefore, one column scheme can be used for multiple reports. The same applies to a row scheme. Only when printing or when creating a report you specify which column and row scheme should be used. Be aware that changes to a column or row scheme will affect all reports in which they are used.
There may be restrictions when combining columns and rows when creating a report, as not each column scheme matches each row scheme.
This document describes the fields and functions of the Query Defined Reports application.

Application description

The application enables the selection of the data to be evaluated according to various selection criteria and with the row and column schemes you have defined.
You can view details of the report definitions on the tabs that can be shown. You can use the action role to go to the Output defined reports application and output the report again with modified parameters if necessary.
By clicking on individual cells, the Cockpit: Voucher analysis application branches as far as possible and meaningful in which you can use the action Update to display the cell’s data and track its origin.
The application consists of a query pane and a work pane.

Query pane

The query pane contains the input fields that are required to identify a defined report. All the main query fields are listed below.

Identification pane

The information on the report ID is stored here. You can choose from the existing reports and / or create new ones. The fields of the identification panes in detail:

Fields Explanations

  • Report number – serial number of the report. This number is assigned via the number range each time the report is called.
  • Status – status of the report. The field is for display only.
  • Report definition – definition with which the report was called. The definition does not have to exist as a selection definition in the BO SelectionDefinition.
  • Description – description with which the report was called.
  • Column number from – the columns’ line number and line description (optional additional text) are always displayed. The display of valuable columns can be controlled via this field. You can enter a column number of the stored column scheme here. The columns are not displayed before the column number entered here, and after the column number until. The columns are only output in the interval specified.
  • Column number until – the columns’ number and column description (optional additional text) are always displayed. The display of valuable columns can be controlled via this field. You can enter a column number of the stored column scheme here. After the column number entered here and before the column number from, the columns are not displayed. The columns are only output in the interval specified.
  • Number of columns in the report – this field shows the maximum number of columns that can be displayed.
  • Info system (deviation analysis) – if this field is activated, the report is created as a deviation analysis. Additional settings are displayed on the “Info system (deviation analysis)” tab.

Report definitions

In the drop-down area there are various tabs with detailed information for the row and column scheme. The underlying basic definitions of the respective defined reports are reproduced in these registers, e.g. used row and column scheme, evaluation period, column headings, font sizes, dimensions, details, etc. These data are for information purposes only and cannot be changed at this point. The drop-down area is therefore also closed when the application is called, since it is not the report definitions but the associated values in the work pane that are of primary importance.
Tab General
The fields in detail:
  • Row scheme – the name uniquely identifies the row scheme. You can assign names using either numbers or letters.
  • Column scheme – the name uniquely identifies the column schema. You can assign names using either numbers or letters.
  • Accounting standard – accounting standards are used to evaluate and present the financial accounting according to various accounting regulations (e.g., in the HGB, the depreciation regulations differ from the IAS, leading to different valuations in the balance sheet and a different profit/loss calculation). If an accounting standard is specified in a posting, the values are only posted in this accounting standard. If necessary, enter the accounting standard as a search criterion.
  • Internal currency – internal currency to be evaluated.
  • Type of time frame – calculated time frame of evaluation.
  • Additional organizational units – organizational unit(s) that are also evaluated.
  • Analysis period – evaluation period with which the analysis period is determined.
  • Calendar month – start month for the selection of dates. The data will not be displayed before the start month entered here.
  • Creator – person who entered the data record.
  • Check for complete authorizations – when activated, a check is made to ensure that the evaluation authorization is available for all selected posting objects. If authorization is missing for a posting object, the value is set to zero, and the information No authorization is displayed. Otherwise, it could be assumed that the full values are listed when they are not.
  • Creation time – date and time of initial entry.
Tab Column headers
The column headings used are displayed depending on the underlying column scheme. So different entries can be displayed. In the following, only two column headings are shown as examples. In addition, however, further columns and their headings can be listed if they were used in the defined reports. The respective column headings and their meanings, if applicable, can be found in the report definitions in Output defined reports or the column schemes and their names.
  • Heading 1 to 5 – depending on how many heading lines (1 to max. 5) you use, you can enter an individual text for each heading line in these fields per column
Tab Column details
The tab fields in detail:
  • Output help columns – determination of whether help columns are displayed or printed in report evaluations.
  • Without columns / assignment selection – determination of whether the column / assignment selection should be taken into account. This parameter is only useful if information has been provided in the columns in the field Assignment selection. If this parameter is set, the assigned elements (e.g., cost types, object accounts) are assigned to all columns. Otherwise, each value of an assignment is checked to determine which column it should be assigned to.
  • Show additional text – determination of whether the additional text of the line definition should be displayed or output in the template optimized for Excel.
  • Hit column – determination of the column according to which the report is sorted. Only values and formula columns can be specified as hit columns. It can be sorted in ascending or descending order according to values. Negative and positive values are taken into account.
  • Sort hit column – the sorting of the hit column can only be specified if the hit column is used. It can be sorted in ascending or descending order according to values. The following settings are available:
    • Descending
    • Ascending
    • Not relevant
Tab Row details
Here further design attributes such as font size and bold print can be viewed.
  • Output help rows – determination of whether help rows are displayed in report evaluations.
  • Line resolution – you can use the selection in this field to control the display of the value lines within the report. The following setting can be selected:
    • With resolution

Select this setting if you want a detailed analysis of the cost types or accounts posted. For this purpose, only those value lines are resolved for which the field Line resolution is activated in the specified row scheme. For these value lines, additional lines appear in the report according to the number of assigned cost types or accounts.

  • Without resolution

Select this setting if only the row values should be displayed in the report. The field Line resolution from the specified row scheme has no influence on the display in the report.

  • Font size for resolved lines – this parameter is only useful if the report is called with line resolution. It defines the font size of the resolved lines. The following settings are available:
    • Analog lines
    • Normal
    • Enlarged
  • Bold print for resolved lines – this parameter is only useful if the report is called with line resolution. It defines the bold print of the resolved lines.The following settings are available:
    • Analog lines
    • Bold print
    • Normal
  • Figure dimension for resolved lines – this parameter is only useful if the report is called with line resolution. The parameter defines the number unit for the values in the resolved lines. If the value is in hundreds, the number 12,345,678.90 is displayed in this column as 123,456.79 when the report is printed or displayed. The 2nd decimal is due to the type of rounding. The following settings are available:
    • Analog lines
    • In ones
    • In tens
    • In hundreds
    • In thousands
    • In tens of thousands
    • In hundreds of thousands
    • In millions
  • Decimal places for resolved lines – this parameter is only useful if the report is called with line resolution. The parameter defines the number of decimal places for the values in the resolved lines. The following settings are available:
    • Analog to column
    • Without decimal places
    • 1 decimal places
    • 2 decimal places
    • 3 decimal places
    • 4 decimal places
    • 5 decimal places
    • 6 decimal places
Tab Dimensions
This tab can only be activated if the selected report is a The tab fields in detail:
  • Types – types selected individually or via a classification. The following settings are available:
    • Without classification
    • With classification 1
    • With classification 2
    • With classification 3
    • With classification 4
    • With classification 5

If you select Without classification, the stored cost type is selected for report evaluations.

When selecting a classification, all cost types that are assigned to the stored node within the classification tree are selected for report evaluations.

  • Classification cost types – if one of the classifications from 1 to 5 has been selected in the field Use classification cost types, enter a node from the corresponding classification in this field. Only the cost types that are assigned to this node in the tree are processed.
  • 2nd assignment – if the value Without classification has been selected in the field Use classification 2nd assignment, enter an optional dimension in this field.
  • Use classification 2nd assignment – in this field you specify whether optional dimension of the second assignment can be selected individually or via a classification. The following settings are available:
    • Without classification
    • With classification 1
    • With classification 2
    • With classification 3
    • With classification 4
    • With classification 5

If you select Without classification, the stored optional dimension is selected for report evaluations. When selecting a classification, all optional dimensions that are assigned to the stored node within the classification tree are selected for report.

  • Classification 2nd assignment – if one of the classifications from 1 to 5 has been selected in the field Use classification 2nd assignment, enter a node from the corresponding classification in this field. Only the optional dimensions of the 2nd assignment that are assigned to this node in the tree are processed.
Tab Financial accounting
This tab can only be activated if the selected report is a accounting.
The table fields in detail:
  • Current account breakdown – determination of whether and how a current account breakdown takes place.
  • The following settings are available:
  • By balances
  • By balances from OI
  • No
Example for two debtors:
In this example, both debtors have the same collective receivables account.
Debtor 1 has three open items: OI 001 = 1.500,00
D; OI 002 = 1.500,00 D und OI 003 = 500,00 C
Debtor 2 has one open item OI 004 = 1.000,00 C
Selection current account breakdown No
The receivables and payables or credits are shown balanced according to the receivables collective account.
According to the example, there is a total debit balance of 1,500.00 on the collective receivables account; this is shown on the assets side in the report.
Selection current account breakdown by balances
A total of all debit balances and a total of all credit balances are determined.
There is a debit balance of 2,500.00 on debtor 1.
For customer 2 there is a credit balance of 1,000.00
In the report, the collective receivables account is shown once on the assets side with 2,500.00 in debit and once on the liabilities side with 1,000.00 in credit.
  • Check for complete authorizations – determination of whether a check for authorizations takes place
Tab Output settings
If the fields Voucher template, Folder and File name were specified when the report was called up, they will be displayed in this additional tab. When the report is called up again, these are then defaulted.
  • Voucher template – specifying the document template is optional. If nothing is specified here, the voucher template from the defined report is used. If nothing is stored here, the voucher template is determined from the number of columns in the report (standard). If the voucher template is specified here, it will be used. For the Excel output e.g. DEFREPEXCEL.
  • Directory – specifying the folder is optional. If nothing is specified here, the folder from the defined report is used. If nothing is stored there, the folder from the voucher template is used, which is determined by the number of columns in the report (standard). If a folder is specified here, this will be used.
  • File name – the specification of the file name is optional. If nothing is specified here, the file name from the defined report is used. If nothing is stored there, the file name from the voucher template is used, which is determined by the number of columns in the report (standard). If a file name is given here, it will be used.
Tab Info system (deviation analysis)
Creating a report as a deviation analysis allows you to select any two columns from a set of value columns as comparison columns and to determine deviation columns (amount and percentage) for these columns.
Deviation columns must be created as formula columns in a separate column schema of the type Info system (deviation analysis).
The fields of the tab:
  • Base column – in this field, enter the number of the column that you want to evaluate as the first comparison column in the deviation analysis. Only a value column from the level column scheme specified in the report is permitted as a base column. You can use the input help Find column position to select the desired column.
  • Reference column – in this field, enter the number of the column that should be compared with the base column as a comparison column in the variance analysis. Only one value column from the column scheme specified in the report is permitted as a reference column. You can use the input help Find column position to select the desired column.
  • Analysis row – you can optionally enter a row number here in order to limit the deviation analysis to one row. The report is then only created for this row. Only one value line from the row scheme specified in the report is permitted as an analysis row. You can select the required row using the input help Find row number.
  • Column scheme (Info system) – in this field you enter a column schema of the type Information system (variance analysis). The columns from this column scheme supplement the deviation analysis with freely definable deviation calculations. You can use the input help Find column header to select the desired column scheme.

Work pane

The report called up with the main balance data is displayed in the work pane. Since the reports are defined differently, the list display does not contain a consistent structure, but depends on the definitions of the defined report.
Therefore, if necessary, the respective column headings and their meanings can be found in the report definitions in Output defined reports or the column schemes and their names.
By clicking on individual cells, you branch to the application Cockpit: Voucher analysis if possible and meaningful in which you can display the cell data and track its origin with Update.

Restart report
Activating this action opens the application Output defined reports, with which you can view the definition of the report parameters and change them if necessary. For details, please refer to the documentation on Output defined reports.

Customizing

No settings are to be specified for the Defined reports query application in the Customizing application.

Business Entitys

The following business entity is relevant for the Defined reports query application that you use, for instance, for:
Assign authorizations
Set up activity definitions
Import or export data
Defined reports query
com.sem.ext.app.fin.reporting.ui.ReportHeaderMaintenance
The business entity is part of the following business entity group:
com.sem.ext.app.fin.reporting.MasterData

Authorizations

Authorizations can be assigned by means of authorization roles as well as by assigning an organization. The authorization concept is described in the technical documentation Authorizations.

Special capabilities

The Defined reports query application has no special capabilities.

Organizational assignments

Organizational structures are used to control which data is visible, usable or editable. To do this, the Content-related Authorizations function must be activated in the Customizing application.
To ensure that a person can see the Defined reports query application in the user menu and can open it, the user must be assigned to an organization that is connected to one of the following organization structures:
Financial accounting

Special features

There are no special features for the Defined reports query application.

 Authorizations for business partners

The Defined reports query application is not released for business partners.

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