Introduction to Agresso Desktop Course Manual

Agresso Introduction to Desktop Course Manual

Notices Highpoint Implementation and Training Services Ltd has made every effort to supply accurate, complete and up to date information in this document. However, if changes are made to the system, the information in this document may no longer be accurate at the time of use. Highpoint Implementation and Training Services Ltd assumes no responsibility for any errors or omissions that may occur in the document.

Microsoft® Excel, Windows® and Microsoft® SQL Server™ are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other brand names, product names and company logos are trademarks or registered trademarks of their respective owners.

This document contains information that is proprietary to Highpoint Implementation and Training Services Ltd. Please do not reproduce this document, or make it available to any third party either directly or indirectly in any format. If you do require more copies for any purpose please contact Highpoint Implementation and Training Services for authorisation.

All rights reserved.

Highpoint Implementation and Training Services © 2014

Contents Notices ............................................................................................................................................. 2 Training Basics ................................................................................................................................. 6

Section 1: Desktop Navigation ................................................................................................ 7 1.1 Accessing Agresso Desktop .................................................................................................. 7 1.2 Screen Layout ....................................................................................................................... 7 1.2.1 Menu and Toolbar .............................................................................................................. 8 1.2.2 Tools and Links ................................................................................................................... 9 1.2.3 Menu Pane .......................................................................................................................10 1.2.4 Contents Pane ..................................................................................................................10 1.2.5 Reports and Search...........................................................................................................11 1.2.6 Tasks and Alerts ...............................................................................................................11 1.2.7 Status Bar .........................................................................................................................12 1.3 Screen Types ......................................................................................................................12 1.3.1 Transaction Screen (VP10) ...............................................................................................12 1.3.2 Master File Screen ............................................................................................................13 1.3.3 Enquiry Screen ..................................................................................................................14 1.3.4 Ordered Report Variant Screen ........................................................................................14 1.4 Value lookup ......................................................................................................................15 1.5 Tools ...................................................................................................................................16 1.6 Options ...............................................................................................................................16

Section 2: Key Agresso Concepts .......................................................................................... 18 2.1 Attributes .................................................................................................................................18 2.2 Relations ..................................................................................................................................19 2.3 Account Rules ..........................................................................................................................19 2.4 Data Control.............................................................................................................................21 2.5 Menu Access ............................................................................................................................21

Section 3: Linking .................................................................................................................. 22 3.1 Overview ..................................................................................................................................22 3.2 Linking One Screen to Another ................................................................................................22 3.2.1 Screen Definitions .............................................................................................................22 3.2.2 Actions ..............................................................................................................................23

Section 4: Reports & Enquiries ............................................................................................. 25 4.1 Overview ..................................................................................................................................25 4.1.1 Simple Enquiries ...............................................................................................................25 4.1.2 Setup Enquiries .................................................................................................................25 4.1.3 Browser Enquiries .............................................................................................................25

4.2 Using Wildcards ....................................................................................................................... 26 4.3 Using a Simple Enquiry ............................................................................................................ 26 4.3.1 Screen Definitions ............................................................................................................ 26 4.3.2 Actions.............................................................................................................................. 27 4.3.3 Sorting Simple Enquiry Results ......................................................................................... 27 4.4 Using a Setup Enquiry.............................................................................................................. 27 4.4.1 Screen Definitions ............................................................................................................ 27 4.4.2 Actions.............................................................................................................................. 29 4.4.3 Choosing Fields................................................................................................................. 29 4.4.4 Organising Fields .............................................................................................................. 29 4.4.5 Renaming Field Headings................................................................................................. 30 4.4.6 Sorting Results ................................................................................................................. 30 4.4.7 Subtotalling Results.......................................................................................................... 30 4.4.8 Defining Search Criteria ................................................................................................... 30 4.4.9 Adding a Relation ............................................................................................................. 31 4.4.10 Saving Setup Enquiry Settings as an Enquiry Template ................................................. 31 4.5 Using a Browser Enquiry.......................................................................................................... 33 4.5.1 Overview .......................................................................................................................... 33 4.5.2 Running a Browser Enquiry .............................................................................................. 33 4.5.3 Screen Definitions – Setup Tab......................................................................................... 34 4.5.4 Choosing Fields................................................................................................................. 35 4.5.5 Organising Fields .............................................................................................................. 35 4.5.6 Renaming Field Headings................................................................................................. 36 4.5.7 Sorting and Subtotalling Results ...................................................................................... 36 4.5.8 Adding Expressions/Formulas .......................................................................................... 36 4.5.9 Adding a Relation ............................................................................................................. 37 4.5.10 Adding Multiple Levels of Relations (Trees) ................................................................... 39 4.5.11 Adding a Flexi-field......................................................................................................... 40 4.5.12 Adding Other Fields Using Expand Base ........................................................................ 41 4.5.13 Conditional Formatting .................................................................................................. 42 4.5.14 Screen Definitions – SearchC Tab ................................................................................... 43 4.5.15 Adding a Search Criterion .............................................................................................. 44 4.5.16 SearchC Operator Definitions ......................................................................................... 44 4.5.17 SearchC Formatting Rules .............................................................................................. 46 4.5.18 Using Parameters to Prompt for Values ........................................................................ 47 4.5.19 Using Macro Values ....................................................................................................... 47 4.5.20 Screen Definitions – Results Tab .................................................................................... 48 4.5.21 Formatting Results ......................................................................................................... 48 4.5.22 Freezing Columns ........................................................................................................... 49 4.5.23 Saving Browser Enquiry Settings as a Template ............................................................ 49 4.6 Drill Down ................................................................................................................................ 50 4.7 Filtering by Example ................................................................................................................ 50

Section 5: Analyzer................................................................................................................ 51 5.1 Overview ..................................................................................................................................51 5.2 Starting Analyzer......................................................................................................................51 5.3 Data..........................................................................................................................................52 5.3.1 Screen Definitions .............................................................................................................52 5.3.2 Actions ..............................................................................................................................52 5.3.3 Field Values Right-click Menu...........................................................................................53 5.4 CrossTab...................................................................................................................................54 5.5 Tree ..........................................................................................................................................55 5.6 Pie Chart ..................................................................................................................................55 5.7 Bar ............................................................................................................................................56

Section 6: Exporting Data to Excel ........................................................................................ 57 6.1 Overview ..................................................................................................................................57 6.2 Copy and Paste ........................................................................................................................57 6.3 File – Save As ...........................................................................................................................58 6.4 Output as Report .....................................................................................................................58

Section 7: Outputting Enquiries Using Report Tools ............................................................ 59 7.1 Overview ..................................................................................................................................59 7.2 Creating a Mail Merge Output Template ................................................................................59 7.2.1 Creating the Browser Enquiry...........................................................................................60 7.2.2 Creating and Editing the Mail Merge Document .............................................................61 7.2.3 Importing the Document as a Report Output ..................................................................62 7.3 Creating an Excelerator Output Template ...............................................................................63 7.3.1 Creating the Browser Enquiry...........................................................................................63 7.3.2 Creating and Formatting the Excelerator Report .............................................................63 7.3.3 Importing the Report as an Output ..................................................................................63 7.4 Creating an ARC Report Output Template ..............................................................................64 7.4.1 Creating the Browser Enquiry...........................................................................................64 7.4.2 Creating and Formatting the ARC Report ........................................................................64 7.4.3 Importing the Report as an Output ..................................................................................64 7.5 Using an Output Template.......................................................................................................64 7.6 Running Template Reports Directly from the Menu ...............................................................65 7.6.1 Setting a Report Output to Run Directly from the Menu .................................................65

Section 8: Summary .............................................................................................................. 66

Introduction to Desktop

Introduction This course manual is intended as a self help guide for new users of the Agresso Business World (ABW) Desktop system. It is also a useful aide memoire for experienced users.

It has been based upon the EN client, which is the Agresso Demo client available to all Agresso sites.

We have not amended or added to the data in any way, so that users will be able to refer to that client if they wish to follow what is being done.

The EN client is shipped with all copies of the ABW software. If you do not have access to it, please contact your system administrator.

If you would like additional system training Highpoint offers a range of courses to suit your preferred learning style and budget. Please see our website for more details: highpoint-services.co.uk.

Training Basics Your trainer will explain: 

the location of facilities, including toilets and refreshment points



the fire procedures for the building, including the marshalling points, and general room safety and comfort



the need to switch off mobile phones and refrain from using the internet during the course



the scheduling of breaks during the course, including coffee breaks and a lunch break of up to one hour.

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Introduction to Desktop

Section 1: Desktop Navigation 1.1 Accessing Agresso Desktop Double-click the Agresso icon on your desktop. Log in using system as the username and system as the password. The client is EN.

We will continue to use these login, client, and password details throughout this course manual.

1.2 Screen Layout

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Introduction to Desktop

Pin

Name

Section

Menu and Toolbar

1.1

Tools and links

1.2.2

Menu pane

1.2.3

Contents pane

0

Reports and search

1.2.5

Tasks and alerts

1.2.6

Status bar

0

1.2.1 Menu and Toolbar The menu is a standard Microsoft (MS) Windows menu bar, containing structures and options familiar to MS Windows users.

The standard toolbar contains many familiar icons (such as save, print, search, and help) and some new Agresso-specific ones: Icon

Name

Description

Keyboard Shortcut

Find

Queries and searches. Often used in conjunction with [F9].

[F7]

Save

Saves changes.

[F12]

Zoom

Some screens show summary data of a record. If available zoom provides a more detailed view.

Filter

Filter the result of a query using the value of the currently highlighted cell.

Video Buttons

Allows navigation through reports and enquiry results.

Keep

Keeps entered values within the active area in preparation for save. May be used when entering journal (keep each line until complete and ready to save).

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[Alt+F6]

[F11]

Introduction to Desktop

Change Row

Returns values to the active area for amendment.

[Shift+F11]

Choose

Allows selection of a record from a lookup window. Can be used instead of double-click.

Print

Prints documents to default printer.

Insert Row

Inserts rows into the currently active table. Often used when manually inserting new static data records e.g. cost centres.

Clear

Clears/refreshes the screen without saving changes.

[F5]

Help

Provides access to the online system help.

[F1]

Show Table

Certain master file screens (e.g. suppliers) allow queries of specific records (e.g. all CIS). Step through them using the video buttons.

Chart

Allows graphical representation of data.

Analyzer

An additional reporting tool.

Reports

Allows data to be extracted into Excel.

MOR

Maintenance of Ordered Reports.

MRP

Maintenance of Report Printouts.

Change Company

Enables you to change the company you are currently working with.

Document Archive

Provides access to documents attached to specific header records.

[F6]

[Alt+F2]

[F10]

1.2.2 Tools and Links The Tools pane shows all available tools for the screen you are currently in. These are also accessible from the Tools menu.

The Links pane shows all links that have been created for the screen you are in (see Section 3: Linking). These are also accessible from the Links menu.

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Introduction to Desktop

1.2.3 Menu Pane This area provides access to a subset of the available Desktop modules, depending on how your organisation uses the system and your system roles. For example, the Accounts Payable team will have access to the Accounts Payable module and HR will have access to Human Resources.

The menu is structured in a similar way to Windows Explorer, with a hierarchy of expandable and collapsible folders (with modules at the top level).

The folders organise the various activity screens to which you have access. As you expand folders you will see a variety of menu icons representing these activitiese. Some common examples are: Menu Icon

Window Type

Description

Data entry

Allows new records to be entered, e.g. resources and projects.

Maintenance

Allows existing records to be viewed, edited, and deleted at both header and detail level.

Enquiry/Maintenance

Allows enquiry on existing records and detail level data.

Information/Enquiry

Opens a standard enquiry window, allowing data to be viewed as read-only with no editing options.

Server reports

Runs a report producing a printout.

It is possible to have the menu pane hide automatically when not in use. This gives you more room in which to view the Contents pane.

When the pin is pointing downwards the menu is fixed. To change this click the pin icon; the menu will now only appear when you click it or hover your mouse pointer over it.

1.2.4 Contents Pane The Contents pane is the interactive area of the screen from where you can maintain, enquire or capture data within Agresso. Selected menu options (data entry/maintenance, reports and enquiries) are displayed in this area.

It is possible to have multiple screens open at the same time, each in its own window. If they are maximised you can navigate between them via tabs at the top of the Contents pane.

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1.2.5 Reports and Search The Reports pane provides access to reports and browser enquiries contained within the Global reports folder.

There is also a Private reports folder accessible only to you. Within both folders report items and sub folders are displayed in a tree structure.

The Search pane is used to search for Agresso screens:

Enter the name or part of the item name you are searching for (using wild cards if necessary) and click Search. Right-click the requested item (in this case Project Master File) and choose Show in menu. The folder structure of the menu will expand to display the selected item:

1.2.6 Tasks and Alerts Tasks are steps within the workflow process which require some action. You may receive alerts via email to tell you there are tasks requiring your attention.

Alerts are reminders within the system, often related to tasks in workflow, although they can be generated within other areas of Agresso. Alerts are specific to Agresso but can be configured. For example you might receive an email alert each time you receive a new task.

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Introduction to Desktop

1.2.7 Status Bar The status bar shows: 

the current screen type (SU02)



the client/company you are logged in to (EN)



the current date (dd/mm/yyyy)



your login ID (SYSTEM)



the name of the database (Milestone4)



the version of Agresso running on your system (5.7.1 (0))

1.3 Screen Types Within Agresso Desktop there are four types of screen, excluding enquiries and browsers. These are: Screen Name

Section

Transaction screen (VP10)

1.3

Master files

1.3.2

Enquiry screens

1.3.3

Report variants

1.3.4

1.3.1 Transaction Screen (VP10) VP10 is the most common finance screen and the primary data entry screen within Agresso. It allows you to enter transactional information, such as journals, invoices, and credit notes.

It is best practice to use [TAB] to progress through the fields on Agresso screens.

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Introduction to Desktop

1.3.2 Master File Screen Master file screens are used to maintain information held within master records, such as Supplier, Customer, and Project.

The layout of each screen will vary depending upon the data being captured. Many screens contain multiple tabs

to display different types of information relating to a single record:

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Introduction to Desktop

In addition to the standard Agresso tabs, it is also possible to create extra Flexi-field tabs to hold information specific to your organisation.

The number of tabs available within a master file varies depending on the configuration of Agresso and your individual access rights.

1.3.3 Enquiry Screen Enquiry screens allow you to search for and view data in tabular format. Except in the case of combined enquiry/maintenance screens, the data is read-only. Enquiry results can be copied and pasted or exported to Excel, where you can format, perform calculations on and chart them in the usual way.

There are three types of enquiry. In ascending order of complexity and flexibility, they are:  Simple Enquiry  Setup Enquiry  Browser Enquiry Customised versions of enquiries can be saved and published (for personal or global use) as reports, and made available from the Reports pane.

Reports and enquiries are considered in more detail in Section 3: Linking.

1.3.4 Ordered Report Variant Screen The Ordered report variant screen is used to run server processes, some of which simply produce report outputs while others actually alter things on the system, for instance flagging records that meet certain criteria or processing flagged records.

The screen comprises a series of standard parameters (shown in rows 1 to 10 in the example below) followed by a series of variable parameters (from row 11 onwards).

These parameters are dependent on the type of report process being run.

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1.4 Value lookup Value lookup is available from all fields which require you to enter a code or ID (e.g. SupplierID, Cost Centre, ResourceID) and lets you search for the code by its description or other identifying information. To open the Value Lookup ensure the cursor is in the field that requires the code and press [F9]. The Value lookup screen is an example of a Simple enquiry screen. Seeing Using a Simple Enquiry below for more information.

To search for a company called Rotta Kebab Company, for example, from within the Supplier master file, place your cursor in the SupplierID field

and press [F9] to open Value lookup.

Search for all suppliers whose names start with ‘Rotta’ by typing Rotta* the grey search bar. Press [F7] to display any matching results.

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in the Description field of

Introduction to Desktop

Double-click the line for Rotta Kebab Company to return to the Supplier screen with that supplier’s ID in the SupplierID field. Press [Tab] to load the details for that chosen supplier:

1.5 Tools Tools are functions which only relate to the current screen. In many cases they open additional screens for entry of related data, for example creation of a factor (pay recipient) for a supplier from the Supplier master file:

Tools options are available from the bar directly under the screen name and from the menu at the top of the screen or from the Tools pane.

1.6 Options You can customise your view of Agresso by clicking File  Options to open the Agresso options box:

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Pin

Name

Description

Field highlight

Use this option to help identify which field is currently active. Tick the box and select a colour.

Theme

Choose a theme from the drop-down list.

Menu style

This option allows you to configure your system around either clients or projects.

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Introduction to Desktop

Section 2: Key Agresso Concepts The key concepts of Agresso are: Concept

Section

Attributes

2.1

Relations

2.2

Account rules

2.3

Data control

2.4

Menu access

2.5

2.1 Attributes Attributes are the core building blocks of Agresso and represent the key pieces of information that make up a record. For example, supplier records have SupplierID, Supplier Group, and Pay Method among their many Attributes, while purchase order records have Order Number, SupplierID, and Period. The vast majority of data within Agresso is represented by Attributes.

Each Attribute has an associated list of Attribute values. For example, when a new supplier record is created it is assigned a SupplierID, such as 103254.

Attribute values are codes of one type or another, so each value is given a description identifying it and making it easier to find and use. For instance the SupplierID 103254 might represent the supplier “Arco Steel”: Attribute

Attribute Value

Description

SupplierID

103254

Arco Steel

Attributes and their associated values have two purposes: 

to capture information during the posting of transactions



to enable detailed reporting

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Introduction to Desktop

2.2 Relations Relations define links between attributes. There are three types: 

Fixed are pre-defined in ABW, e.g. account groups are pre-defined as having a relation with the attribute ACCOUNTS.



Direct are used for code completion, to simplify and enforce correct transaction entry by making the system fill in a value for one attribute automatically based on the value of another attribute.



Indirect are used for building reporting structures, validating legal combinations of values in transaction entry, and linking additional information to an Attribute value.

2.3 Account Rules The key attribute for transactions on the General Ledger is the account code. Each account code is assigned to an account rule. When you enter that account code in a line of a transaction, the rule dictates: 

to which other attributes you can or must assign values



which relations are used to restrict the values that you can enter



any values which will be derived from the values you give to one or more other attributes, and



any fixed attribute values.

Attributes within account rules may be: 

Mandatory: A value must be entered. The system will not accept the transaction posting until a valid entry is made.



Optional: A value may be entered provided it is a valid analysis code set up in the system. Alternatively it can be left blank.



No Check: Similar to optional, but Agresso does not validate any value you enter.



Fixed: The value is fixed and cannot be amended (indicated by a greyed out field in the VP10 screen).

Below is the Fixed Assets, general account rule. Any account entered that has this rule requires entry of a value for COSTC (cost centre) and allows you to specify a value for ASSET:

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Below is the VP10 screen with Account 3717 (Fixed asset sales) entered. 3717 is assigned to the Fixed Assets, general account rule, so Costc and Asset are the fields that appear. You cannot progress beyond the Costc field without entering a value because the rule specifies that it is Mandatory:

The following terminology is relevant: 

Code Completion: Automatically completes values required for analysis based on the value of one of the posting values entered or an identifying value linked to you as a user.



Validation: Ensures you are completing the analysis correctly, according to the account rule associated with the account.



Value Matrix: Another form of code completion which allows you to define the value of an analysis attribute based on the values of up to four other attributes .



Data Control: Restricts or limits access to certain data while posting transactions (see below).

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Introduction to Desktop

2.4 Data Control Data control ensures users only have access to data appropriate to their role within the organisation.

For example a cost centre administrator may have access to only a subset of cost centres, and to all income and expenditure accounts except those which are payroll related. This will prevent them from accessing salary information.

Data control applies both to posting of transactions and to enquiries. This means you can be restricted to certain codes both in terms of what you can enter and what you can see.

2.5 Menu Access Menu access ensures users only have access to menus appropriate to their function within the organisation. For example a payroll administrator may only have access to the Human Resources menus but an Accountant could have access to the Financials menu.

The menus can be set up to allow read-only access or to allow a user to amend and/or delete depending on their function.

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Introduction to Desktop

Section 3: Linking 3.1 Overview When you are working in one screen within Agresso it may be necessary to refer to related data in another screen. For example, if you are looking at a Supplier record you might want to look at that supplier’s open items via the Open and historical items per supplier enquiry. Creating a Link makes it easy to open another screen without having to navigate through the menu system. You can even have the screen you’re linking from feed an attribute value of the particular record you’re looking at to the screen you link to.

3.2 Linking One Screen to Another 3.2.1 Screen Definitions Creating a link involves the use of the New link screen. Descriptions of the fields used are below:

Field/Section

Description

Name

The name of the link, which will appear in the Links pane, Links menu and on the toolbar.

From

Details of the current screen, from which you are creating the link.

To

Details of the screen you are creating the link to.

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Introduction to Desktop

Type

Usually a screen, but could be a Browser template, (Ordered) Report or External link.

Module

The module the screen is in.

Menu item

The name of the screen.

Variant

For ordered reports, the variant of the report.

Argument

The name of the attribute whose value you want to pass to the linked screen *, or the address of the external link.

Transfer parameter

Whether to transfer the value or not.

* If both screens look at sets of records based on the same attribute value, you don’t need to specify the name of the attribute

3.2.2 Actions

Step

Action

1

Open the screen or report you want the link to be From

2

Click Links  New Link

3

In the New Link window, type a meaningful name and the details of the screen you want to link to as outlined in the Screen Definitions section above.

4

Click Save or press [F12].

.

.

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Introduction to Desktop

This creates a new option in the Link menu/toolbar/pane whenever you are in the screen you linked from. The option has the name you chose when you created the link screen appears .

. When you click it, the linked

If you passed a valid attribute as the Argument to the linked-to screen (or both screens are restricted to showing records based on the same attribute’s value) it will only display records that have the same attribute value as the record you were looking at in the linkedfrom screen (in this case, SUPPID = 10) .

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Section 4: Reports & Enquiries 4.1 Overview There are various ways to access information from Agresso using tools such as simple, setup, and browser enquiries, and Excelerator reports. This section introduces these tools and some of the functionality associated with them.

Enquiries are a powerful way of monitoring low level expenditure and income and also detailed figures such as total spend for a cost centre. You can use the default enquiries available in Agresso, or you can amend them to suit your needs, and save the amended versions as templates.

There are various default enquiries in Agresso. Some are dedicated specifically to the General Ledger, and show all transactions by default, such as General Ledger Transactions. Others are specific to a particular area, such as Accounts Payable, and only show transactions relating to this area.

There are three main types of enquiry available in Agresso: 4.1.1 Simple Enquiries Simple enquiries have a grey search bar at the top for typing basic search criteria but have no customisable features such as subtotalling, and you cannot save a simple enquiry as a template.

Value lookup opens as a simple enquiry, as do the Absence enquiries enquiry in Human Resources and the Single account details enquiry in General Ledger.

4.1.2 Setup Enquiries Setup enquiries allow some customisation such as multi-level sorting and subtotalling, which can be saved as templates for future use. The various options available, such as filtering and subtotalling, appear in a dialog sepearte to the main screen where the results appear. The General Ledger Transactions enquiry in General Ledger and the Open and historical items for all suppliers in Accounts Payable open as setup enquiries.

Simple and setup enquiries are interchangeable. A simple enquiry can be changed to a setup enquiry and vice versa.

4.1.3 Browser Enquiries These enquiries are the most flexible and powerful. The setup (customisations), search criteria and results appear on three separate tabs. You can have the enquiry prompt the user for specific attribute values each time the enquiry runs. Like setup enquiries, browsers can be saved as templates. Both setup and browser templates can be added to the Personal menu folder, but only browser templates can be added to folders within the Reports menu.

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You can choose to open as a browser most (but not all) enquiries which would normally open in simple or setup mode

4.2 Using Wildcards In any search in Desktop in which you want to find data that contains a piece of text rather than matching it fully, you must use the asterisk (*) as a wildcard character to represent the text that you are not specifying. In the screenshot below in Using a Simple Enquiry, the criterion *Smith in the Name field restricts the results to those that end with the text “Smith”. An asterisk at both ends (*Smith*) would find any records that contained “Smith” anywhere in the Name field.

4.3 Using a Simple Enquiry 4.3.1 Screen Definitions The example below is the Supplier aged debt enquiry in Accounts Payable but there are many other examples of simple enquiries, including Value lookup.

Pin

Field

Description

Field Headings

Headings describing the attributes or other information contained in the columns below.

Filter row

Grey bar in which you can type search criteria to restrict the results returned by the search.

Results rows

Row(s) of data matching your search criteria.

* Above the main table many simple enquiries have an additional field in which you are required to enter a value before you can complete your search. This restricts your search to records for just one item, e.g. a particular supplier in Open and historical items per supplier. In the above example it is a Profile. You can use Value lookup within this field if you are not sure what the code for the particular item is.

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Introduction to Desktop

4.3.2 Actions Step

Action

1

* If there is a field above the main table that you are required to complete, do so and press [Tab].

2

In the grey filter row, type in any field(s) the information you want your search results to match (see Using Wildcards, above) – the example is searching for suppliers whose names start with Andersen (Andersen*).

3

Click Find

or press [F7] to search.

The results of the enquiry display as rows below the column headings.

To edit the text you have previously typed in the filter row, double-click the field to enter the editing mode then click at the point in the text you want to start editing, or delete the text to remove the filter entirely.

If you want to start a completely new search for different data, click Clear to reset the enquiry screen to its original empty state.

4.3.3 Sorting Simple Enquiry Results Right-click a Field Heading to sort by it in ascending/alphabetical order. Agresso doesn’t retain any part of the previous sort if you sort on a different heading (even where records have the same value in the new sort heading), and there is no way to sort in descending order.

4.4 Using a Setup Enquiry 4.4.1 Screen Definitions Either when you open a setup enquiry, or when you press [F7] or click Find , an Enquiry setup dialog box is displayed instead of the results being immediately retrieved. Through this dialog you can set things like which fields to see and what sorting and subtotalling to have, as detailed below.

The example below is the Enquiry setup dialog from the General Ledger Transactions enquiry.

To change a simple enquiry into a setup enquiry, click Setup then press [F7] to have the Enquiry setup dialog appear.

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Introduction to Desktop

Field/Button

Description Specific to this enquiry:

A/B/C

A – items that have been registered but not approved and therefore are not yet on the General Ledger B – items on the General Ledger C – items moved to a separate archive Checks the Show box for every field in Column name.

Unchecks the Show box for every field in Column name.

/

Moves the selected row up/down in the list, moving it left/right in the results when you search.

Allows you to save the choices you’ve made in the Enquiry setup window as an enquiry template.

Allows you to delete any previously saved enquiry template.

Only appears in a few setup enquiries. Lets you add to the Column name list an attribute that has a direct relation to the currently selected attribute.

Aggregated

When ticked, sums into a single row all results that have the same attribute values for all attributes displayed.

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Read-only Number of rows Column name

Indicates that you cannot make changes to data in the enquiry results.

Optional restriction on the number of rows to return.

List of field names available to include as columns in the results.

Show

When checked the named field appears in the results.

Sort

Numbers from one upwards indicating which fields to sort on, in what order.

Negative values indicate sorting in descending/reverse alphabetical order.

SubTot Text

From/To

When checked, includes subtotal rows for the named field.

When checked, the description of the attribute value appears as a column in the results.

Search criteria.

4.4.2 Actions Step

Action

1

Press [F7] or click Find.

2

Change settings in the Enquiry setup dialog to retrieve and arrange the search results as you wish (details in sections below).

3

Click OK to search using the choices made.

4

If you want to change settings, press [F7] to open the Enquiry setup dialog.

4.4.3 Choosing Fields The Show and Text boxes indicate which fields should appear in the search results. Check the Show box against a field to have its values appear. Check the Text box to have the descriptions appear in another column. You can check Text without checking Show if you wish. To speed the process of checking and unchecking Show boxes you can click to check every Show box (and then uncheck those you don’t want) or click

to uncheck every Show box (and then check those you do want).

4.4.4 Organising Fields The top-to-bottom order of the fields in the Column name column is the left-to-right order in which those fields will appear as columns in the results. To change the position of a field, click its row number on the left to select the row, then click

/

as appropriate to move the row up/down.

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4.4.5 Renaming Field Headings Field headings can be renamed. This is particularly useful for the Cat1-9 fields which can contain different information in different circumstances. To do this, click an entry under Column name and overtype your preferred name for the field.

4.4.6 Sorting Results Type 1 in the Sort column against the field you want to be the primary sort field. This will sort it in ascending/alphabetical order. If you want to sort in descending/reverse alphabetical order, type -1 instead. If you want a secondary sort on another field for rows which have the same value in the first field, type a 2 or -2 against the secondary sort field, and so on.

4.4.7 Subtotalling Results Where the data in at least one of the fields is numeric (such as currency values or numbers of hours) you can choose to display subtotals of all such fields at every change in another field, such as Cost centre or Resource type, by checking the SubTot box for that field.

Because subtotals are included at every change in the value of the field you choose, you must also sort by that field so that you don’t get the same value occurring randomly throughout your results, each with its own partial subtotal.

4.4.8 Defining Search Criteria You can set search criteria for your enquiry using the From and To columns. You can add criteria to any columns, including those with text, date and amount data. To see only records with a particular value for a given field (such as Resource type), type that value in the From field. You don’t need to type it again in To. To see records with a range of values, type the beginning of the range (inclusive) in From and the end of the range (inclusive) in To. To see all dates from a given date onwards you would put that date in From and the current date (or a date in the future if your dates extend beyond today) in To. In any date field, double click to activate a calendar. Press [F2] immediately followed by [F3] to insert today’s date.

To remove criteria from a field, click on it, press [F2] and then press the Delete key, or press [Backspace].

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4.4.9 Adding a Relation This facility isn’t available in many setup enquiries, but where it is available it allows you to add into the enquiry any attribute that has a direct relation to (i.e. whose value is dictated by the value of) another attribute already in the Column name list. To add a relation: Step

Action

1

Click the Column name for the field whose relation you want to add

2

Click

3

Double-click the relation you want to include. It will then appear as an extra entry in the Column name list

. A drop-down list of all relations of the given attribute appears *

* If you accidentally selected the wrong field before clicking Relation and don’t want to go ahead, double-click the <NULL> entry in the dropdown list to make it disappear.

4.4.10 Saving Setup Enquiry Settings as an Enquiry Template To avoid having to make the same setup changes every time you use the same enquiry, you can save the settings you have chosen as an enquiry template. If you use the same enquiry for different purposes, you can create a template for each one.

Control

Description

Description

The template name as it will appear in the menu.

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Setup/Simple

Whether to run the enquiry as a simple or setup enquiry – usually Setup because if the enquiry runs as a simple enquiry it will ignore any settings that a simple enquiry doesn’t allow.

Global/Private

Whether to allow access to the template to other users or only yourself – depending on the system access you have been assigned Private may be the only choice available.

Find automatically

When ticked, searches immediately when you open the enquiry without requiring you to press [F7] or click Find .

Use as default

When ticked, opens this template even when you double-click the main enquiry heading in the menu rather than the template.

Step

Action

1

In the Enquiry setup dialog, customise the settings as desired.

2

Click Save to open the screen shown above.

3

Make choices as appropriate based on the Screen Definitions above.

4

Click OK.

5

Right-click anywhere on the menu and choose Refresh menu – the menus will all collapse to display just their top levels.

6

Navigate back to the enquiry and click the template you created.

next to the enquiry heading to see the

Never select Use as default and Global options at the same time, as this will replace the default settings on the enquiry for all users for this enquiry.

You can also drag the template into your Personal Menu folder which will create a shortcut so that it is easier to find and use in future.

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4.5 Using a Browser Enquiry 4.5.1 Overview Browsers can be run from most setup enquiries. They enable you to do everything that you can do with a setup enquiry, plus the following: 

add an attribute that has a direct relation to an attribute already in the list of fields in the enquiry, including adding a whole “tree” of hierarchical relations in a single step



add extra (“flexi-“) fields from customised tabs



create fields containing your own calculations or “expressions”



set your enquiry to prompt you for variable information each time you run it



filter using non-consecutive lists of values, and



store your personal browser enquiry templates in the Reports menu.

When you open a browser enquiry the screen opens with three tabs; Setup, SearchC and Results.

SearchC contains only the search criteria options, while Setup contains the rest of the settings and Results is where the results are displayed when you search.

The example used below is the General Ledger transactions enquiry opened as a browser. However the examples used for some of the features further down are taken from other enquiries and maintenance screens, since no single enquiry demonstrates all the features well.

4.5.2 Running a Browser Enquiry Step

Action

1

Right-click the enquiry (or maintenance screen) in the menu and choose Open Browser.

2

Make choices in the Setup and SearchC tabs as outlined in the sections below.

3

Press [F7] or click Find.The results are displayed in the Results tab.

4

If you need to change any settings, click back onto the relevant tab(s), make your changes and run the enquiry again.

Do not run a General ledger transactions enquiry without specifying some SearchC criteria or it will try to return a list of all the transactions in the system (based on the Data Control settings) which may be extremely slow.

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4.5.3 Screen Definitions – Setup Tab

Field/Button

Description Specific to this enquiry:

A/B/C

A – items that have been registered but not approved and therefore are not yet on the General Ledger B – items on the General Ledger C – items moved to a separate archive

/

Moves the selected row up/down in the list, moving it left/right in the results when you search.

Aggregated

When ticked, sums into a single row all results that have the same attribute values for all attributes displayed.

Column name

List of field names currently included in the enquiry as indicated by the choice in the Show column.

Code – displays the field’s value Text – displays the attribute’s description

Show

Code/Text – displays both the above Join Column – does not display, but forms a bridge with another table so other fields from that table can be included

SubTot

When checked, includes subtotal rows for the named field.

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Sort

Numbers from 1 upwards indicating which fields to sort on, in what order.

Negative values indicate sorting in descending/reverse alphabetical order. 0 has the same effect as blank (i.e. none).

Break into column

Column under which to place subtotals of this column’s values – populated via Sub total logic button rather than directly.

Source

From where the field was derived if it was not a part of the standard enquiry (e.g. relations, flexi-fields etc.).

Original name

Real name of the field, for reference when you edit the Column name.

4.5.4 Choosing Fields Unlike setup enquiries, in a browser enquiry only the fields currently used in the enquiry appear in the Column name column.

To add another field: Step

Action

1

Click the Add field button in the Tools ribbon, or right-click anywhere in the Setup screen and choose Add field *.

2

The Choose columns dialog box that appears contains all the fields from the table the enquiry is based on that are not already in the enquiry. Double-click the name of the field you want to add, or click once to select then click OK †.

* Wherever text regarding browser enquiries tells you to click a button in the Tools ribbon you can access the same function by right-clicking and choosing from the context-sensitive menu that appears or using the Tools menu.

† You can use the Ctrl or Shift key in the normal Windows manner to select multiple fields to add.

To delete a field that is in the Column name column, click anywhere in the row containing that field and click Delete field.

4.5.5 Organising Fields This works in exactly the same way as for setup enquiries.

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4.5.6 Renaming Field Headings You can rename field headings. This is particularly useful for the Cat1-9 fields which can contain different information in different circumstances. Click an entry under Column name and overtype your preferred name for the field. This is the same as in setup enquiries except that now you have the Original name column to tell you what the original name was before you edited it.

4.5.7 Sorting and Subtotalling Results These processes both work in exactly the same way as they do in setup enquiries.

4.5.8 Adding Expressions/Formulas This is an extra ability that browser enquiries give you. You can create a calculation (known as an expression) based on other fields in the enquiry and/or inbuilt functions.

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Field

Description

Formula name

The name of the formula – will also be the field heading.

Vertical sum

When ticked, calculates totals vertically rather than horizontally – only makes a difference in certain types of calculations.

Formula

Your expression builds up here.

Output datatype

The format the result of the calculation is to be displayed in.

Functions

List of available functions – inbuilt calculations.

Operators

List of available operators, such as multiplication, greater-than, etc.

Columns

List of columns currently in the enquiry and available to include in the expression.

To add an expression to your browser enquiry: Step

Action

1

While in the Setup tab click the Add/change expression button in the Tools ribbon.

2

Type the text you want as the field heading in Formula name.

3

Click in the Formula box then double-click items in the Functions, Operators and Columns lists and type as necessary to construct your formula. When you double-click a named Column it appears in the Formula box with an @ in front.

4

Click OK. Your expression appears as a new column in the Column name list (see Screen Definitions – Results Tab, section 4.5.20 below).

4.5.9 Adding a Relation It is possible to add a relation in a small number of setup enquiries, but the possibility exists in all browser enquiries. You can add to your enquiry any attribute which is directly related to (i.e. whose value is dictated by the value of) an attribute already in the enquiry. Thus you can always add the Account Group to any browser enquiry that includes Account, since every Account is a member of an Account Group. The example shown below is the list of relations for the attribute COSTC:

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To add a relation: Step

Action

1

In the Setup tab click the field whose relation you want to add.

2

Click the Add relation button in the Tools ribbon. A Choose relation dialog appears *.

3

If the field you selected is an attribute in Cat 1-9, choose from the Attribute dropdown list which of the attributes in that Cat to use (often simply the same field name again – COSTC in the example shown) and press [Tab] to populate the list of relations on the left.

4

Click the relation you want to include † and click OK. The chosen relation is added to your enquiry with the field to which it is related appearing in the Source column.

* If the Choose relation dialog doesn’t appear, the selected field is not an attribute. If it appears but is empty, the field is an attribute but doesn’t have any relations.

† You can use the [Ctrl] or [Shift] key (as you would in Microsoft Windows) to select multiple relations to add.

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4.5.10 Adding Multiple Levels of Relations (Trees) Once you have added a relation to your enquiry, you could potentially add another attribute that is related to the newly added one, then one related to that and so on. To speed up this process these relations can be organised in named Trees, from which you can then select any members to add in one go.

To add members of a tree: Step

Action

1

In the Setup tab click the field whose relation(s) you want to add.

2

Click the Add tree button in the Tools ribbon. An Add tree dialog appears *.

3

If the field you selected is an attribute in Cat 1-9, choose from the Attribute dropdown list which of the attributes in that Cat to use (often simply the same field name again – COSTC in the example shown) and press [Tab] to populate the list of trees on the left *.

4

In the left panel are the names of any trees which have been set up for this attribute. Click the name of a tree to see its members in the right panel.

5

Select (using [Ctrl] or [Shift] as necessary) the members of the tree you want to add and click OK. They will then appear as extra entries in the Column name list.

* If the Add tree dialog doesn’t appear, the selected field is not an attribute. If it appears but is empty, the field is an attribute but doesn’t have any trees set up (and may have no relations at all).

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4.5.11 Adding a Flexi-field Flexi-fields are extra fields that can be added on their own tabs (called flexi-tabs) within a normal Agresso screen, such as the Project or Personnel master files, or the Requisitions – Advanced screen.

This lets you capture additional information that doesn’t fit the standard Agresso build.

You can add these fields into your browser enquiries. The example shown below comes from opening the Project master file as a browser and selecting the Project attribute:

To add a flexi-field: Step

Action

1

In the Setup tab click on the field with which the flexi-field you want to add is associated.

2

Click the Add flexi-field button in the Tools ribbon. A Choose flexi-fields dialog appears *.

3

In the left panel are the names of any flexi-tabs which have been set up and are associated with this attribute. Click the name of a flexi-tab to see its flexi-fields in the right panel.

4

Select (using [Ctrl] or [Shift] as necessary) the flexi-fields you want to add and click OK. The chosen flexi-fields are added to your enquiry with the field with which they are associated appearing in the Source column.

* If the Choose flexi-fields dialog doesn’t appear, the selected field is not an attribute. If it appears but is empty, the field is an attribute but doesn’t have any flexi-fields associated with it.

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4.5.12 Adding Other Fields Using Expand Base Data in Agresso is held in tables. Each row is a record in the table and each column holds the values for a particular field for every record. Standard enquiries and maintenance screens generally each enquire on a very small number of tables (often only one). However, as is clear from the existence of relations, data in one table can be linked to data in another. It is possible to exploit these links to an even greater extent by the use of Expand base. This allows you to add fields from other tables into your enquiry, not limited to attributes that are direct relations to attributes in your enquiry.

Although the new fields donâ&#x20AC;&#x2122;t have to be direct relations, for this to work properly they must still have some kind of relationship, even if indirect, with fields already in your enquiry. Without any relationship you just end up getting every record of the table of the added field repeated for each record in the original enquiry.

For example, you have a personnel enquiry that currently returns 12 rows, each representing an employee. You add and subtotal field X from table Y, which has no relationship to the fields in your enquiry and contains 10 records. When you run your enquiry again you get the same subtotal of all 10 records in table Y for each of your 12 rows, signifying very little. However, if table Y and your enquiry both contain a field such as ResID, you might be able to retrieve figures from table Y that apply specifically to the rows of your enquiry, such as a total number of hours worked by each person.

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To add a field using Expand base: Step

Action

1

From within the Setup tab click the Expand base button in the Tools ribbon. A Select dialog box appears showing tables with links to the table(s) on which your enquiry is based.

2

Click a table in the left pane to see its fields in the right pane. Double-click a table in the left pane to see other tables linked to it appear underneath.

3

Select in the right pane (using [Ctrl] or [Shift] as necessary) the fields you want to add and click OK. The chosen fields are added to your enquiry with the table they come from appearing in the Source column.

4.5.13 Conditional Formatting Use Conditional formatting to apply different formatting (font and background colours) to cells based on their values. You could use this to draw attention to figures above a certain value:

Field

Description

Use rule

There are three rules. The ticked rule is in force.

Apply rule on sum level only

When ticked, applies the rule to subtotals but not individual results.

Value

Criteria for which formatting will be applied. The dropdown list includes comparisons like greater than, between, like etc. Depending on which comparison is used, one or both of the fields containing values will be available for you to type in.

Sample

Example of the formatting that will be applied.

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Removes any formatting choices made for this rule and removes the tick from Use rule.

Opens a dialog to let you choose the colour of the

, colour of the

Font and

Background to apply.

To apply conditional formatting: Step

Action

1

In the Setup tab click a field that contains numerical data, such as Amount.

2

Choose Conditional formatting from the Tools menu.

3

Tick Use rule under Rule 1 and choose the comparison and formatting to use as you see fit, as described in the Screen Definitions section.

4

Repeat step 3 for rules 2 and 3 if you want different formats indicating different values in your results.

5

Click OK, then Find or press [F7]. Cells that meet the criteria you set will be formatted as specified in the rule.

4.5.14 Screen Definitions – SearchC Tab

Field

Description

Column name

Name of the column being filtered.

Type

Comparison to make. Includes Like, Not Like, In List, Greater than, etc.

Macro

Macro – when checked, lets you choose a macro (calculated value) to put in Value, such as $today (today’s date) or $user_id (the current user’s ID).

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Value

The value(s) being compared to, in conjunction with Type.

P

Parameter â&#x20AC;&#x201C; when checked, prompts you for a value every time you run the enquiry.

4.5.15 Adding a Search Criterion To add a search criterion to your enquiry: Step

Action

1

From within the SearchC tab, click Add field in the Tools ribbon.

2

In the Choose search conditions dialog that appears, double-click the field you want to filter by. A row appears in the table in SearchC for that field.

3

Choose the Type and Value(s) to use for your filter and check the M or P box if appropriate.

4

Repeat steps 1-3 as necessary for each filter you wish to apply.

5

Click Find.

4.5.16 SearchC Operator Definitions The following operators in the Type drop-down list allow you to compare the data in the specified field to the Value(s) you set in a number of ways:

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Operator

Description Must contain a value equal to (not case-sensitive for text fields) the one you type in Value.

In conjunction with Like (or Not Like), within Value you can use the following specific forms:

Like

*

Wildcard, representing any combination of characters: alphabetic, numeric or otherwise. E.g. 2008* restricts the periods returned to those beginning with 2008.

?

Wildcard, representing any single character. E.g. 20080? restricts the periods returned to everything from 200800 to 200809.

[ABD]

Any of the values listed between square brackets. E.g. 20080[126] restricts the periods returned to 200801, 200802 and 200806. An alternative to using In list (see below).

[A-E]

Any of the values in the range in square brackets. E.g. 724[1-5] restricts the account codes returned to 7241, 7242, 7243, 7244 and 7245.

Not like

As Like, but must contain a value that is not equal to (not case-sensitive for text fields) the Value.

Between

Type two values separated by a semicolon in Value. The field you specify must contain a value equal to or between those values. E.g. Between A*; D* restricts the text returned to those entries starting with anything from A to D, inclusive.

You can search on both alphanumeric and numeric data with Between and Not between.

Not between

As with Between, but the field must contain a value that is not equal to or between the two values. E.g. Not between 200700; 200712 restricts the periods returned to everything except those from 200700 to 200712.

Greater than

Must contain a value greater than the Value. E.g. Greater than 199612 restricts the periods returned to 199700 or later.

Greater than or equal to

As Greater than except that values equal to the Value are also returned.

Less than

Must contain a value less than the Value. E.g. Less than 199700 restricts the periods returned to 199612 or earlier.

Less than or equal to

As Less than except that values equal to the Value are also returned.

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In list

Must contain a value included in the list in Value. When you [tab] after choosing In list, a Selection criteria dialog opens (see screenshot below). Either doubleclick entries in Possible values or use the arrow button to move them to Chosen values. Click OK when done – the values you chose will be in the Value field in single quotes, separated by commas (see Screen Definitions – SearchC Tab, section 4.5.14 above).

Not in list

As In list, except that only values not included in the list in Value are returned.

Empty

Only rows where this field is empty are returned.

Not empty

Only rows where this field is not empty are returned.

4.5.17 SearchC Formatting Rules Always type dates in DDMMYYYY format.

If typing values manually for List or Not in list, put them in single quotes and separate them with commas, e.g. ‘100’, ‘110’, ‘210’, ‘230’.

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4.5.18 Using Parameters to Prompt for Values If you check the P box next to a field in SearchC a dialog box will appear when you run an enquiry, prompting you to choose a value. If you also typed something in the Value field, that will be the default in the dialog:

Simply type your desired value in the From box and click OK to proceed.

4.5.19 Using Macro Values If you check the Macro box next to a field in SearchC a Choose macro dialog appears immediately (see below). Choose the macro you want to use to calculate a Value for your filter and click OK. If your macro has (+/-n) next to it, you can type a value in the +/-n field to change the calculated value. For example, choosing today(+/-n) and typing -7 in conjunction with a choice of Greater than would search for dates later than 1 week ago today.

If your macro has (ID) next to it, you can choose which type of period to refer to from the PeriodID field, e.g. PR (payroll period), GL (accounting period) etc.

When you click OK, the macro appears in the Value field, starting with a $.

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4.5.20 Screen Definitions – Results Tab

Pin

Field

Description

Field headings

As listed in the Column name column in the Setup tab.

Field from added expression

Values as calculated by the formula in the expression.

Subtotal rows

These identify which level of subtotalling they represent by Σ followed by a number, e.g. Σ1, Σ2, etc. A grand total appears at the bottom. In this example they are all zero because all the transactions balance each other.

Conditional formatting

Format applied to cells that meet the criteria specified.

4.5.21 Formatting Results

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On the Format menu are the following options: 

Font: Changes font and/or background colour of all rows of the type of row selected, e.g. all the results rows or all the subtotal level one rows, etc.



Heading font: Changes font in column and row titles.



Frame: Applies single or double borders above (Top) or below (Bottom) subtotal rows – to remove already-applied frames, choose neither Top nor Bottom.



Break text: Use when selection is a subtotal item, to add text. Type ‘%s’ in subtotal break text to put the column value into the subtotal text. For example, Total for cost centre %s displays as ‘Total for cost centre AD’ ‘Total for cost centre CB’ and so on.



Gridlines: Hides or displays gridlines.

4.5.22 Freezing Columns

When there are a large number of columns in a report, you might want to freeze the first few so that they don’t disappear when you scroll. To do this simply right-click the column you want to freeze up to and choose Freeze selected column(s). The columns from the left up to and including the one selected will no longer scroll out of sight when you scroll right.

4.5.23 Saving Browser Enquiry Settings as a Template You can save browser enquiry settings for future use just as you can with setup enquires. The process is the same as for setup enquiries, except that since there is no Save button you have to use the Save button on the toolbar.

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4.6 Drill Down

An enquiry might returns rows which require further investigation. Agresso lets you drill down to see further detail. If the row in question is aggregated from multiple rows you will see a breakdown of those rows immediately. If not, you will usually see a zoom screen from which you can then see all rows of the original transaction.

In the above example drilling down lets you see the account code used on the balancing line of the transaction.

Step

Action

1

Double-click anywhere in the row in question

2

In the â&#x20AC;Ś(zoom) screen that appears, click Show transaction

3

The whole transaction appears in a new Show transaction window

Different types of transaction may display differently when you double-click.

4.7 Filtering by Example Whichever type of enquiry you use you can filter the results further after you have run the enquiry, using filter by example. To do this, simply click on a cell in your results that contains the value you want to use as a filter then click the Filter button in the toolbar. Results not matching that filter will disappear. To remove the by-example filter, press [F7] or click Find again. This will run the search again using only the criteria in the filter row.

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Section 5: Analyzer

5.1 Overview Analyzer is a set of tools that enables you to view enquiry results in various ways. It contains five tabs, each of which displays your data in a different way: 

Data: Shows a total for each numerical field you choose for any combination of values in any combination of other fields. These choices also affect what is displayed on the other tabs.



CrossTab: Shows totals for combinations of fields set as row and column headings.



Tree: Creates a tree structure of field values to enable easy drilling down to specific detail.



Pie Chart: Displays data as a pie chart. You can drill down into a segment to display it as its own pie divided into segments based on another field.



Bar: Displays data as a bar (actually a column) chart. As with Pie Chart you can drill into a column to see it as its own column chart divided into columns based on another field.

Analyzer does not enable you to save views. If you regularly require a specific view, create it in Excelerator so that you can analyse it in Excel.

5.2 Starting Analyzer To use Analyzer: Step

Action

1

Open an enquiry or a browser.

2

Generate a set of results with the data you require.

3

Select Data  Analyzer or click the Analyzer button screen displays, with the Data tab active.

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in the toolbar. The Analyzer

Introduction to Desktop

5.3 Data 5.3.1 Screen Definitions

Area

Name

Description

Values

Names of fields containing numerical data that can be totalled, here and in the other tabs.

Field values

A variable set of columns, each representing a field and its values. You can add and remove columns and select values to include. By selecting values in a column you are selecting the records that contain those values. The available values in the columns to the right will be the ones contained in the records youâ&#x20AC;&#x2122;ve selected, so they will change as you change your selection. The choices you make here also determine what is visible in the other tabs.

Totals

The totals of the fields selected in Values, for the field values selected in Field values.

5.3.2 Actions Step

Action

1

Select in the Values area the field(s) whose totals you want to display.

2

Right-click in the Values area to change the way the totals appear in the CrossTab tab.

3

Right-click in an existing column in the Field values area and add, insert, change or delete columns as required.

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4

Within the fields you have chosen, select the values you want to display.

5.3.3 Field Values Right-click Menu When you right-click in a column in the Field values area the context-sensitive menu that appears contains a lot of entries. Some of these affect the display of data in other tabs, not just the Data tab.

Field

Description

Add/Insert

Adds the specified field as a column to the right/left of the current column *.

Change

Changes the field displayed in the current column to the one specified *.

Delete

Removes the current column.

Blank/Select all

De-selects/selects all values in the current column.

Horizontal

When ticked, displays the field as columns in the CrossTab tab.

Vertical

When ticked, displays the field as rows in the CrossTab tab.

TOTAL

When ticked, displays subtotals for the current field (where necessary) in the CrossTab tab.

Click response

When ticked, updates the display in other tabs when changes are made to Data.

Shrink

Makes the current column narrower by a fixed amount.

Expand

Makes the current column wider by a fixed amount.

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Introduction to Desktop

* If the field has a period or date type, you can choose whether and how its values should be grouped, e.g. by year or by quarter.

5.4 CrossTab CrossTab displays data as specified in the Data tab, as follows:

Pin

Field

Description

Row headings

Fields chosen as Vertical in the Data tab appear here, in the same order as in the Data tab.

Column headings

Fields chosen as Horizontal appear here.

Subtotals

Appear for fields with TOTAL ticked, where necessary (e.g. even if TOTAL were ticked for TT, the different TT values are not subdivided so there is already a total for each value and you would not get an additional subtotal line for each).

Values

Appear for field(s) selected in the Values area.

The data in CrossTab can be copied and pasted into Excel.

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Introduction to Desktop

5.5 Tree Tree displays the data specified in the Data tab as a hierarchical tree. Click the + boxes to expand values to see their subdivisions and click the â&#x20AC;&#x201C; boxes to collapse them again.

5.6 Pie Chart Pie Chart displays the data specified in the Data tab, one level

at a time:

Click a pie segment to see it as its own pie, subdivided into the next level values. Click a higher level in the list at the top to return to it. Choose which of the fields you previously selected in Values in the Data tab to use as the source data for the pies from the Value dropdown list

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.

Introduction to Desktop

5.7 Bar Bar works in the same way as Pie Chart, showing one level at a time and letting you click a bar to drill down and click a higher level to navigate back up:

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Section 6: Exporting Data to Excel 6.1 Overview There are three main methods for getting data from your enquiries into Excel, each with its own pros and cons:

Method

Can select partial data

Formats copied

Subtotal treatment

Copy and paste

Normal data row

File â&#x20AC;&#x201C; Save As

Normal data row

Output as report

Excel subtotal row

Available in Analyzer CrossTab

6.2 Copy and Paste Desktop allows you to copy data in any enquiry, report or Analyzer CrossTab report and paste it into other applications, most commonly Microsoft Excel:

Simply select the data, copy, and then paste into a Microsoft Excel worksheet.

Click in the top left corner

of the data if you want to select everything.

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6.3 File – Save As Choosing File – Save As from the menu while viewing your data prompts you to save the data as an Excel workbook, which then opens in Excel. The workbook output is the same as is generated by copying and pasting, except that it retains the formatting of the data and headings (but not the subtotals):

6.4 Output as Report This method retains all the formatting of the data and converts the subtotals into collapsible Excel subtotals with level numbers:

Simply click the Reports button on the toolbar, ensure Default (xlsx) is selected in the dialog that appears and click OK. You will see an AGRESSO Report Engine progress bar as the output is generated, and then the output will be displayed in a new Excel workbook.

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Introduction to Desktop

Section 7: Outputting Enquiries Using Report Tools 7.1 Overview Desktop has a number of tools for generating different outputs from an enquiry. The previous section, Output as Report showed the most straightforward of these, outputting to Excel. However there are other formats you can use. You can also create output templates that can then be used to generate formatted outputs directly from your enquiry results in future. As well as standard Excel outputs, you can also create: 

mail merge documents in Microsoft Word



Excelerator reports



reports created via Agresso Report Creator (ARC) For each of these you need to know already how to work with the given output – Word mail merge documents, Excelerator or ARC. The instructions below assume you have this knowledge.

Once you have created a template, it becomes an output option that can be chosen whenever you run the enquiry.

For each of the outputs outlined below, if you are creating a one-off report output you only need to complete the first two of the three steps. The third step is only required if you want to import the output as a template for future reports.

7.2 Creating a Mail Merge Output Template There are three parts to the process: Step

Section

Create the browser enquiry

7.2.1

Create and edit the mail merge document

7.2.2

Import the document as a report output for future use

7.2.3

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7.2.1 Creating the Browser Enquiry

Step

Action

1

Create a browser enquiry containing the fields you need for your mail merge document (example used is browser enquiry based on the Applicant master file).

2

Select ‘Template File’ from File fomat.

3

Save the enquiry as a template with an appropriate name *

* Remember to save as a global template if you want to make the output available to everyone.

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7.2.2 Creating and Editing the Mail Merge Document

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Step

Action

1

Press [F7] to retrieve results and then click the Reports button

2

Double-click Report Engine[.rerx]

3

Double-click Design

4

Click New Folder . Name the folder and then click Select folder. You will be prompted if you want to create a new folder. Select Yes.

5

A new window will appear. Click the Design menu and open the folder named New

6

Select Worderator [.doc] from the drop-down list

7

In Microsoft Word a new document opens starting with the text “Create your document here using the mail-merge fields below” and with the fields from your enquiry as the merge fields. Amend the document to create the letter you want to send out, using these

.

.

.

.

fields as appropriate.

8

on the toolbar.

Click Save.

7.2.3 Importing the Document as a Report Output

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Step

Action

1

Switch back to your enquiry in Agresso.

2

Click the Reports toolbar button

3

Double-click Import Report

4

In the Select Report dialog that appears, find your document

5

A box will appear stating stating that the mail merge has been successfully imported. Click OK

.

. then click Open.

.

7.3 Creating an Excelerator Output Template As with the mail merge template, there are three steps to the process: 

create the browser enquiry



create and format the Excelerator report



import the report as an output for future use

The first and last steps are almost exactly the same as for a mail merge document (differences outlined below). The middle step is particular to Excelerator and is only briefly referred to here.

Do not proceed unless you are familiar with Excelerator.

7.3.1 Creating the Browser Enquiry This is exactly the same as for a mail merge document (see 7.2.2 above) except you choose fields according to what you want to see in the Excelerator report as opposed to what you need in order to compose a letter.

7.3.2 Creating and Formatting the Excelerator Report Create the Excelerator output in the same way as creating a mail merge output (see 7.2.2 above), except that you choose Excelerator instead of Worderator in step 6. Then set up the Excelerator report with your desired layout. As with the Word document, you do not need to save the workbook as a separate file in order to create the report template.

7.3.3 Importing the Report as an Output This is exactly the same as for a mail merge document.

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Introduction to Desktop

7.4 Creating an ARC Report Output Template As with the mail merge template, there are three steps to the process: 

create the browser enquiry



create and format the ARC report



import the report as an output for future use

The first and last steps are almost exactly the same as for a mail merge document (differences outlined below). The middle step is particular to Agresso Report Creator and is only briefly referred to here.

Do not proceed unless you are familiar with Agresso Report Creator.

7.4.1 Creating the Browser Enquiry This is exactly the same as for a mail merge document, except you choose fields according to what you want to see in the ARC report as opposed to what you need in order to compose a letter.

7.4.2 Creating and Formatting the ARC Report Create the ARC output in the same way as creating a mail merge output, except that you choose Default ARC[.pdf] instead of Worderator in step 2. Then set up the ARC report with your desired layout and save it.

7.4.3 Importing the Report as an Output This is exactly the same as for a mail merge document.

7.5 Using an Output Template Having created an output template for a particular enquiry, it will in future always appear in the list of outputs when you click the Reports toolbar button from within that enquiry:

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7.6 Running Template Reports Directly from the Menu Once you have saved your enquiry template and attached the generated report file to it, you can set up the browser enquiry so that when the user double-clicks the menu entry Agresso immediately displays the report output from the template, without showing the browser enquiry screen at all.

The enquiry still uses the browser enquiry template to retrieve the data, but the only indication the user has of this is that the menu entry has the name of the enquiry template rather than that of the report output.

This feature is only available to those users who have the Report Engine installed on their local machine (or on the Citrix server).

7.6.1 Setting a Report Output to Run Directly from the Menu

Step

Action

1

Open your previously saved browser enquiry template and press [F7] to retrieve results.

2

Click the Reports toolbar button

3

Click the Run Reports Directly From Menu button

4

Agresso warns you that you need to refresh the menu

5

The entry in the menu now shows a report output icon in place of the usual magnifying glass icon, and when you double-click it Agresso takes you directly to the report output in Word, Excel or ARC.

and click the Advanced tab. .

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. Click OK then do so.

Introduction to Desktop

Section 8: Summary This course manual provides an introduction to the Agresso Desktop system. It is essential reading for all new users and a useful aid memoire for experienced system users.

The book covers the following broad topics and provides step by step instructions show how to complete the most commonly used tasks within the system. 

Desktop Navigation



Key Concepts of Agresso



Agresso Reports and Enquiries



Analyzer



Exporting Data to Excel



Linking

Highpoint Implementation and Training Services Ltd is an approved training provider of Unit4 Business Software.

We offer a full range of training courses covering all aspects of the Agresso Business World product.

Providing support for project teams and end users using what we term a blended approach to training gives us a range of delivery methodologies to suit the requirements of our clients and the courses we deliver.

In addition to training, we are also an approved consultancy and preferred upgrade partner providing implementation services to clients which are supported by Unit4. We believe that this means that we are able to offer our clients the independence of a third party consultant, with the peace of mind that comes from knowing that our work is approved by the software vendor.

If you would like to know more please visit www.highpoint-services.co.uk or telephone: +44 (0)1225 326409.

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