Click on System Administration menu > Budget/Input Module to come to the administration interface.
The administration interface can administer the data form in all data sources installed in Business Analyze by selecting the desired data source at the top of the interface.
On starting up the administration interface, the user’s default database set in the System Variables interface will be displayed.
If IM is not installed or outdated, and the user has rights to run SQL scripts in the database, the user can install/upgrade the Input Module in the selected database.
The interface includes a tree menu that describes the data forms in the selected database. The base level in the structure is the data forms that are defined, with columns defined in each form as subnodes.
- Click on the form nodes to administer the form.
- Click on the column in a form or on subnodes in the tree menu in order to administer the columns in the form.
Creating a new form
- To design a new data form, click on the “Create new form” link above the tree menu.
- Enter name and description of your new data form and click the “Next” button.
- An empty form has now been created.
Before you can begin to use the form, you must create columns in the form.
Editing the form
By clicking on a form in the tree menu, you can change the name/description, column sequence, add/remove columns and control access to the form.
Only the groups/users listed in the access list at the bottom of the “Form editing” screen will be able to access the form.
Click on the name of the column to edit the columns.
Click on “Show form” to see how your form will appear with the given settings.
A column in a form has a series of properties. Depending on the control type and periodisation, one will have to set a number of settings.
Periodic columns save the values associated with a period set in the administration, but non-periodic columns will have a fixed value regardless of the time dimension.
Both periodic and non-periodic columns have the following settings:
- Column name
- Description. A description that is displayed when the end user mouses over the column heading
Here the administrator has three options:
This is a standard field in which you enter your value such as text, figures, or whatever you wish.
The field can be used either with or without validation (see validation properties below)
This is a field that you can turn on and off and it is a typical Boolean control that stores 0 or 1.
This is a list of predefined values that are set up in administration with values from which the user can choose. The list is populated through an SQL query.
If this setting is selected, all changes will be copied to the page in historical tables
Primary key column
If this setting is selected and the control type drop-down list is selected, the value will be locked to the selected value when the user enters a value on a column that is not a primary key on the same row.
Based on the control type setting, one can choose between a number of settings:
This setting has no special extras.
If you select this setting, a field will be displayed where you may enter a database query that will be run against the same data source that IM is installed in. The query must have an ID (value) and a text (caption) column to be able to populate the drop-down list.
Test your query using the “Test query” button before saving the column.
If you choose this setting, two options will be displayed to validate the value that you wish to save in the column. First you select the format you wish to save as a validation mask. Then you enter the text you would like displayed if the user enters an invalid value in the field as a validation error message.
If you select periodisation on your column, the column will be divided into several periods and you will have to set two new settings:
- The “Show number of periods” setting indicates how many periods you want to see in the user interface at a time.
- “Default offset” indicates which periods will be displayed on start-up.
This offset can be set to an integer where 0 indicates that you wish to see the current period in the middle and an equal number of previous periods as future periods. In addition to integers you can set the text value to “year,” which will mean that the column will always start with the first period in the year and show the number of periods you have set up from the beginning of the year.
If you set periodisation to a week, number of periods to 5 and displacement to 0, on start-up you will see from two weeks back up to and including two weeks into the future.
If you wish to set up a yearly budget divided by month, you set periodisation to month, number of periods to 12 and offset to “year”.
”Distribution key”. When using columns that are periods (year, month etc) you can use a distribution key in % for each field in the period. As an example, this is usefull when creating an annual budget, where the total budget is distributed through out the year.
The distribution is done in the KAM report where you enter your total budget in a field and with a click of a button the value is distributed using the distribution key.
When writing a distribution key, use the base value of 100%. An eksample on an annual budget: 5,10,10,10,10,10,0,10,10,10,10,5.
You can change the distribution key anytime in the KAM reports and in the system administration.