Specifying Default Settings

When you create a new view, certain default settings and formats are used. Depending on your role, you may be able to change these settings and formats.

Specifying general settings

When a new view is created, certain default options are used for:

• the size of the view windows
• the type of symbol information and data to display

You may be able to change these options.

To change default options, follow these steps.

1. In the view window, choose Tools > Options. The Options dialog appears, with the General tab in view.

   

2. Complete these fields:

   Field	Description
   Initial Window Size	Select a window size, as a percentage of the screen size. This setting also applies to the initial size of the published reports and templates opened by Contributors.
   Adjust Column Widths	You can choose to have column widths adjust automatically to the size of the largest number in each column. Do one of the following: To allow the column widths to adjust automatically, select this field. Otherwise, leave this field empty.
   Specify Width - enter value below	Enter a percent (whole numbers only) of the window width for the width of columns.
   Wrap Text	If you want text to wrap to the width of columns, select this option.

3. Click the Display tab.

   

4. For each dimension in the Longview database, select the type of symbol information to view. You can choose to see symbol names, symbol descriptions, or both.
5. Click the Schedule tab.

   

6. Select whether you want the name or description of the schedule, or both, displayed when viewing schedule information in your views. For more information, see Including schedule data.
7. Click the Data tab.

   

8. Complete these fields:

   Field	Description
   Adjusted	Do one of the following: To allow users to view data adjusted by journal entries (JEs), select this field. (This is the most commonly used option.) To allow users to view unadjusted data, leave this field empty. For more information, see Including unadjusted, adjustment, and total adjusted data.
   Show as Virtual Dimension	Select this field to compare unadjusted, adjustment, and total adjusted data in the template or report view. Before you can select this option, Adjusted must be selected. As well, you cannot have a schedule selected in the view. For more information, see Including unadjusted, adjustment, and total adjusted data.

9. Click OK. The view window appears.

Including schedule data

In the application, a schedule is the concept of one or more extra dimensions, associated with designated symbols that allow you to store additional information about particular cells in the Longview database.

Your Longview system may contain schedules for many purposes; for example, to provide extra detail about intercompany transactions, taxes, inventory, property, plant, and equipment information, and meals and entertainment expenses.

Your Longview system already contains the schedule definitions that allow you to include, view, and enter schedule data. You can include, and view schedule data in your templates, and DataViews. Each view can include only one schedule at a time. Base and schedule data cannot coexist in the same report view or template, unless you follow the steps outlined in this section.

Depending on your role, you may be able to include schedule data in templates and report views.

To include schedule data in your report view or template, follow these steps.

1. In the view, for Schedule, select the schedule you want to include. Dimension buttons for each schedule dimension as well as a button labelled Schedule appear, in a separate dimension bar.

   

   Note: If dimension orientation and symbol selection were defined before selecting a schedule, that orientation is lost when each dimension is moved to the fixed dimension position. Fixed dimensions can only contain one symbol. If there were down or across dimensions containing more than one symbol, you are prompted to redefine your symbol selections so that each dimension contains only one symbol.

2. Click a schedule dimension button (not the button labeled Schedule). The Symbol Selection dialog appears, displaying the symbols in that schedule dimension.

   

3. Select the schedule symbols you want to appear in the view and move them to the Selected Symbols field.
4. Click OK. The view appears.
5. Repeat step 2 to step 4 for each schedule dimension in the view.

   Caution: If you select symbols for line-item detail comments or line-item detail values, make sure you select the related time period. Selecting the wrong time period symbol could result in mismatched data.

6. When you are finished selecting symbols, click OK. The view appears.
7. Define the orientation of the dimensions as desired. When you are finished the view may look like this:

   

   Note: If you report on the CDate symbol for the VComments schedule, the comment date is displayed in international format for the time zone of the application server.

8. You can proceed to Comparing base and schedule data.

Comparing base and schedule data

You can compare base data and schedule data in your templates, and DataViews.

For example, the following illustration shows a simple comparison between base and schedule data for the Cash account.

Depending on your role, you may be able to compare base and schedule data.

To compare base and schedule data, follow these steps.

1. Define the view as described in Including schedule data.
2. Drag and drop the Schedule button to the down or across directions of the view.
3. Click the Schedule button. The Symbol Selection dialog appears.

   

4. Move the BASEDATA symbol to the Selected Symbols field. By default, SCHEDDATA data is already selected.
5. Click OK. The view appears showing both base and schedule data.

   

When working with templates or views containing both base and schedule data, base data is always read-only and can be used for comparison purposes only.

Including unadjusted, adjustment, and total adjusted data

You can choose to view three variations of your data: Unadjusted, Adjustment, and Total Adjusted data.

In the Data tab of the Options dialog, as described in step 8, the Show as Virtual Dimension field is available only when the Adjusted field is selected.

When the Show as Virtual Dimension field is selected, a virtual dimension called Adjustment appears in the dimension bar. The Adjustment dimension contains three symbols: Unadjusted (child), Adjustments (child), and Adjusted (parent of Unadjusted and Adjustments).

The virtual Adjustment dimension behaves like a light version of a regular dimension. You can do most things that you can with regular dimensions, with the following exceptions:

• You cannot add, edit, or delete calculated symbols.
• You cannot add, edit, or delete blank symbols.
• You cannot hide symbols.
• Frozen and drillable options do not apply to the Adjustment dimension. This dimension is drillable and non-frozen at all times to all users.

Specifying number formats

When a new view is created, certain default settings for number formats are used. You may be able to change these settings.

To change number formats, follow these steps.

1. In the view window, choose Format > Number. The Number Format dialog appears.

   

   Note: If you are working in Longview Analysis and Reporting, the Rules section does not appear in this dialog.

2. Complete these fields:

   Field	Description
   Use parentheses	Do one of the following: To display negative numbers enclosed in parentheses, select this field. To display negative numbers with a minus sign, leave this field empty.
   Use 1000 Separator	Do one of the following: To display commas as thousands separators, select this field. To display numbers without thousands separators, leave this field empty.
   Scaling	Select a scaling factor for all numbers in the template. Scaling refers to the format in which the data appears. For example, if you are dealing with very large numbers, you may want to view numbers in thousands or millions. Scaling makes the numbers easier to read. For example, to view the number “10,000” as “10”, select 000s to specify that all numbers appear in thousands. You can set the scaling of individual symbols and cells as well. For more information, see Editing symbol formats and Editing cell formats.
   Decimals	Select the number of decimal places for all symbols in the template. The results of allocation calculations are rounded up to the precision you select here. You can set the decimal settings of individual symbols and cells as well. For more information, see Editing symbol formats and Editing cell formats.

3. Click Apply to see the changes before exiting this dialog.
4. When you are finished, click OK. The view window appears.

Specifying color and font formats

When a new view is created, certain default color and font settings are used. You may be able to change these settings.

To change color and font settings, follow these steps.

1. In the view window, choose Format > Color. The Set Color Preferences dialog appears.

   

2. For Dimension, select a dimension that appears in either the down or across directions of the view, and then select a color in which to display the symbols in that dimension.
3. Repeat step 2 for each dimension in the down or across direction for which you want to define a color.
4. In the top left drop-down list in the Data section, select one of the following:

   Data	Description
   Default	To specify the default color and font formats for all data in Longview Analysis and Reporting.
   Leaves	To specify the color and font formats for leaf rows only. If there is more than one down dimension, the color applies to the leaf symbols in the inner down dimension only.
   Calculations	To specify the color and font formats for calculated data. The color applies to calculated symbols in the down and across directions.
   Totals	To specify the color and font formats for totals data (rows only). If there is more than one down dimension, the color applies to the parent symbols in the inner down dimension only.

5. Do one of the following:
   • If you want to use the defaults, proceed to step 10.
   • If you do not want to use the defaults, clear the Use Default Font field. The other fields become active. Proceed to step 6.
6. Complete these fields. For each, select Use Default to return to the default setting.

   Field	Description
   Foreground	Select a color for your selection in step 4. This setting overrides the default setting.
   Font	Select a font for your selection in step 4. This setting overrides the default setting.
   Font Style	Select a font style for your selection in step 4. This setting overrides the default setting.
   Size	Select a font size for your selection in step 4. This setting overrides the default setting.

7. Repeat step 4 and step 6 as required, for each type of data listed in step 4.
8. You can apply different colors to alternating rows, to distinguish between them. To do so, do the following:
   1. For Background, select Primary.
   2. In the drop-down list in the middle, select either Row or Column.
   3. In the drop-down list on the right, select the color to use for the primary rows or columns.
   4. For Background, select Alternating.
   5. In the drop-down list in the middle, select either Row or Column.
   6. In the drop-down list on the right, select the color to use for the alternating rows or columns.
9. Click Apply to see the changes before exiting this dialog.
10. When you are finished, click OK. The view window appears.

Adjusting column widths

When a new view is created, default settings for columns are used. You can make column widths adjust automatically to the size of the largest number in each column.

Manually

You can manually change column widths in two ways:

• Place the cursor just under the across symbol whose column width you want to adjust so that the double-sided arrow appears, and then drag the column to the desired width.
• Follow these steps:
  1. In the view window, choose Tools > Options. The Options dialog appears, with the General tab in view.

     

  2. Make sure the Adjust Column Widths field is disabled. For more information, see Specifying general settings.
  3. Click OK. The view appears.
  4. Choose Format > Column > Auto-size Columns. All columns in the template are adjusted to the size of the largest number in each column.

Note: When you manually adjust column widths, those settings are not saved when you save the template.

Automatically

To have column widths adjust automatically to the size of the largest number in each column every time you open a file, follow these steps.

1. In the view window, choose Tools > Options. The Options dialog appears, with the General tab in view.

   

2. Make sure the Adjust Column Widths field is selected. For more information, see Specifying general settings.
3. Click OK. The view appears.