The template controls which values to display in the different columns. It also controls which key fields you may use for the enquiry. Examples of key fields are:
- the account parts
- the summary identity parts
- the currency code, or
- the balance/trade code.
For example, if you want to make enquiries on balances in transaction currency, then you need to include the Currency key field, whereas this is redundant for an enquiry made on system currency balances.
- Select the Balances and budgets enquiry program.
- You access Balance/budget enquiry. Note: If you access the panel in step 3 below directly instead of this panel, then it is because the system has no default template to show (meaning this is the first time you are using this enquiry program). Click Templates.
- You access Balance enquiry template selection with all the templates that you are authorised to use. Click Maintain templates to create a template.
- You access Work with balance enquiry templates. Click Add.
- You access the detail panel. Enter the following information:
- Template number
- Enter a code that represents the template you are creating. Note: Once the template has been created, this field cannot be changed.
- Description
- Enter a description of the template. This description will be displayed as a sub-heading on the Balance/budget enquiry panel when using this template.
- Secured
- Indicate if you want to secure this template, so that only users that are allowed access to the template may use it. Use the Maintain balance enquiry template security program to define who has access. The person who creates a secured version is automatically allowed access.
- Transaction program
- You can connect a default transaction enquiry program to the template or, alternatively, make a selection after generating the applicable enquiry. Regardless, this feature allows you to go straight to the balance details of the applicable transactions.
- Note: If no default has been defined, and the balance types entered on the template belong to the same transaction program, then you will access the correct enquiry program anyway. If not, then you will access a panel where you can select either of the G/L transaction enquiry, A/R transaction enquiry, A/P transaction enquiry and/or DIS invoice enquiry programs.
- Type
- The type defines what value the columns will display, e.g., debit, credit or balance amounts, currency or budget values. Tip: Click Valid column types to view the different column types to choose from.
- Description
- Enter a description of the column. If you do not enter a description the system will default the description from the balance type that you choose for this column. The description will be displayed as the heading for this column in the enquiry program.
- Balance type alias
- Enter a balance type alias from Work with system balance types. The balance type controls which values the column should display, e.g., amounts, currency, quantity or budget values.
- Year
- Enter the year for which you want to display the balances.
- Budget
- Only applicable if you entered a column type in Type which signifies budget values. Enter the number of the budget from which you want the budget values to be retrieved. Note: Up to nine columns can be defined, but only three are displayed at the same time on the panel.
- You access Select key numbers, Work with balance enquiry templates. On this panel you define the keys you want to use in the template. Select the template key number to which you want to map a statistic key (i.e. account part, summary identity). Note: You can select several at the same time.
- You access Select key numbers showing all available keys for the selected balance aliases defined for the columns in step 5. Select the key you want to use for this template key number.
- You return to Select key numbers, Work with balance enquiry templates. Repeat the two steps above until all applicable statistic keys are selected. Click OK to update the template. Exit the routine.
In Column 1-9 you decide what you want the nine different columns to show by defining information in the following fields:
Click OK.