C HAPTER ANNUAL BUDGET PROCESSING EXCEL ADD- IN The Annual Budget Processing add-in provides a new way of entering new world ERP annual budget information using Microsoft Excel. With the add-in installed, users can easily retrieve and update budget and forecast values from within Microsoft Excel. A connection to new world ERP is only required when retrieving and updating values. This gives users the ability to modify budget values while away from the office, synchronizing their changes with new world ERP when they return. Technical Specifications The following Microsoft tools are prerequisites to use this add-in: Office 2010, Office 2013 or Office 2016 Office 2010, Office 2013 or Office 2016 Primary Interop Assemblies.NET Framework 4.0 Visual Studio 2010 Tools for Office Runtime Windows Installer 3.1 NOTE: Please note that these prerequisites are not bundled with our software. If Office 2010/2013 (32- bit version) is installed, use FmBudgetExcelAddIn_x86.msi. If Office 2010/2013 (64-bit version) is installed, use FmBudgetExcelAddIn_x64.msi. Last Revised: October 10, 2017 6-1 Annual Budget Processing Excel Add-In
Install The new world ERP Annual Budgeting Add-In must be installed on each machine where a user wants to use Excel to retrieve and update the budget information from new world ERP. To install the new world ERP Annual Budgeting Add-In, follow the steps below: 1 Run the FmBudgetExcelAddIn_<Office version>.msi to install the new world ERP Annual Budgeting Add-In Setup Wizard and the following pop-up window opens: 2 Click Next and the Destination Folder window opens. Annual Budget Processing Excel Add-In 6-2 Last Revised: October 10, 2017
3 Click the Change button to modify the install location otherwise click Next and the Ready to Install window displays: 4 Click Install to begin the installation. 5 Click Finish to complete the installation. Load the Add-In After installing the Excel Add-In on each client machine for users who will use this feature, the Add-In is ready for use. Last Revised: October 10, 2017 6-3 Annual Budget Processing Excel Add-In
1 Open Excel. The first-time you open Excel after the Add-In has been installed, the following window displays: 2 Click Install to open Excel and complete the custom installation for the Add-In. 3 In Excel, on the menu bar click Add-Ins: Annual Budget Processing Excel Add-In 6-4 Last Revised: October 10, 2017
4 In the Add-Ins panel, click Show Control Panel and the new world ERP Annual Budgeting Configuration panel displays on the right side of the window: 5 In the ERP Budgeting Service URL box, type the URL address/server name of the annual budgeting web service. This is normally http://<servername>/fm.services/ annualbudgeting/budgetmaintenance.svc, where <ServerName> is the name of your server where new world ERP is installed. If SSL is enabled for new world ERP, please follow the steps in the SSL Configuration section at the end of this guide. 6 In the ERP User Name and Password fields, enter the user name and password that you use to log into new world ERP. You will have access to the same organization sets that you can view in new world ERP based on the security authorization defined for you in new world ERP. If Windows Authentication is used by your organization to log into new world ERP, select the check box. Last Revised: October 10, 2017 6-5 Annual Budget Processing Excel Add-In
7 Click OK. The Excel worksheet re-displays with the new world ERP Annual Budgeting panel on the right. WARNING: Some data will not display in Excel if your organization is set up to use Biennial Budgeting. Create an Annual Budget Worksheet You can customize your annual budget worksheet to display the data that is extracted from the Budget Accounts pages in new world ERP. Follow the steps below to create an annual budget worksheet. 1 In Organization Set, choose an organization set in the drop-down list. 2 Select an account type (Revenue or Expense). 3 In Options, if you want the list of organization sets to group by classification, select the Include Classifications check box. Annual Budget Processing Excel Add-In 6-6 Last Revised: October 10, 2017
4 In the Columns list, select the check box next to the columns you want to appear on the Annual Budgeting Report. Click Load Default Order to display the columns in the worksheet. 5 Add or remove as many columns as needed by selecting or clearing other check boxes. To display the columns after making updates, click Load Default Order. 6 You can edit the amounts in the worksheet as needed. To update new world ERP after you make your changes, click Update new world ERP. Also note that changes made in new world ERP are not loaded into Excel until you click one of the Load buttons. NOTE: Only edits made to amounts with black or dark text update new world ERP when you click Update new world ERP. Any changes made to text that is gray do not update the amounts in new world ERP. The lighter text values are either historical values or accounts budgeted using Position Budgeting or transactions. 7 Click OK when the Update Successful pop-up window opens notifying you that the accounts have been updated in new world ERP. 8 When you open the Budget Accounts page in new world ERP, click Reset to ensure the changes are synchronized with Excel. (Access the Budget Accounts page by going to Financial Management > Annual Budget Processing > Budget Processing > Budget Maintenance > Budget Organization List.) Last Revised: October 10, 2017 6-7 Annual Budget Processing Excel Add-In
Add Comments You can also add comments in Excel cells to display in the new world ERP grid. The cell needs to be in a current budget level column for the current budget year. 1 Right-click on an editable cell in Excel and select Insert Comment. Type your comment in the box and click anywhere on the worksheet to close it. 2 Click Update new world ERP. Click OK when the Update Successful pop-up window opens notifying you that the account has been updated in new world ERP. Also note that comments are not loaded from new world ERP until you click one of the Load buttons. 3 When you open the Budget Accounts page in new world ERP, the Comments icon is enabled ( ) in the Attachments column for the account you updated. Move your cursor to rest or hover on the icon to view the comment: Arrange Column Order You can also change the order of the columns in the way that they display on the worksheet. Annual Budget Processing Excel Add-In 6-8 Last Revised: October 10, 2017
1 To change the order of the columns, click Load Set Order in the new world ERP Annual Budgeting panel. The Set Column Sequence pop-up window opens. 2 Select a column in the list and click Up or Down, as often as needed, depending on where you want the column to appear. 3 Click OK to save the layout. To save the order of the columns as the default sequence for future worksheets, click Save as Default. Save and Share the Worksheet In order to preserve the formatting and functionality of the worksheet, you must save the file as an Excel Workbook. Users who open a saved file and do not have the Add-In installed can view and update the report, but cannot synchronize their changes with new world ERP. NOTE: If you create a worksheet and want to change the data, it is recommended that you save the original report before making the changes. SSL Configuration If new world ERP is running with SSL enabled, the following steps must be performed: 1 Go to the C:\Program Files (x86)\new World Systems\Logos.NET\Annual Budgeting directory and open the NewWorld.Logos.Office.FM.AnnualBudgeting.dll.config file. Last Revised: October 10, 2017 6-9 Annual Budget Processing Excel Add-In
2 Replace: with: 3 Save the file. 4 When entering the new world ERP Budgeting Service URL in Excel, the https protocol must be used (e.g. https://<servername>/fm.services/annualbudgeting/budgetmaintenance.svc). Annual Budget Processing Excel Add-In 6-10 Last Revised: October 10, 2017