After creating a statement and adding one or more periods, you are ready to enter the client's financial data into the cells of the spreadsheet.

This help topic covers the basics of entering account data, including information on how to use negative numbers and calculations, how to move from cell to cell in the spreadsheet, how to extend an account value across the spreadsheet, and how to add detail lines. You can also view and remap the cash flow for each account, use line-specific help and cell memos for additional account information, and change account titles.

Note: Adding and modifying account data requires that you have the client's historical statement page open in edit mode. See the Historical Statement Page topic for more information about edit versus view mode.

Steps: Enter Data

To enter data in a cell, follow these steps from the historical statement page:

1. Make the cell active by using one of the navigation methods (click the cell, use an arrow key to move to the cell, or use the Enter key to move to the cell).

   The currently active cell in the spreadsheet is the cell that's outlined in black. The cursor appears in the white data entry box, not in the cell itself.

2. Type the value for the cell.

   What you type appears in the white data entry box in the upper-left corner of the spreadsheet.

   See the tips section of this help topic for information about negative numbers and calculations.

   Certain account lines — such as the subtotal lines Total Assets and Gross Profit — are calculated by the application and are not editable.

3. Press the Enter key on your keyboard.

   The value you entered is added to the active cell. Depending on your cursor movement settings (which you define in the Report and Print Options dialog box), pressing Enter may also move you to the next cell in the spreadsheet.

   Note: The application does not compute whether your statement is in balance or not automatically as you modify data. As you modify data in the statement, the application adds an asterisk (*) to the balance information in the header cells to indicate that the data has changed since you last checked whether the statement is in balance, potentially rendering the balance information inaccurate. See the Balancing Statements help topic for more information.

Tips: Negative Numbers and Calculations

Accounts that require or typically take negative numbers are indicated by a parenthetical negative sign in the account title on the spreadsheet. Note the following about entering negative numbers:

• To enter a negative value, type the negative sign first (the hyphen key on your keyboard) and then type the number.

• If the account for which you're entering a value requires a negative number, the value will be negative regardless of whether you type a negative sign or not. In other words, you can simply enter the value without a minus sign, and the application will enter a negative value.

• If the account for which you're entering a value is typically but not always negative (for example, Current Taxes) and you enter a positive number, the application will alert you to the fact that you're entering a refund or credit.

You also have the option of entering a calculation into a cell. If you type a mathematical expression into the entry box, the application calculates the result and inserts that result in the cell. The expression that you entered is automatically stored in that cell's memo, and the cell turns yellow to indicate that it has a memo.

Navigating the Spreadsheet

You have three basic methods for moving around in the spreadsheet on the historical statement page:

• Mouse click: Use your mouse to click a cell.

• Arrow keys: Use the arrow keys on your keyboard to move from one cell to another.

• Enter key: Press the Enter key to move from one cell to another. Pressing Enter moves you one cell to the right, one cell up, or one cell down, depending on your cursor movement settings. (You can also define your settings so that pressing Enter does not move you to another cell at all.)

• You define the movement settings for the Enter key on the General tab of the Report and Print Options dialog box, which you access from the following locations on the historical statement page:

  • Click in the upper-right corner of the spreadsheet and choose Edit Report/Print Options.

  • Open the Run Reports dialog box (click the Reports link at the top of the spreadsheet) and click the Options button.

  For instructions on setting your cursor movement in this dialog box, see the Report and Print Options dialog box help topic.

Note: The account lines that the application calculates — such as Total Assets and Gross Profit — are not editable; these fields are skipped over as you move from cell to cell.

Note: Pressing the Tab key does not move you from cell to cell in the spreadsheet.

Steps: Extend Cell Value

You can easily copy one period's data for a single account into all periods to the right of that period in the spreadsheet by means of the Extend feature.

To extend a cell value, follow these steps from the historical statement page:

1. Right-click the cell whose value you want to extend.

2. Choose Extend from the menu that appears.

The selected value is extended into the same account for all periods to the right of the selected period. (If the statement is set up so that the periods are in ascending order, the periods to the right of the selected period are the periods dated later than the selected period. If that option is not selected, the periods appear in the spreadsheet in the order in which they were added to the statement. You can adjust this setting by means of the Edit Statement Information dialog box; see the Modifying and Deleting Statements help topic.)

You can also copy an entire period's data and paste it into another period. See the Managing Periods help topic.

Steps: Detail an Account

If an account line in the spreadsheet for a particular client requires more than one line of input, you can add lines as subsections of that account — account detail lines.

Note: These account detail lines are considered subparts of the whole account. In the application's calculations, the value of an account is what's shown on the account line.

You can create as many account details as you need. (You cannot create an account detail for an account detail, however.) The account detail line will be applied to every period in the statement.

To add an account detail line, follow these steps from the historical statement page:

1. Right-click the account title in the spreadsheet and choose Add Detail Line.

2. In the Line Title dialog box that appears, modify the account title as necessary for the detail line and click OK.

The account detail line appears below the account line.

If you need to delete an account detail line, right-click it and choose Delete Detail Line.

Steps: Hide an Account Line

If you don't use a given account line, you can hide it from view in order to simplify the view of the statement.

To hide an account line, follow these steps from the historical statement page:

1. Right-click the account title you want to hide.

2. Choose Hide Line.

The line no longer appears on the spreadsheet for this client.

To make a hidden line reappear, right-click the account title just above the hidden line and choose the Unhide Line option to bring back the hidden line.

To bring back all hidden lines in the statement, click in the upper-right corner of the historical statement page and choose Unhide All Lines.