A drill down can be performed by selecting a cell containing a Get Balance formula and clicking the drill down button on the toolbar. However, you may wish to bypass the requirement for a Get Balance formula and simply extract data based on parameters that you set. The Drill Down Criteria Sheet functionality allows you to very quickly extract the detailed general ledger balances and journals that meet certain criteria. This is useful when large numbers of individual GL balances are required as the values are returned faster than by using many individual “Get Balance” formulae. 

 - Create drill down criteria sheet

1.    Click on the "Create drill down criteria sheet" button.

2.    A new GL Wand drill down workbook is created

3.    Enter the parameters for the data that you wish to extract on the criteria sheet of this new workbook. The criteria are exactly the same as the parameters of the Get Balance function and operate in the same manner.

4.    Use the balance drill down button on the GL Wand toolbar to execute the drill down.

5.    This workbook operates in exactly the same manner as a normal drill down. See the Drill downs section for more details.

       Enter a period or double click the cell to select it from the drop down list

       Choose the balance type. Please note that selecting “YTD” will extract all the journal lines for the year when executing a journal drill down and similarly “QTD” will extract the journals for the quarter.

       Enter the required currency code

       Pick “E” entered or “T” translated balances (Or Total if using Oracle R12)

       Pick “A” actual, “B” budgets or “E” encumbrance for the primary balance type. If you select “B” or “E” then you must populate the Bud/Enc Name parameter with the budget version name or encumbrance type. Please note this must be spelt correctly.

       Optionally populate the secondary balance parameters. They work in the same manner as the primary balance parameters. If you do populate the secondary balance parameters and perform a balance drill down the “Balance” sheet will contain a list of the primary balance values with the secondary balance values along side them and a variance between the two.

       Populate the segment values. You can enter values directly into the Excel cells or you can pick them from a list of values. To use the list of values simply double click the cell where you want the parameters entered or select the applicable cell and click the  list of values button on the GL Wand toolbar. The list of values form will open (see the Segment List of Value sections for more details). When you click “OK” on the segment list of values form the parameters that you have selected will be entered into the current cell.

       Toggle the summarisation option “Y” for any segment that you wish to summarise by.

Note that GL Wand will remember your selections for secondary balance criteria as well as which segments you have selected for summarisation. Future drill down operations will apply these parameters automatically.