AX2785

Changing rows in a plan file

You can change the calculations used on an existing row in a plan file, by overwriting it with a new calc method. You can also use the change feature on multiple-row calc methods.

For example, your plan may have a row that requires monthly entries to calculate an annual total, and you want to change the calculation to instead require a single annual entry that is spread evenly across months.

The change operation does not simply replace the existing row. Certain information in the row may be retained, such as the account number and historical data, depending on how the new calc method has been configured, and whether calc method forms are used. For information on how the change operation replaces the existing row, see Change calc method rules.

You can only change calc methods if you have the appropriate security permissions. The ability to change calc methods is controlled on a per file group basis, using the Allow Calc Method Change permission. Additionally, administrators and users with the Manage Calc Methods permission can always change calc methods.

Additionally, most plan files are set up to use calc method controls. These controls specify which rows can be overwritten, and which calc methods can be used at each location.

To change a row in a plan file:

  1. Place your cursor anywhere in the row (or rows) that you want to change by applying a new calc method.

    If the original calc method in the sheet is a multiple-row calc method, it does not matter where you place your cursor, as long as it in within one of the rows of the calc method.

    IMPORTANT: This procedure assumes that your system has enabled template validation. Use of template validation allows Axiom Software to detect specific calc methods in the sheet, based on system-generated codes. If your system is not using template validation, then you must highlight all rows of the multiple-row calc method before you can change it. For more information, see Template validation.

  2. On the Axiom tab, in the File Options group, click Add Row(s) > Change Calc Method.

    If calc method controls are used in the sheet, then this command is only available if the first row of the selection is enabled for overwriting. If calc method controls are not used in the sheet, then you can change any rows.

    Administrators and users with the Manage Calc Methods permission can always change calc methods anywhere, regardless of calc method controls.

    NOTE: If only one calc method is allowed for changing the row at this location, then the menu command is changed to Replace with CalcMethodName. When you select this command, the listed calc method is automatically used for the change operation, and the Change Calc Method dialog does not open.

  3. In the Change Calc Method dialog, select the calc method that you want to use to replace the selected row or rows, and then click OK.

    The available calc methods are listed in the left-hand side of the dialog. When you select a calc method name, the properties of that calc method display in the right-hand side of the dialog, including a description. If you are not sure which calc method to use, the descriptions may provide guidance.

    NOTES:  

    • The list of calc methods is limited to the allowed calc methods for this location (if applicable). If you are an administrator or a user with the Manage Calc Methods permission, then all calc methods are listed.
    • If you have selected a calc method with a different number of rows than the original calc method, Axiom Software informs you of the row difference and asks you to confirm that you want to continue. The sheet will be adjusted accordingly for the additional or fewer rows.

  4. If applicable, in the Calc Method Variables dialog, enter values for the calc method variables, and then click OK.

    If the calc method has variables, then the values you enter for the variables will be inserted in the appropriate cells when the calc method is placed into the sheet.

    This dialog only applies if the calc method has defined variables. Otherwise, this dialog does not display and the change operation continues.

    Calc method variables are an exception to the normal calc method changing rules. If you enter a value for a variable, that value is always placed into the sheet when the calc method is changed. However, if you leave a variable value blank, then the normal change rules apply. Additionally, some calc method variables are set up so that they are only displayed when the calc method is inserted, such as a variable for selecting an account.

    NOTE: If your plan files have been configured to support double-click forms, you can open this form again later by double-clicking the calc method in the sheet. You can then change entries as needed.

The selected calc method replaces the selected row or rows.

Multiple-row calc methods and changing rows

You can replace single-row calc methods with multiple-row calc methods, and vice versa. The change operation intelligently deletes rows and inserts rows, depending on the row difference between the original calc method and the new calc method.

  • If the new calc method has fewer rows than the original calc method, the additional rows in the sheet are deleted.
  • If the new calc method has more rows than the original calc method, additional rows are inserted into the sheet.

For example, if you want to replace a single-row calc method with a five-row calc method, place your cursor in the row with the existing single-row calc method. The change operation replaces the single row with the first row of the five-row calc method, and then inserts four new rows to accommodate the rest of the five-row calc method.

If you want to replace a five-row calc method with a three-row calc method, place your cursor anywhere in the existing five-row calc method. The change operation replaces the first three rows of the five-row calc method with the new calc method, and then deletes the extra two rows in the sheet.

IMPORTANT: This procedure assumes that your system has enabled template validation. Use of template validation allows Axiom Software to detect specific calc methods in the sheet, based on system-generated codes. If your system is not using template validation, then you must highlight all rows of the multiple-row calc method before you can change it. In the previous example, you would need to manually highlight all five rows of the calc method within the sheet before changing it, because Axiom Software would be unable to automatically detect the starting and ending rows.

See also

AX2785