Manual of MS-Access / Excel / VBA Project

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EPIGL Manual
Electrolux Professional Inc.
4/1/2011
Cormac B. Sharpe (“Mac”)

Electrolux Professional EPIGL Manual
Cormac B. Sharpe (“Mac”) 7/17/2013 Page 2 of 59
Table of Contents
Overview ...............................................................................................4
Introduction............................................................................................................................................ 4
EPIGL System Overview:.......................................................................................................................... 4
Setting Up & Running your Application:................................................................................................... 5
Application List ....................................................................................................................................... 5
Application Startup ................................................................................................................................. 6
Does the System know you?.................................................................................................................... 8
Application Overview.............................................................................................................................. 9
The Data Input Application ..................................................................11
PRMS Import......................................................................................................................................... 12
PRMS Import from Spreadsheet........................................................................................................ 13
PRMS Import Direct .......................................................................................................................... 13
Manual Input ........................................................................................................................................ 14
The “Add New Account” Dropdown Box............................................................................................ 14
Budgets ............................................................................................................................................ 15
The Reporting Application ...................................................................16
Refresh Report Data.............................................................................................................................. 17
The Reports Screen ............................................................................................................................... 18
Report List ............................................................................................................................................ 19
File Naming........................................................................................................................................... 21
Output Options..................................................................................................................................... 22
General Report Format.......................................................................................................................... 23
Browse Report Output Example ............................................................................................................ 24
So where are my Numbers?................................................................................................................... 26
Report Samples..................................................................................................................................... 27
The Admin Application ........................................................................34
The Admin Screen ................................................................................................................................. 35
The Users Screen................................................................................................................................... 36
The Permissions Screen......................................................................................................................... 36
The Assign User Permissions Screen ...................................................................................................... 37
The Application Settings Screen............................................................................................................. 38
The Chart of Accounts Screen ................................................................................................................ 39

Defining the Chart of Accounts.......................................................................................................... 40
The Majors Screen ............................................................................................................................ 40
The Subs Screen................................................................................................................................ 40
Org (Cost Center) Definition.............................................................................................................. 41
The Segments Screen ........................................................................................................................ 41
The Regions Screen........................................................................................................................... 42
The Functions Screen ........................................................................................................................ 42
The Chart of Accounts Definition Screen............................................................................................ 43
The Report Mappings Screen................................................................................................................. 44
The Trend Report Items Screen ......................................................................................................... 45
The Trend Report Mappings Screen................................................................................................... 45
The Expense Report Items Screen...................................................................................................... 46
The Expense Report Mappings Screen ............................................................................................... 46
The Grandfathered 2010 Version .........................................................47
V:EPIGLGrandfathered 2010 Version................................................................................................. 47
Main Menu: .......................................................................................................................................... 48
Reports Screen...................................................................................................................................... 49
System Manual....................................................................................50
Introduction.......................................................................................................................................... 50
System Overview: ................................................................................................................................. 50
The EPIGL Network Home (V:EPIGL) ................................................................................................... 51
Subdirectories & Important Files:...................................................................................................... 51
Data Dictionary ..................................................................................................................................... 53
Primary Data File - Structure: ............................................................................................................ 53
Primary Data File - Data Dictionary:................................................................................................... 54
System Data File - Structure .............................................................................................................. 56
System Data File - Data Dictionary..................................................................................................... 57
Miscellaneous......................................................................................58
Using the Test Apps............................................................................................................................... 58
Refreshing the TEST Data: ................................................................................................................. 58
Sorting and Filtering Options................................................................................................................. 59
Status of the "Old" App......................................................................................................................... 59

Overview
Introduction
EPIGL = Electrolux Professional Inc. General Ledger.
EPIGL is a Database-driven Data Acquisition & Reporting System for the Profit & Loss side of the Electrolux
Professional General Ledger.
This document provides an overview of the various EPIGL Systems, Data and Functionality for the User, along
with a System Manual for the Developer and System Administrator.
So this is a User Manual and System Manual in one.
EPIGL System Overview:
EPIGL DATA
(Charlotte NC)
EPIGL_Admin_App
Writes:
Users
Permissions
Settings
Mappings
EPIGL_DataInput_App
EPIGL_Reporting_App
Reads
Manual Input
Import PRMS
Writes Actuals
PRMS
(Ljungby
Sweden)
Reads
Word Output
PDF Output
Browse Screen
Screen Report
Excel Report
Printed Report
Writes:
Actuals
& Budgets

Setting Up & Running your Application:
Application files are copied from the network (V:EPIGLApps) to the Users local hard drive as needed. All
applications are then run from the local hard drive, but link to data on the network.
NOTE: APPLICATIONS SHOULD NOT BE RUN FROM THE NETWORK LOCATION. COPY THEM LOCALLY TO A
LOCATION ON YOUR LOCAL MACHINE AND RUN THEM FROM THERE.
Application List
Application Stored In File Name Description
Admin App V:EPIGLApps EPIGL_ Admin_App.accdb Maintain Users, Permissions,
Report Mappings, Chart of
Accounts, Settings.
Data Input App V:EPIGLApps EPIGL_ DataInput_App.accdb Import Actuals from PRMS.
Manual Input of Actuals &
Budgets.
Reporting App V:EPIGLApps EPIGL_ Reporting_App.accdb Screen Reports, Printed Reports,
Browse Results Screen, Report
Outputs to Excel, PDF, Word etc.
Admin App Test
Version
V:EPIGLApps EPIGL_TEST_Admin_App.accdb Admin App Test Version
(Linked to Test Data)
Data Input App
Test Version
V:EPIGLApps EPIGL_TEST_DataInput_App.accdb Data Input App Test Version
Reporting App
Test Version
V:EPIGLApps EPIGL_TEST_Reporting_App.accdb Reporting App Test Version
V:EPIGL
Apps
Data
System
Etc.
Local Hard Drive
EPIGL_Reporting_App
EPIGL_DataInput_App
EPIGL_Admin_App
Copy your App to your local
machine and run it from there
Your App reads data
from the Network

Application Startup
All EPIGL Apps start the same way. If they are in a “Trusted Location” then the Application just starts up. If not,
however, you will see the following screen(s):
So Click Options to enable the content ….

Instead of enabling the content (which just works this one time), you can click on “Open the Trust Center” …
… and define a Trusted Location for the location where you are storing your app files. This means you won’t
have to deal with this issue again.

Does the System know you?
When you start an EPIGL App, one of the first things it does is finds out who you are. It identifies you by your
Windows Logon ID. It then uses this ID to determine if you have been assigned any rights in the EPIGL System.
If not, you will receive something like the following message …
… after which the application will close, which makes sense since you have no rights to do anything.

Application Overview
The EPIGL Apps all have a common look and feel.
Let’s look at an example Main Menu, in this case the TEST Version of EPIGL Data Input.
If you click on <My Permissions> you will get a response similar to the following:
Application Window Title – This will
be either EPIGL or EPIGL Test.
Name of the Current Screen
The System knows who you
are from your Windows
Login. This is how it assigns
you Permissions.
Application Version
Application Label – this is the
same as the Application
Window Title, plus specific
Application Name.
In the TEST Versions, we add
a few very conspicuous
Labels to make it very clear
to the User that this is a TEST
App, and not Production.
You run the Action by clicking
on it. You can click on the
Label or on the Picture – the
result is the same.

The Data Input Application

PRMS Import
The primary source of EPIGL data is the PRMS system which resides on an AS400 system in Sweden.
PRMS Data is imported one year at a time – i.e. when you Import in 2011 you will overwrite all PRMS data in
the EPIGL system for that year. Note however that a PRMS Import does not affect manually inputted data, i.e.
a PRMS Import overwrites all PRMS data for the current year but does not delete any manually inputted data .
There are 2 PRMS Import functions:
They both result in the same thing.
The first option (Import from Spreadsheet) is strictly speaking not needed since the second option was
perfected, but it was decided to keep it as a backup function.
1) PRMS Import from Spreadsheet
Imports the Data from a spreadsheet, to which PRMS data has already been imported.
2) PRMS Import Direct
Imports data directly from PRMS into the EPIGL Application.
If you click on either “Import from PRMS” option, you will need to have the necessary permissions. If not, you
will receive a message like this …

PRMS Import from Spreadsheet
This is to Import PRMS data that has previously been imported to an Excel spreadsheet.
When you click on this option, you get the following Dialog Box:
This tells you exactly what you need to know in order to successfully import from a spreadsheet. The program
will import the data from a specific sheet in a specific file in a specific location. When the sheet and file have
been correctly named and put in the correct location, then re-enter this dialog and click <OK>. The Import will
proceed.
PRMS Import Direct
This is to Import data directly from PRMS, using the PRMS login of the current User.
When you click on this option, you get the following Dialog Box:
Enter a valid User ID and Password and the Import will proceed.

Manual Input
All Budget numbers and some Actual numbers are manually entered in the EPIGL System. Click on <Manual
Input> from the Main Menu and you get the following Screen:
When it opens, the Screen defaults to Actuals for the Current Year, in this case 2011 Actuals.
The “Add New Account” Dropdown Box
Notice the Dropdown Box called “Add New Actual Account”.
This lists “Full Accounts” (see definition below) that:
a) are found in the Chart of Accounts, and
b) are not already found in the current list (in this case, Manually Input 2011 Actuals).
DEFINITION: Full Account
An Account Description in the format MMMMM-OOOOOO-SSS
where MMMMM is the 5-digit Major Account, OOOOOO is the 6-digit Org (Cost Center), and SSS is the 3-digit
Sub Account. SSS is omitted if the sub value = 0.
By choosing an Account in the Dropdown and clicking <ADD>, you Add that Account to the List, and can then
start adding values for January, February etc.
To Remove an Account from the List, simply highlight the row and press the <Delete> key.
The Accounts in the List and the Accounts in the Dropdown Box are “Mutually Exclusive”. That is, any Account
(that is defined in the Chart of Accounts) is either in the List or in the Dropdown at any one time, but not both.
Every time an Account is Added or Removed from the List, both the List and the Dropdown values are
refreshed.

Budgets
If you now click on Budgets (in the <Show Me> section), you will get the following Screen for 2011 Budgets:
Notice that the Dropdown Box is now labeled “Add New Budget Account”. It now lists Accounts (that are
defined in the Chart of Accounts) that are not already in the 2011 Budgets List.

The Reporting Application

Refresh Report Data
This Action runs automatically when the Application starts, and whenever the User clicks <Refresh Report
Data> on the Main Menu. It results in the following message:
For Performance reasons, the Reports in the EPIGL Reporting App do not read Data directly from the EPIGL
Data on the Network. Instead, the App copies the necessary data from the Network to the Local Hard drive,
and the Reports read the Data from there.
This means that the Reports will run much faster than if they were reading from the Network. This is especially
important for Users working from home and connecting over a (slow?) VPN.
However this also means that you need to run the “Refresh Report Data” Action, whenever you want changes
to the EPIGL Data on the Network to be reflected in your Reports.
Overview Diagram:
EPIGL DATAEPIGL_Reporting_App
Reports
Refresh
Report Data
Word Output
Browse Screen
Screen Report
Excel Report
Printed Report
Data Copy on
Local Hard Drive
Writes
Reads
Reads
PDF Output

The Reports Screen
When you highlight a Report in the “Choose a Report” pane, the Screen is updated with a Report description
(in the top-right green pane), and with Parameters and Output Options that are appropriate for that Report.
To run a Report: Highlight one, choose Parameters to filter the Report by, and an Output Option & click <Go>.
The Default Output Path is a location where any Report Output file will be put, if no other location is specified.
It takes its initial value from the Application Setting (see the Admin Application). You can override this setting
with the <Change> button. In any case, you can always override any Default Path at the time of producing the
Report.

Report List
Here’s a list of all the Reports available in EPIGL. You will also see this list on the Reports Screen, and also in
the first Report: “EPIGL Reports List”.
REPORT DESCRIPTION
EPIGL Reports List A List of all EPIGL Reports available from the Reports Screen, with a
Description of each one.
Trend Summary Custom Excel Report.
Trend Report Summary Numbers, exported to a customized Excel file.
User inputs Parameters for Year, Segment, Region, Function and Sub.
Trend Details By Major Excel-Only Report.
Trend Report Numbers broken out by Report Item, Major.
Trend Details By Org Excel-Only Report.
Trend Report Numbers broken out by Report Item, Org.
Trend All Details Excel-Only Report.
Trend Report Numbers at most detailed level, i.e. broken out by Report
Item, Major, Org, Sub, and by Hardcoded/Not Hardcoded.
Expense Summary (Actuals) Summary-Level Expense Report, for Actuals.
Expense Summary (Budgets) Summary-Level Expense Report, for Budgets.
Expense Summary (Actuals and
Budgets)
Excel-Only Report.
Summary-Level Expense Report, for Actuals and Budgets.
Expense By Major (Actuals) Expense Report Details, for Actuals. Broken out by Major.
Expense By Major (Budgets) Expense Report Details, for Budgets. Broken out by Major.

Expense By Major (Actuals and
Budgets)
Excel-Only Report.
Expense Report Details, for Actuals and Budgets. Broken out by Major.
Expense By Org (Actuals) Expense Report Details, for Actuals. Broken out by Org.
Expense By Org (Budgets) Expense Report Details, for Budgets. Broken out by Org.
Expense By Org (Actuals and
Budgets)
Excel-Only Report.
Expense Report Details, for Actuals and Budgets. Broken out by Org.
Expense All Details (Actuals) Expense Report Numbers with All Details, for Actuals. At most detailed
level, i.e. broken out by Report Item, Major, Org, Sub, and by
Hardcoded/Not Hardcoded.
Expense All Details (Budgets) Expense Report Numbers with All Details, for Budgets. At most detailed
level, i.e. broken out by Report Item, Major, Org, Sub, and by
Hardcoded/Not Hardcoded.
Expense All Details (Actuals and
Budgets)
Excel-Only Report.
Expense Report Numbers with All Details, for Actuals and Budgets. At
most detailed level, i.e. broken out by Report Item, Major, Org, Sub, and
by Hardcoded/Not Hardcoded.
Actuals Table with Mappings A view of everything currently in the Actuals table, for the given Fiscal
Year, with Mappings to Chart of Accounts, Trend Reports and Expense
Reports.
User inputs Year Parameter.
Budgets Table with Mappings A view of everything currently in the Budgets table, for the given Fiscal
Year, with Mappings to Chart of Accounts and Trend Reports.
COA - Major Accounts A List of Major Accounts from the Chart Of Accounts.
COA - Org Components Access-Only Report.
An Overview of Org Components (Segments, Regions and Functions).
This report is based on multiple sub-reports, so is an Access-Only Report
(can't export to Excel, or Browse Report Output).

COA - Orgs (Cost Centers) A List of Orgs (a.k.a. Cost Centers) from the Chart Of Accounts.
COA - Chart Of Accounts A Full Description of the Chart Of Accounts, which defines which
Major/Org/Sub combinations are dealt with in this System.
Sorted by Full Account (Major, Org, Sub)
COA - Account List with
Mappings
A List of All Accounts in the Chart Of Accounts, with Current Mappings:
i.e. Is the given Account currently:
1) In the Actuals Table (for the given Year)?
2) In the Budgets Table (for the given Year)?
3) Mapped to the Trend Reports?
4) Mapped to the Expense Reports?
Sorted by Full Account (Major, Org, Sub).
Report Mappings: Trend Report A List of which Major/Org combinations map to each Report Item in the
Trend Reports.
Report Mappings: Expense
Report
A List of which Majors map to each Report Item in the Expense Reports.
File Naming
When Output Files are generated by the Reporting Interface, it names them with the following format:
YYYYReportName.FiltersYYYYMMDDHHmm.xxx
… where YYYY is the year (only used if the report is year-specific); ReportName is the Name of the Report,
Filters is a list of filters (if any) applied to the Report in the ‘Report Parameters’ section; YYYYMMDDHHmm is
a Timestamp describing when the report was produced, with Year, Month, Day, Hour & Minutes in that order;
and xxx is the file extension.
For example: 2011TrendSummary.EFS-NA-AllFunctions-AllSubs201104010723.xlsx

Output Options
Here’s a list of all the Output Options available. Not all options are available for all reports. For example, a
number of reports are “too wide” i.e. they have too many columns to easily show in an Access-type report, so
they have only 2 Output Options: Excel Report & Browse Report Output.
OUTPUT OPTION DESCRIPTION
View This is a View of the Report optimized for on-screen viewing.
Print Preview On-screen page-by-page view of what the printed Report will look like.
Quick Print (1 Copy / All Pages) Without prompting for options, the program will send 1 copy of the
complete Report to the default printer.
Print with Options The program prompts the User for 1) What pages to print, 2) how many
copies, and 3) what printer to use, then prints the Report using those
options.
Browse Report Output The Report Output is presented in a ‘browse-able’ screen. The User can apply
multiple sorts and filters to this screen, and view and/or copy the results.
Excel Report The Report Data is outputted to an Excel spreadsheet, with Title and other
Info, and formatted to Report quality.
Export to PDF Format The Report is outputted to an Adobe PDF file. So you get a lightweight exact
graphic representation of the Access Report which anyone can view without
running Access.
Export to Rich Text Format (Word) The Report is outputted to a MS-Word compatible format. Word does its
best (not always completely successful) to copy the formatting from the
Access Report. The advantage here is that you can edit this file.
Export to a Text File The Report is outputted to a text file. Formatting will be compromised.

General Report Format
The EPIGL Reports all have a common look and feel.
Let’s look at an example Report, in this case an Expense Summary for Brazil from the TEST Version of the
Reporting App. This Screenshot is of the Output produced with the ‘Print Preview’ Output Option.
Application Title – This will be either
EPIGL or EPIGL Test. In this case we
know that we are looking at Test Data.
Report Title Date ProducedSorting Info
Date & Time Produced Report Name
Page X of XXX

Browse Report Output Example
The Output Option called “Browse Report Output” presents the User with the Report Output not in a Report as such,
but in a ‘browse-able’ screen. The User can apply multiple Sorts and Filters to this screen and view and/or copy the
results.
Let’s look at an example:
We Choose the Report “Trend All Details”, for 2011 with all other parameters open, and with Output = “Browse Report
Output”. This results in:

We filter on FullOrgName = 120000-EFS/LA/General (right-hand click on it for filtering and sorting options).
Then we filter on JAN ACT = Blank (right-hand click on a blank cell in that column and choose the “Equals
Blank” filtering option). For good measure we Sort on the “Full Account” column.
So now we have created an Ad-Hoc report of 120000-EFS/LA/General accounts that have no Actuals reported
for January 2011:
You can now copy and paste these rows to an Excel spreadsheet if required.

So where are my Numbers?
Sometimes it can be difficult to understand why a given Account and Amount are not showing up in a Trend
Report or an Expense Report. Let’s look at what is necessary for info to show up in the Reports.
Let’s say we have the following Account & Amounts in the Actuals Table:
MAJOR ORG SUB JAN FEB
25010 120100 0 32000 41000
… but this info is not showing up in the Trend Report. What could be wrong?
Are all 3 of the following conditions true?
The following Reports will be instrumental in tracking down any problem:
Actuals Table with Mappings;
Budgets Table with Mappings;
COA - Account List with Mappings;
Report Mappings: Trend Report;
Report Mappings: Expense Report.
Info is in the
Actuals Table?
Account is
mapped to the
Trend Report?
Account is
defined in the
Chart of
Accounts?
This example is to ensure that an
Actuals entry shows up in the Trend
Report.
The same logic applies if we are
talking about an Expense Report,
Or if it is Budget numbers we are
looking for.
Hint:
An Account cannot be mapped to a
Report unless it is in the Chart of
Accounts, so if there is a problem,
check the Report Mappings first.

Report Samples
EPIGL Reports List:
Trend Summary:
(Unfiltered)

Trend Details by Major:
(after filtering with Segment = FS, Region = NA, and Function = Admin in the Report Parameters)
Expense Summary (Actuals):
(Unfiltered)

Expense by Org (Budgets):
(Sub = Brazil)
Actuals Table with Mappings:
(Produced in the Browse Screen)

COA – Major Accounts:
(Print Preview)

COA – Org Components:

COA – Orgs (Cost Centers):
COA – Chart of Accounts:

COA – Account List with Mappings:
Report Mappings: Trend Report:

The Admin Application

The Admin Screen
In this Application the System Administrator can maintain Data on:
- Users;
- Permissions;
- Permissions Assigned to Users;
- Application Settings;
- Chart of Accounts Definition;
- Report Mappings.

The Users Screen
The Permissions Screen
This Screen is Read-Only. It is for informational purposes only.

The Assign User Permissions Screen
This is where the System Admin grants or revokes privileges.

The Application Settings Screen
This is where the System Admin can modify Application-Level Settings.

The Chart of Accounts Screen
The Chart of Accounts defines what Full Accounts (combinations of Major Account, Org (Cost Center) and Sub
Account) are “legal” or “interesting” in the EPIGL System.
If a Full Account (a.k.a. Major/Org/Sub - see definition below) is not part of the Chart of Accounts, then it
effectively doesn’t exist in this system, e.g. you won’t be able to Add it to Actuals or Budgets in the Manual
Input Screen, and it will not turn up in any Screen or Report etc.
Note: The PRMS download often loads accounts into our Actuals table that are NOT in the Chart of Accounts,
but these are made invisible to the rest of the system as described above.

DEFINITION: Full Account
Also Known As: Major/Org/Sub.
An Account Description in the format MMMMM-OOOOOO-SSS
where MMMMM is the 5-digit Major Account, OOOOOO is the 6-digit Org (Cost Center), and SSS is the 3-digit
Sub Account. SSS is omitted if the sub value = 0.
Defining the Chart of Accounts
We define the Chart of Accounts by first defining its components (Major, Org & Sub) and then associating
these components together in the Chart of Accounts Definition Screen. Note that Org must, in its turn, be
defined from its components.
The Majors Screen
The Subs Screen

Org (Cost Center) Definition
You define a new Org (6 digits) by defining its components:
- Segment (1 digit)
- Region (1 digit)
- Function (2 digits)
- Customizable (2 digits) (not currently used, except as 00 = Unassigned)
Any possible combination of the above components, once they exist in the system, is a valid Org that you can
use elsewhere in the System.
The Segments Screen

The Regions Screen
The Functions Screen

The Chart of Accounts Definition Screen
After all the components are defined, they can be pulled together in this Screen. The drop-down boxes will
only supply values previously entered into the system in the previously shown Screens.
Note the Major/Org/Sub column to the left (a.k.a. Full Account) – this is a read-only column which is
calculated by the EPIGL System, pulling together the various numerical components into a single Account
Description.

The Report Mappings Screen
Trend Reports:
Trend Report Items are first defined in the Trend Report Items Screen. Then they can be mapped to Major/Org
combinations in the Trend Report Mappings Screen. The amounts associated with these Major/Org
combinations will then become part of the report.
Expense Reports:
Expense Report Items are first defined in the Expense Report Items Screen. Then they can be mapped to
Majors in the Expense Report Mappings Screen. The amounts associated with these Majors will then become
part of the report.

The Trend Report Items Screen
The Trend Report Mappings Screen

The Expense Report Items Screen
The Expense Report Mappings Screen

The Grandfathered 2010 Version
This is a “Sealed” version of the Application and data, reflecting the Pre-Org-Restructure data from 2010.
Note that this version contains everything in 1 file:
- All Functions (1 app instead of 3);
- All Data.
V:EPIGLGrandfathered 2010 Version
This location is for storing all files relating to the Grandfathered 2010 Version of the EPIGL system.
This is the Old Org Version of the EPIGL System with 2010 data, Grandfathered on 2/14/2011.
Data in this version has a 3-digit Org (Cost Center) structure.
EPIGL Data that came after this has an 6-digit Org (Cost Center) structure.
Unlike the Live EPIGL Application File, which links to data tables in separate Data Files, the Grandfathered
application file (EPIGL_App_Grandfathered20110214.accdb) contains all of its own data tables, i.e. it is a
standalone application & data file.
To run the Grandfathered 2010 Version, just run EPIGL_App_Grandfathered20110214.accdb (don’t run it from
the network – copy it locally and run it from there)

Main Menu:
Click on “Information about this Version” and you get the following Overview:

Reports Screen
Click on “Information about the Trend Report this Version” and you get the following information:

System Manual
Introduction
This section provides an “under the hood” view of the various Electrolux Professional Inc. General Ledger
(EPIGL) Systems and Functionality for the Developer and System Administrator.
System Overview:
The EPIGL system is designed so everything (Data, Functionality, Infrastructure) is centrally stored on the
network. Applications are run locally, after being copied down from the network.
The advantage of this Deployment Model is that:
1) The Change Control Process is greatly simplified – i.e. any changes to functionality only need to be
made to the network-based repository, with no updates required to the Users Local Machine.
2) Users always run their own copy of the Access Application, from their local machine. This avoids
conflicts and improves performance.
Application files are copied from the network (V:EPIGLApps) to the Users local hard drive as needed. All
applications are then run from the local hard drive, but link to data on the network.
V:EPIGL
Apps
Data
System
Documentation
Etc.
Local Hard Drive
EPIGL_Reporting_App
EPIGL_DataInput_App
EPIGL_Admin_App
Copy your App to your local
machine and run it from there
Your App reads data
from the Network

The EPIGL Network Home (V:EPIGL)
EPIGL is a Network Repository of all EPIGL Data, Functionality and Infrastructure.
EPIGL, at the time of writing, resides at:
Aug-sfil02aug-publicProfessional AccountingAcct prof uabEPIGL
… and is normally mapped as V:EPIGL.
Note that V:EPIGL contains EVERYTHING in the EPIGL system.
Subdirectories & Important Files:
V:EPIGLApps
Contains EPIGL Application Files (and their TEST Versions).
- EPIGL_Admin_App.accdb
- EPIGL_DataInput_App.accdb
- EPIGL_Reporting_App.accdb
- EPIGL_TEST_Admin_App.accdb
- EPIGL_TEST _DataInput_App.accdb
- EPIGL_TEST _Reporting_App.accdb
-
V:EPIGLData
Contains EPIGL Core Data, Test Data.
EPIGL_Data.accdb
- This is the Primary Back-End Data File of the EPIGL System.
- Contains Actuals, Budgets, Chart of Accounts, Report Mappings etc.
EPIGL_TEST_Data.accdb
- Test Data Version to serve the Test Applications.
V:EPIGLDocumentation
Documentation Files.
- E.g. This document.

V:EPIGLGrandfathered 2010 Version
This location is for storing all files relating to the Grandfathered 2010 Version of the EPIGL system.
This is the Old Org Version of the EPIGL System with 2010 data, Grandfathered on 2/14/2011.
Data in this version has a 3-digit Org (Cost Center) structure.
EPIGL Data that came after this has an 6-digit Org (Cost Center) structure.
Unlike the Live EPIGL Application File, which links to data tables in separate Data Files, the Grandfathered
application file (EPIGL_App_Grandfathered20110214.accdb) contains all of its own data tables, i.e. it is a
stand-alone application & data file.
To run the Grandfathered 2010 Version, just run EPIGL_App_Grandfathered20110214.accdb. First copy to
your local machine & run it from there.
V:EPIGLPRMSDownLoads
This location is for storing Excel Files that contain a PRMS download.
V:EPIGLReports
This (default) location for storing Reports in various formats.
V:EPIGLSystem
This location is for storing the EPIGL System files
Contains System Infrastructure and System Data.
EPIGL_System_Data.accdb
- System Back-End Data File.
- Contains Permissions, Users, Report Mappins, Chart of Accounts, Application Settings etc.
EPIGL_TEST_System_Data.accdb
- Test Data Version to serve the Test Applications.
V:EPIGLSystemTemplates
Various MS-Excel Template files for producing custom Reports, e.g. the Trend Report.

Data Dictionary
Primary Data File - Structure:
The Primary Back-end Data File (V:EPIGLDataEPIGL_Data.accdb) has the following structure:

Primary Data File - Data Dictionary:
The Primary Back-end Data File (V:EPIGLDataEPIGL_Data.accdb) contains the following Tables & Fields:
TableName FieldName FieldDescription Type
tblActuals ID Unique Identifier. LongInt
tblActuals WhenAdded When this record was added. Date/Time
tblActuals FiscalYear What Year? Integer
tblActuals MAJOR Major 5 digit account. LongInt
tblActuals ORG Org - Combination of Segment, Region, Function and
Customizable.
LongInt
tblActuals SUB 3 digit Sub Account LongInt
tblActuals Hardcoded If Yes, then this is info entered Manually into the
system. If No, then this is data Imported from PRMS.
Boolean
tblActuals JAN Dollar Amount for January. Double
tblActuals FEB Dollar Amount for February. Double
tblActuals MAR etc Double
tblActuals APR etc Double
tblActuals MAY MAY Double
tblActuals JUN JUN Double
tblActuals JUL JUL Double
tblActuals AUG AUG Double
tblActuals SEP SEP Double
tblActuals OCT OCT Double
tblActuals NOV NOV Double
tblActuals DEC DEC Double
tblBudgets ID Unique Identifier. LongInt
tblBudgets WhenAdded When this record was added. Date/Time
tblBudgets FiscalYear What Year? Integer
tblBudgets MAJOR Major 5 digit account. LongInt
tblBudgets ORG Org - Combination of Segment, Region, Function and
Customizable.
LongInt
tblBudgets SUB 3 digit Sub Account LongInt
tblBudgets Hardcoded If Yes, then this is info entered Manually into the
system. (always true for Budgets).
Boolean
tblBudgets JAN Dollar Amount for January. Double
tblBudgets FEB Dollar Amount for February. Double
tblBudgets MAR etc. Double
tblBudgets APR etc. Double
tblBudgets MAY MAY Double
tblBudgets JUN JUN Double
tblBudgets JUL JUL Double
tblBudgets AUG AUG Double
tblBudgets SEP SEP Double
tblBudgets OCT OCT Double
tblBudgets NOV NOV Double
tblBudgets DEC DEC Double
tblChartOfAccounts ID Unique Identifier. This table defines what LongInt

Major/Org/Sub combinations are legitimate for the
EPIGL system.
tblChartOfAccounts Major Major 5 digit account. LongInt
tblChartOfAccounts Segment Org Component. LongInt
tblChartOfAccounts Region Org Component. LongInt
tblChartOfAccounts Function Org Component. LongInt
tblChartOfAccounts Customizable Org Component. LongInt
tblChartOfAccounts Sub 3 digit Sub Account LongInt
tblExpenseReportItems ID Unique Identifier. LongInt
tblExpenseReportItems Report Type Report Type, e.g. 'P&L'. Text
tblExpenseReportItems Level1Group Level 1 Grouping. Text
tblExpenseReportItems Level2Group Level 2 Grouping (within the Level 1 Grouping). Text
tblExpenseReportItems SortOrder1 Sorting sequence for Level 1. Double
tblExpenseReportItems SortOrder2 Sorting sequence for Level 2. Double
tblExpenseReportMappings ReportItemID Secondary Key. Relates to ID in
tblExpenseReportItems.
LongInt
tblExpenseReportMappings Major 5 digit Major Account that maps to this Report Item. LongInt
tblMajor ID Unique Identifier. LongInt
tblMajor Major 5 digit Major Account #. Unique. LongInt
tblMajor MajorName Account Name. Text
tblMajor Notes Notes Memo/Hyperlink
tblOrgCustomizable ID Unique Identifier. LongInt
tblOrgCustomizable Customizable The number of the Customizable component of the
Org Number.
LongInt
tblOrgCustomizable Description Description Text
tblOrgFunctions ID Unique Identifier. LongInt
tblOrgFunctions Function The number of the Function component of the Org
Number.
LongInt
tblOrgFunctions Description Description Text
tblOrgRegions ID Unique Identifier. LongInt
tblOrgRegions Region The number of the Region component of the Org
Number.
LongInt
tblOrgRegions Code The code for the Region component of the Org
Number.
Text
tblOrgRegions Description Description Text
tblOrgSegments ID Unique Identifier. LongInt
tblOrgSegments Segment The number of the Segment component of the Org
Number.
LongInt
tblOrgSegments Code The code for the Segment component of the Org
Number.
Text
tblOrgSegments Description Description Text
tblSub ID Unique Identifier. LongInt
tblSub Sub 3 digit Sub Account. Unique. LongInt
tblSub Description Description Text
tblTrendReportItems ID Unique Identifier. LongInt
tblTrendReportItems Report Type Report Type, e.g. 'Trend Report'. Text
tblTrendReportItems SortOrder1 Sorting sequence for the Report Item. Double
tblTrendReportItems Report Item Name of Report Row Item in which to group report
data.
Text

tblTrendReportMappings ReportItemID Secondary Key. Relates to ID in tblTrendReportItems. LongInt
tblTrendReportMappings Major 5 digit Major Account that maps to this Report Item. LongInt
tblTrendReportMappings Org 6 digit Org that maps to this Report Item. LongInt
System Data File - Structure
The System Back-End Data File (V:EPIGLSystemEPIGL_SystemData.accdb) has the following structure:

System Data File - Data Dictionary
The System Back-End Data File (V:EPIGLSystemEPIGL_System_Data.accdb) contains the following Tables &
Fields:
TableName FieldName FieldDescription Type
tblPermissions ID Unique Identifier. LongInt
tblPermissions Permission The Permission that can be granted to Users. Text
tblPermissions Description Permission Description. Text
tblSystemSettings ID Unique Identifier. LongInt
tblSystemSettings Setting The name of the Setting to which a value must be assigned. Text
tblSystemSettings SettingValue The Value to assign to the Setting. Text
tblSystemSettings Description Setting Description. Text
tblUserPermissions ID Unique Identifier. In this table you assign Permissions to Users. LongInt
tblUserPermissions UserID Secondary ID. Relates to ID in tblUsers. LongInt
tblUserPermissions PermissionI
D
Secondary ID. Relates to ID in tblPermissions. LongInt
tblUsers ID Unique Identifier. LongInt
tblUsers LoginID This is the Users Windows Logon ID, which we are using for
Security and Permissioning. Windows Authentication.
Text
tblUsers FirstName Users First Name. Text
tblUsers LastName Users Last Name. Text
tblUsers Title The Users Title or Function. Text

Miscellaneous
Using the Test Apps
The test versions are functionally exactly the same as the Production versions, except that they point at Test
Data Tables, which are simply copies of the EPIGL Production Data Tables.
Test Data and Production Data are completely separate.
These 3 Apps are for testing the functionality, testing ideas etc.
Feel free to try anything – The Test Apps have no connection to the Production System.
The Test Versions of the EPIGL Apps are as follows:
In V:EPIGLApps:
- EPIGL_TEST_Admin_App.accdb
- EPIGL_TEST_DataInput_App.accdb
- EPIGL_TEST_Reporting_App.accdb
The following applies to the Test Apps as to all EPIGL Apps:
Refreshing the TEST Data:
EPIGL Production and TEST data are separate, but have exactly the same structure. That means you can safely
refresh the TEST data by overwriting it with the Production Data, after which you can then run test actions,
simulations etc. on a fresh copy of Production Data.
To Refresh TEST Core Data:
In V:EPIGLData:
- Delete EPIGL_TEST_Data.accdb
- Make a copy of EPIGL_Data.accdb
- Rename the copy to EPIGL_TEST_Data.accdb
To Refresh TEST System Data: (Users, Permissions, Report Mappings, Chart of Accounts, Settings)
In V:EPIGLSystem:
- Delete EPIGL_TEST_SystemData.accdb
- Make a copy of EPIGL_SystemData.accdb
- Rename the copy to EPIGL_TEST_SystemData.accdb

Sorting and Filtering Options
In any of the screens in EPIGL that show rows of information, you can right-hand click on any item in the
column you are interested in, and you will get a range of sorting and filtering options.
Status of the "Old" App
This was the original all-inclusive Application called EPIGL_App.accdb. This has been deprecated (meaning it’s
recommended that you don't use it, but you can), and therefore archived, i.e. it now resides in:
V:EPIGLAppsArchive
This app contains all the original functionality now contained in the 3 new Apps. One big difference is that the reporting in
this Old App runs directly from the EPIGL Data on the Network, instead of from local copies of the Data as in the new
Reporting App (see documentation on the Reporting Application).
The Old App still works fine as before, and can be used if necessary, however it does not have all the latest updates.
It is recommended to use the other 3 new Apps instead, and that all future development is used on the 3 new Apps only.

Manual of MS-Access / Excel / VBA Project

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