Separating the Account number and Alias from Standard Account Display in Vena
I just wanted to share something that many of you may come across:
The standard way that Vena displays accounts is by showing both account numbers and alias in brackets together. Most of you may have had this situation where you would like to separate the Account Number and Alias. Reasons may include just a different way of reporting and displaying the accounts. You may just want the description of the account or just the account number for lookups.
Suppose we have a form with the below Accounts:
If the Accounts are in column G of the form. To get the Account Number from the Account, we can add a column to the right of G and use the below using FIND function in combination with text parsing functions (LEFT, RIGHT, and LEN):
=RIGHT(LEFT(G26,FIND(" (",G26,1)-1),LEN(LEFT(G26,FIND(" (",G26,1)-1)))<o:p></o:p>
Once the formula works for one Account, you can simply copy and paste the formula in the rows below to view only the Account Numbers.
For example, if the Account is '3006 (Sales A)', the above formula will fetch the Account Number 3006. Below screenshot shows how we have got the Account Number using the above formula.
If the Accounts are in column G of the form. To get the Alias from the Account, we can add a column to the right of G and use the below similar function that finds the text between the brackets:
The above formula will fetch the Alias from between the two parentheses.
Once the formula works for one Account, you can simply copy and paste the formula in the rows below to view only the Alias for all the other Accounts.
For example, if the Account is '3006 (Sales A)', the above formula will fetch the Alias 'Sales A'. Below screenshot shows how we have got the Alias using the above formula.
Thanks Everyone------------------------------Mark DoseDelbridge Solutionsmdose@delbridge.solutions------------------------------
Thanks for sharing @Tasha Orange!
Hindsight is such a good tool 😉. Having initially built our templates to mirror our pre-Vena Excel templates (which was a major selling point for us at the time), we're now thinking through how to incorporate more industry best practices and streamlining our templates and data models. Our initial build was so focused on replicating what we had, that we didn't spend much time considering how we could simplify things. We've grown our use case organically since we started 5 years ago and after building additional templates and reports each year, we're now pressing pause on further development to reflect on what we really need in hopes that we can align all of our stakeholders on a shared vision of what data and processes are most important and then we'll aim to simplify everything, from back-end data structure and integrations to front end user experience. Vena provides so much flexibility to build whatever you want, but pausing to ask whether you should build something is an important exercise.
I ran our initial implementation solo (with help from a Vena implementation consultant), which proved difficult as there wasn't someone else within the organization who I could bounce ideas around with. After a year or two, we got another member of the team up to speed and he leveraged the Vena Academy training modules as well as plenty of calls between the two of us. After his first year spent building a template, documenting end user training, and troubleshooting any errors, he was able to fully run with things in year 3, preparing for our annual budgeting process with little input from me. I think the lesson here is to get multiple people within your organization trained on the manager/admin side of the platform so that you've got more expertise and capacity to make improvements and guide end users.
Tasha, thank you for this thread. I know I'm getting on the train late, but we are just beginning our Vena implementation and I'm coming up with questions and looking for best practice ideas.
One thing I am finding unusual about Vena, as compared to similar applications, is the absence of aliases for Parent members. Our implementation partners said we can use aliases for all members if we wish, but it seems to not be the standard.
May I ask how your organization is handling that?
Hi Kathy! Never too late to the party, glad you found this thread and bringing it back to life 🌱
I might not be able to share my thoughts directly, but I wanted to share the response a Venanite shared with me (and I've been told this was also shared with you 😉) with the rest of the community!
Changing the names and (or) aliases of the members (at any level) are done directly in the Vena cube. All the reports and templates automatically update to the new name once member name/alias is updated.I would only caution you on the bottom level member names since data is loaded to that level.
But, I'd love to tag some awesome community members to share their insights on their implementation journey and any best practices that they've learned along the way!
@Brandon Combs @Devendra Kalwani @Garrett Litwin @Clement Marlin @Kevin Shivnauth
Thanks y'all! 🌱
Thank you Irene, and @Clement Marlin and @Brendan Eger as well. I neglected to reply back on this last week. Yes, I did get my answer and this was helpful.
I would agree with your implementation partner as I don't feel like I would need aliases for Parent members as they are usually already a named group of bottom level dimension members:
ie for the account dimension, I would typically have bottom level members being numbered GL accounts (let's say 600001 and 600002 for permanent and contractual salaries) grouped into a "Salaries" group of accounts that I can retrieve directly.
Not sure if that makes sense in writing so don't hesitate to reach out if you want to share best practices!
Hi Kathy. I think it's entirely up to you whether to enter Aliases for your parent members or not. See below a couple of examples where we have and have not entered Aliases. Ultimately, it's up to you to decide whether including Aliases is helpful for your templates and reports.For our GL Accounts, we did enter them:For one of our dimensions (Budget code), we didn't add Aliases, but instead named the parent Member Name itself (like Clement mentioned):
Tasha, this is a great thread! I encourage you and everyone else to take a look at our last series #Top10VenaTip for the latest and greatest tips my team and I pulled together. Happy to go through any in more detail or answer any questions. I hope it helps!
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