Download & Data Entry instructions

F1 application not compatible with 64-bit Office

The F1 Application is not compatible with 64-bit installations of Microsoft Office. It relies on components that only work in 32-bit mode.

If you are unsure of your installation status, please refer to the official Microsoft documentation.

https://support.office.com/en-us/article/What-version-of-Office-am-I-using-932788b8-a3ce-44bf-bb09-e334518b8b19

https://support.office.com/en-us/article/Find-details-for-other-versions-of-Office-8e83dd74-3b83-4528-bda6-6ff6118f8293

• Open the web-based spreadsheet and enable macros. A menu will display on your screen.
• Login using your HealthCollect username and password and choose your entity and period from the drop down list.

NOTE: Macros must be enabled. If excel does not prompt you to enable macros open the File Tab or Office Button, Excel Options, Trust Center, Trust Center Settings, and Macro Settings. Then change your macro settings to ‘Disable all macros with notification’ (Excel 2007 & Excel 2010)

• To avoid loss of data, ensure the Post Data buttons are visible by selecting the Get Data button on each page or select Get All Data on the Status Report page.
• Each sheet must be posted separately.

Instructions for uploading files to the F1

• Select the File upload tab. There are three file uploads – the Trial Balance CCOA upload (monthly), the Budget SOP upload, and the Revised Estimates (yearly or when update required).
• To upload the file:

1. Click on "Upload CCOA/Budget SOP/RevEst File" button and select the file.
2. A ‘Validating CCOA/Budget SOP/RevEst File will appear in the status bar of Microsoft Excel
3. A dialog box appears indicating whether the file uploaded successfully. If successful, select OK to begin populating the F1 sheets.
4. A ‘Processing CCOA/Budget SOP/RevEst File’ will appear in the status bar of Microsoft Excel
5. A dialog box will then appear informing the Processing is complete.

• If the file is NOT successfully uploaded, a message will appear on the screen stating what the errors are and the validation report will appear in the file list. If you wish to view the validation report select it in the file list and click on "Download Selected File" button.  The Save as dialog will appear allowing you to specify the file name (must be .txt) and location where the report is to be saved.
• Following a successful upload, follow the message prompt to click on "Get Data" in the relevant sheets to populate numbers from the upload.
• Confirm the numbers are correct and validate, tick the "Completed" box and post the data.

Hints & tips

• You must log into the spreadsheet to post data. If the spreadsheet does not prompt you to logon, select Menu/Logon and enter your user identification and password.
• Validate button - validates data whether the Completed box is ticked or not.  Operating Statement and Balance Sheet data is validated within the relevant Notes, complete the Operating Statement and Balance Sheet before completing the Notes.
• Post Data button - posts data to the database and validates it if the Completed field is ticked.  Invalid data ticked as Completed cannot be posted.
• Get Data button – Retrieves complete & incomplete data from the database and activates Post Data buttons. Overrides any data that has been entered into the fields. Any change to posted data overwrites data previously posted. 
• Each time a CCOA file is uploaded and Get Data button is selected, the Operating Statement, Balance Sheet, NotesReqCons, and Cashflow are automatically unticked, forcing the user to validate the data before posting again.
• Each time a Budget file is uploaded and Get Data button is selected, the Budget Income – SOP, Revised Estimates-OperatingStmt and Revised Estimates-BalanceSheet are automatically unticked, forcing the user to validate the data before posting again.
• Other data sources can be linked to the F1 spreadsheet to avoid data entry.  Please note re-linking will need to occur if an updated version of the F1 is issued.  No formulas should be used to calculate data entry values.
• Validation on Cashflow referring to “Cash at end…” is to the cent and occurs on the spreadsheet so you must ensure the corresponding fields are populated with data.

Frequently asked questions

Where is the period on the budget forms?

All budgets sheets and the data entered is treated as an annual collection. Data entered is July will display in all other months.  

Cashflow submission

Figures are carried forward to future months only if they are posted. Only the current month and future months can be edited in the month that user is logged on as.

How can I edit prior month for Cashflow?

Any changes to prior months must be made in the corresponding month. This can be done by opening your July F1 (if the file is saved) or change the reporting period in the Menu/Choose Period option. Ensure you select Get Data to populate the current figures for that month before making amendments. Once amendments are made you must Post Data. 

Locally saved data versus posted data

Ensure you post data frequently even if the Completed box is not ticked. This saves the data in the Department’s database and can be retrieved at any time. 
Data saved locally (as an excel file) cannot be retrieved from the database.

Why can I see Post Data buttons every time I open my F1?

Post Data buttons are not active when the F1 is downloaded from the Healhcollect website or if the reporting period is changed, until you select the ‘Get Data’ button.