Financial Report Master

 

Function

This task creates, changes, displays and deletes financial report format information. This allows the heading and detail information to be maintained or viewed on a report, and columns to be changed on an existing report. See Heading Maintenance and Detail Maintenance.

 

=> To access this task...

Select Financial Report Master from the General Ledger Custom Financials menu.

 

Financial Report Master

 

About the Fields

 

In the Report Number field...

  • Enter a two-digit report number, 01 to 99.

  • To review existing records, click Record Query button.

  • Click the record navigation buttons; to view the first record, to view the previous record, to view the next record and to view the last record.

Once a report is accessed, view the report information, make changes to the report, or add and delete information.

 

The grid editing hot key choices are provided at the right-hand side of the screen for editing the grid details at the bottom of the screen. The following are field descriptions for the Financial Report Master fields.

 

Heading Maintenance

Each custom financial report has its own set of parameters, which define the heading section, except for the actual report title that is set up in the Report Heading task. Here we can setup the column types, column headings, and masks to be used. Up to eight columns can be defined for each report. The amount to be displayed for each column can be printed by accounting period, and can be specified by actual/budget/variance, unit type, and ratio/percent/dollars. Reports can also be deleted through this option.

 

In the Description field...

  • Enter a brief description for the report. This description is used for identification purposes only and does not actually appear on the report.

In the Heading No field...

  • Enter a two-digit heading number. It is most common to use the same number as the report, thereby associating a specific heading with a report. Headings may, however, be used on more than one report. They refer to the portion of the report reserved for identification information such as company name, report date, or financial column headings.

NOTE: The heading number is not file-verified at this time because you may not know the final layout of the heading until the report format has actually been defined.

 

In the Dollar Mask field...

  • Enter the mask to be used for dollar amounts.

This field establishes the format of the dollar mask to be printed on the report. Enter the format of the dollar mask using the following characters: #,.0( ) CRDR. Be sure to allow for the size of totals, the number of columns and negative numbers. The maximum report width is 132 characters. For a complete discussion on defining dollar masks, refer to the Installation section regarding the setting up of general ledger parameters.

 

NOTE: The masks that are defined for financial report formatting are separate from the masks defined in the General Ledger parameters.

 

In the Unit Mask field...

  • Enter the mask to be used for units.

This field establishes the format of the unit mask to be printed on the report. Enter the format of the unit mask using the following characters: #,. 0() CRDR. Be sure to allow for the size of totals, the number of columns and negative numbers. The maximum report width is 132 characters. The unit mask defined here is completely separate from the unit mask defined in the general ledger parameters, and will appear here even if the Unit parameter is unchecked.

 

In the Ratio Mask field...

  • Enter the mask to be used for ratios.

This field establishes the format of the dollars-per-unit or the units-per-dollar mask. Enter the format of the ratio mask using the following characters: #,.0() CRDR. Be sure to allow for the size of totals, the number of columns and negative numbers. The maximum report width is 132 characters. When planning to express the ratio as dollars per units, make the mask larger. Refer to Appendix C - Financial Report Formatting for more information on using ratios.

 

In the Percent Mask field...

  • Enter the mask to be used for percentages.

This field establishes the format of the percent mask. Enter the format of the percent mask using the following characters: #,.0() CRDR. Remember that percentages may sometimes exceed 100% and may be negative numbers.

 

Detail Maintenance

The detail grid is used to define, view, or maintain the detail portion of a financial report format. Detail refers to the main body of a report. Through this option, each line of the report is assigned a type, a description, and a position. Special editing can also be performed to aid in formatting the report. The source, manipulation, and destination of each amount appearing on the printed financial reports is also established through this option.

 

In the Line # field...

  • Enter a number up to four digits in length.

This number is a sequential identification number that specifies the relative position of the line on the financial report. Lines should be numbered in steps of 5 or 10 so that additional lines can be easily inserted if necessary.

 

In the Type field...

  • Select Heading to use this line as a heading line. Heading lines are used to display report titles, subheadings, memos, etc.

  • Select Detail to use this line as a detail line. Detail lines containing the data from the general ledger accounts are added together during an update to find the totals. These are the only line types that will accumulate to a percent total.

  • Select Total to use this line for a total line. Total lines recall and print the totals for each column.

  • Select Non-Printing to use this line as a non-printing line. Non-printing lines do not appear on the report. They are used to indicate a blank line or perform a calculation that should not be printed, though it is used somewhere else in the report.

  • Select Beginning to use this line as a beginning balance line. Beginning balance lines contain the period-beginning balance.

  • Select Change to use this line as a change in the account balance line. This amount reflects the change in value during the period.

In the Description field...

  • Enter a description of the line.

  • Press [Tab] key to access the next field without entering a description.

This field records the line description that is to print on the report for this specific line (e.g., Sales, Cost of Goods, etc.). The description will not be printed when the line is a non-printing line.

 

In the Prnt Pos field...

  • Enter a number from 0-131 as the position of the line description on the report.

NOTE: The number 31 may not be used.

 

This field defines the position on the computer paper where the description is to print. The print position plus the actual length of the description (not including trailing blanks) should not exceed 131, or an error can occur during the printing of the reports.

 

In the Editing field...

  • Enter up to five editing letters or symbols from the list below.

  • Press [Tab] to display this line without edits.

This field is used to specify special functions that can be performed before the line is printed. Punctuation is not needed. The following options are available:

-

Reverses the sign of all columns for the printed output.

$

Prints column amounts with a dollar sign displayed.

C

Clears the output total number before accumulating (prior to printing). (% Totals cannot be cleared.)

D

Skip one line prior to printing and use it to double underline each column.

F

Favorable - changes the sign of the budget variance column from positive to negative or vice versa. This is useful when the calculated variance column (Budget-Actual) should be expressed as a positive number.

P

Move to new page prior to printing.

S

Skip one line prior to printing.

U

Skip one line prior to printing and use it to single underline each column.

 

In the Input Tot# field...

  • Assign a number from 1-999 as an identifier.

  • Press [Tab] to accept the default of 000.

NOTE: An input number is normally assigned to a total line. When selecting an input number, any amounts in the report assigned an output number the same as the input will be totaled together here.

 

Input/Output Example

All amounts with an output number of 10 are totaled at input number 10; all amounts with an output number of 20 are totaled at input number 20.

 

In the Input % field...

  • Assign a number from 1-999 as an identifier.

  • Press [Tab] to accept the default of none.

NOTE: Percent Total Numbers are different from other Total Numbers. Percent Totals prints a percent of several accounts compared to the balances on a detail line or a variance between two columns on a report.

 

One typical application is to reflect report line balances as a percent of sales. In that case, the total sales line and the detail lines assigned an input percent number will all have the same number. Another is to reflect a variance, in which case the detail lines will all have different numbers assigned.

 

Accum checkbox...

  • Mark the box for data associated with this line to accumulate into the percent total

  • Unmark the box if the data is not to be accumulated into the percent total.

NOTE: Only 'D' type lines can accumulate to percent totals.

 

This field determines whether the amounts associated with this detail line should be accumulated into the percent total and used as part of the denominator in the percentage calculation. Detail lines showing sales figures are good examples of lines that should be accumulated.

 

In the Tot # field...

  • Assign a number from 1-999 as an identifier for each of the total numbers (up to 5) for this detail line.

  • Press [Tab] to accept the default of none.

NOTE: An output number is normally assigned to a detail line. When selecting an output number, any other detail lines in the report assigned the same output number will be totaled together for the input total.

 

Output/Input Example

All amounts with an output number of 10 are totaled and entered at input number 10; all amounts with an output number of 20 are totaled and entered at input number 20.

 

In the Oper field...

  • Enter + to add data in this line to the total number.

  • Enter -  to subtract data in this line from the total number.

In the Col 1 - Col 8 fields...

  • Up to eight columns can be defined for a report. Indicate the number of desired columns by setting the Col <n> value to 1. For example, if a report should have 4 columns, set Col 1 through Col 4 to a 1, and leave the Col 5 through Col 8 at zero. Note that column data ported in from legacy systems may carry an actual print position of 1 - 131. The actual print positions are no longer used.

  • Press [Tab] for none.

Newly created lines will be set to the default position established through Header Maintenance, and may be changed here as desired. If this line will print in the standard columns, no entry needs to be made.

  • Click Options button to dropdown to the Financial Report Column Record. This task is used to establish the column types and column headings for a report. Up to eight columns can be defined for a report. Each row in the grid corresponds to a column in the report. The amount to be displayed for each column can be printed by accounting period, and can be specified by actual/budget/variance, unit type, and ratio/percent/dollars.

GL Financial Report Column Record

Financial Report Column Record

 

In the Period Type column...

  • Select from the dropdown list the accounting period to use for the column.

Note: 'To-date' means through the selected fiscal period.

 

In the ABV column...

  • Select from the dropdown list the type of amount to use for the column - Actual, Budget, Variance.

In the Amts/Unit column...

  • Select from the dropdown list whether Amounts or Units are to be used for the column.

In the Ratio/% column...

  • Enter R to display the amount/unit by ratio.

  • Enter P to display the amount/unit by percent.

  • Enter [ ] to display the amount/unit by dollars.

  • Enter $ to display the amount/unit showing the dollar variance of the previous two columns.

  • Enter % to display the amount/unit showing the percentage variance of the previous two columns.

NOTE: The $ and % variances apply to the previous two columns only. For

example, if the first two columns contain dollar amounts, you could use the

third column to show their $ variance. You could not use the fourth column to

show their % variance, as it applies to the second and third columns.

 

A ratio is calculated by dividing the unit type specified by the opposite unit type (e.g., if the unit type is to be expressed as a dollar amount, dollars will be divided by units). A percent is calculated by dividing the unit type by the same unit type (dollars by dollars). Variances are calculated by subtracting one of the two previous columns from the other.

 

If a dollar amount is to be displayed, no calculation will be performed.

 

In the Head Align column...

Enter the alignment for the heading within the column: C=center, R=right, L=left. The default is R, right justified. For multi-line headings, use ^ (Shift-6) to separate alignments for each line. For example, for a 3-line heading, entering C^L^R will center the first line, left justify the second line, and right justify the third line.

 

In the Cols to Span column...

Enter the number of columns the heading spans. The default is one and spans just the current column (zero is treated the same as one), . For multi-line headings, use ^ (Shift-6) to separate the number of columns for each line. For example, for a 3-line heading, entering 3^2^1 has the first line span the current column plus the next two columns to the right, the second line span the current column plus the next column to the right, and the third line spans only the current column.

 

In the Heading column...

Enter the heading text for the column. The heading can consist of actual text (e.g., Statement of Income and Expense), or codes for information added when the report is printed (e.g., [ RDATE] to print the run time date). Codes must be enclosed in brackets ([ ]) in order to be used.  The following is a list of available codes, their meanings, and the format that results on the report:

Code

Meaning/(Format)

C-YEAR

Current Year (20XX)

P-YEAR

Prior Year (20XX)

MONTH

Name of Current Month (January, etc.)

QUARTER

Current Quarter (First, etc.)

C-PERIOD

Current Period (Period XX From MM/ DD/ YY To MM/ DD/ YY)

P-PERIOD

Prior Period (Period XX From MM/ DD/ YY To MM/ DD/ YY)

C-END

Current Period Ending (Period Ending MM/ DD/ YY)

P-END

Prior Period Ending (Period Ending MM/ DD/ YY)

Y-END

Month and year (e.g. January, 20XX)

FIRM

Company Name

R-DATE

Report Run Date (Run Date MM/ DD/ YY)

 

Multi-line headings are created by using ^ [Shift]+6 to specify the line break. For example, these entries...

 

Head Align

Cols to Span

Heading

C^L

2^1

---------- Period-To-Date ----------^Actual

 

 

Percent

 

...produce these headings for columns 1 and 2:

 

     ---------- Period-To-Date ----------    

Actual                                        Percent

 

When done making selections...

  • Click Save button to save new information or update exiting information.

  • Click Add New button to insert new details at the end of the listing

  • Click Insert New button to insert new details above a certain row..

  • Click Clear Form button to clear the form and begin again.



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