Financial Report Format Maintenance

Menu Path: General Ledger $Images\bluerarw.gif$ Report Writer $Images\bluerarw.gif$ Financial Report Format Maintenance

Purpose

Create a new report format for your financial reports.
Edit or delete an existing financial report format.

Overview

Use Financial Report Format Maintenance to create financial report layouts. Financial reports are comprised of two parts: the row definitions and the column definitions. The rows define what accounts or group of accounts constitute a line item. The time frame of the report is defined at the column level. The rows are defined in Financial Report Format Maintenance, and the columns are defined in Financial Report Print / Export. A financial report format is comprised of text lines, accounts, or groups of accounts, summaries of existing lines, calculations of existing lines, underlines, and page breaks.

This outline provides a structure or a template, on which many reports can be based. For example, if you create a Profit and Loss report, you can reuse the structure you develop here to run online reports, and print monthly, quarterly, or yearly reports. You can, using that same structure, create multiple layouts with columns representing past years, this year, budgets, etc., and perform comparisons based on the columns you have selected. Because the time period is not defined along with the layout, you have flexibility without redoing work.

For information on using percentages in your reports, see Financial Report Writer FAQ.

Creating Financial Report Formats

To create a financial report format:

Visualize the report. Have an idea of how you want the report to look when you are finished. If you have last year’s copy of a report, use that as the basis for the report you will enter. Verify that you know the account or accounts that make up a total in a specific row. When you have gathered the information you feel is relevant, you are ready to begin creating the report. Remember that this format can easily be updated. The following is an example of a visualized report:

Sample Balance Sheet Title

Assets Sub-Title

Cash: Bank 1 Account

Cash: Money Market Account Account

Total Cash Summary

Accounts Receivable Account

Blank Row

Total Assets Formula Row

Blank Row

Liabilities Sub-Title

Accounts Payable Account

If your company uses consolidation ledgers, verify the ledger ID for which you want to create a financial report format is entered in the Ledger ID field.
Enter a name for the report format in the Financial Report field.

Note You can base a new report on an existing report. To do this, enter the name of an existing report format in the Financial Report field, and change the name in that field. You can then edit the report, and save it with the new name.

Select a row type. For more information, see Row Types.
Enter information for the row. The available options depend on the row type you selected in step 4. If you want to create a blank space in the report format, use the Text Only row type, and leave the Description field blank.
Click the Enter button.
Repeat steps 4 to 6 until you have completed the entire financial report format.
Use the arrow buttons to move rows up or down, or change the indent values for rows.
Click the Save button in the ribbon. The report format is saved.

Row Types

The available types of rows you can insert into your financial report format include:

Text Only - This type of row contains static text. This is used for titles, subtitles, and blank rows. If you want to indent the text row, enter the number of spaces you want to indent the row.
G/L Account - This type of row displays information for a general ledger account or reporting account. If you want to indent the general ledger account row, enter the number of spaces you want to indent the row.

NOTE A reporting account is a grouping of accounts, represented in one row. The software handles this type of group by creating a new account, available for reporting only by the financial report writer. For more information, see Defining a Reporting Account.

Summary - This type of row contains a description and the sum of two or more consecutive rows in the report format. To define a summary row, enter the row numbers for the first and last row you want to summarize. If you want to indent the summary row, enter the number of spaces you want to indent the row. Select the % Basis check box if you want values in the row to appear as percentages. Also, select whether the row defaults to a credit or debit.
Formula - This type of row consists of a description and a mathematical calculation for two rows. You can add, subtract, divide, or multiply rows. Enter the description, and select the rows by entering the row numbers in the Row fields. Select the operator for the calculation using the Lookup button. If you want to indent the formula row, enter the number of spaces you want to indent the row in the Indent field. Select whether the row defaults to a credit or debit, and check the Print and % Basis check boxes if desired. If you want your formula to consist of more than two rows, you must include the formula row in another formula, and so on, until the final formula contains all the desired rows.
Underline - This type of row inserts an underline into the report format. Clear the Print check box if you do not want the underline to appear on the printed report.
Page Break - This type of row inserts a page break into the report format.

Defining a Reporting Account

A reporting account is a user-defined account created solely for reporting purposes. You can use reporting accounts to summarize data from a subset of your accounts. To create a reporting account, select the G/L Account radio button, and then click Reporting Account. The Reporting Account Maintenance window appears, and allows you to define the accounts that comprise the reporting account.

NOTE If you edit a reporting account definition, and it is used in multiple reports, it will change in every report in which it is used.

Printing a Financial Report Format

To print the report format, select output options on the Select tab, and click the Print button in the ribbon.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Financial Report Format Maintenance window.
Delete	Click this button to delete the selected financial report format.
Cancel	Click this button to clear all selections.
Print	Click this button to output the report based on the selected options on the Print Options tab.
Save	Click this button to save the financial report format.
Page Header	Click this button to display Define Page Header, which allows you to define the page header for the selected financial report.
Page Footer	Click this button to display Define Page Footer, which allows you to define the page footer for the selected financial report.

Select Tab Fields and Buttons

Field or Button	Description
Financial Report	Enter the name of a financial report format, or click the Lookup button to select an existing financial report format.
Ledger ID	Enter a ledger ID for the financial report format, or click the Lookup button to select a ledger ID. Note This field is only available if at least one consolidation ledger is set up.
Row Type	Select one of the following row types: Text Only - Use for a description only that includes no account data. G/L Account - Include a description and data from one or more general ledger accounts. You can use an existing account or summary account, or you can define an ad-hoc reporting account that contains a range of accounts in Reporting Account Maintenance. Summary - Sum a range of two or more rows in the report. Formula - Perform a calculation on two rows in the report format, using an arithmetic operation (+,-,*,/,%). Underline - Insert an underline into the report format. Page Break - Insert a page break into the report format.
Description	Enter a description of the line. This field is only available if you select the Text Only, G/L Account, Summary, or Formula radio button.
% Id	Enter the percentage ID for a basis or grouping. This field is only available if you select the G/L Account, Summary, or Formula radio button. For more information on using these fields, see Financial Report Writer FAQ.
Underline Type	Select whether to use single or double dashes to create the underline. This field is only available if you select the Underline radio button.
G/L Account	Enter a general ledger or reporting account number, or click the Lookup button to select an account. This field is only available if you select the G/L Account radio button.
Account Description	Enter a general ledger or reporting account description, or click the Lookup button to select an account. This field is only available if you select the G/L Account radio button.
From Row	Enter the first row in a range of rows to summarize. This field is only available if you select the Summary radio button.
To Row	Enter the last row in a range of rows to summarize. This field is only available if you select the Summary radio button.
Row	Enter the rows to use for a calculation, and click the Lookup button to select a calculation to perform on the two rows. This field is only available if you select the Formula radio button.
Indent	Enter an amount to indent the line. This field is only available if you select the Text Only, G/L Account, Summary, or Formula radio button.
Balance	Select whether to display the starting or ending balance for the general ledger account. This radio set is only available if you select the G/L Account radio button.
Default to	Select whether to default to a credit or debit. This radio set is only available if you select the G/L Account, Summary, or Formula radio button.
% Basis	Select this check box if you want the row to appear as a percentage. This check box is only available if you select the G/L Account, Summary, or Formula radio button. For more information on using this check box, see Financial Report Writer FAQ.
Override Data Option	Select one of the following to control whether the data option selected for report columns is overridden for the row: None - The row does not override the data option for each column. This is selected by default. Balance - The row displays account balances (even if the column is set to display account transaction information). If you select this option, it also will display account balances for the row in Financial Report Inquiry. Transactions - The row displays account transaction information (even if the column is set to display account balances). EXAMPLE You are creating a Statement of Cash Flows and the columns will display transactions. You can select Balance for specific rows that you want to display account balances. This radio set is only available if you select the G/L Account radio button.
Bold	Select this check box if you want the row to use a bold font. This check box is only available if you select the Text Only, G/L Account, Summary, or Formula radio button.
Italics	Select this check box if you want the row to use an italic font. This check box is only available if you select the Text Only, G/L Account, Summary, or Formula radio button.
Font Color	Click the Lookup button to select the font color for the row. This field is only available if you select the Text Only, G/L Account, Summary, or Formula radio button. Example Red
Enter	Click this button to enter the format row at the end of the report.
Insert	Click this button to insert the format row after the selected row in the Rows grid.
Cancel	Click this button to clear the entered row information.
Reporting Account	Click this button to display Reporting Account Maintenance, which allows you to enter general ledger account filter criteria for the report. This button is only available if you select the G/L Account radio button.
Print	Select this check box if you want the row to print. Clear this check box if you need to add together multiple formulas, and you do not want the subtotals to display in the report. This check box is selected by default, and is only available if you select the Text Only, G/L Account, Summary, Formula, or Underline radio button.
Rows	This grid displays rows in the report format. To edit a row, double-click it, or select it, and click Update. You can also edit values in the following columns directly in the grid: Indent - Enter an amount to indent the row. This column is only used for text, general ledger account, summary, and formula rows. Print - Select the check box in this column if you want the row to print. Clear the check box in this column if you need to add together multiple formulas, and you do not want the subtotals to display in the report. This column is only used for text, general ledger account, summary, formula, and underline rows. Percent - Enter the percentage ID for a basis or grouping. This column is only used for general ledger account, summary, and formula rows. For more information on using percentage ID's, see Financial Report Writer FAQ. Balance - Enter Starting or Ending to indicate whether to display the starting or ending balance for a general ledger account. This column is only used for general ledger account rows. Font Color - Double-click a cell in this column to select the font color for the row. This column is only used for text, general ledger account, summary, and formula rows. Bold - Select the check box in this column if you want the row to use a bold font. This column is only used for text, general ledger account, summary, and formula rows. Italics - Select the check box in this column if you want the row to use an italic font. This column is only used for text, general ledger account, summary, and formula rows. You can click the left and right arrow buttons to decrease or increase the indent value for a selected row. You can click the up and down arrow buttons to move a selected row up or down in the report format.
Update	Click this button to edit the selected row in the Rows grid.
Copy	Click this button to copy the selected row. When you click this button, the row options are copied above the Rows grid, but the copied row is not added to the report format until you click Enter or Insert.
Delete	Click this button to delete the selected row in the Rows grid from the report format.
Undo Last	Click this button to undo the last edit action you performed for the current financial report format.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	These radio buttons are disabled in this window.
Task Occurs	These radio buttons are disabled in this window.
Time	These fields and radio buttons are disabled in this window.
Date	This field is disabled in this window.
Task Description	This field is disabled in this window.
Scheduling Assistant Queue	This field is disabled in this window.
External Email	This check box is disabled in this window.
Screen Alert	This check box is disabled in this window.
Internal Email	This check box is disabled in this window.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.