Financial Report Print / Export

Menu Path: General Ledger $Images\bluerarw.gif$ Report Writer $Images\bluerarw.gif$ Financial Report Print / Export

Alternate Menu Path: Executive Information Systems $Images\bluerarw.gif$ Financial $Images\bluerarw.gif$ Financial Report Print / Export

Purpose

Define columns for financial reports.
Generate financial reports and detailed reports.
Save financial report layouts for future use.
Export financial reports.

Overview

Use Financial Report Print / Export to print or export a financial report.

NOTE Before running financial reports, you must first create report formats on which to base reports in Financial Report Format Maintenance.

You must select a report format on which to base your report. The report format indicates the rows to include in the report. You can select one or more report formats to output in the Financial Reports to Print grid. You can then use Financial Report Print / Export to define the columns to include in the report(s).

Running Financial Reports

To run financial reports:

If your company uses consolidation ledgers, verify the ledger ID for which you want to run financial reports is entered in the Ledger ID field.
Enter a period, year, and report date for the report(s) in the Period, Year, and Report Date fields. The entered period, year, and report date only appear in report headers.
Double-click a column of data in the Available Columns grid that you want to include in the report. If data exists for multiple periods/months, select a month or period after you double-click. The column is added to the Selected Columns grid. Repeat for all the column data you want to include in the financial report(s). The Description column represents the rows that were created in your report format definition. You can also select columns that perform functions on other columns, such as Sum of 2 Columns, Variance of 2 Columns, and Percent of 2 Columns. A third available column type is a column of Actuals. This column contains the actual account balances that are used as the input for the general ledger account, reporting account, summary, and formula rows of the report. You can obtain input for these rows from any period, all periods, or a selected group of periods by selecting your input choice from the period options that appear when you initially select an actuals or budget column. Tax Only columns can be used to create reports that only include journal entries that are manually marked as tax-only adjustments in Journal Entry or Journal Entry Edit. Budget data can also be added as a column on a financial report. All existing budget definitions should appear in the Available Columns grid and, like an actuals column, you can obtain input from any period, all periods, or a selected group of periods by making a selection from the period options that appear when the column is initially selected. As you select additional columns to appear in your report, the Page Width field changes value. This field specifies how many characters across the page your report will be and should be monitored to ensure a practical layout.
In the Selected Columns grid, modify the settings for each column, such as the width and font size. You can also double-click a column in the Selected Columns grid, and modify the column settings in the Define Column Header and Format window. In this window, you can edit the column header, column precision, currency format, and column width. For calculated columns, you can also select the two columns used for the calculation. The column header is the label that will appear on the report; the column precision indicates how the amounts should appear on the report; the column width indicates how wide the column will appear on the report; and the currency format indicates to print the currency symbol with each monetary amount.

Note For a DESCRIPTION or general ledger account column, you can only edit the column label and width.

Select the Print Accounts Audit Report and/or Print Detail Report check boxes if you want to print either report.
Select the Suppress Zero Amounts check box if you do not want zero values to appear on the report(s).
Click the Print Options tab.
Select a process option and output option for the report.

Note If you want to output to Scheduling Assistant, you must save the layout definition first. For information on saving layout definitions, see the next section in this topic.

Click the Print button in the ribbon to output the report. If multiple reports are output together, the reports are generated in the order of selection.

Saving a Layout Definition

By saving a financial report definition as a layout, you can edit and/or run reports using this definition at any time. The layout saves all of the information generated to run the report except for the report format (which is already saved in Financial Report Format Maintenance). Therefore, you can save a layout including column labels and account ranges to be run at a later date with a different report format. It is a good idea to save all of your report definitions as layouts because it enables you to periodically run the reports and compare them with reports from previous periods.

To save the current layout, enter a layout name in the Layout field, and then click the Save Layout button in the ribbon. After a layout is saved, it can be edited or run at any time.

To edit an existing layout, click the Lookup button to the right of the Layout field, select the layout, and then edit it as necessary. After you have edited it, you can click the Save Layout button in the ribbon to save it again.

Editing Report Headers and Footers

When you are printing a financial report, you can use the headers and/or footers associated with the report format or override the default settings and create your own headers and/or footers. To add or edit headers or footers, select a report in the Financial Reports to Print grid, and then click the Page Header or Page Footer button in the ribbon. You can then set up the page headers or footers in Define Page Header or Define Page Footer.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Financial Report Print / Export window.
Cancel	Click this button to clear all selections.
Print	Click this button to display, output, email, or print the report.
Save Layout	Click this button to save the report layout. You cannot save a layout until you have entered a name for the layout in the Layout field.
Delete Layout	Click this button to delete the selected report layout. When you click this button, the Question dialog box appears, and asks you to confirm whether you want to delete the layout.
Company Range	Click this button to display Define Company Range, which allows you to select a range of companies for financial reports.
Column Range	Click this button to display G/L Groups and Reporting Fields Ranges, which allows you to select ranges of accounts for reports.
Page Header	Click this button to display Define Page Header, which allows you to set up the page header for the financial report selected in the Financial Reports to Print grid.
Page Footer	Click this button to display Define Page Footer, which allows you to set up the page footer for the financial report selected in the Financial Reports to Print grid.
Remarks	Click this button to display Define Financial Report Remarks, which allows you to enter remarks for the financial report selected in the Financial Reports to Print grid.

Select Tab Fields and Buttons

Field or Button	Description
Ledger ID	Enter a ledger ID for the financial reports, 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.
Period	Click the Lookup button to select the accounting period for the financial reports. The year will only appear in the report headers.
Year	Click the Lookup button to select the accounting year for the financial reports. The year will only appear in the report headers.
Layout	Enter a layout name, or click the Lookup button to select a layout name. A layout includes the reports to print, columns to include, and account ranges to use for selection accounts. You must enter a layout name if you want to save the layout.
Report Date	Enter a date for the financial reports, or click the drop-down arrow to select a date. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
Layout Description	Enter a description of the financial reports layout.
Available Columns	This grid displays available data that you can display on financial reports. Double-click the data you want to display to add it as a column in the report. If data exists for multiple periods/months, select a month or period after you double-click. You can also select a rolling option to display data from periods a specified number of periods in the past or future. This allows you to create report layouts that remain valid as the current period changes. Note You can only select year-to-date options for a percent, a tax, or an actuals column if the Transactions radio button is selected. For information on using percentages in your reports, see Financial Report Writer FAQ.
Add	Click this button to add the column in the Available Columns grid to the Selected Columns grid. Note If data exists for multiple periods/months, select a month or period after you click this button. You can only select year-to-date options for a percent, a tax, or an actuals column if the Transactions radio button is selected.
Remove	Click this button to remove the selected column from the Selected Columns grid.
Insert	Click this button to insert a new row in the Selected Columns grid above the selected row.
Selected Columns	This grid displays column data selected to be output for financial reports. You can edit the following columns: Column Header 1 - Enter the first row of the label to display above each column. Column Header 2 - Enter the second row of the label to display above each column. Print - Select the check box in this column for each column you want to output on the financial report. Font Size - Enter the font size for each column in points. This defaults to the value entered in the Default Font Size field when you initially select a column. You can only enter a value between 5 and 11. If you enter 0, the default font size entered in the Default Font Size field is used. Column Width - Enter the width of each column in characters. The maximum length is 30. The minimum column width is determined by the width of the column headers and column precision. The column width automatically adjusts based on the width of the column headers and column precision. Column Precision - Double-click to select the precision for amounts in each column. Data Option - Double-click to select the type of data you want to report for the actual account balances in each column (Balance or Transactions). NOTE This setting can be overridden for specific general ledger account rows using the Override Data Option radio set in Financial Report Format Maintenance. Currency - Double-click to select the currency for displaying amounts in each column that displays an amount. For information on setting up currencies, see Currency Maintenance. Currency / Percent Format - Double-click to select whether to display the currency symbol for each column that displays a monetary amount, or to select whether to display a percentage symbol for each column that displays a percentage. You can also double-click the Column Data column for a row in this grid to display Define Column Header and Format, which also allows you to edit these settings, and which allows you to select the two columns for a SUM, VARIANCE, or PERCENT column.
	Click this button to move the selected column up in the Selected Columns grid (left in the actual report).
	Click this button to move the selected column down in the Selected Columns grid (right in the actual report).
Negative Format	Click the Lookup button to select the format for negative amounts. Select one of the following options: - ( ) CR/DR
Data Option	Select the type of data you want to report for the actual account balances. Select one of the following: Balance - Report the account balance as of the selected period plus the beginning balance. Transactions - Only report account transaction information for selected periods. NOTE This setting can be overridden for specific general ledger account rows using the Override Data Option radio set in Financial Report Format Maintenance.
Page Width	This field displays the system-calculated width of the report based on the selected columns of data.
Negative Font Color	Click the Lookup button to select the font color for negative amounts in the report. This color overrides the font color for specific rows in the report.
Display Zero Amounts As	Select whether to display zero amounts as 0.00 or as a blank space on financial reports.
Default Font Size	Enter the default font size in points for text on the report. You can only enter a value between 5 and 11. If you enter 0, the default font size of 7 pt is used. You can customize the font size for individual columns in your reports using Define Column Header and Format or the Selected Columns grid. Note The font size entered in this field is only used as a default when you add columns to a report and used as the font size for columns with a font size of 0. If you change the value in this field, it does not change the font size for previously added columns.
Exclude Intercompany Transactions	Select this check box to exclude intercompany transactions from financial reports.
Company Range Applies to All Columns	Select this check box to apply the company range to all columns. If this check box is cleared, and you select a company range for specific columns, that range is used for those columns instead of any range specified for all columns. Example You select five companies to use for all columns. For the last column, you select two different companies. If this check box is selected, five companies are used for all columns. If this check box is cleared, two companies are used for the last column (and five companies for the other columns).
Range Applies to All Columns	Select this check box to apply the general ledger account range to all columns. If this check box is cleared, and you select an account range for specific columns, that range is used for those columns instead of any range specified for all columns. Example You select five accounts to use for all columns. For the last column, you select 10 different accounts. If this check box is selected, five accounts are used for all columns. If this check box is cleared, 10 accounts are used for the last column (and five accounts for the other columns).
Print Accounts Audit Report	Select this check box to output a separate audit report containing category types and general ledger accounts that make up the financial statement.
Print Detail Report	Select this check box to output a detailed report that contains all the individual accounts that make up a line on the financial statement. Example If you have a summary account consisting of 10 sales accounts, the detail report displays each of the 10 individual sales accounts and the data which make up the summary, while the financial report only contains a sales summary line.
Print Layout Description	Select this check box to output the financial reports layout description.
Suppress Zero Amounts	Select this check box to not output any row that contains a balance of zero for all columns.
Optional Detail Report Sort	Select this check box if you select the Print Detail Report check box and you want individual accounts that make up a line to appear before the line. If you clear this check box, the individual accounts appear after the line.
Financial Reports to Print	This grid displays the financial report formats you can print. These are the report formats set up in Financial Report Format Maintenance. Select the check box in the Print column for reports you want to print. Double-click a financial report to display Financial Report Inquiry, which allows you to view details of the financial report. Select a report, and then click the Page Header, Page Footer, or Remarks button in the ribbon to set up the page header, page footer, or remarks for the report.

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. If you select this option, you cannot output using Scheduling Assistant. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies 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 Microsoft Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file. Note You can only output financial reports with more than 17 columns to Excel.
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.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
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.
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, 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, 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	This field is disabled in this window.
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, 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	Select whether the report is run now or run by Scheduling Assistant. Note If you want to output to Scheduling Assistant, you must save the layout definition first. If you select the Schedule radio button, you can specify when the process occurs. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
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.