Online Financial Statements    (Maximize this screen before viewing)

General Ledger – File – Online Financial Statements

 

Create the setups for a new report and save the settings by clicking the Save icon.  Once a report has been setup, use the Select tab to specify the month and range of accounts you want included in the report.  Note that if a user has a limited account range (set in Setup – User Account Range) this user will be able to access only his account range, even if the report range is set for printing all accounts. 

 

Save Settings
 

Enter the month end of the report.  You may select any month end up to three years ago.
 

This shows a selection of all accounts in Fund 01 and Branch 001.
 

Click the Add button to select the range of accounts you wish to include.  If you do not specify any account ranges then all data will be displayed.
 

Select if you want to include balance sheet accounts, revenue & expense accounts, or both.
 

 

Unless you need to change the format of the report in any way, you will never need to touch the remaining setups again.

 

 

Report heading, font, page setup, etc. are set in Excel Properties.
 

 

 

The simplest form of an online financial statement would have only one level.  This would be a report with no further drilldown levels available.    (Exception:  browsing the G/L history for any account is always available and not considered a drilldown level that needs setup.)

 

Specify the order of the report. If you wish to print totals at any level of the account number (fund, branch, etc.), you must specify that piece of the account number with the appropriate total box, spacing, etc.  The last line on the Order by is always the most detailed piece of the account number. 

 

The following example is a report by major account# by branch, with a page break on every branch.  The most detailed line on this report will be major account#.

 

To include branch#, major account#, etc., along with the name in the headings and detail lines, check the Include boxes.  Usually these should always be checked.
 

Click the Add button to add a new line.  Click the arrow keys to reposition the line (up or down).
 

“Category Type” always refers to the type of account—asset, liability, equity, revenue, or expense.

 
 
 

 

For a revenue and expense report, you need to assign the placement of the Category Type (revenue or expense).  Check the Heading box so that Category type (revenue or expense) is printed in the appropriate place on the report.  You can set additional line spaces before or after the Category Type (revenue or expense) heading or total if you wish.  You may distinguish between categories or category types to establish the report order and set headings and totals.

Categories and category types have been established in G/L – Setup – Categories

 

Using the following Category setups (G/L – Setup – Categories) as an example, a Total by Category would give you individual totals of Expenses 2, 3, 4, and 5.  A Total by Category Type would give you total Expenses.

 

Category types
 

Categories
 

 

 

Specify the amount columns you want to print.   Column amounts will be printed from left to right, with Column 1 being in the left-most position.   You may select None to leave a space between columns.
 

YTD for Mo will give you year-to-date figures through the month end on the Select tab.

 
 

Month is based on the month chosen on the Select tab.
 

 

 

 

Column Selections:

Actual/Forecast = actual figures YTD plus forecast for the remaining months of the year

Actual = actual figures

Forecast = the revised budget

Fixed Forecast = actual figures YTD plus forecast for the remaining months of the year (at a fixed point in time).

Budget This Year = original budget for this year

Annual Year Forecast = revised budget (annual forecast).  This contains no “actual” figures.

Entered This Period = amount of entry into the current month

Current = up to the moment present balance of the account

Encumbered (for G/L month only) = encumbered balance of purchase order entry as of the system’s G/L month.

  (Note:  past month encumbered balances are not held in the computer.)

Current Encumbered = up to the moment present balance of all encumbered

 
 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Select whether to round to whole dollars, 1, 10, 100, etc., or to print dollars and cents (decimals). 

 

You can change the number format (if you prefer commas to separate thousands or how to display a negative number, etc.)

 
 

Suggested caption headings are auto-created when a column selection is made.  The Captions may be edited to your specifications.  See Help text for variables used in captions.

 
 

 

 

To create a dollar or percentage variance column, select Variance.

 

 
 

Be sure to save your report setup before clicking OK.
 

Then specify the column numbers to compare.   See Help text for more details on variances.

 
 

 

Click Customize View to change any setups or to build a new report.
 

Click Display to build your report or to refresh at any time.
 

 

This is the resulting report.
 

 

 

 

 

 

 

 

 

 


Using Drilldown Levels:  Allows you to drill down to different account summary levels or to build the same report at a different level of your account# structure.   The drilldown levels are setup on the Format tab.  You may setup any drilldown level you wish.  An easy way to set up a drilldown level for each level of the account# structure is to use the Standard Levels button.  See the following example.

 

 

 

Select Simple Drill-Down for the computer to auto-set a level for each component part of the account#.   Click OK.
 

 

 

The first level is the highest level of the account# summary (Corp).  This would display one net line per Corp.
 

 

The 2nd level of Corp/Fund would display one net line per corp/fund.
 

 

 

 

The 3rd level would display one net line per corp/fund/branch. 

 

 

 

 

The 4th level would display one net line per corp/fund/branch/dept.
 

 

Additional levels of 5, 6, and 7 would be added as well—PCS Code, Major Account#, Minor Account#, resulting in one level for each component part of the account#.
 
 


Use Category and/or Category type for Revenue & Expense headings and totals.
 

 

 

 

 

You can set the Default Level as the level you normally want to build the report.  This example would build the report at the Level 3 (Branch) level.  You can drill up or down to different levels from there.
 

 

 

 

 

Report was created using Level 3, which displays one net line per branch. 

 

This is the resulting report.
 

 

 

 

 

See below for the resulting drilldown from Branch 001 to the Major Account level.
 

Right click on a branch line to drill down to a more detailed level.  For this example, we will select the Major Account level.
 

 

Click Cancel to back up one level.
 

You may right click on any line to drill down to more detailed levels of minor account#, detail, browse G/L history, etc.
 

This is the resulting report displaying one line per major account# within the selected branch.
 

 

Once a report is displayed on the screen, you may rebuild the same report at a different “level”.  For example, the example report is build at a major account# level.  By clicking on the dropdown for Level, you may select Branch to rebuild the same report at a branch level.  Click Display to build the report.

 

 

 

 

 

Amount Filters:  Allows you to filter the amount lines displayed.  Example, you may set a filter to display account lines with a variance of greater than a specified amount.  When using amount filters it is recommended that you set up a view with only two levels, such as a major acct# and account# level. 

Click the Filter Amount Columns button to specify the columns and the filter amount.
 

 

 

 

In the above example, the resulting report would display only those accounts where Column 3 (a dollar variance) is greater than or equal to 10,000.