Print Financial Statements

General Ledger – Month End – Print Financial Statements

This report writer can be used for printing to paper or .pdf. See Help Text for detailed information on each option.

Create the setups for a new report and save the settings by clicking the Save button. Once a report has been setup and saved, simply select the report name from the drop-down list.

Check boxes to include balance sheet accounts only, revenue accounts only, or both.

Click the Add button and enter the range of accounts you wish to include.

Select the month end you wish to print (up to 3 years ago).

This shows a selection of all accounts for Branch 001.

You might want to setup and save the report with a range of accounts: Example:

Fund (Greater Than or Equal 000),

Fund (Less Than or Equal 999),

Branch (Greater Than or Equal 000),

Branch (Less Than or Equal 999).

Department (Greater Than or Equal 0000),

Department (Less Than or Equal 9999).

Etc.

Once a report has been set up, 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 Set up – User Account Range) this user will be able to access only his account range, even if the report range is set at 000’s through 999’s.

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

Header to print at the top of every page.

Prints as a 2^nd line under the Header. You may change the default. See Help text for definition of variables.

Check this box to print amounts with dollars and cents. Otherwise, whole number amounts will be printed based on the rounding specified on the Columns tab.

Select portrait or landscape printing.

The font size will dictate the maximum number of columns allowed.

If printing to a PDF writer, enter the filename to save as.

This example uses an account# consisting of Corp-Fund-Branch-Department-Major Account-Minor Account. “Category Type” always refers to the type of account--asset, liability, equity, revenue, or expense.

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 fund & branch, with a page break on every branch. The most detailed line on this report will be major account#.

Scroll to the right to set a Page Break at any level.

Corp, Fund, and Branch are added here so they are included in the Title at the top of each page. See example below.

For a revenue & 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 lines if you wish. A suggested number of spaces for indenting of heading and description may be changed if you wish. Be careful not to indent by too big of a number or you may overlay the amount columns on the printout

To include the fund number (branch#, etc.) along with the name in the headings, check these boxes.

Do not check “Number in Heading” for the most detailed level; this would result in two detailed lines (one heading, one detail with amount).

This prints the number of the last line specified. (This example would print the major account# on each line.)

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.

See Help Text for more detail on the “Month” selection.

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.

Select None for any column if you wish to leave a blank space.

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). If Decimals was selected on the Control tab, the rounding will be auto-set to .01.

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.

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

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

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

Be sure to save your report setup before clicking the Print button.

The following is the resulting printed report.

Branch Total

Category Totals.

Heading

Title

Header

Small header.

To print a report showing specific past month columns:

To print a specific month’s figures, select month of Jan, Feb, etc. which will give you that month’s figures for the year on the Select tab.

This is the resulting report showing monthly figures.

To print a report showing columns with horizontal breakdowns of the first column:

This sample report is by major account#. Column 1 shows actual YTD figures by major account#. Columns 2 and 3 shows a breakdown of the same figures by department.

The Column setups for the above report are as follows:

The 2^nd and 3^rd column captions designate the Dept names.

3 columns of Actual/YTD figures.

Scroll to the right to see the following.

Select the part of the account# and the number for each applicable column.

Setting up Balance Sheets:

Enter the month end you wish to print.

If this box is checked, the YTD profit/loss will be added into the fund closing account. This is only necessary for the current year, since past years have the total revenue and expense already added into the year-end fund balance figure.

Having this checked will drastically slow things down since it has to calculate all revenue and expense accounts as well as balance sheet. If printing a balance sheet at mid-month, you may want to uncheck this for speed and check the box only at the end of every month.

If the box is unchecked, the actual balance of the fund closing account will be printed (YTD profit/loss not included), which will result in a net total of the YTD profit/loss amount.

Check this box to print balance sheet accounts only.

Help-CustomFin

You may distinguish between categories or category types to establish the print order, set headings, totals, etc.

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

Using the following as an example, a Total by Category would give you individual totals of Fund Balance and Closing Fund Balance. A Total by Category Type would give you total Equity combining Fund Balance and Closing Fund Balance.

Category types

Categories