Statement Layouts

This powerful program allows creation and customization of the layouts for financial statements and business reports such as:

• Balance Sheet
• Income Statement
• Business Report
  • Cash Position Report
  • Shareholders' Statement
  • Long Term Liability Summation for your Bank
• Trial Balance by Statement Layout
• Comparative Business Report
• Twelve Month Business Report
• Rolling Twelve Month Business Report
• YTD Comparative Business Report
  
• Budget Summary by Layout

Layouts can be maintained in the Statement Layout window in the "General Ledger" parameters on the Accounting tab of the Configure System Settings.
An operator must be assigned a Security Role that allows permission to the Accounting - Statement Layouts in order to access this table.

Create and Modify Statement Layouts:
In this section, the examples and explanations are designed to help customize the Balance Sheet and Income Statement, and setup other financial reports such as the Cash Position Report.

To create a new layout manually select STATEMENT LAYOUT and click the ADD button.
To access and modify an existing layout click the CHANGE button.

The prompts are:

LAYOUT #

Type in the layout code to represent this layout.

        Examples could be:
        B        Balance Sheet
        I        Income Statement
        P        Cash Position Report
        S        Shareholder's Report
        C        Cash Flow
        Report  

In Change mode, select the existing code from the drop-down list provided.

DESCRIPTION

Type in a title for this layout, Balance Sheet, Income Statement, etc.
The layout description will print on the financial document as the report title.

TYPE

Select the type of report:

• Click Balance Sheet where only Assets and Liabilities will be allowed on the layout.
• Click Income Statement where only Revenues and Expenses will be allowed on the layout.
• Click Other where all accounts are allowed on the layout.
  All Business Reports must be type Other.
• Click Cash Flow where all accounts are allowed on the layout but a “C” can be entered in the “+/-” column where the “C” calculates a cumulative total of the Liability and Revenue amounts rather than subtracting them as is done in the other layouts.

Finished?

Click DETAILS to access the paging screen listing the General Ledger accounts with the format requirements for this layout.
The data fields include:

SEQ #

This is the order in which the accounts will print on the report.

ACCT#

In Add mode, select one of six types of entries:

1. Account number: Enter a General Ledger Account number, or select it from the window as outlined in G/L Account Search.

2. LIT: Literal means print the exact text entered such as a heading.
   e.g. CASH POSITION REPORT

3. SL: Single line prints an underline in the numbers column.

4. DL: Double line prints a double underline in the numbers column.

5. SUB: Subtotal indicates where a sub-total should be calculated.
   When ACCOUNT NUMBER = SUB a subtotal is printed for the subtotal level that was specified for the SUB.
   That level and all lower levels are then set to zero. This allows the next subtotal at the same level and all lower levels to begin with a zero total.

   For example: With a subtotal level of 5, the subtotal amount of level 5 is printed, and that level and all levels with a lesser number are set to zero.
   With a subtotal level of 1, the amount of level 1 is printed, and then that level is set to ZERO.

6. Copy/Paste feature:
   In Change Mode, the copy/paste feature can be used to copy a series of layout detail transactions to a "clipboard" and then to paste the copies of those records to a selected position within the same or another layout.

   C - Copy

   To identify the account details to be copied, type C in the Account field of any record.
   A "Copy Lines" window opens. Enter the sequence number of the starting and ending lines to be copied. If both fields in this window are left zero, all sequence numbers in the layout will be copied.
   Click ACCEPT to accept the selection range and exit the window.

   
   P - Paste

   To paste the detail lines last saved on the "clipboard", type P in the Account field of any record.
   A "Paste Lines" window opens. Enter the sequence number above which the duplicated lines should be pasted. If the paste field in this window is left zero, the copied lines will be added to the end of the layout.
   Click ACCEPT to accept the paste position and exit the window.

   Copied information can be pasted within the same layout, or can be saved on the "clipboard" from one layout and pasted to a different layout. However the "clipboard" details are reset and no longer saved when the operator exits the screen and returns back to the G/L menu.

SUPPRESS

This column only applies to layouts that are type Other. It is skipped for Balance Sheet or Income Statement type layouts.
Suppress flag can be entered in this column to indicate when a zero value Sub Total should NOT be printed.

Check this box to suppress the Sub Total if the sum is equal to zero. This is usually used when previous accounts are set to Accumulate rather than Print.
Uncheck this box if the Sub Total should always print, even if the sum is zero.

DIV

This column only applies to layouts that are type Other.
This field defaults to ALL for layout types Balance Sheet and Income Statement. This cannot be changed.

This Division column provides the ability to print accounts by Division Detail, meaning G/L Accounts can be listed on the layout multiple times to reflect different Divisions and with different account descriptions.

For layouts assigned type Other:

• Type ALL to include all divisions, in this account detail.
• To include account postings for only a single division, leave the field blank for the Head Office Division, or enter a specific division code, or select one from the drop-down list provided.
• Type SEL to select a range of divisions to include in the account total, as outlined in Selected Divisions.

DESCRIPTION

There are five types of descriptions, according to the value entered in the Account field.

1. Account description will display if Account number was chosen. This can be over-typed as required.
   (i.e. to reflect the Division Detail selected for the account in Type O layouts)
2. If LIT was selected, the description initially appears on the screen as blank.
   Type in the text for this title or heading that should be printed on the report. e.g. CASH POSITION REPORT
3. "Single Line" will display if SL was selected.
   A single line will be printed in the amount column. This is usually used above a subtotal.
4. "Double Line" will display if DL was selected.
   A double line will be printed in the amount column. This is usually used below a total.
5. If SUB was selected, the description will be blank.
   Type in the description for this sub-total that should print on the report.

SUB

SUB is the sub-total level for each account. This is a level from 1 to 9. The highest possible subtotal level is 9.

When SUB has also been selected in the ACCT# field above, this field indicates that the G/L Accounts selected should be sub-totalled now.
Each G/L Account adds to one of the nine subtotal levels specified and to ALL HIGHER LEVELS.
In simple Financial Statements, the subtotal level specified for a G/L account is usually 1, i.e. add to level 1 and to all higher levels.

P/A - Print/Accumulate

This column applies to Account Numbers and Sub totals only.

Enter P to print the account and amount on the report, as well as add to the subtotal.

Enter A to accumulate an amount for an account only (add to the subtotal) but NOT print the account and amount on the report.
Accumulating accounts together is useful to print only the subtotal amount creating a summarized format.

SKIP

This field determines the spacing on the printed report and the lines to skip after printing the last item. Typical choices include:

1 - Single Space
2 - Double Space
3 - Triple Space
P - Print On Next Page (this item prints on the next page.)

+/-

This applies only when SUB is used. It controls the parentheses (brackets) on the sub-totals.
e.g. With an ASSET subtotal, the total normally has a debit (positive) balance. When it has a credit (negative) balance, it requires brackets to represent the loss.

• Use + or - per the following subtotal types:
  ASSET: - If the subtotal is negative (credit) print with brackets.
  LIABILITY: + If the subtotal is positive (debit) print with brackets.
  REVENUE: + If the subtotal is positive (debit) print with brackets.
  EXPENSE: - If the subtotal is negative (credit) print with brackets.

• Use C on a "Cash Flow" type layout where the “C” calculates a Cumulative total of the Liability and Revenue amounts rather than subtracting them as is done in the other layouts.

RATIO

The Ratio feature is only utilized on the Income Statement.
This flag identifies when an account should or should not be included in the ratio calculation, providing the ability to put revenue accounts in the expense section, or expense accounts in the revenue section, and still have the total revenue ratio equal 100%.

In the Revenue Section:

• Check the Ratio box if the account should be included in the ratio calculation.
• Uncheck the Ratio flag if the account total should be excluded from the ratio calculation.

In the Expense Section:

• Uncheck the Ratio box if the account should be included in the ratio calculation.
• Check the Ratio flag if the account total should be excluded from the ratio calculation.

ACTIONS:
Additional actions provided by buttons on the Statement Layouts screen include:

• Create Generic Financial Statements:
  General Balance Sheet and Income Statement layouts can be created automatically to include all existing G/L accounts in the appropriate sections of the financial statements.
  To generate these layouts, click the BUILD button at the bottom of the screen, and in the "Build Statement Layout" selection pop-up, click on "Generate Statement Layouts", as outlined in Generate Statement Layout.

• Copy an Existing Statement:
  Often it is useful to have more than one layout for the same thing.
  e.g. a detailed Income Statement and a summarized Income Statement
  Once a layout has been created, a copy can be made that can then be customized to suit your business needs.
  To create a copy of an existing layout, click the BUILD button at the bottom of the screen, and in the "Build Statement Layout" selection pop-up, click on "Copy Statement Layouts", as outlined in Copy Statement Layouts.

• Delete a Layout:
  When a Statement Layout is no longer required, use the DELETE button or press <F7> to delete all the detail layout records first.
  Then delete the Layout Code.

• Print a Layout:
  Click the PRINT button to output a layout listing as outlined in Print Statement Layouts.