Generate Statement Layouts

Before the Balance Sheet and Income Statement printing programs can be run, the layouts must be setup.
A layout is the presentation format used to control the printing of Financial Statements. Usually, there is a layout for the Balance Sheet, and another for the Income Statement.

This utility can be used to setup "generic" layouts.
These system generated generic layouts include all G/L accounts positioning them according to the account Type (A, L, R, X). This Generate Statement Layouts program automatically incorporates the Asset and Liability accounts into a Balance Sheet layout, then it incorporates the Revenue and Expense accounts into a separate Income Statement layout.

Once the basic layouts are setup, if required they can be easily customized to suit your firm's specific needs in Statement Layouts.
The same statement may be setup several ways, permitting different presentations of the same data.
For example: One Income Statement layout can be setup for internal use and another layout for the accountant to use.
To copy an existing layout code click the BUILD button and use Copy Statement Layouts, then the new layout can be customized using Statement Layouts.

When multiple layouts are created presenting different versions of a company's financial reports, be careful not to re-create generic layouts, over-writing any custom layouts previously created.
i.e. If specially designed custom layouts are codes B and I, then use different layout codes such as X and Y, for the system generated generic versions.

Whenever layouts are regenerated using this utility, a record is written to Delete Log, to track the over-writing and creation of new layouts. This deletion record is identified as function GLSL50A.
The operator code, the layout codes, and the date are tracked.

The prompts to generate new Generic Statement Layouts are:

LAYOUT # FOR BALANCE SHEET

Type B for Balance Sheet Layout, or select a character to be used for the Balance Sheet layout.

There may be more than one layout for a Balance Sheet.
e.g. one layout for internal purposes, another layout for presentation, etc.

NAME FOR BALANCE SHEET

Enter BALANCE SHEET, or type in a Title for this balance sheet report.
The layout description will print on the financial document as the report title.

LAYOUT # FOR INCOME STATEMENT

Type I for Income Statement Layout, or select a character to be used for the report layout, such as P (Profit & Loss).

There may be more than one layout for the Income Statement.
i.e. one layout for internal purposes, another layout for presentation, etc.

NAME FOR INCOME STATEMENT

Type INCOME STATEMENT, or type in a Title for this income statement, such as PROFIT & LOSS STATEMENT.
The layout description will print on the financial document as the report title.

Finished?

Click ACCEPT to generate the layouts for the selected codes.
Click CANCEL to abort and exit the screen.

Warning Window

If generic layouts are to be generated a warning appears on the screen stating that ANY EXISTING LAYOUTS HAVING THAT LAYOUT CODE WILL BE OVER-WRITTEN.
This is a reminder that if there is a previously customized layout for either of these layout codes, the generation will erase the customized layout and replace it with the basic generic layouts for Balance Sheet and for Income Statement.

If you are unsure, do not generate these layouts. Once customized layouts are over-written, they cannot be recovered except from a backup.
Existing layouts codes can be confirmed in the "Layout window" in G/L Statement Layouts.

Finished?

Click ACCEPT to generate the layouts for the selected codes.
Click CANCEL to abort and exit the screen.

Note: Generally the PLNI and PLRE system required accounts display at the bottom of the Balance Sheet or Income Statement, however if your firm uses alpha characters when assigning GL Account numbers and the statement layouts are auto-generated, the PLNI & PLRE accounts may not be positioned at the end as the utility will sort the accounts alphabetically within type.
Once auto-generated, the layouts can be manually modified to re-order the accounts appropriately.

New Accounts:
When new Accounts have been added to the Chart of Accounts, these new accounts are NOT automatically added to existing Layouts.
To add the new accounts to the layouts either:

• Generic Layout Codes - regenerate the Statement Layouts using GENERATE STATEMENT LAYOUT
• Custom Layout Codes - manually add each new account to the appropriate layout using Statement Layouts.

Reviewing and Updating the Current Layout:
To review the current layouts, select Statement Layouts and select the appropriate Layout Code.
Ignore extraneous accounts and system accounts which your operation does not use, but the system does.
Accounts with zero balances do not show on any financial statements.