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Select And Print Financial Statements

Select And Print Financial Statements

Application Overview

 

The Select And Print Financial Statements application encompasses two major processes that enable your company to select and print standard or customized financial statements. 

 

These processes are statement specifications and financial statements.

 

Statement Specifications

 

This process maintains Standard or Custom statement specifications. It controls which financial statements are to be printed on the next statement run and stores other information concerning the appearance and content of these important documents. The decision of whether to select a standard or custom specification is dependent on your specific objectives. Before proceeding further you should consider whether they are better suited to a standard or customized statement specification.  You may also begin with standard statements and progress to customized statements.

 

In general, standard specifications are appropriate when your primary objective is to generate a standard column format that incorporates standard definitions in the Statement Layout File.  But if the job requires greater flexibility, and powerful features such as printing up to 13 columns of financial information, defining specialized financial specifications, and numerical rounding then select the customized specifications option.  In this section the benefits of these two unique procedures are discussed.

Standard Specifications

 

The Standard Specifications feature enables you to select add, change, or delete records on file.  It will additionally enable the generalized clearing and selection of Standard Statement Specifications that are to be printed on the next financial statement run as well as a listing of these specifica­tions.

 

The format and appearance of individual financial statements is deter­mined by the statement's layout entered in the Statement Layout File.  However, a statement defined by a particular layout must be selected before it can be printed.  In addition to selecting the layout other information is required by the programs that print finan­cial statements.  This application provides for the selection of layouts and the entry of that additional information.

 

It is advisable to group statement specifications numerically to facilitate access when selecting them to be printed.  One example of such logical grouping is to reserve specification numbers 1 through 100 for statements with the level of detail required for month‑end administrative reporting.  Numbers 101 through 200 might then be reserved for quarterly reports and 201 through 300 for those statements which you wish to make public.  Another such logical organization would be to group the specifications according to the types of statements to which they pertain.  For instance, specification numbers 1 through 50 might be reserved for Profit and Loss Statements, numbers 51 through 100 for Balance Sheet Statements, etc.

 

Each user's priorities are somewhat different.  Some may choose to ignore profit center and financial entity capabilities while others rely heavily upon frequent, in‑depth analysis of the activities at these levels of the company.  Some users may wish to get by with one or two versions of the Balance Sheet and P&L while others may desire many versions from the highly detailed to concise summaries.  Whatever your priorities, this file can be accessed and maintained most easily if it is structured according to some convenient numbering system.

 

When selecting specifications for the next financial statement run, unless you intend to print the same statements that were printed on the last run, you will need to modify the selections.  You will probably find it most convenient to first clear all previous selections utiliz­ing the Clear function of this application. This will set the Print Next Run? field for each specification to N.

 

Once all selections have been cleared it would be helpful to get a listing of specifications on file so that you could review your options and note, which specifications are to be selected.

 

When you know which specifications are to be selected you must then change the Print Next Run? answer for each of them to Y.  If there are a small number of specifications to be selected it would be easy to access each of them individually in order to select them.  You can access them in change mode by bringing them up one at a time using the F1 key option and selecting the appropriate specifications to print.

 

If there are a great many specifications on file and they are grouped numerically in logical order you will wish to utilize the Generalized statement selection function. This will permit you to select a range of specifications to be printed and specify which profit centers and/or financial entities are to be allowed.

 

When running Generalized statement selection you must enter the starting and ending specification numbers.  Only specifications within this range will be considered for selection.  You will then have one or more of these options for the selection criteria on which specifications will be selected within the starting and ending number range.  You may choose to select specifications for which the profit center is All (consolidated statements); you may choose to select those specifica­tions for a specific profit center or financial entity; and/or, you may choose to select specifications for All individual profit centers and all financial entities.  Whichever options are chosen, only those specifications, which fall within the range that was entered, and which match the profit center and/or financial entity designations will be selected to print on the next financial statement run.

 

If you do not maintain profit centers in this General Ledger package you must choose the selection of specifications for consolidated state­ments only, when running Generalized Statement Selection.  Once the specifications have been selected you may wish to get a print­out showing all selected specifications.  To do this run List and request to show selected specifications only.

 

Custom Specifications

 

The Custom Specifications feature also enables you to select add, change, or delete records on file.  It additionally permits the generalized clearing and selection of Custom Statement Specifications that are to be printed on the next financial statement run as well as a listing of the specifica­tions on file.

 

However, Custom Specifications provides a more flexible alternative than the previous selection. To begin with, it doesn't incorporate the same redundant variables that were present in Standard Specifications. Instead the specification is entered directly from two input screens. In the first you may assign a custom number, layout number, financial entity, profit center, and specify whether to print the $ sign, zero balances, bracket non-typical balances, or print during the next financial statement run.

 

The second input screen contains 13 areas numbered from 1 to 13., that define the columns of your financial statement.

 

                                                 Period                                                      Format                   Rounding                  Titles

Col.          Type                         From   To                 Year/Rev                   Number                                    Option                                    Line 1 Line 2

 

As illustrated above, each column consists of six variables that interact to define a unique setting. They include Type, Period, Year/Rev, Format Number, Rounding Option, and Title Header. Each of these affect the information subsequently displayed in each column. The following pages examine statement type options, and explore some practical applications for defining a custom specification. They provide an example of how the variables work together to help you achieve your desired objective.

 

Suppose that in the first column of the custom statement you want to display the actual year to date amounts associated with current G/L accounts. 

 

                                                Period                                                      Format                     Rounding                 Titles

Col.          Type                        From   To                 Year/Rev                  Number                                    Option                     Line 1 Line 2

 1.            P                               01    CP                  CY                                           Y                              M                             Current

 

 

The P Type option indicates Present accounts.

 

The From To is set to delineate period 01 to the current period CP.

 

The Year/Rev is set to indicate the current year CY.

The resulting values will be formatted and rounded to the M millions.

 

The present statement type variable P references corresponding account amounts that reside in the Account Balance File. To define this column enter P as the Type. Then specify the Period to range From 01 To the current period CP, and the Year automatically displays the current year CY.   

 

You can optionally conserve horizontal form space by decreasing the column width. This is accomplished by specifying an appropriate Rounding and Format Number option. In this column the Format Number is set to Y and the Rounding Option will round all resulting column values to the millions.

 

Finally, the Titles variable labels two lines of text that serves to identify the column. In the illustration above, Line 1 is labeled as "Current".  These titles will print on financial statements each time an LEG command is inserted in the statement layout file.

 

In the second and third columns suppose that you want to display the budget for the current period versus last years budget for the same period.

 

                                  Period                                                    Format    Rounding                  Titles

Col.          Type       From         To            Year/Rev                  Number    Option                     Line 1 Line 2

 

 1.              P            01            CP           CY                           Y              M                             Current

 2.               B           01             CP          CY-01                      Y              N                              Current Budget

 3.               B           01            CP           PY-01                      Y              N                              Prev    Budget

 

 

Column #1 displays the Present accounts from period 1 to the current period.

 

Column #2 displays the Budget amounts from Period 01 to Current Period of the first revision, for current year.

 

Column #3 displays the Budget amounts from Period 01 to Current Period of the first revision for the previous year.

 

All resulting column amounts are formatted.

 

The rounding option is set to N .

 

When the budget Type option B is entered all corresponding amounts associated with Budgets in the Budget File are considered. This option enables you to specify the budget period, (CP for current period), (CB for current budget with highest revision number), or budget year (CY for current year) and budget revision number.

 

In our example, column #2 displays the budget B From Period 01 To the current period CP, for the current year CY, and revision number 01.  A revision number of CB could also be used for current budget.  The current budget (CB) is determined as the last budget revision number created in Budget File Maintenance for the account for the year.  If an account had a revision number 1 and 2 on file for the budget year then revision 2 would be the current budget selected.  All accounts do not have to have the same budget revision.

 

In Column # 4, suppose you want to display variance between the present G/L account information displayed in column #1 and the budget values displayed in column #2. By selecting the variance type V and specifying a range From 1 To 2, as illustrated below this information is displayed.  

 

                                Period                                                      Format                     Rounding                 Titles

Col.          Type       From         To            Year/Rev                  Number                    Option                     Line 1 Line 2

 4.            V              1              2                                              Y                              N                              Variance

 

 

Column #4 displays the variance between the values entered in Column #1 and Column #2.

 

All resulting column amounts are formatted.

 

The rounding option is set to N

 

When using variances, the base value of the calculation should always be entered in the "To" column.

 

In the next three columns you could then display comparative amounts for the years 1990, 1989, and 1988.  Remember that if your fiscal year differs from the calendar year, calculate the previous year, PY, by subtracting one from the year of the last period in the Accounting Period File.

 

To display the comparative amounts it will be necessary to delineate a comparative C Type, and then to specify the Period to range From 01 To the current period, CP for each year you want to compare.

 

In our example, Column #5, will display the Comparative amounts from the previous year PY, Column #6, the Comparative amounts for 1989, and Column #7, the Comparative amounts for 1988.

 

 

                                Period                                                      Format                     Rounding                 Titles

Col.          Type       From         To            Year/Rev                  Number                    Option                     Line 1      Line 2

 5.            C               01           CP           PY                           Y                              N                              1990        Comp

 6.            C              01            CP           89                            Y                              N                              1989        Comp

 7.            C              01            CP           88                                            Y                              N                              1988        Comp

 

 

Column #5 displays the Comparative account amounts From period 01 to the current period CP of the previous year PY.

 

Column #6 displays the Comparative account amounts from period 01 of 1989 to the current period of 1989.

 

Column #7 displays the Comparative account amounts from period 01 of 1988 to the current period of 1988.

 

All resulting column amounts are formatted.

 

The rounding option is set to N.

 

Finally, if your objective is to define a Profit & Loss statement, the appropriate starting ratio SR and ending ratio account ER ranges are specified in the Statement Layout File.  You can then define a column that displays the Ratio R for these accounts.

 

                                Period                                                      Format                     Rounding                 Titles

Col.          Type       From         To            Year/Rev                  Number                    Option                     Line 1      Line 2

 1.            P              CP           CP           CY                           Y                              N                              Current   

 2.            R              CP           CP                                           N                              N                              Ratio

 

 

Column #1 displays the Present account amounts From the current period CP to the current period CP.

 

Column #2 displays the Ratio of account amounts displayed in column #1,if the SR and ER was previously defined in your Statement Layout File

 

Formatting and Rounding are not permitted in the Ratio column.

 

Financial Statement Printing

 

The second process prints Standard or Custom statements that were specified in the previously discussed applications. 

 

Print Standard Statements

 

In Print Standard Statements you will first enter the appropriate range of starting and ending dates for the period in which the statements are to be printed. Then the net income figures and account balances accessed by the financial statement programs are automatically calculated.  Once this process is complete, your statements are printed according to the selections made in the Standard Specifications application.

 

When you enter the start and end dates the program looks up the dates entered to see if they have been entered in the last run.  If both dates are the same, a question is also asked whether you have posted entries since last printing statements.  If no new transactions have been posted to the General Ledger Transaction file there is no need to recalculate account balances.

 

Budgets or comparatives will not be calculated or printed on any financial state­ment, even if requested, if you are running the statements for a set of start and end dates which are not contained in the Period File.

 

The net income balances for the whole company and for each profit center are calculated, as well as the balances for every account.  These are written into a Period work file.  These balances are derived from the values that are reflective of the Period Account Balance File for each account. The balances are for current period (within the dates selected), year‑to‑date (from the beginning of the year up to and including transactions dated on the ending date selected), and a final balance derived from all trans­actions on the General Ledger Transaction file date on or before the ending date selected.  These total balances for each account can then be used for any financial statement in which the accounts might appear.

Needlessly answering yes to the recalculate question will slow down processing time in getting the first financial statement.  It will only be necessary to recalculate the balances if you run statements for a different period than the previous run or if new transactions have been added since the balances were last calculated.

 

The application will process all the financial statements from the specifications you have selected to print for the run.

 

Print Custom Statements

 

When you are ready to Print Custom Statements select the appropriate option from Select And Print Financial Statements menu bar. The resulting custom financial statement is then calculated according to the accounting periods of your Period File, and reflects the bucket or period account balance of each account.

 

Please Note:  The period work is recalculated prior to printing each custom financial statement.  This is due to the ability to custom select period and year-to-date information on each custom financial statement.  Generally speaking, custom financial statement printing will most likely run longer than standard statement printing.  You will not be asked for the date range when printing custom statements.  The current period in the Accounting period file is the date range that will print.


Run Instructions

 

Select Select And Print Financial Statements from the pull down G/L Processing window.  The following screen will then be displayed:

Select and Print Financial Statements Entry Screen

 

 

 The following options are available:

 

*           Select the desired mode from the Select And Print Financial Statements menu bar

            *           Enter the data requested on the screen

*           To exit press the ESC or F10 key when the cursor is positioned for entry of the first field on the screen

                       

To return to the menu Bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu Bar.


Entry Field Descriptions

 

Standard Specifications

 

Name

Type and Description

1.  Specification No

3 numeric digits.  This identifies the specification.

 

Press the RETURN key in the change or delete mode for next specification on file or press the F7 key in the change or delete mode for specification search by number.

2.  Layout No

3 numeric digits.  In order to use this application you must first define an appropriate layout in the Statement Layout File application. 

 

When you enter a specific layout number this application defaults to the description and settings that define the layout.

 

Press the F7 key in add, change, or delete modes to search for a layout.

3.  Financial Entity

5 alphanumeric characters.  The entity must already be on file in the Financial Entity file.  Entry of a non‑blank financial entity will override any entry of an individual profit center in the next field.

 

See also the description in 4 below, which is applicable to financial entities as well as profit centers.

 

Press the F7 key in add, change, or delete modes for search for financial entity.

4.  Profit Center

A standard profit center number in the standard profit center number format.  The profit center must have a record defining it in the Chart of Accounts file.  Press the RETURN key to default to All profit cen­ters.

 

Selection of a profit center is allowed in order to reduce the number of layouts that are required to be on file.  A single layout may be created that includes all accounts for a parti­cular statement type ("P", for instance).  If you wish that lay­out to be printed with all accounts ignored except those for a specific profit center you may do so by specifying here the pro­fit center that is to be printed.  You may print a consolidated pro­fit center statement by pressing the RETURN key for a default to All profit centers.

Profit Center (continued)

When a specific profit center is entered, only those accounts in the layout with a num­ber matching the profit center are considered during the printing of the financial statement.

 

The financial statements program will print a special legend whenever it encounters a legend code in the Statement Layout file.  This legend will identify the profit center.  For consolidated statements there will be no such special legend.

 

A specification may be created in the Statement Layout File for each version of a particular lay­out that you might routinely select.  For example, the layout for your Profit and Loss Statement contains all accounts.  You may define one specification for the consolidated statement ("All" pro­fit centers) and one additional specification for each of the profit centers represented in the layout. You must then select which of these specifications is to be considered during the next financial statement run by answer­ing Y to the question PRINT NEXT RUN ? associated with each specification. 

5.  Show Current?

Y or NRETURN defaults to Y.

 

If you answer Y to this ques­tion, figures for the current period will be shown on the finan­cial statement.  This only applies to the Profit and Loss Statement and its supporting schedules.

 

An entry for this field will not be requested if the layout is not a P&L format.

6.  Show Ytd ?

Y or N.  Press RETURN to default to Y.

 

This question only applies to P&L format layouts.  See the descrip­tion for the Show Current? field above.

7.  Show Budgets?

Y or N.  Enter Y to show budgets or N to decline.

8.  Budget Year/Revision?

2 alphanumeric characters.  If you entered Y in the previous field, specify the budget year and revision number. This field defaults to CY for the current year, and no default for the current budget. CY is assigned by the system to be equal to the last year of the last period in the period file.

9.  Show Budget Variance ?

Y or N.  If you answer Y to this field, the statement will display the difference between the amount you entered in the Budget File, and the actual amount present in the General Ledger File.

 

10.  Show Comparatives ?

Y or N.  Enter Y to show comparatives or N to decline.

11.  Comparative Year

2 numeric digits.  If you entered Y in the previous field enter a year between 00 and 99 that you want to compare, or PY to indicate the previous year.

 

If your fiscal year differs from the calendar year, calculate the previous year by subtracting one from the last period in the Accounting Period File.  If the last period in the file is in the year 1991, the previous year will be assigned a year of 1990.

12.  Show Comparative                   Variance ?

Y or N.  If you answer Y to this field, the statement will display the difference between the period balance amounts present in the Comparative File, and the actual amount in the General Ledger File.

13.  Show Ratios ?

Y or NRETURN defaults to N.

 

Your response to the Show Ratios ? question will determine whether or not ratios are to be printed on the financial statement that is defined for the layout number you entered.

 

Ratios are a feature of the Profit and Loss Statement and the P&L Supporting Schedules only, so if ratios are requested for any other type of statement, the request will be ignored when the statement is printed.

 

For a complete explana­tion of what ratios are and what effect they have on the financial statements, refer to the documen­tation for the Statement Layout File.

14.  Print `$' Sign ?

Y or NRETURN defaults to Y.

 

The answer to the Print '$' Sign ? question determines if dollar signs will be printed on the selected financial statement.

15.  Bracket Non-Typical                 Balances?

Y or N.  Enter Y to place brackets around non-typical balances, or N to decline.

16.  Print Formatted Numbers?

Y or N.  Enter Y to print formatted numbers or N to decline.

 

For example, if you answer Y to this question a formatted number (99,999,999.99) will appear. If you answer N the same number would print without the formatting attributes such as 99999999.99. 

17.  Rounding Option?

1 alphabetic character.  Enter one of the following to delineate a rounding option.

 

N              =              No Rounding

D              =              To Dollar

T              =              To Thousand

M             =              To Million

 

This field defaults to N that indicates no rounding.

18.  Print Zero Balances?

Y or N.  Enter Y if you want to print PAT or SUB accounts with zero balances.  Enter N to decline.

19.  Print Next Run?

Y or NRETURN defaults to N.

 

The answer to the Print Next Run? question determines if this specification will be consulted the next time financial statements are run.  If the answer is  Y then a statement will be printed for the layout and financial entity or profit center specified and ratios and budgets or comparatives will be shown as the instructions dictate.

 

When you select to print financial statements there will be a statement printed for each speci­fication, which has a Y in this field.  It is for this reason that we provide three easy means of changing the field's value.  In addition to utilizing change mode, you may select the CLEAR option which sets the print answer for all specifications to N or Generalized Statement Selection which sets the print answer for certain specifications to Y.  See the Application Overview of this application for more informa­tion about these features.

20.  Profit Center/Entity Pos

3 numeric digits.  Enter the starting print position of the Profit Center or Entity name.  This option is only applicable when printing for a specific Profit Center or Entity and printing the legend using the LEG command on the financial statements.  If 0 is entered, the name will float above the columns.  If 1 is entered, the name will be one position from the left of the report.  A 2 will position the name two spaces from the left, and so on.

 
Generalized Statement Selection

 

Name

Type and Description

1.  Starting Specification No

3 numeric digits.  Enter the starting specifications no. range, or press RETURN to default to All specifications.

2.  Ending Specification No

3 numeric digits.  Enter the ending specifications no. range, or press RETURN to default to the same value as entered for the starting specification number.

3.  Select Consolidated                  Statements?

 

Y or NRETURN defaults to N.

 

For purposes of this accounting package, a consolidated statement is understood to be a statement for which all accounts, regardless of profit center or financial entity designation, are included.  This would be the statement for the entire company.

 

When the question Select Consolidated Statements? is answered Y, specifications for which All profit centers have been chosen are selected to be printed on the next run.  Conversely, if the question is answered N, any specification with All for the profit center designation will be passed over.  This feature allows you to very quickly select from the specifica­tions you have on file those that pertain to consolidated company activity.

4.  Select Statements For               Financial Entity

5 alphanumeric characters.  Press the RETURN key to default to All financial entities (i.e., all specifications within a non‑blank entity).

 

The financial entity is looked up on the Financial Entity file, and the description is automatically displayed.  The entry will not be allowed if the entity is not on file.

 

Similar considerations apply here as do for the entry for 5 below.

5.  Select Statements For Profit       Center

A standard profit center number in the standard profit center number format.   Press the RETURN key to default to All profit centers.

 

If you wish to select statements for a specific profit center, enter the number of that profit center here.  All specifications within the range that you entered with that profit centers designa­tion will be selected.

 

For example, if you wish to print out all statements and supporting schedules for profit center 0010, you must enter 0010 in this field.  In order for the entry to be accepted, profit center 0010 must be defined in the G/L Account File.  Refer to the Run Instructions for G/L Account File Maintenance if you are not sure how to do this.

 

Pressing the RETURN key here defaults the entry to All.  This means that all specifications with the designation of a particular profit center will be selected.

 

This is not to be confused with the selection of consolidated statements.  For instance, there are specifications on file for three profit centers (00100, 00200 and 00300) as well as specifications for consolidated statements.  All specifications for profit centers 00100, 00200 and 00300 would be selected.  Specifications for consolidated statements (All profit centers) would be ignored, as well as specifications for specific financial entities.

 

This feature allows you to select from the file of Statement Speci­fications each and every financial statement and supporting schedule that pertains to a specific profit center without requiring you to step through the entire file in change mode to set the Print Next Run ? response to Y for the desired specifications.

 

List

 

Name

Type and Description

1.  Starting Specification No

3 numeric digits.  Enter the starting specifications range or press RETURN to default to All specifications.

2.  Ending Specification No

3 numeric digits.  Enter the ending specifications range or press RETURN to default to the same value as entered for the starting specification number.

 

3.  For Financial Entity

5 alphanumeric characters.  Press RETURN if you wish to print all specifications in the above range regardless of financial entity.

 

If a financial entity is entered, it must exist on the Financial Entity file.

4.  Show Selected Specs

     Only ?

Y or NRETURN defaults to N.

 

If you answer Y to the question Show Selected Specs Only? the report will show only those speci­fications for which the answer to Print Next Run ? in the Statement Specifications file is Y.  This allows you to see very easily which specifications will be considered on your next financial statements run.

 


Custom Specifications

 

First Screen

 

Name

Type and Description

1.  Custom No

3 numeric digits.  This identifies the custom specification.

 

Press the RETURN key in the change or delete mode for next specification on file or press the F7 key in the change or delete mode for specification search by number.

 

Note: You are not permitted to enter a valid standard specification number.

2.  Layout No

3 numeric digits.  This identifies the layout that corresponds to this specification.  The custom layout must already be on file.

 

Press the F7 key in add, change, or delete modes for search for layout.

3.  Financial Entity

5 alphanumeric characters.  The entity must already be on file in the Financial Entity file.  Entry of a non‑blank financial entity will override any entry of an individual profit center in the next field.

 

See also the description in 4 below, which is applicable to financial entities as well as profit centers.

 

Press the F7 key in add, change, or delete modes for search for financial entity.

 

4.  Profit Center

A standard profit center number in the standard profit center number format. The profit center must have a record defining it in the Chart of Accounts file.  Press the RETURN key to default to All profit cen­ters.

 

Selection of a profit center is allowed in order to reduce the number of layouts that are required to be on file.  A single layout may be created that includes all accounts for a parti­cular statement type ("P", for instance).  If you wish that lay­out to be printed with all accounts ignored except those for a specific profit center you may do so by specifying here the pro­fit center that is to be printed.  You may print a consolidated pro­fit center statement by pressing the RETURN key for a default to All profit centers.

 

When a specific profit center is entered, only those accounts in the layout with a num­ber matching the profit center are considered during the printing of the financial statement.

 

The financial statements program will print a special legend whenever it encounters a legend code in the Layout file.  This legend will identify the profit center.  For consolidated statements there will be no such special legend.

 

A specification may be created for each version of a particular lay­out that you might routinely select.  For example, the layout for your Profit and Loss Statement contains all accounts.  You may define one specification for the consolidated statement ("All" pro­fit centers) and one additional specification for each of the profit centers represented in the layout.  You must then select which of these specifications is to be considered during the next financial statement run by answer­ing Y to the question Print Next Run? associated with each specification. 

5.  Print `$' Sign?

Y or NRETURN defaults to Y.

 

The answer to the Print '$' Sign? question determines if dollar signs are allowed on the selected financial statement.

6.  Bracket Non-Typical                  Balances

Y or N.  Enter Y to place brackets around non-typical balances, or N to decline.

7.  Print Zero Balances

Y or N.  Enter Y if you want to print accounts with zero balances or N to decline.

8.  Print Variance Percents

Y or N.  Enter Y to print percents with variance amounts on the financial statement or N to decline.

 

9.  Print Next Run?

Y or NRETURN defaults to N.

 

The answer to the Print Next Run? question determines if this specification will be consulted the next time financial statements are run.  If the answer is Y then a statement will be printed for the layout and financial entity or profit center specified and ratios and budgets or comparatives will be shown as the instructions dictate.

 

When you select to print financial statements there will be a statement printed for each speci­fication, which has a Y in this field.  It is for this reason that we provide three easy means of changing the field's value.

 

In addition to utilizing change mode, you may select Clear Statement Selections which sets the print answer for all specifications to N or Generalized Statement Selection which sets the print answer for certain specifications to Y.  See the Application Overview of this application for more informa­tion about these features.

 


Second Screen

 

Column Name

Type and Description

            (Type)

 

1 alphabetic character.  Enter one of the following to delineate the Custom Statement Type.

 

P              =              Present

B              =              Budget

C             =              Comparative

V              =              Variance

R              =              Ratio

 

Note : Type R Ratio is valid for Profit & Loss Statements only.

 

In change mode if a space is entered for an existing TYPE the following message will be displayed.

 

Entering Space In Type Will Delete Entry.  Ok to Continue?  "Y" to delete the column.

 

(Period)

From

 

2 alphanumeric characters.  Enter CP to delineate the Current Period or the Period Number (1-13) that you want to define.

 

If type V (Variance) was entered in the previous field, specify the column numbers to be included in the variance.

 

The "To" column should contain the base value for the variance calculation.

(Period)

To

 

2 alphanumeric characters.  Enter CP to delineate the Current Period or the Period Number (1-13). that you want to define.

 

 

(Year/Rev)

Year/Rev

 

2 alphanumeric characters.  Enter one of the following:

 

PY           =              Previous Year

CY           =              Current Year

NY           =              Next Year

     Or

If the column has been defined as a Type C (comparative) enter the Year that you want to compare. For example, 89 for (1989), and 90 (1990) or PY for Previous Year.  If the column has been defined as a type P, R or C this field entry is skipped.

 

If a relative year assignment of PY, CY or NY is used it is referenced to the year of the last period in the period file.  For example if the year of the last period was 1991 then CY would equal 1991, PY would equal 1990 and NY would equal 1992.

 

Note: The information entered into the REV field applies to budgets only, since comparatives do not have revisions.

(Format Number)

Print Formatted Numbers?

 

Y or N.  Enter Y If you want to print formatted numbers or N to decline.

 

An example of a formatted number is 9,999,999,99.

 

An example of an unformatted number is 9999999.99.

 

(Rounding)

Option

 

1 alphabetic character.  Rounding enables you to decrease the column width to conserve horizontal space.

 

Enter one of the following:

 

N             =              No Rounding

D              =              To Dollar

T              =              To Thousand

M             =              To Million

 

If this column is an R statement Type (Ratio), entry is not permitted.

(Titles)

Line 1

 

17 alphanumeric characters.  Enter the title to appear on the first line of the column each time an LEG command is encountered in the layout file.

(Titles)

Line 2

 

17 alphanumeric characters.  Enter the title to appear on the second line of the column each time an LEG command is encountered in the layout file.

 

You may additionally specify a period ending date by entering the % sign followed by the period date. For example, %99/99/99.

 

If you are working in a B (Budget) type column, enter % RR to reference a budget revision number.

 

Generalized Statement Selection

 

Name

Type and Description

1.  Starting Specification No

3 numeric digits.  Enter the starting specifications no. range, or press RETURN to default to All specifications.

2.  Ending Specification No

3 numeric digits.  Enter the ending specifications no. range, or press RETURN to default to the same value as entered for the starting specification number.

3.  Select Consolidated                    Statements?

Y or NRETURN defaults to N.

 

For purposes of this accounting package, a consolidated statement is understood to be a statement for which all accounts, regardless of profit center or financial entity designation, are included. 

 

This would be the statement for the entire company.

 

When the question Select Consolidated Statements? is answered Y, specifications for which All profit centers have been chosen are selected to be printed on the next run.  Conversely, if the question is answered N, any specification with All for the profit center designation will be passed over.

 

This feature allows you to very quickly select from the specifica­tions you have on file those that pertain to consolidated company activity.

4.  Select Statements for                  Financial Entity

5 alphanumeric characters.  Press the F1 key to default to ALL financial entities (i.e., all specifications within a non-blank entity).

 

The financial entity is looked up on the Financial Entity File, and the description is automatically displayed.  The entry will not be allowed if the entity is not on file.

 

Similar considerations apply here as do for the entry for 5 below.

5.  Select Statements For Profit        Center

A standard profit center number in the standard profit center number format.  Depending on the format of the profit center in the G/L account number.  Press the F1 key to default to ALL profit centers.

 

If you wish to select statements for a specific profit center, enter the number of that profit center here.  All specifications within the range that you entered with that profit center's designation will be selected.

 

For example, if you wish to print out all statements and supporting schedules for profit center 0010,  you must enter 0010 in this field.  In order for the entry to be accepted, profit center 0010 must be defined in the G/L Account File.  Refer to the Run Instructions for G/L Account File Maintenance if you are not sure how to do this.

 

Pressing the RETURN key here defaults the entry to All.  This means that all specifications with the designation of a particular profit center will be selected.  This is not to be confused with the selection of consolidated statements.

For instance, there are specifications on file for three profit centers (00100, 00200 and 00300) as well as specifications for consolidated statements.  All specifications for profit centers 00100, 00200 and 00300 would be selected.

 

Specifications for consolidated statements (All profit centers) would be ignored, as well as specifications for specific financial entities.

 

This feature allows you to select from the file of Statement Speci­fications each and every financial statement and supporting schedule that pertains to a specific profit center without requiring you to step through the entire file in change mode to set the Print Next Run? response to Y for the desired specifications.

 

List

 

Name

Type and Description

1.  Starting Specification No

3 numeric digits.  Enter the starting specifications range or press RETURN to default to All specifications.

2.  Ending Specification No

3 numeric digits.  Enter the ending specifications range or press RETURN to default to the same value as entered for the starting specification number.

3.  For Financial Entity

5 alphanumeric characters.  Press RETURN if you wish to print all specifications in the above range regardless of financial entity.

 

If a financial entity is entered, it must exist on the Financial Entity file.

4.  Show Selected Specs

     Only?

Y or NRETURN defaults to N.

 

If you answer Y to the question Show Selected Specs Only ? the report will show only those speci­fications for which the answer to Print Next Run ? in the Statement Specifications file is Y.  This allows you to see very easily which specifications will be considered on your next financial statements run.

 


Print Standard Statements

 

Name

Type and Description

1. Starting Date

A standard date in the standard date format. 

 

The starting and ending dates entered will determine for which date the financial statement will print. 

 

The date will default to the current period starting date contained the G/L Accounting Period file if you press RETURN.  You will be warned if the starting date entered does not correspond to a regular accounting period entered in the G/L Accounting Period file.

2. Ending Date

A standard date in the standard date format.  This is the ending date for which financial statements will be printed.

 

It will default to the current period ending date contained in the G/L Accounting Period file.

 

 

 

 


 

 

 

 


 

 

 

 


Select Standard Financial Statements

 

 

 

 

 

Select Standard Financial Statements (Generalized)

 

 

 

 

 


Standard Financial Statements (List)

 

 

 

 

 

Select Custom Financial Statements

 

 

 

 

 


 

Select Custom Column Definitions

 

 

 

 

Select Custom Financial Statements (Generalized)

 

 

 

 

 


Select Custom Financial Statements (List)

 

 

 

 

 

Print Standard Financial Statements


 

 

 

 

 

 

 


 

 

 

 

 

 

 


 

 

 

 

 

 

 

 



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