11.11. Custom G/L Report Formats
Report formats can be manipulated by using this option, according to a number of rules. You can report on the balance of any General Ledger account, and balances can be added or subtracted. New reports can be created, or existing reports edited or deleted.
The three default reports have the following format headings:
We have tried to make the rules governing report formats as few and easy as possible. On the following pages you will learn how to edit lines on existing reports and create new reports from scratch.
11.11.1. Editing Existing Reports
By selecting Custom G/L Report Formats from the menu, the report screen will be displayed.
Report Enter the name of the report to be created or updated. Press [F2] to pop-up a list of existing reports.
Type This field specifies the type of report. Equity supports 4 types.
| Balance | This shows the description and Year-to-Date balances for Assets,Liabilities and Capital accounts. |
| History | Compares Current and Year-to-Date figures to last years balances. |
| Budget | Compares Current and Year-to-Date figures to budget figures. |
| Changes | Shows change in the financial position of the current period to thesame period last year. |
This will be displayed automatically as each default report has already been assigned a type. You can change the type by pressing [F2] to pop-up a list of types.
Title The Report Title will be displayed. You can change it if you require by entering the title to be printed at the top of the report.
Once this information has been entered, the report format will be displayed. You are then free to add, delete, or manipulate the accounts that are to be included in the report.
[Ins] allows you to enter a line.
[Enter] on any line allows you to edit it.
[Del] allows you to delete a line.
To move lines within the report use the grey plus and minus keys.
When you have finished editing the report press [Ctrl][Enter] to save the changes. If you don't want to save the changes press [Ctrl][Esc] or [Alt][F4] if you are running under Microsoft Windows.
11.11.2. Adding a New Report
If you find the default reports are not enough you can create a new report. Select `Custom G/L Report Formats' from the General Ledger Reports Menu. An empty reports screen will be displayed.
Report Enter the name of the report to be created. You will be asked if you wish to base your report on an existing report. If you enter [Y] then you can select from the pop-up list and the type will be displayed.
Type This field specifies the type of report. Equity supports 4 types.
| Balance | This shows the description and Year-to-Date balances for Assets,Liabilities and Capital accounts. |
| History | Compares Current and Year-to-Date figures to last years balances. |
| Budget | Compares Current and Year-to-Date figures to budget figures. |
| Changes | Shows change in the financial position of the current period to thesame period last year. |
If your report is not based on another report you can select what type you want your report to be by pressing [F2] to pop-up a list. You can change this at a later date.
Title Enter a title for your report. This will be printed on the top of the report. Once this information has been entered, the report format will be displayed.
You can now enter the accounts you want included in the report.
[Ins] allows you to enter a line. For more information on adding lines to reports refer to Creating Report Lines in this section.
[Enter] on any line allows you to edit it.
[Del] allows you to delete a line.
To move lines within the report use the grey plus and minus keys.
When you have finished editing the report press [Ctrl][Enter] to save the changes. If you don't want to save the changes press [Ctrl][Esc] or [Alt][F4] if you are running under Microsoft Windows.
11.11.3. Creating Report Lines
When you are in the body of a report format, pressing [Ins] allows you to add a line to your report. This line may be a Title, an account, a total or a free line. When you press [Ins] a screen will be displayed that allows you to enter the line details.
Action There are two types of report lines - Print and Accumulate. If you wish to print a title, account, total or free line select `Print'. If you wish to subtotal this line into the next line select `Accumulate'. This is used if you are accumulating the totals for a group of accounts and you don't want the total of each account printed on the report, just the overall total of all the accounts.
Amount This field specifies whether any amounts are to be printed on this line.
Select `None' if this line is a Title or Heading, or any type of print line with no amounts.
Select `Account' if the amount to be printed is the balance of any General Ledger account.
Select `Sub-Total' if the amount to be printed is a calculated amount created by the addition of accounts from previous print lines.
Description Enter the text the way it is to be printed on the report or accept the default description by just pressing [Enter].
Add Into Each account needs to be added to a total so that the total can be printed on the report. Enter a short totaling code of the total this line is to be added to, e.g. EXP1 for the first group of expenses.
Underline Select the type of underline needed after this print line, either none, single or double.
Reverse Sign Select Yes if the amount's sign should be reversed before adding to a sub-total.
Each line within your report will have to be entered separately. When you have finished entering report lines remember to press [Ctrl][Enter] to save the report format.