Financial Statement Printing Financial Statement Printing
Financial statements may be printed with or without a budgetary analysis. The following screen comes into view when Financial Statement is chosen from the General Ledger Reports menu.
Click on any column header to sort the listed items. This will be useful when the list of reports has grown.
Add or Change (button)
To modify the information used in generating the report, press the Add button or highlight the desired report title and press the Change button. For more information, see Add or Change a Financial Statement.
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted and the previous screen comes into view. If the No button is pressed, the program returns to the previous screen.
To print a report, highlight the desired report and press the Print button. For more information, see Printing Reports
Note: If the message "Nothing to Print" comes into view when the Print button is pressed, there are two main causes:
A. There is no information within the selected limits. Remove all limits, then, one at a time, reinsert the limits. If the report still will not print, insert a new report title.
B. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.
There are two reports available.
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This button closes the program and returns to the main screen.
Help (button)
see How to use help
Add or Change a Financial Statement
To Add or Change a report, press the appropriate button and the following screen will come into view. This screen displays the possible limits that may be set.
Following is a description of each of the limits. Check the appropriate boxes and enter the desired limits. When all desired limits have been set, press the OK button.
Report Title
The title of the report. Warning: The title is used to store the selected limits. If no title is entered for the report, the message "Nothing to Print" will come into view when trying to print the report.
User
Enter the User ID of the report creator.
Lock (check box)
If this option is selected, only the User listed in the User field can change or delete this report.
Set the range of Fiscal Periods for which the statement should be printed. The following fields may be used to limit the statement to a particular fiscal period or range of fiscal periods. To limit the statement to a single fiscal period, enter that period in both the From and To fields.
From
Selects the first period in a range of fiscal periods or a single fiscal period. Enter the fiscal period or press the lookup button and the Fiscal Period Maintenance screen comes into view. Highlight the desired record and press the Select button.
To
Selects the last date in a range of fiscal periods or a single fiscal period. Enter the fiscal period or press the lookup button and the Fiscal Period Maintenance screen comes into view. Highlight the desired record and press the Select button.
Compare to Prior Period (check box)
The system can print a comparative income statement showing how this month or range of monts compares the same month or range of months in a prior year. When this box is checked, the program will print an income statement with one set of columns for the fiscal period range specified in the Fiscal Periods box described above, and one column for the fiscal period range indicated directly below this check box.
Print Balance Sheet (check box)
If this box is selected, a Balance Sheet will be printed.
Print Income Statement (check box)
If this box is selected, an Income Statement will be printed.
Selected Fiscal Period Range column (check box)
If this box is checked, a column showing the values for the Selected Fiscal Period will be included on the Income Statement report.
Year to Date column (check box)
If this box is checked, a column showing the Year to Date values will be included on the Income Statement report.
Percentage column (check box)
If this box is checked, a column showing the value as a percentage of total sales will be included on the Income Statement report.
Print Account Numbers (check box)
If this box is not selected, the general ledger account numbers will not be printed.
Skip Zero Balance Accounts (check box)
If this box is checked, any accounts with a balance of zero will be skipped.
Warn of Unassigned GL Accounts (check box)
If this box is checked, any accounts not assigned to the general ledger will be listed.
Print Design Financial Setup (check box)
Check this box to print a setup copy of a financial statement that can be used as a legend for other financial statements.
Include Date/Time Stamp (check box)
Check this box to include a Date/Time Stamp on the printed Financial Statement.
Print ALL CAPS (check box)
Check this box to include print all the text on the statement with ALL CAPITAL LETTERS.
Show Whole Dollar Figures (check box)
Check this box to remove the pennies from all figures on the report.
Tick one or both of the boxes below to highlight negative numbers on the report.
Print negative numbers in Brackets (check box)
Check this box if negative amounts are to be displayed in brackets.
Print negative numbers in Red (check box)
Check this box if negative numbers are to be displayed in red.
Print Trend Income Statement (check box)
The system can print a comparative income statement showing how this month compares with previous fiscal periods. The printout can compare figures for the twelve previous months or the four previous years. The following radio buttons will appear when the box is checked:
If Months is selected, the printout will contain columns for this month and the 11 previous months. The final columns contain a total and a per-month average. If Years is selected, the printout will contain month to-date and year to-date columns for this year and the 3 previous years. The final columns will contain month to-date and year to-date averages for the four years.
Over/Under Billings
The system can adjust the balance sheet for current Billings in Excess of Costs and Costs in Excess of Billings figures from the Job Costing module. When this button is pressed, the following window will appear:
Include adjustments... (check box)
Check this box to have the system adjust the balance sheet during printing.
Under Billings (Asset):
Select the balance sheet line item that should be adjusted by the calculated Costs in Excess of Billings figure.
Over Billings (Liability):
Select the balance sheet line item that should be adjusted by the calculated Billings in Excess of Costs figure.
Difference (Income Statement):
Select the income statement line item that should be adjusted by the difference between the calculated Costs in Excess of Billings figure and the calculated Billings in Excess of Costs figure.
Date Printing Format
Select the desired Date Format from the drop-down box. The format and an example date will be displayed when the drop-down box is clicked.
Export to Text File (check box)
Check this box if the report is to be saved as a text file. Enter the filename in the field below or press the lookup button to browse for the appropriate directory and/or filename.
Date Printing Format (drop list)
Select the desired format for printing dates on the report.
If the system allows for Multiple Financial Statement Formats, this field allows the user to select which format to use for the Financial Statement.
Budgets
Print with Budget Analysis (radio button)
If this box is checked, a budget analysis report will be printed.
Year to Date Fiscal Period Range
Using the lookup button, select the beginning and ending fiscal periods.
Department Range (only displays if using Departmentalized Income Statement)
Select Departments (check box)
If this box is selected the From and To fields will be available. This option is only available if Departmentalized Income Statement was selected on the General Ledger tab in Setup Accounting Options. To select only one Department, enter that Department in both the From and To fields.
From
Enter the first Department in a range of Departments or a single Department number. Press the lookup button to select from a list of Departments.
To
Enter the last Department in a range of Departments or a single Department number. Press the lookup button to select from a list of Departments.
Click this button to save the current settings and print the report immediately, without having to return to the Report Title browse window.
Report Description - Balance Sheet
The Balance Sheet lists accounts as they have been designed in General Ledger Accounts. The statement date will be the last day assigned to the fiscal period. Totals for Assets and Liabilities & Equity should be the same.
Accounts
The account name will be printed on the left side of the report. If account numbers are specified, the number will print to the left of the account name.
Totals
The totals for each account are listed next to the account description.
Report Description - Income Statement
The Income Statement prints after the Balance Sheet. This statement may be printed with or without budgetary analysis. In both cases, the departmental statements will precede the consolidated statement. The figures on the consolidated statement reflect only the combined information for the departments printed. A sample of each type of statement is shown at the end of this section.
Accounts
The account name will be printed on the left side of the report. If account numbers are specified, the number will print to the left of the account name.
Period
The columns under Period are for the specified period only and the fiscal period name will be listed above the column.
Percent (%)
During preparation for printing, the system calculates total income for each department and for the total (consolidated) company. Each account is divided by the total income for its department. This percent of income is printed in the % column. The percentage from all income accounts should total 100%. This feature may be used to determine what percent of all income is used to cover expenses.
Year to-date
The figures under the Year-to-Date column are for the entire fiscal year. The descriptions and % are calculated using either the listing period account amounts or the year to date account amounts.
Percent (%)
During preparation for printing, the system calculates total income for each department and for the total (consolidated) company. Each account is divided by the total income for its department. This percent of income is printed in the % column. The percentage from all income accounts should total 100%. This feature may be used to determine what percent of all income is used to cover expenses.
Report Sample: Income Statement (Without Budgetary Analysis)
Report Sample - Income Statement (With Budgetary Analysis)
Report Sample - Trend Income Statement (Monthly)
Report Sample - Trend Income Statement (Yearly)
