GL Report Writer

GL Report Writer

Purpose

Available from the General Ledger Menu is a Report Writer program that allows customization of Financials. This is not the same Report Writer that is available on the Reports menu. This program deals only with your General Ledger Accounts.

Practical Applications

How it Works

When you choose #14 from the GL menu you are presented with this menu:

GL Report Writer

  1. Define Reports
  2. Define Agency/Branch/Dept. Sets
  3. Run Reports
  4. Modify GL Groups

E. End

Enter Option:

Steps to Installing a Report

Step 1.

The agency must first determine what type of financial they are looking for that the regular Income Statement and Balance Sheet doesn’t provide. Remember that GL Report Writer is a feature that not everyone will use though everyone has it (not a separate purchase like regular Report Writer).

Step 2. Creating The Line Codes for the GL Report

The accounts that the agency wants to affect the report must have their line codes installed. This can either be done through the Chart of Accounts Maintenance program (UT,6,1,1) or through the GL Report Writer menu (GL,14,4). Line codes are validate/entered into FLDS.DBF.

Note : If the agency wishes to install different line codes for multiple sub-accounts under the same title account they must do this through the Chart of Accounts Maintenance program. If installing from the GL Report Writer menu you can only install a line code for a title account.

The agency should first run a chart of accounts from UT, 6, 1, 1 using the (L)ist option. This is the only area in TAM where the line codes installed for an account will print. The agency must then decide which accounts they want to have on the report and the order in which they want those accounts to appear in.

Tips:

Step 3. Define Reports

Once an agency has determined the need for a special type of financial, they use this option to install it. The report must be titled. This title can be up to eight characters. Be sure to assign a logical title. A description line will be presented for a more in-depth description. To pull up a report that has already been installed you can use the look up function of a "?" in the first byte of the field. This will display a list of all reports that have been defined.

Each report can use only one of the five possible chart of accounts groupings which are either defined through the Chart of Accounts program (UT,6,1,1) or through the GL Report Writer Menu (GL,14, 4).

If the accounts have not been assigned to a group, then GL Report Writer will not have any data to act upon. The program uses the GLEDGER and GLEDGER1 databases, fields LINE0 through LINE4.

The information defined on this screen will be written to GLR.DBF.

Once you pick a group for the report to act upon (remember, only 1 group is allowed per report) you will get the following screen:

Define Reports

Report SUMMBAL Summary Information Balance Sheet Group # 1

  1. Select New Report
  2. Define Report Header
  3. Define Report Lines
  4. Define Section Titles
  5. Define Subtotals
  6. Define Grandtotals
  7. Define Output Options
  8. View Report Outline
  9. Delete Report

E. End

Enter Option:

Option 1 Select New Report

Will allow you to change to one of the other installed reports, or allow you to install a new one.

Option 2 Define Report Header

Allows you to design the Header that will appear on the report. You can use up to 5 lines of description with 50 characters in each line. You also get the option to print the Header on each page, and whether you wish to align this in the center or to left justify it. This information is written to GLRHEAD.DBF.

Option 3 Define Report Lines

Allows you to add an individual line code or range of line codes. If a range is desired, just type in that desired range. You will then need to go to each line code and revise the following screen:

Define Reports

When might an agency want to reverse the sign on a report? Remember, that data is stored in GLEDGER as the number actually is. In other words, since ASSETS (type 1) and EXPENSES (type 5) accounts generally carry a debit balance, the balances of these accounts are generally positive numbers in the databases. Conversely LIABILITIES, EQUITY, and INCOME accounts (types 2, 3, & 4 respectively) generally carry credit balances. Therefore you will generally see those balances filed as negatives in the database. GL Report Writer will flip the signs on type 2, 3 & 4 accounts automatically for you. So, if an agency wants to run a summary report of their bottom line INCOME and EXPENSES and they would like the EXPENSES to show as negatives, they would say Y to “Reverse the sign” on amounts for the EXPENSES (Note: Their INCOME which would generally be stored as negatives in the database will automatically have their sign flipped by GL Report Writer because they are a type 4).

If an agency does want to see their expenses as negative numbers on the report, you must remember that they choose to flip the sign when setting up their Grandtotals because if you tell it to take INCOME - EXPENSES and you told it to display the EXPENSES as negatives it is going to ADD EXPENSES in instead (because INCOME - (-EXPENSE) ).

Note:   The above examples of when you might wish to flip the sign are why a line group must be unique within a TYPE (should not cross over types).

And finally, you're asked if you wish to print this Line on the report. If you print it, the description types in the line code field will print on the report. But, sometimes you might wish to include a line code only to be included in a subtotal, and not to be printed on the report. In this case you still have to tell the report that you are planning on using that line code even if you aren’t going to print it.

Examples:

An option line is then displayed and you can continue on defining all of your report lines and their desired placement for this report.

Note:   If you change the description field on the line code on this screen it will update the FLDS value.

Option 4. Define Section Titles

Here you are presented with a screen similar to defining line codes, but the purpose is to create title areas on your report.

Option 5. Define Subtotals

You are given the ability to break your report into subtotals, tell it when to begin and stop accumulating totals (which line codes to include), give the line a description, and how you wish it spaced out on the report as well as where you want it indented. This information is stored in GLR.DBF. You can also subtotal lines which are not printed on the report (examples stated earlier).

The Subtotal Name does not print on the report but it should be descriptive since it will be used when entering in the formulas for the Grandtotals.

The Subtotal Line Description does print on the report. Remember not to indent it too far over if installing the Output Option for the report as Monthly balance breakdown otherwise it will be truncated on the output since that output requires virtually all the space on the page printed in landscape mode.

Also when defining subtotals remember that if your output is only going to be subtotals (i.e.: no detailed lines) that if you put in spaces after one subtotal and then choose to put in spaces before the next subtotal, you will have the combined amount of spaces between those totals. Example: I define a subtotal for cash and tell it to advance 3 spaces after the subtotal. Then I tell it to space 3 before when installing my subtotal for liabilities (the very next line that will print on the report). I will therefore have 6 spaces (or blank lines) between those subtotals on the report. This same issue also exists between the last subtotal and the grandtotal.

Note: You may have to define more subtotals than you want printed on the report due to the restriction when defining Grandtotals where you can only have 5 subtotals operated together to become a GRANDTOTAL (restriction imposed by the structure of GLRHEAD).

Option 6. Define Grandtotals

Facts

  1. More than one grandtotal can be included on a report and the formulas are stored in GLRHEAD.DBF.
  2. Percentage comparisons are done on grand totals.

Example: If you want to run a comparison of expense to income you would have to provide a GRAND TOTAL INCOME in order for the report to calculate.

  1. Grandtotals are based on subtotals created above.
  2. You cannot have more than 5 subtotals operated on to equal a grandtotal

Example: Subtotal1 + Subtotal2 * Subtotal3 - Subtotal4 / Subtotal5). The system just won’t allow you to add any more.

  1. You must decide which line code to place the grand total(s) after. Important! Otherwise you could end up with a grandtotal that includes a subtotal that is printed before the last subtotal!
  2. Each grand total must have a formula for calculation. There is a F(ormula) option on the option line. Here you select the subtotals to be part of the grandtotal's formula, and the operators (plus, minus, divided by, times, or equals when through). If choosing either the Divided by option or the Times option the system will ask if you wish to divide/multiply by another subtotal or a constant.

Examples:

Option 7. Define Output Options

A box appears with your format options:

  1. Specific year or budget only
  2. Specific year, budget
  3. Specific year, prior year
  4. Specific year, prior year, budget
  5. Monthly balance breakdown
  6. Agency, branch, or dept. breakdown.

For the first 4 choices, you get to choose your desired format of the output for totals: monthly, year-to-date totals, or both and whether or not you which to print percentages. For the monthly balance breakdown you only get to choose whether monthly, year-to-date totals, or both are desired.

If choosing Specific year, Prior year, Budget a message will display informing the user that they must print this on a laser printer (so it can landscape).

The Monthly Balance Breakdown option is especially nice for the agencies who would like to see their Balance Sheet broken down with monthly totals rather than just seeing the Year to Date total.

For the last option you also get to choose monthly or year-to-date totals and the type of breakdown (Agency, Branch, Dept.).

Option 8. View Report Outline

Gives you the choice to run it to the console or directly to the printer. This allows you to preview your format.

Option 9. Delete Report

Self explanatory.

Step 4. Define Agency/Branch/Dept. Sets

Allows you to predefine groups of agencies/branches/depts. that you can use for your reports. Not specific to any one report and not necessary to have installed to run the reports. If the agency is installed as 1 Agency, 1 Branch, and 1 Dept. you will only have one set installed. These sets can be revised/deleted at any time.

Step 5.Run Reports

Provides you with parameters to choose which installed report you wish, with which Agency/Branch/Dept. setup and for which month you wish to run it for. You get the option of previewing the report, running straight to the printer, or running to a file.

Troubleshooting

  1. Internal Error when trying to run the report. Exit to the GL menu, enter back in and try again.
  2. Subtotals not accurate. Did you assign a line code across types?
  3. Balances not matching regular Financials. First, determine if they should be based on the way you setup the reports. Were any new accounts added that didn’t get a line code? Is it for the current month? Remember that GL Report Writer does not generate monthend journal entries for the current month. You only see monthend entries that have been posted to the GL.
  4. Balances not printing at all on a report. Be sure to check the account in UT-6-1-1 for line codes. You may need to contact support to have them check to see if the line codes filed correctly in both the GLEDGER and GLEDGER1 databases.

 

Last Revised: February 19, 2008 02:23 PM

SWE1943