DYNAMIC 3i FINANCIAL STATEMENTS

The user may also utilize numbers (i.e. 100) in order to determine such things as percentage of budget etc. The variables, once defined, can then be utilized in the financial report format entry.

Report Format Definition Entry

The report format definition entry program is used to set up the base information that will be printed. The title of the report, headings and columns to be printed are all a part of the report formatting process.

Report Name - The user can select any combination of characters to define a report name. It would be advisable to use meaningful names, for example 'Balance_Sheet', in order to facilitate the report generating selection process.

Report Title - The report title is approximately defined as the section at the top of each financial report, consisting of unlimited lines to a maximum of 999 characters. The easiest way to see the report title section is to hit the [edit] function key on your keyboard to expand the window. The title can contain free-form text and there is also a list of standard variables that you may wish to include in the title section of the report. The system variables are as follows:

  &&sysdate The system date/today's date

  &&time The time at which the report was run

  &&company_name The company name which is at the top of each screen

  &&fiscal_year The fiscal year for which the report is run

  &&period_no The period for which the report is run

  &&sequence_no The reporting sequence number

  &&sequence_no_desc The sequence description

  &&page_no Will print 'Page x of x'

  &&page_only Will print 'Page x'

  &&report_no Sequential number when printing detail reports

  &&report_code The reporting level or roll-up identifier

  &&report_code_desc The description of the reporting level

  &&period_to_date The ending period date for which the report was run

  &&period_from_date The beginning period date for which the report was run

The entry of the heading information is more or less free-format and may take a little fine-tuning to get the headings just right. Between variables spaces can be inserted in order to space out the fields. To move to the next line in the heading press the return key, and begin with the spacing or variables desired. A typical entry for a report heading would have the following fields:

 &&sysdate &&time &&company_name &&page_no

 For Fiscal Year &&fiscal_year Period &&period_no           &&report_code_desc

 ----------Current Month---------------- ------Year to Date-----------

 Description Actual Budget % Actual Budget %

Date Format - The user can select the way that the system will display the period from/to dates in the report header, if used in the header. Some formats include :

 Month :

                MON (Three letter abbreviation),

MONTH (Full month name),

MM (Month of year, 01-12; JAN=01)

 Date :

                DDD (Day of year 1-365),

DD (Day of month 1-31),

D (Day of week),

DAY (Name of day),

DY (3-letter abbreviation of the name of day)

 Year :

                YYYY (Regular format i.e. 1999),

YYY (last three digits i.e. 999),

YY (last two digits i.e. 99),

Y,YYY (Year with comma in this position)

 Suppress zero acct - Will force the report to suppress zero accounts.

 Suppress zero tot - Will force the report to suppress zero total accounts.

 Pos.# - Represents the print position on the report. The first field would typically be printed in position 1 and the second field would be printed in position 17, if the first field was about 15 characters in length. The width of the report depends entirely on the printer's capabilities. If the printer is a laser printer and can print on legal size paper in landscape, the financial report will be able to accommodate approximately 300 characters depending on the font utilized. Traditional line printers will accommodate a maximum of 132 characters.

 Variable Name - The variable name can be any of the following standard variables, a variable as defined in the variable definition entry or the variable 'TEXT' which will indicate that the text information entered in the account number sequencing will be printed or 'ACNO' to print the G/L account. The standard variables are defined as follows:

  PA(-)99 Period Actual

  PB(-)99 Period Budget

  QA(-)99 Quarter Actual

  QB(-)99 Quarter Budget

  YA Current Fiscal Year To Date Actual

  YB Current Fiscal Year To Date Budget

  LYA Last Fiscal Year To Date Actual

  LYB Last Fiscal Year To Date Budget

  LPA(-)99 Last Fiscal Year Period Actual

  LPB(-)99 Last Fiscal Year Period Budget

  NYB Next Fiscal Year To Date Budget

  NPB(-)99 Next Fiscal Year Period Budget

  LQA(-)99 Last Fiscal Quarter To Date Actual

  LQB(-)99 Last Fiscal Quarter To Date Budget

  NQB(-)99 Next Fiscal Year Quarter Budget

The system handles period variables (Period Actual, Period Budget, Quarter Actual, Quarter Budget, Last Fiscal Year Period Actual, Last Fiscal Year Period Budget, Next Fiscal Year Period Budget) differently depending on the coding utilized. The current period is defined as '00' and therefore, the period actual variable would be 'PA00'. In order to select one prior period, the user would select '01' (i.e. PA01 would be the prior period actual) and '02' if the two months prior would be required. This is useful in financial reports that require a rolling prior six months analysis for example. The user can also select a specific fiscal period by utilizing the '-' and a period number. To select the first period actuals the variable would be defined as 'PA-01', the second 'PA-02', the twelfth 'PA-12'. In the case of quarters the same methodology applies with the exception that there is a maximum of 4 quarters. Therefore quarterly actuals for the year would be defined as 'QA-01' Fiscal Quarter 1, 'QA-02' Fiscal Quarter 2 etc.

Ratio - The ratio indicator is utilized to indicate if the variable indicated should be represented as a ratio. For example, the current period actual can be represented as a percentage of the total as defined in the account sequencing program.

Temp. Budget - If you have chosen a variable that is associated budgets and you wish to utilize a temporary budget's figures enter 'X' here, otherwise leave as blank.

Rev. # - If you wish to utilize the temporary budgets, you must identify wish revision you want to use.

Variable Format - The variable format allows the user to define the print format. The standard list of formats is as follows, keeping in mind the length of each field is user defined but the position of the next starting field will overlap if not positioned properly. Field sizes are not restricted to the length as outlined in the formats below and combinations can be utilized in the format.

  999999 - Number of 9's determines length of field and no decimals

  09999 - Prefixes value with leading zeroes

  $999 - Prefixes value with a dollar sign

  B999 - Returns zero value as blank instead of '0'

  9999MI - Returns '-' after negative values

  9999PR - Returns negative values in <angle brackets>

  9,999 - Returns a comma in the position

  99.99 - Returns a period in the position

For text fields and account, the length of the field will be defined based on the starting position of the next field to be printed. The default format for numeric prints as -9999.99. A sample report is as follows:

Report Format Definition Listing

This program will generate a hard copy of the report formats as defined in section 1.6 or by utilizing the 'Print Format Mask' option to generate a template of the report.

Report Format Duplication

This program is utilized to duplicate an existing report format to a new report code. This could be useful if minor changes are required to the report format. Once duplicated the user can proceed to the report format entry program to fine-tune the format and proceed with any further changes.

Account Number Sequencing

This is the last major component in defining the financial report. This program covers the sequence in which the account numbers will be printed on the report. In the case of a balance sheet the assets will be printed first and then the liability section or the income statement will have revenues first then expenses.

 Sequence Id - The sequence identifier is used to identify the sequence in which the accounts have been defined to print. An example of a sequence id could be 'REVENUE' for revenue information. Each sequence id has a description associated with it which can be printed in the heading of the report format entry (variable name &&sequence_no_desc).

 Line # - The line number is the sequence of lines to be printed. Gaps in the numbering can be entered to ease the insertion of new line numbers but it is not necessary as the system will automatically renumber if required.

 From G/L Account / To G/L Account - The range of general ledger codes to be summarized and printed. Wild cards (%,_) may also be used to select the general ledger account codes. If the from G/L account field is left blank the cursor will skip over the to g/l account and proceed to the G/L Number field. If the to G/L account field is left blank, the system will default the description from the G/L Segment Master Maintenance or if the system does not have segments, from the Chart of Accounts.

 G/L Branch Account Number - In some instances it may be necessary to select a specific g/l account number inclusive of all segments for printing on a financial statement. The account number entered will remain fixed and will always print in the position regardless of the roll-up identifier being used. This is also useful to exclude a specific account number from the report.

 Check Rollup - Enter an 'X' if you want the system to validate the branch and account are within the range of the rollup specified. The system will skip this line if the check failed.

 From Line / To Line - This function is used to perform totaling or sub-totaling and line level calculations. For the totaling function, the user selects the line number range and in the 'O'perand field enters a 'T' to designate that the lines should be totaled. If the user wants to add two specific lines together, the first line number would go in the from line number and the second would go in the to line number and the operand would be a '+' plus sign to indicate they should be added together. Other operands are '-' minus sign, '*' multiply, '/' divide, '%' divide the to line and multiply by 100 or leave the field blank if it does not apply. If the from line field is left blank the system will bypass the to line number field.

 Exclude Total (Ex.Tot) - Enter 'X' if you do not want this line to be included into the 'T'otal calculation.

  Print Flag (PR) - Is used to indicate whether the lines are to be printed ('X'), underlines are to be printed in the numeric columns ('L') which is useful to highlight the total lines, double underlines ('D'), blank to not print or the code 'E' to exclude the G/L account from the report when ranges are in use.

 Sign (S) - Will allow override of the sign on the variable. The revenue is usually stored in the General Ledger as a credit but for financial reporting purposes the number should be expressed without the sign. The user's options are 'R' to reverse the sign of the field for printing purposes only, or the field could be left blank to accept the field with the sign.

 Ratio (R) - Will indicate the point at which ratio columns will be calculated. For example, the total sales line could have the ratio indicator set if the sales by product line ratios are to be calculated based on the total sales dollars. If 'S' was set, then a sales line could have the ratio indicator set if the sales by product line ratios are to be calculated based on total sales dollars. If 'S' was set, than an 'E' would have to be set in a later line to indicate the end of the ratio calculation. For example, 'S' was set on the revenue line, an 'E' was set on the salaries line. All lines following the revenue line up to the salaries line will have ratios calculated based on the revenue (the 'S' line becomes the denominator and each line after it, up until the end of the sequence or an 'E' line, becomes the numerator). The 'X' works in a similar manner but in the reverse direction. For example, a list of revenue lines was placed in advance of a total revenue line. If an 'X' was placed on the total revenue line, the system would have ratios calculated based on the total revenue for each of the lines proceeding the 'X' line (the 'X' line becomes the denominator, and each line proceeding it, until the start of the sequence or another 'X' line, becomes the numerator). The same effect can be achieved with 'S' and 'E' lines by using forward referencing.

 Detail Print (D) - Will allow the user the option to print the details of the account number selected or generate a summary only. The detail option will print each combination of accounts for the roll-up identifier selected and should be utilized when wanting to view each cost center.

 Sort By - If a range of accounts was selected, the user has the opportunity to sort by either account sequence (when the field is filled with an 'X') or by cost centre (when this field is left blank).

 Def. C/D - This flag determines the default account type. If 'C' is entered, the system will take the values in the account and treat it as credits (automatically reversing the sign). Similarly, when 'D' is entered, this line will be treated as debits (no sign change).

 Page Break (P) - The system will force a page break when this field is filled with an 'X'.

 Text - The contents of this field that appears here is utilized when the 'TEXT' variable is set up.

 A sample of an account sequence is as follows:

Financial Statement Report Entry

 This program allows the user to create and maintain different reporting combinations. Different rollup id's can be matched to different reports giving numerous options that user could use. The system will also print the one sequence as one report (summary) or as each report within the hierarchy if this sequence has been rolled up. This program will display the last time that sequence was generated with the fiscal year and period that the user selected to run. The printer is the output device to get either a hard copy (print-out to paper) to soft copy (to the computer screen). The field 'Cp' refers to the number of copies that you would like to print. If the user changes the report name, rollup id, summary/detail flag of account sequence identifier of any existing sequence, the previous run of that sequence will be removed and therefore must be re-generated. The sequence field is a number usually with like reports grouped.

The generator is the step that will compile the financial information into the report format using the rollup identifier indicated for the account sequence selected. The information the system gathers is based on the fiscal year and period selected. The user has the option of generating a single sequence or a range of sequences. After running this form the user can proceed to the last step of printing the financial statement. The program will display (if run in 'on-line' mode) the various stages that the program is at.