Option 3Statement Printing

You can use this function to further define the format and contents of your financial statements. This function allows you to select predefined Statement Detail and Statement Text attributes and attach statement column parameters and other statement formatting.

Use this function to maintain the Statement Printing options and selections. This function provides specification of range selection on account components, heading and disclaimer text, column attributes, and heading overlays. Multiple Statement Print records can refer to a single statement format as defined in Statement Detail, allowing you to have several versions of the same basic statement. For example, you could have one Statement Print record for a “detail” Balance Sheet and one for a “rounded” Balance Sheet, both referencing the same Statement Detail for the Balance Sheet. Another example might be a Statement Print record of an Income Statement for “Division 1” and one for “Division 2”, both referencing the Statement Detail for an Income Statement.

When you use this function, a record of all entries will be printed. For additions, all new field contents are printed; for deletions, the deleted record’s contents are shown; for changes, both old field contents and new field contents are shown; and in all cases, the User ID, date, and time are printed.

The screen shown below presents information about Statement Printing.

The Statement Printing file defines the formats and contents of various statements to be generated by the financial statement process.

Statement Printing screen

When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing.

Note that the Audit Info option is available at the bottom of this screen. When this option is invoked, the Audit Information overlay appears and displays the date the record was created and who created it, as well as the date the record was last modified and who modified it. Press the END key or the RETURN key to clear the overlay from your screen. The information displayed in the Audit Information overlay is system-supplied and non-modifiable.

Data items for the preceding screen are described below:

Statement Print No

Positive number, up to 4 digits Scan by this field (access key)

The system assigns a number beginning with ‘0010’ and increments it by 10 from the last statement print number added. This number is used to designate the statement format to be used when printing a statement. (This allows you to print a previously defined financial statement in a number of print formats.)

Description

Alphanumeric, up to 30 characters

Enter a description of this financial statement print format. This description is not printed on the financial statement, and is for user reference only.

Statement Number

Positive number, up to 4 digits Scan available

Enter the financial statement (previously defined in the Statement Detail file) to be printed in this statement print format.

Description Length

Positive number, up to 2 digits

Enter the length of the description for this statement. The length must be 30 characters or less.

Report Width

Positive number, up to 3 digits

This entry specifies the report width (number of characters) for this statement format. The report width must be between 80 and 156 characters; the default value is 132. This number is used for centering purposes and for right justifying page numbers and special value fields (see Statement Print Text screen).

Start/End Main Account

Upper case, up to 10 characters

Define the beginning and ending range for the first component of the accounts whose balances are to be printed on the financial statement. Any entry here will override the Statement Detail Start Component 1 selection.

Start/End Subsidiary Account

Upper case, up to 10 characters

Define the beginning and ending range for the second component of the accounts whose balances are to be printed on the financial statement. An entry here will override the Statement Detail Start Component 2 selection.

Start/End Division

Upper case, up to 10 characters

Define the beginning and ending range for the third component of the accounts whose balances are to be printed on the financial statement. An entry here will override the Statement Detail Start Component 3 selection.

Start/End Branch

Upper case, up to 10 characters

Define the beginning and ending range for the fourth component of the accounts whose balances are to be printed on the financial statement. An entry here will override the Statement Detail Start Component 4 selection.

Heading Text Number

Upper case, up to 3 characters Numbers only Scan available

Enter the Statement Text number from the Statement Text file for the financial statement headings. This text will print at the top of each page of the statement. If this number is changed, the corresponding Statement Text will be written to the Statement Printing Text file, overriding what was there previously.

Disclaimer Text Number

Upper case, up to 3 characters Numbers only Scan available

Enter the Statement Text number from the Statement Text file for the Statement Disclaimer. This text will print at the bottom of each page of the statement.

The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:

• EEnd Component Must be Greater or Equal to Start Component

Press ENTER to display system-supplied information and then press ENTER again to continue to the next screen.

Select the Next Record option to go to the next Statement Printing record.

At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Receiving Allocation Accounts file.

The screen shown below presents information about Statement Printing Columns.

A second level of the Statement Printing file defines the various statement columns. It contains up to thirteen records per statement, one for each column, and they must be in sequential numeric order, starting with column number one, with no gaps in the sequence. Each record defines the format and attributes of the column. The actual width of the column is determined by the width of the column “mask” once all parameters have been entered.

Statement Columns screen

When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing.

Data items for the preceding screen are described below:

Column No.

Positive number, up to 2 digits

The system will automatically assign the column number starting with 1 for the first column and incrementing by 1 up to a maximum of 13.

Column

Alphanumeric, up to 20 characters

This entry designates the first line of the heading for this column on the financial statement. The column heading cannot be wider than the width of the column mask. The actual numbers printed in each column will be right justified according to the “#”s in the mask. You should enter the column headings accordingly.

Heading

Alphanumeric, up to 20 characters

This entry designates the second line of the heading for this column on the financial statement. The column heading cannot be wider than the width of the column mask. The actual numbers printed in each column will be right justified according to the “#”s in the mask. You should enter the column headings accordingly.

Mask

This field displays the default size and format for column headings. The mask can be altered using the fields in the lower half of the screen.

Start Period

Upper case, up to 3 characters Valid: 001, 002, 003, 004, 005, 006, 007, 008, 009

This entry designates the accounting period for which balances are to be accessed. For all statements except a Statement of Changes in Financial Position or a Cash Flow Statement, make the following entries.

001

013: Fiscal month

SOY

Start of Year

EOY

End of Year

BAL

Balance

NET

Net

For the Statement of Changes in Financial Position or a Cash Flow Statement, enter one of the following to identify the starting accounting period:

MTD

Month to Date

YTD

Year to Date

Start Year

Positive number, up to 2 digits

Enter the starting accounting year.

Update Start/End Periods

Upper case, 1 character Letters only Valid: M, Q, N Default N Required

This entry allows the accounting periods to be automatically updated for printing financial statements. When an entry is made here, the posting procedures performed in the General Ledger will keep the accounting periods current. The options are:

N

Do not update. (The system will default to this, but the entry can be changed.)

M

Update Monthly. During End-of-Month posting procedure, the accounting periods are advanced by one month.

Q

Update Quarterly. During every third End-of-Month posting procedure (at the end of a fiscal quarter), the accounting periods are advanced by 3 months.

End Period

Upper case, up to 3 characters Letters and numbers only Valid: 001, 002, 003, 004, 005, 006, 007, 008, 009

This entry designates the accounting period for which balances are to be accessed. For all statements, except a Statement of Changes in Financial Position or a Cash Flow Statement, make the following entries:

001

013: Fiscal month

SOY

Start of Year

EOY

End of Year

BAL

Balance

NET

Net

For a Statement of Changes in Financial Position or a Cash Flow Statement, enter one of the following to identify the ending accounting period:

MTD

Month to Date

YTD

Year to Date

End Year

Positive number, up to 2 digits

Enter the ending accounting year.

File Type

Letters only Valid: B, D, U, F

Enter an upper case alphanumeric field, 1 character in l length.

This entry determines the type of accounting information to be used for accumulating and printing the amounts in this column. The options are:

B

Balances. The amounts printed are to be actual account balances. The system will automatically default to this option.

D

Budgets. The amounts printed are to be budgeted account balances.

F

Foreign currency. The amounts printed are to be foreign currency account balances.

U

Units. The amounts printed are to be unit account balances.

Code

Alphanumeric, up to 12 characters

If ‘D’, ‘F’, or ‘U’ was entered in the File type field, this entry defines the type of budget, foreign currency, or unit balance being accessed. Enter the correct key to the Types file defining the type of the Budgets or Units, or the currency code defining the type of currency for the Foreign Balance master file.

Calculation

Upper case, 1 character Valid: +, -, *, /, H, V, X, N Default N Required

This entry identifies the type of mathematical operation to be performed, on any two columns, for all fields in this column. The options are:

N

None. No mathematical operation is performed.

X

Crossfoot columns from Start Column # through End Column # excluding percentage columns.

+

Addition. Start Column # is added to End Column #.

-

Subtraction. End Column # is subtracted from Start Column #.

*

Multiplication. Start Column # is multiplied by End Column #.

/

Division. Start Column # is divided by End Column #.

H

Horizontal Percentage. Start Column # is divided by End Column # and converted to a percentage.

‘V’: Vertical Percentage. Each line item amount in the current column is expressed as a percentage of another line item amount. The denominator may be any line item, as designated in the Statement Detail file in the current financial statement. (See the exception in End Column.)

Start Column

Positive number, up to 2 digits

Enter the leftmost column # to be utilized for a calculation in this column.

End Column

Positive number, up to 2 digits

Enter the rightmost column # to be utilized for a calculation in this column.

for Calculation “V”, if both Start column # and End Column # are also calculation “V”, the result will be Start Column less End Column #.

Math Type

Upper case, 1 character Letters only Valid: blank, M, D

Enter a Math Type of “M” to multiply or “D” to divide the value of this column by the Math Factor. Otherwise, leave this field blank. A Math Type cannot be used with a calculation.

Math Factor

Positive number, up to 4 digits and 3 decimals

Enter a positive factor to be used in conjunction with the Math Type field for multiplication or division of the numbers defined in this column.

For example, if you wanted the monthly average of an annual figure, enter a Math Type of “D” and a Math Factor of 12.

Center Headings?

Y or N Default N Required

Enter ‘Y’ to center the column headings in the available column width.

Extra Spaces

Number, 1 digit

If more than one space is desired between the previous column and this column, enter the desired number of additional spaces here. This entry affects the column mask and the column width.

If less space is required for given column than the default size (9.2, 9.0 or 6.0), enter ‘-1’ or ‘-2’ to truncate the high order position(s).

Example:

Extra Spaces Mask

‘1’ ####,###,##.##

‘2’ #####,###,###.##

‘-1’ ##,###,###.##

‘-2’ #,###,###.##

Currency Symbol

Upper case, 1 character Default $ Carries forward in ADD mode

Enter the currency symbol to be printed for this column on the financial statement, otherwise, leave blank. It will be printed when Print Currency Field? in the Statement Detail file is set to ‘Y’.

To conserve 2 space(s) on the report, it is important to leave this field blank if no Currency Symbol is to be printed.

Example:

Currency Symbol Mask

‘ ‘ ###,###,###.##

‘$’ $###,###,###.##

Group Characters?

Y or N Default Y Required

Enter ‘N’ if the Group Character is to be suppressed.

Example:

Group Character Mask

‘Y’ ###,###,###.##

‘N’ ########.##

Sign Type

Alphanumeric, 1 characters Default 1 Required Carries forward in ADD mode

One of the following formats for negative values must be specified:

0

Leading Sign. Hyphen preceding negative values: -123.45.

1

Trailing Sign. Hyphen following negative values: 123.45-.

2

Credit characters following negative values: 123.45CR.

3

Parentheses around negative values: (123.45).

Rounding Type

Upper case, 1 character Letters and numbers only Valid: 0, 1, 2, N, O, T, C Default N Required

An ADD mode, this field will automatically be saved from one record to the next.

Enter a code from the list below to define any rounding used in printing balances / percentages on the financial statement. The options are:

N

Printed balances are not rounded.

O

Printed balances are rounded to the one dollar position.

T

Printed balances are rounded to the thousand dollar position.

0

Printed percentages are rounded to zero decimals.

1

Printed percentages are rounded to one decimal.

2

Printed percentages are rounded to two decimals.

The column mask will show the effect of this selection.

The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:

• EBudget/Unit Code Not on File
• EColumn Heading 1 Exceeds Width of Field
• EColumn Heading 2 Exceeds Width of Field
• ECurrency Code Not on File
• ECurrency Symbol for Percentage Column Must be Blank
• EEnd Column No Must be Less Than current Column No for Crossfoot
• EEnd Month Indicates Update End Date Must Be ‘N’
• EEnding Month Cannot Be MTD or YTD for this File Type
• EIf Calculation Doesn’t Equal ‘N’, Enter Start/End Column
• EIf Calculation Equals ‘N’, Start/end Columns Must Be Blank
• EMath Factor Cannot be Used Without Using Math Type
• EMath Type Cannot be Used on a Calculation Column
• EMath Type Requires a Math Factor
• EMath Type Requires a Start and End Period
• ERounding for Balances must be “N”, “O”, or “T”
• ERounding for Percentages must be “0”, “1”, or “2”
• ESign Type 2 not Allowed for Percentage Columns
• EStart Month Cannot Be Greater Than End Month
• EStart Month Indicates All Start and End Dates Must Be Entered
• EStart Month Indicates Computational Column, Dates Must Be Blank
• EStart Month Indicates Current Fiscal Year, Years Must Be Blank
• EStart Month Indicates Start Month And End Month Must Be Equal
• EStart Month Indicates Start Year and End Year Must Be Blank
• EStart Month Indicates Update Start Date Must Be ‘N’
• EStart Month Must Be Same as End Month For This Type Start Month
• EStart Period Cannot Be Greater Than End Period
• EStart Year Cannot Be Greater Than End Year E Starting Month Cannot Be MTD or YTD for this File Type
• EType/Currency Code Not Allowed with this File Type
• WEnding Fiscal Year is Greater Than Current Fiscal Year
• WStarting Fiscal Year is Greater Than Current Fiscal Year

Press ENTER to display system-supplied information and then press ENTER again to continue to the next screen.

Select the Previous Image option to go back to the Statement Printing screen. Select the Next Record option to go to the next Statement Printing Columns record. Select the End option to go to the next Statement Printing record.

At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Statement Printing Columns file.

The screen shown below presents information about Statement Printing Text.

The Statement Printing Text file allows you to define the various text to be imbedded in a financial statement such as Company Name, Accounting Period and Report Title. If a heading text number has been entered on the statement printing screen, the corresponding text from the Statement Text file will be displayed. If no heading text number was entered, no text will be displayed. In either case, left and right overlays can be added to the Statement Text to be printed. A special value field can be entered in the left and right overlay instead of text. (See the Statement Text Detail section of this manual for more information on special value fields.)

Statement Printing Text screen

When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing.

Data items for the preceding screen are described below:

Left Overlay

Alphanumeric, up to 30 characters

Enter text to be overlaid on the left-hand side of the Heading Text, or enter one of the optional special value fields. The special value fields are “PAGE”, “DATE”, “YEAR”, and “TIME” directly preceded by the “up arrow” character. The resulting text will be left justified. The left overlay will override any left justified, non-centered text on the current record.

Sequence Number

Positive number, up to 2 digits

This field is set automatically by the system. If a Heading Text number had been entered on the Statement Printing screen, this Sequence Number will correspond to the sequence number of the Statement Text.

Right Overlay

Alphanumeric, up to 30 characters

Enter text to be overlaid on the right-hand side of the Heading Text, or enter one of the optional special value fields. The special value fields are “PAGE”, “DATE”, “YEAR”, and “TIME” directly preceded by the “up arrow” character. The resulting text will be right justified. The right overlay will override any left justified, non-centered text on the current record.

The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:

• WThis Line Item Record is Not on File in Statement Text

Press ENTER to display system-supplied information and then press ENTER again to save the information on this screen.

Select the Previous Image option to go back to the Statement Printing screen. Select the Next Record option to go to the next Statement Printing Text record. Select the End option to go to the next Statement Printing record.

At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Statement Printing Text files.