Add a Financial Report Format

Use the Financial Reports Format Maintenance (GFM) program to add, change, copy, and delete formats for financial reports. See Background, Financial Report Examples, and Road Map for more information.

Click Add if formats exist. The program prompts Format number.
Enter a unique identifier (5 alphanumeric) for the new format. As a convenience, you can assign the same number to both the format and header; however, be aware that more than one header can use the same report format.

The program displays the Description field.

Enter a description (35 alphanumeric characters maximum) for the format you entered.

Click Format dtl to enter sequence numbers for this format. The program prompts Enter default organization for descriptions.
Enter the code for the GL organization for the accounts that you want to use for this report.

Enter data in these fields:

Field Name

Type / Max Length

Action / Description

Sequence number

Required
6 alphanumeric

Accept the sequence number that the program displays or enter a different sequence number.

Sequence numbers indicate the order of processing. For example, the sequence number for an accumulator used to total balances from accounts must be greater than the sequence numbers assigned to those accounts.

100 is the default increment.

Required
1 alphanumeric

Select what you want to print for this sequence:

Select	To
D	Print account titles, amounts, and subtotals for each organization, providing that you selected C for the Cons code field in the Financial Reports Header Maintenance (GHH) program. For example, if account 400 is set up in organizations 0, 00, 01, and 02, the report will have the balance for 0 400, followed by 00 400, 01 400, and 02 400. You can select D without entering account numbers in the From GL acct no and To GL acct no fields to print accumulators (Total 1 and Total 2). This requires a previous sequence to accumulate a Total to add to and a total accumulator in the Total 1 or Total 2 field.
N	Include amounts in totals or subtotals but not to print them. However, the program does print this type of sequence on worksheets when you select the Select for worksheet format? Program option in the Financial Reports Print (GP) program.
R	Print account titles, amounts, and subtotals for each account specified in the account number range, account type or account subtype, whether are not you selected C for the Cons code field in the Financial Reports Header Maintenance (GHH) program.
T	Print only the title in the Line desc field.
Y	Print the title and amounts for the account for this sequence. You can also add the amount to the total. If you entered a range of accounts, an account type, subtype, or wildcard search criteria for accounts, and select Y, the report will include one line with a total of all the accounts that fit the criteria. (If you want all accounts printed individually, use the R print option.)

Override org cd

Optional
2 alphanumeric

Enter an organization if you want the data for the From GL acct no field to come from an organization other than the default organization you entered in step 5.

From GL acct no

Optional
10 alphanumeric

Enter the account number whose amounts you want to print or total or click the Lookup icon and use the standard lookup options to select the account from a list.

For a range of accounts, this number is the beginning of the range and does not have to be a valid account.

To GL acct no

Optional
10 alphanumeric

Enter the last number in the range or click the Lookup icon and use the standard lookup options to select an actual account from a list. If you specify an Override org cd, the range of accounts comes from the override organization.

When you enter a range of accounts, the program accumulates the account totals. The program does not print the individual accounts in a range unless you select the Select for worksheet format? Program option in the Financial Reports Print (GP) program.

Type

Required
1 alphanumeric

Select the type for account and total fields:

Select	For
A	Asset
L	Liability
C	Capital/Stockholder's Equity
R	Revenue
E	Expense

Account type determines whether this sequence is a debit or credit and if a credit sign is needed.

If you mix account types (for example, asset and liability or revenue and expense), the sign of the printed amount can be either a debit or credit. If the sequence is used in an accumulator, the total should not be affected.

Subtype

Optional
1 alphanumeric

Select the subtype to use for financial reports and for reporting general ledger statistics in the Executive Information Summary (EIS) program. The table below lists standard subtypes and descriptions. New subtypes can be created in GL Sub-Types Maintenance (TGLS):

Select	For
C	Cash
E	Equity
F	Fixed asset
G	Cost of Goods Sold
I	Inventory
P	Accounts Payable
R	Accounts Receivable
S	Sales

Line desc

Conditional
32 alphanumeric

Enter a description for this sequence or leave blank to use the description for the account in the From GL acct no field.

If you enter T in the Print field, this field is required.

If you enter Y in the Print field and enter a range of accounts, enter the description that you want to use. If you leave this field blank, the program uses the description for the first account in a range from the GL Account Maintenance (GMM) program.

Total 1

Optional
1 alphanumeric

Enter the Total to add to from a previous sequence that you want to print. The total amount includes the range of accounts, other accumulators, fixed amounts, and the percent in the Accum % of total field for the previous sequences.

Total 1 rpt

Optional
3 alphanumeric

Enter the number of the contributing report if the amount in the Total 1 field comes from another report. When printing reports, you must print (or total) the contributing report before this report.

Tot 1 org

Optional
2 alphanumeric

Enter an organization code if you want the data for the Total 1 rpt field to come from an organization other than the default organization.

Total 2

Optional
1 alphanumeric

Enter the number of a previously accumulated total that you want to add to the accumulator that you entered in the Total 1 field.

If you want to add both of these totals to another total, use the Total to add to field to designate the total to which these are added.

Total 2 rpt

Optional
3 alphanumeric

Enter the number of the contributing report if the amount in the Total 2 field comes from another report. When printing reports, you must print (or total) the contributing report before this report.

Ttl 2 org

Optional
2 alphanumeric

Enter an organization code if you want the data for the Total 2 rpt field to come from an organization other than the default organization.

Total to add to

Optional
3 alphanumeric

Enter the accumulator to which this sequence is added. The program adds the total amount calculated for this sequence, including a range of accounts, other accumulators, fixed amounts, and the percent in the Accum % of total field.

% to use

Optional
3 numeric

Enter the percent to apply to this account or total. You can use this field for projections or "what if" scenarios; for example, to simulate revenue increase by 5 percent, enter 105.

Accum % of total

Conditional/Optional
3 alphanumeric

For report types D and M, enter the accumulator with the total to use as a base against which the program compares to other sequences.

For example, if you want to show account totals as a percent of sales, enter the accumulator for total sales.

Accum rpt

Optional
3 alphanumeric

Enter the number of the contributing report if the accumulator in the Accum % of total field comes from another report. When printing reports, you must print (or total) the contributing report before this report.

Accum org

Optional
2 alphanumeric

Enter an organization code if you want the data for the Accum rpt field to come from an organization other than the default organization.

Spaces to indent

Optional
1 alphanumeric

Select the number of spaces to indent before printing this sequence or leave blank to left-justify it.

Spaces to indent is not applicable to report type P.

Print column

Optional
1 alphanumeric

For report type A, select the column in which you want to print data. Column 1 is the default.

Line to space

Optional
3 alphanumeric

Enter 1 to 47 to print that number of blank lines after this sequence, enter -1 to -47 to print that number of blank lines before this sequence, or enter N to print this sequence on a new page.

Underline char

Optional
1 alphanumeric

Enter a character to use to underline the amount or total for this sequence. For example, enter an underscore ( _ ) as a single underline or an equal sign ( = ) as a double underline to separate totals and subtotals.

Fixed MTD amount

Conditional/Optional
10 numeric in the format
99999999.99

For report types B, C, D, E, and I, enter a fixed amount to add to the month-to-date value.

Fixed YTD amount

Conditional/Optional
10 numeric in the format
99999999.99

For report types B, C, D, E, I, J, K, L, M, and N, enter a fixed amount to add to the year-to-date value.

Fixed prior yr amt

Conditional/Optional
10 numeric in the format
99999999.99

For report types B, I, J, and K, enter a fixed amount to add to the value for last year.

Choose the appropriate options:

To	Do This
Change a field	Click Modify
Delete a saved record	Click Delete.
Exit without adding this sequence	Click Cancel.
Enter notes for this sequence	Click Notes. See Enter Notes.
Change the Sequence number field	Click Change no. This button displays only in add mode.
Accept the data	Click OK. The program prompts Sequence number. Enter another sequence or clear to exit.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another sequence	Click Add.
Delete the selected sequence	Click Delete. See Delete.
Copy the selected sequence	Click Copy. See Copy.
Display the selected sequence	Click Select.
Print the sequence listing	Click Print. See Print.
Exit this report format	Click Exit. The program prompts Format number. Enter another format or leave blank to exit.

Choose the appropriate options when you click Exit:

To	Do This
Add another format	Click Add.
Delete the selected format	Click Delete. See Delete. Note If the format is used, the program displays indicating where it is used and prompts for confirmation that you want to delete it.
Copy the selected format	Click Copy. See Copy.
Display the selected format	Click Select.
Print the listing of formats	Click Print. See Print.
Exit the program	Click Exit.