Multi-Property Comparison Statement

Transcription

1 Overview Multi-Property Comparison Statement The purpose of this statement is to compare multiple properties side by side, in a multi-property database. Creating this type of statement requires the following components, created in this order: 1. Column Codes Each column represents a property 2. Entity Codes Each property to be included must have an Entity Code, and if a total column is to be included, a consolidated Entity Code must include all properties included on the statement 3. Row Code Defines the accounts on the statement 4. Definition Incorporates all the above components to create the statement I. Column Existing Column Codes can be used for this statement, or new ones can be created. (To create a new column code, see Tech Note: Statements Column Maintenance.docx) II. Entity There must be an Entity Code for each property to be included on the comparative statement, as well as a consolidated code that includes all the properties. Existing entities can be used or new ones can be created. (To create a new entity, see Tech Note: Statements Entity Maintenance.docx) ) III. Row Code The Row Code specifies the type of data to print on each row of a financial statement. It is independent of the accounting period and the source of data. An existing Row can be used or a new one can be created. (To create a new row code, see Tech Note: Statements Row Maintenance.docx) IV. Definition The Statement Definition incorporates all the pieces of the statement: Column, Entity, and Row. Page 1 of 9

2 To set up the definition for the comparative statement navigate to: General Ledger>Statements>Maintenance>Statement Definitions Click Add. Page 2 of 9

3 Definition Code: Enter a unique code to identify the definition. Description: Enter a description for the definition; this description does not print on the financial statement. Build Order: This number determines the order in which this statement is to be built, relative to all other statements. If this statement is externally referencing another statement, this statement should have a HIGHER build order number than the other statement. If another statement is externally referencing this statement, this statement should have a LOWER build order number than that statement. For this statement example, there are no external references in the Row Code, so the build order can default to 0. Print Order: Specify the order in which to print statements, regardless of the build order selected. Row Code: Select the Row Code to use. For Entity Code: Where this statement will have the property/entity defined in each column, this field is left blank. Property ID: (Multi-property databases only) Where this statement will have the property/entity defined in each column, this field is left blank. Print: this example, Row Code 1500CM is being used. Yes No Print this statement Do not print this statement NOTE: This selection can be changed during the Statement Print Selections. Export: Yes No Export this statement Do not export this statement NOTE: This selection can be changed through the Statement Export Selections. Export Directory: (Optional) If export is set to Yes enter the file path directory in which to save the file, or click the dropbackslash ( \ down arrow to browse to the directory. The final character of the path must be a ). Export File Name: Enter the file name for export. Page 3 of 9

4 Export File Extension: Enter the extension for the export file name. Number of Columns: Enter the total number of columns for the statement. For this example, there are four properties being compared. Therefore, the number of columns will be six; a description column, a column for each property, and a column for the total. Date Extraction Column: This is the column that will be used for month and year extraction. The month and year extracted print in the statement's header if the [Date] variable is used. The column number entered here should be the number of an amount, budget, or unit column. For this example, the column used will be number 2. Text Code: (Optional) Select the Statement Text Code to be printed on each page of the statement. Text Rows: The number of rows (lines) to use in displaying the statement text. This is used only if a Statement Text Code is specified for the statement. Characters per Row: This is the number of characters for each row of the statement text. This is used only if a Statement Text Code was specified for the statement. Click Save. Click the Statement Header Text tab. Page 4 of 9

5 Enter the Statement Header Text as it should appear on the top of the statement. The first line defaults to the company name set up in: System Tables> Company Information, but it can be overwritten. The [date], [day], or [period] must be included on a line within the header. This is necessary for printing or exporting the statement with the correct date format. [date] [day] [period] Calendar Month and Year ex. October 2010 As of Date ex. October 31, 2010 Fiscal Period ex. Fiscal Period 08/2011 (Oct 2010 is the 8 th fiscal month) The following can also be included on the Statement Header: [FC] [entity] [defcode] Foreign Currency this will display the Foreign Currency to be used. This will not be used on this statement since an Entity Code can t be used. Definition Code (Ex: COMPA) will print left-justified in the header. The completed Statement Header Text will look similar to what is entered above. Click Save. Page 5 of 9

6 Click the Statement Definition Columns grid, and then click Add. This first column is to hold the Account Description. The system will default the Column Number to 1. The Column Type should be Description, which will default the Display Format to x(30). Set the Start Position to 1. This is all that is needed for the first column. Click Save, and then Add. Page 6 of 9

7 Column Number: This will increment to the next Column Number. This is system-maintained. Column Type: For each of the Property columns, this will be Balance. Budget Type: This statement will not utilize Budgets. Column Code: This will be the same for each of the Columns. Select the Column Code to be used for this statement. Start Position: This will increment based on the last column s Start Position and Display Format. Column Heading [1]: Enter text to display in the top line of the heading of the column. For this statement, the words Property ID or Entity Code can be used. (It is recommended that this be entered after the rest of the column has been entered and Save has been clicked. The reason is the default heading from the Column Code Maintenance will override what has been typed.) Page 7 of 9

8 Column Heading [2]: Enter text to display in the bottom line of the heading of the column. For this statement, the Property ID or Entity Code can be used. (It is recommended that this be entered after the rest of the column has been entered and Save has been clicked. The reason is the default heading from the Column Code Maintenance will override what has been typed.) Entity Code: Enter/Select the Entity Code to be used for this column. NOTE: The last column will be the total column. An Entity Code should be created to include all the properties entered into this statement. This will act as a total column for the statement. In this sample, an Entity Code (Group A) was created to include properties 01, 15, 23, and 27. Display Format: Enter the format to be used to display the numbers on the statement. Possible formats are (->>>,>>>,>>9), (->>>,>>>,>>9.99), (>>>,>>>,>>9) and (>>>,>>>,>>9.99). Click Save. V. Printing the Statement Navigate to General Ledger > Statements > Print Statements Fill in all applicable fields. NOTE: When printing a comparison statement, it is very important the Entity field be left blank. Entering an Entity Code will override the Entity Codes entered in the individual columns. Page 8 of 9

9 The result will be a statement that looks like this: If there are any further inquiries, department. please refer to our website or contact the Data Plus Support Website Data Plus Support Ext 3 support@dphs.com Page 9 of 9