Reporter 3.3 Generating Reports Workbook

Transcription

1 Reporter 3.3 Generating Reports Workbook Stock Code (AE MAS and AE Accounts Users) Version 1.0

2 2006 MYOB Technology Pty Ltd Disclaimer MYOB has made every attempt to ensure the accuracy, relevance and completeness of this material but excludes (to the extent allowed by legislation) any warranties regarding it. Furthermore MYOB, its staff and agents shall not be liable for any loss, cost or damage (however incurred including negligence) arising out of errors or omissions in the material, especially if such materials contain information sourced from third parties or the ATO. In some cases the materials provided contain case studies (applying particular accounting standards or legislation) and anecdotes which may not directly apply to the user's circumstances and are used as representative examples only and should not be considered as authoritative advice regarding any accounting standard, law or industry opinion. MYOB advises that if the user wishes to rely on the case studies contained in the material then it must seek professional advice before doing so. Furthermore reliance on the representative examples in the seminar materials is at the user's own risk. Copyright Furthermore the seminar and materials may not be copied, altered, edited, disposed of or distributed without the prior written consent of MYOB. Trademark Rights All trademarks used in this material are owned by MYOB Technology Pty Ltd or the indicated registered owners of the trademarks. Users are forbidden from using, copying or transporting the trademarks without express prior written consent. AppleShare and Macintosh are registered trademarks of Apple Computer, Inc., registered in the United States and other countries. LiveLinks is a trademark of Ceedata Holdings Pty Ltd. Microsoft, MS-DOS, Windows, Windows NT, Windows BackOffice and Outlook are either registered trademarks or trademarks of Microsoft Corporation in the United States and other countries. Novell and Netware are registered trademarks of Novell, Inc., MYOB Technology Pty Ltd ABN Level 14, 383 Kent St SYDNEY, NSW, 2000 Reporter 3.3 Generating Reports Workbook Stock Code (AE MAS and AE Accounts Users) Printed: August 2006

3 REPORTER 3.3 GENERATING REPORTS WORKBOOK Table of Contents About this workbook 1 Participant Profile... 1 Prerequisites... 1 Getting Assistance 2 Ask an office colleague... 2 Check online help... 2 Self-paced online learning... 2 MYOB Support knowledgbase... 2 Log an online Support job... 2 Call the MYOB Support line... 2 Print and Preview Reports 4 Learning Outcomes... 4 Overview of Reporter...5 Getting Started...6 Introduction to Reporter... 6 The Report types...6 The Reporter Hierarchy...7 Launching Reporter... 8 How to launch Reporter (MAS users)...8 How to launch Reporter (Accounts users)...9 Key points: Launch Reporter...9 Navigate in Reporter... 9 How to navigate in Reporter...10 Key points: Navigate in Reporter...10 Use Help in Reporter...11 Topic Summary...12 Preview a Report...13 Introduction...13 Preview Reports...14 How to Preview a Report...14 Drill Down in a Report Preview...15 How to Drill Down in a Report Preview...15 Contents Page...16 How to Locate Sections within a Report using the Contents Page...16 Key Points: Preview Reports...17 Update data in Reporter...18 How to update data in Reporter...18 Key Points: How to update data in Reporter...19 Report across multiple ledgers...20 How to report across multiple ledgers...21 i

4 Key Points: Report across multiple ledgers...21 Export a Report...23 How to Export a Report ing a Report...24 How to a Report...24 Key Points: Export or mail a Report...25 Topic Summary...25 The Task Pane...26 Introduction...26 Use Report Settings...27 How to Apply Rounding to a Report...27 Display Account Codes in a Report...28 How to Display Account Codes in a Report...28 Set Report Options for a Report...29 How to Set Report Options for Reports...30 Key Points: Use Report Settings...30 Change the Year or Period...32 How to change the Reporter year and the Ledger year for a Report.33 Key Points: Change the Year or Period...33 Change the Presentation...35 How to create a watermark...35 How to change the Presentation of a Report...36 Key Points: Change the Presentation...36 Make Use of Styles...37 How to make use of Styles...37 Key Points: Make use of Styles...38 Topic Summary...38 Quiz...39 Maintaining Data 44 Learning Outcomes...44 Overview of Non Transaction Data...45 Non Transaction Data...46 Introduction to Non Transaction Data...46 Maintain Client Data...50 How to update Client details...50 How to update other tables...51 How to update multi-record tables...52 Key points: Maintain Client Data...52 Optional Report Components...55 How to update the ReportingExtraDetails table...55 Key points: Navigate in Reporter...56 Key Points: Optional Report components...57 Topic Summary...57 Quiz...58 Column Templates 62 Learning Outcomes...62 Overview of Column Templates...63 ii 2006 MYOB TECHNOLOGY PTY LTD

5 REPORTER 3.3 GENERATING REPORTS WORKBOOK Customise Column Templates...66 Introduction...66 Master Column Templates...66 How to apply a Column Template...69 How to view the Properties of a Report...70 Key Points: Master Column Templates...71 Add a Column...72 How to add another column to a Column Template...72 How to use Lefthand format columns...74 Key Points: Add a Column...74 Add Column Headings...75 How To Add Column Headings to a Column Template...76 Key Points: Add Column Headings...76 Create Column Formulae...76 How to create column formulae...77 Key Points: Create column Formulae...78 Format Data in a column...78 How to format data within a Column...79 Key Points: Format data in a Column...79 Report Across Multiple Ledgers...81 How to report across multiple ledgers...82 Key Points: Report across multiple ledgers...82 Add Filters and Conditions to a Column Template...82 How to filter via a Column Template...84 How to create Conditional Columns...86 Key Points: Add Filters and Conditions to a Column Template...86 Topic Summary...87 Use Favourites...88 Introduction...88 Create Favourites...90 How to create a Favourite...91 Key Points: Create Favourites...91 Topic Summary...92 Quiz...93 iii

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7 REPORTER 3.3 GENERATING REPORTS WORKBOOK About this workbook This document includes a copy of the concepts and procedures that form the basis for both classroom training and self-paced online learning in Generating Reports using AE Reporter. Whether you are attending classroom training or completing the online module you might like a copy of this document so that you can: Make your own notes to record procedural steps and additional information provided by your instructor Keep a printed record of procedures and key points. Participant Profile This module is suitable for professional and administrative users. Prerequisites In order to complete this course, you should: Be comfortable with working in the Microsoft Windows operating environment. Be familiar with your GL software and the chart of accounts. Be familiar with your practice s reporting requirements. 1

8 Getting Assistance When you return to your office, you might need to know how to complete a task or you might want to know more about certain features in your software. We suggest that you try the following. Ask an office colleague If there are others in your office using the same software, ask if they can answer your questions. Often your office expert can quickly explain how the software is implemented for your business. Check online help Within the software, choose Help from the menu or press [F1] to view the online help content. Self-paced online learning Login to the MYOB Support website at Select the Training tab and click on the link to the self-paced online learning for your product. MYOB Support knowledgbase Login to the MYOB Support website at and search the knowledgebase for the features you need assistance on. Log an online Support job At the MYOB Support website, submit a support request. Call the MYOB Support line Call MYOB Support on MYOB TECHNOLOGY PTY LTD

9 Print and Preview Reports This module will get you started with producing reports for your clients.

10 Print and Preview Reports Learning Outcomes In this module you will learn how to: Navigate within the Report Generator Preview reports Drill down within a Preview to check the underlying data Update and refresh data in a report Print or Export a Report Adjust the data and the presentation of a Report Consolidate multiple ledgers into a single Report MYOB TECHNOLOGY PTY LTD

11 REPORTER 3.3 GENERATING REPORTS WORKBOOK Overview of Reporter Reporter includes: Pre designed compliance Reports Pre designed management Reports designed to meet a range of business needs A range of Column Templates that allow you to vary the presentation and content of your report Reporter also includes the functionality to allow you to build your own reports from scratch or to edit reports to meet practice-specific needs. Designing reports is not covered in this training material. AE Reporter relies on the underlying General Ledger for its financial data. In other words, it draws most of its data from the underlying host application. Balance Sheet General Ledger 5

12 Getting Started Introduction to Reporter When AE Reporter is installed or updated, it includes a set of standard reports. These Reporter Masters reside on your system but are protected from accidental editing or deletion. Reporter Masters always display with the red M icon. They are made available to you, and to all the users in your practice to use. The Report types When changes are made at the Practice level, and saved, they are known as Practice Masters. When changes are made from within a client ledger, and saved, they are known as Client Reports. Master Report Practice Master Client Report MYOB TECHNOLOGY PTY LTD

13 REPORTER 3.3 GENERATING REPORTS WORKBOOK When you open Reporter at your own practice, you may see all three types of reports. When Reporter was first installed, only Masters would be available, but as your practice makes changes to create Practice Masters or client-specific reports you will potentially see all three types of reports. You may also find that you only see a limited number of reports. Reporter allows you to choose which reports are displayed in the Generate Reports view.which reports display in the Generate Reports view can be controlled at the Practice level as well as the Client level. Use Tools Report Listing to customise the Generator Report Listing. The Reporter Hierarchy The relationship between Reporter Masters, Practice Masters and Client Reports is called the Reporter Hierarchy. Imagine a filing cabinet... The top drawer where the Reporter Masters reside is locked. Anyone within the practice can see and use the Reporter Masters. The Practice Masters represent the middle level. They are also available to all users within the Practice. The Client Reports are the lowest level in the hierarchy. They are only available within the client ledger they were created in. Masters exist at the top level Practice Masters represent the middle level Client Reports are the lowest level in the hierarchy 7

14 The hierarchy of icons is used right throughout Reporter... not just for reports but also for all the other building blocks of reports. Although different images are used for different items, the standard colouring and symbols used will make it easy for you to recognise them. Master - the top level in the Reporter hierarchy Practice Master - the middle level in the Reporter hierarchy Client level - the lowest level in the Reporter hierarchy Launching Reporter How to launch Reporter (MAS users) 1. From the Start Programs command, select MYOB Accountants Enterprise 2. Open System Services 3. From your list of client ledgers, open a ledger 4. From the ledger, select Reports Reporter Generate reports MYOB TECHNOLOGY PTY LTD

15 REPORTER 3.3 GENERATING REPORTS WORKBOOK How to launch Reporter (Accounts users) 1. From the Start Programs command, select MYOB Accountants Enterprise 2. Open Contacts 3. From your list of contacts, select a client and open their accounts 4. From the client s accounts, select Reports Reporter Generate reports Key points: Launch Reporter Reporter is always launched from within a client ledger To preview or print reports, use the Generate reports menu option Navigate in Reporter You will now learn how to find your way around Reporter when you open Reporter via the Generate Reports menu option. This is where most professional staff within a practice, will work in order to preview and print reports. The four main views within Reporter are listed here for reference. You can jump between views: Reports Favourites Non transaction data, and Column Template Editor You can also change various report settings for that session of Reporter. 9

16 How to navigate in Reporter Click on an icon in the toolbar to switch to that option, or select from the View menu and You can click on the Toggle View button to remove or display the Task Pane and You can show or hide each element within the Task Pane by clicking on the double arrows for that element Key points: Navigate in Reporter You can switch between the various views by selecting that option from the View menu or on the toolbar You can display or hide the Task Pane You can display or hide each element in the Task Pane You can change various report settings within the Task Pane to change the appearance and contents of your reports MYOB TECHNOLOGY PTY LTD

17 REPORTER 3.3 GENERATING REPORTS WORKBOOK Use Help in Reporter From within Reporter, you can Click on the Help icon in the menu bar, or Press [F1] for context sensitive help. 11

18 Exercise 1 Navigate in Reporter You are to familiarise yourself with the various views available when you open AE Reporter from the Generate reports menu option. With the assistance of Help, write a very brief description of each of the main views below. Reports Favorites Non-transaction data Column Template Editor Topic Summary You now know how to: Launch Reporter from the Generate Reports Menu Option Navigate within Reporter Use Help within Reporter MYOB TECHNOLOGY PTY LTD

19 REPORTER 3.3 GENERATING REPORTS WORKBOOK Preview a Report Introduction When you display the Reports view, by default it will show Master, Practice Master and Client reports for the entity type identified within the underlying ledger. From the Reports view in AE Reporter you can preview, print or export a report. 13

20 Preview Reports The preview window allows you to view a report exactly as it will print, including page breaks, headers and footers, page orientation and so on. How to Preview a Report 1. Select the report 2. Click on the Preview button MYOB TECHNOLOGY PTY LTD

21 REPORTER 3.3 GENERATING REPORTS WORKBOOK Drill Down in a Report Preview Whilst you are viewing a preview, you will see that the cursor sometimes changes to a hand. The hand indicates that you can drill down to view the account balances that make up a line item in the preview. How to Drill Down in a Report Preview 1. From within the Report Preview, hover the mouse till the cursor displays as a hand 2. Click on the item to display the Drill Down window for that item 15

22 Contents Page You can use the Contents page within a Report Preview to quickly jump to that section of a report. How to Locate Sections within a Report using the Contents Page 1. From within the Report Preview, locate the Contents page 2. From within the Contents page, hover the mouse till the cursor displays as a hand 3. Click on the item to go directly to that page of the preview MYOB TECHNOLOGY PTY LTD

23 REPORTER 3.3 GENERATING REPORTS WORKBOOK Key Points: Preview Reports You can preview one or more reports from the Reports view The Report Preview is a WYSIWYG view of a report... What You See is What You Get You can drill down within a Report Preview to view the component account balances that make up an item in the Preview When the Contents page is included in a report, you can click on any line item to jump directly to that section of the Report Preview Exercise 2 Preview and Print Reports As you familiarise yourself with Reporter, you will open one of the Master Reports and make use of the various tools available in the Report Preview window to view the content of the Report. Client Report Austock #Company Small Non Reporting View the Report at 100% and the Whole Page view. Use the Page tool to jump straight to page 8 of the Report. Use the arrows to jump straight to the last page of the Report. Locate the Contents page and use the hyperlinked page reference to jump directly to the Statement of Financial Position. Drill down on the Current assets figure; record the balance of the Cash at Bank account in the Notes area below. From the Report Preview window, export the Report to Word, and open the Word document to verify it matches the source document. 17

24 Update data in Reporter Whilst working in Reporter, you may find that ledger data needs to be updated. Reporter allows you to update ledger data and refresh your reports. This can be done from within a report preview or via the Tools menu in any of the Reporter windows. How to update data in Reporter 1. With Reporter open, post an additional transaction in the ledger 2. From a Reporter window, select Tools> Refresh Ledger Data or 2. From within a Report Preview click on the Refresh ledger data icon MYOB TECHNOLOGY PTY LTD

25 REPORTER 3.3 GENERATING REPORTS WORKBOOK Key Points: How to update data in Reporter You can access the ledger, update a transaction and then refresh via the Tools menu in Reporter You can access the ledger, update a transaction and then refresh your Report Preview You can access Non transaction data, update it and then refresh your Report Preview Exercise 3 Update data Whilst previewing the Balance Sheet for Austock, you realise that a recent Plant and Equipment purchase has not been recorded for your client. You will update the GL and refresh the Report from within the Report Preview window to verify that the data is correct. Client Austock Report Balance Sheet GL entry Plant and Equipment +$

26 Report across multiple ledgers Reporter now allows you to consolidate a number of ledgers for reporting purposes. This makes it easy to produce reports for related entities. In its simplest form you can simply select a number of ledgers and preview a Report. The figures will consolidate to a single total for each line item. When you drill down to view the details of a line item, a line item displays for each business entity MYOB TECHNOLOGY PTY LTD

27 REPORTER 3.3 GENERATING REPORTS WORKBOOK In the Column Templates module you will learn how to consolidate ledgers and report the data for each a separate columns in the Report. How to report across multiple ledgers 1. From within a client ledger, select Tools Current Ledger Configuration 2. In the Current Ledger Configuration window, click on the Ledger drop down list to display available ledgers 3. Highlight a ledger to select it and click on the OK button 4. Select a Report and click on the Preview, Print or Export buttons Key Points: Report across multiple ledgers You can use the Current Ledger Configuration option on the Tools menu to select multiple ledgers for a consolidated Report A consolidated Report will display the entity details of the ledger the Report is run from You can use the drill down feature to see the separate account balances for each entity You can also consolidate ledgers in a Report such that columns display for each entity; this is covered in the Column Templates module 21

28 Exercise 4 Report Across Multiple Ledgers Your client has acquired another entity and wants the Balance Sheet produced with the accumulated account balances for both entities. Entity 1 Entity 2 Report Austock BROWN Balance Sheet How can you verify that both entities are included in the Balance Sheet figures? Record your answer below MYOB TECHNOLOGY PTY LTD

29 REPORTER 3.3 GENERATING REPORTS WORKBOOK Export a Report You can export any report as a PDF, or to Microsoft Word or Excel. You can also a report directly from the Preview window. The key benefits of the export functionality are that: You are able to use your report data to produce other documents, such as a business plan for a client, or graphs and charts to include with a report You can draft reports to others for review How to Export a Report 1. From the Reports window, click on the Export button or 1. From a Report Preview, click on the Export report icon 2. Choose a Save in location 3. Accept the default File name or specify a File name 4. Choose a Save as type 5. Click on the Save button 6. Locate the exported file and open it 23

30 ing a Report You can also a report directly from the Report Preview window. How to a Report 1. From a Report Preview, click on the report icon 2. Accept the default File name or specify a File name 3. Specify File type 4. Specify Options 5. Click on the button 6. Complete the and send MYOB TECHNOLOGY PTY LTD

31 REPORTER 3.3 GENERATING REPORTS WORKBOOK Key Points: Export or mail a Report You can export from the Reports window or from the Reports Preview window Reporter allows export as a pdf or to Word or Excel 2000 By default, the export file name uses the report name, ledger code and year You can from the Reports Preview window When you a report it launches your default mail client By default, the file name uses the report name and ledger code Topic Summary You now know how to: Preview a Report Drill down to view data within a Report Preview Refresh data from within a Reports window Refresh a Report Preview after a data update Consolidate ledgers into a single Report Export a Report a Report 25

32 The Task Pane Introduction The Task Pane in the Reporter window displays the following elements: Report Settings Years Presentation Most often, you will make use of the Task Pane options to change the presentation or data within a report. For example you could add a watermark or include account codes in the report MYOB TECHNOLOGY PTY LTD

33 REPORTER 3.3 GENERATING REPORTS WORKBOOK Almost all options you choose in the Task Pane are ledger-specific; that is they remain active for that ledger until changed. Exceptions are Reporter Year, Ledger Year and Page Scaling. Rounding operates a little differently in that it is user specific; once set it will remain until you change it. Use Report Settings The Report Settings element allows you to apply rounding to a report, to display or remove page numbers and to display or remove account codes. How to Apply Rounding to a Report 1. Run the rounding routine in the underlying ledger 2. Launch Reporter via Reports Reporter Generate reports Check Apply Rounding in the Task Pane 4. Select and preview your report MAS users: Accounts users: Before you can generate rounded reports, you have to run the rounding routine within MAS Accountants Enterprise. To prepare for rounding, MYOB Accountant s Enterprise users may nominate a Rounding account within the client ledger, most often Bank charges. This is done in the Account window via File Properties General. If no rounding account has been entered, an Out of Balance message may display on your Balance Sheet/s. 27

34 Display Account Codes in a Report You may want your report to include the account codes. How to Display Account Codes in a Report 1. From within the Reports window check Show account codes 2. Select a Report that includes account codes in its design 3. Preview or print the Report MYOB TECHNOLOGY PTY LTD

35 REPORTER 3.3 GENERATING REPORTS WORKBOOK Set Report Options for a Report The Report options feature, now included in the Report Settings element, allows you to specify that sub codes, and divisions are included in reports. You also have access to Report Options at the individual report level (Properties Report Options); this will impact only that report. A report designer may have specified that sub codes are never to be included in a report; in this case the Report options setting will be ignored. 29

36 How to Set Report Options for Reports 1. From within the Reports window click on the Ellipsis button adjacent to Report Options 2. In the LHS of the Report Options window, specify the Control account codes to display sub accounts, or type all. and /or 2. In the RHS of the Report Options window, enter the division code to specify the divisions to be included in a report 3. Preview or print the Report Key Points: Use Report Settings Reports can display rounded data... the process is dependant on the underlying GL. You can include or remove page numbers from a report You can display account codes in a column to the left of the account descriptions, if the report s design provides for account codes to be included You can choose to display sub account balances when running reports. You can choose to include one or more branches (Accounts only) and/or one or more divisions when running reports. Sub codes are only included if the underlying design does not prevent them from displaying MYOB TECHNOLOGY PTY LTD

37 REPORTER 3.3 GENERATING REPORTS WORKBOOK Exercise 5 Using the Task Pane Your task is to produce a range of presentation styles for the Detailed Profit and Loss Statement Compliance Standard so as to discuss with your client their preferred reporting fomats. Client Report Austock Detailed Profit and Loss Statement Compliance Standard Produce the report with Rounded Balances Note: Check with your trainer to ensure that Rounding amounts are dealt with in the General Ledger. Produce the report showing all the account codes Produce the report with sub account balances included for Accountancy Fees Limit the report to the Queensland Division 31

38 Change the Year or Period The Years element in the Generate Reports window allows you to specify the Reporter Year and the Ledger Year for your reports. The Reporter Year selection determines which Master Reports, Practice Master and Client reports are used to generate reports. The Ledger Year selection determines which ledger data and non-transaction data is used to produce the CURRENT year in your reports. The host ledger determines which years are available. If the underlying ledger is periodic, the Period drop down option is active, and you can choose which period to display as the current period MYOB TECHNOLOGY PTY LTD

39 REPORTER 3.3 GENERATING REPORTS WORKBOOK How to change the Reporter year and the Ledger year for a Report 1. In the Years element, click on the ellipsis adjacent to Reporter Year 2. Click on a year to highlight it 3. Click on the OK button 4. In the Years element, click on the ellipsis adjacent to Ledger Year 5. From the Year drop down list, click on a year to select it 6. Click on the OK button Key Points: Change the Year or Period The year you select as the Reporter Year determines which Master Reports, Practice Master and Client reports are used to generate your reports. The year or period you select as the Ledger Year will appear in your report as the Current year or period The Ledger Year or period drop down lists the years or periods that are set up in the underlying ledger When entering non-transaction data be sure to check the Ledger Year 33

40 Exercise 6 - Change the Year or Period Your client is behind with reporting and has asked you to produce compliant reports for the previous year. Client Report Austock #Company Small Non Reporting Produce the report for the Ledger Year 2005, using the Report Masters for How can you verify that the report is for the previous year? Record your comments below MYOB TECHNOLOGY PTY LTD

41 REPORTER 3.3 GENERATING REPORTS WORKBOOK Change the Presentation The Presentation Element allows you to make various changes to the look and feel of a report. You can change the report s font, apply watermarks and scale the report so as to control how many rows and or columns display on a page. A change to font is applied to all your Reports. If you want to make a change to a single Report, then make use of the Style Editor. The Style Editor is covered later in this module. How to create a watermark 1. In the Presentation element, open the Watermark Editor window 2. On the Type tab, click on the New Watermark icon 3. Name the Watermark, specify Type and other specifications 4. On the Location tab, specify the location on the page 5. On the Page Range tab, specify the pages 6. Click on the Apply button and Close the Watermark Editor window Scaling is most useful if you find a single column or a single row of data forces a new page; with scaling you can adjust this so all the data displays on a single page. A watermark can be based on text or on a graphic. If you want a watermark to be used uniformly throughout the practice you can create it at the Practice level. Watermark graphic formats include bmp, jpeg and gif. 35

42 How to change the Presentation of a Report 1. In the Presentation element, click on the drop down list adjacent to the Font field to select a font 2. Click in the Apply Watermark checkbox 3. Click in the Watermark drop down list and select a Watermark 4. In the Page scaling field, click on the drop down list and choose a scaling % Key Points: Change the Presentation Changes in the Presentation Element are for that ledger only When changing the watermark for a previewed Report, you must click on the Update Preview button Watermarks can also be created at the Practice level; this would be appropriate for a watermark that is used right across all of your clients If you find that the last column or the last row of a report is forced to another page, scaling might provide a better presentation Exercise 7 Change the Presentation Your client has asked that all draft reports are watermarked with the words Draft Copy; create the watermark and apply it to a report to demonstrate its use MYOB TECHNOLOGY PTY LTD

43 REPORTER 3.3 GENERATING REPORTS WORKBOOK Make Use of Styles Reporter allows you to customise existing Styles for use with Reports. You can change font, case, alignment, add borders and so on. Style changes made here are only available for the current session of Reporter. If you want to create styles for reuse, create them via the Design Practice reports or Design Client reports menu options. How to make use of Styles 1. From the Tools menu, select Style editor 2. In the Style Editor window, click on a Style to highlight it 3. Click on any of the Tabs to make changes to the Style settings 4. Click on the Apply button to save the customised Style and click on the Close button to close the Style Editor window 5. Click on a Report to Select it and then Preview the Report 37

44 Key Points: Make use of Styles Style changes made within the Generate Reports window are only available for the current session of Reporter Styles exist for all the separate elements within a Report; you may need advice from your Practice Designer to determine which styles are used for which Report elements Style changes are tagged as Master, Practice Master or Client styles. Topic Summary You now know how to: Apply and remove rounding, page numbers and account codes in a Report Display sub account balances in a Report Limit Reports to include only divisions or branches of an entity Change years and periods that are used to generate data within a Report Change the look and feel of a Report MYOB TECHNOLOGY PTY LTD

45 REPORTER 3.3 GENERATING REPORTS WORKBOOK Quiz As a review of the topics covered in this module, please answer the following questions: 1. Which of the following statements is true in relation to the Reports view when you open Reporter via the Generate Reports menu option? a. All the Reports for an entity type are displayed. b. Available Column Templates are displayed alongside the Reports. c. The Task Pane can be optionally displayed or removed from the Reports view. d. All of the above. 2. You have a client who always requires his P&L Report to be presented using the Master column template called Five Year Trend. Where in AE Reporter can you set up this preference as a reusable option? a. The Favourites View. b. The Task Pane. c. The Column Templates View. d. The Report Settings Element. 3. How can you display sub accounts within a Report Preview? a. By default, account codes are always included in the Report Preview if they are part of the Report s design. b. You can specify the control accounts for which you want sub accounts displayed in the Report Settings element. c. You can check the account codes option in the Report Settings element. d. You can select a column template that includes account codes. 4. What is the impact of changing the Year in the Years element in the Task Pane? a. Any Reports you print or preview will use ledger data from that year to populate the Current Year column in your Report. b. Any Reports you print or preview will use Non transaction data from that year to populate the client details within your Report. c. Any data you enter in the Non transaction data area will update the tables for that year. d. All of the above. 5. Which of the following statements is NOT true? a. You can create watermarks for practice-wide use via the Generate Reports view. b. You can choose to include just one division of an entity in any of the Reports in the Generate Reports view. 39

46 c. You can include multiple ledgers within a Report by selecting more than one ledger via the Generate Reports view. d. You can temporarily remove Reports from the Report Listing in the Generate Reports view. 6. You have previewed a Report and found that the client s depreciation transactions have not been processed for the last period. Which is the quickest way to preview the updated Report? a. Close AE Reporter, enter the missing transactions and then reopen Reporter to preview the Report. b. Close the Report Preview, enter the missing transactions in the client s ledger and then run the Report Preview again. c. Enter the missing transactions in the client s ledger and then click on Refresh ledger data from within the Report Preview window. d. Enter the missing transactions in the client s ledger and then click on the Update Report button in the Report Preview window. 7. Which of the following statements is true of Report Previews? a. When previewing multiple reports, each opens with its own tab to allow you to jump between them. b. You can use the Contents page to jump directly to an item within a collated report. c. The drill down function allows you to view the account balances that make up a line item within a Report. d. All of the above. 8. A partner has asked that all draft financials being sent to clients include the words Draft Financials Only. What is the best way to implement this within your practice? a. Have the Practice Designer create the watermark at the Client level so that professional staff can apply it to each Report they print. b. Have the Practice Designer create the watermark at the Practice level so that professional staff can apply it to each Report they print. c. Have the Practice Designer create the words as a graphic image and make it available to all users on the practice network. d. Have each professional create a text watermark and choose Apply for each Report they print. 9. Which of the following explanations is NOT true of a watermark? a. You can apply a watermark to specified pages or to all pages within a report. b. You can use text or a graphic image as a watermark. c. A watermark must be located within either the Header or Footer of a Report. d. You can rotate a watermark so that it appears horizontally or vertically in a Report MYOB TECHNOLOGY PTY LTD

47 REPORTER 3.3 GENERATING REPORTS WORKBOOK 10. Which of the following is TRUE in relation to the Reporter Year? 0. a. It determines which Reporter Masters are available for use in the Generate Reports view. b. It determines which non transaction data is used when generating Reports. c. It determines which ledger data populates a Report. d. All of the above. 41

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49 Maintaining Data This module will get you started with updating client data and other tables within the non-transaction data tables.

50 Maintaining Data Learning Outcomes In this module you will learn how to: Locate tables and fields in the non-transaction database Verify and update non-transaction data for a client Make use of non-transaction data to control optional components in Reports MYOB TECHNOLOGY PTY LTD

51 REPORTER 3.3 GENERATING REPORTS WORKBOOK Overview of Non Transaction Data Within AE Reporter the term non-transaction data is used to refer to the specific disclosure items required for a report but not drawn from the underlying general ledger. Note: MAS users will be accustomed to the information accounts 970:999 and the statutory data as the equivalent to what is termed non-transaction data in AE Reporter. Accounts users will be familiar with storing non-transaction data in the following areas: - Document maintenance - Other client data - Group 23 of Chart of accounts Non financial data - Group 24 of Chart of Accounts Lease Commitments. With the implementation of AE Reporter, you will no longer need to maintain these different areas unless you choose to continue producing some customised reports from the Reports tab. By way of example the statutory details for your client (eg Client name, ABN, Director s names), and items like Lease Details, Contingent Liabilities and Tax Reconciliation details have to be entered via the database tables within AE Reporter in order to incorporate them into reports. You can access the NTD area either via a direct menu option, or via the Generate reports menu option. In this way administrative users can directly access NTD to do routine updates, or professional users can update and edit details whilst they are preparing Reports. From within MAS Reports Reporter Enter non-transaction data Reports Reporter Generate reports.. Non-transaction data From within Accounts Enter Other Data Non Transaction Data... Reports Reporter Generate reports.. Non-transaction data AE Reporter stores the non-transaction data and makes it available to reports as needed. At year end, you are able to determine which non-transaction data is rolled to the new year, and which will be updated as part of your annual maintenance routine. 45

52 Non Transaction Data Introduction to Non Transaction Data When AE Reporter is installed or updated, it includes a set of Master tables. Your practice may have customised the tables to suit practice wide or client specific needs. It follows that the tables may include Reporter Master, Practice Master and Client components. Client folder and table Reporter Master folder and tables Practice folder and table MYOB TECHNOLOGY PTY LTD

53 REPORTER 3.3 GENERATING REPORTS WORKBOOK Note: Tables and fields are generally added by your Practice Designer, either at the Practice level or the Client level. Tables are arranged in folders and sub folders. Tables consist of fields. Each field can store a Value, or in some cases multiple values. Table Name Field Name The Value stored for a field 47

54 Tables and fields can be added at the Practice level and/or the Client level. The Table has been created at the Practice level The Field has been created at the Practice level Additionally, data can be entered for each field at the Practice level and at the Client level. Data may be entered at the Practice level for items that are associated with most client ledgers... and at the Client level when the data is client-specific. The Field has been created at the Practice level The Value has been entered at the Client level The database tables are deliberately extensive, so as to provide for all sorts of practice reporting requirements. In order to find your way around all the tables, the fields are logically grouped into tables, and the tables into folders where the folder names logically identify the related financial statements MYOB TECHNOLOGY PTY LTD

55 REPORTER 3.3 GENERATING REPORTS WORKBOOK Statement of Cash Flows Trial Balance Various Notes Director s Report, Compilation Report etc Statement of Financial Performance 49

56 Maintain Client Data You will probably find that some non-transaction data is rolled forward each year. You may need to review this data from time to time to ensure it s still current. Other data is probably updated as part of annual maintenance whilst some may be edited as you prepare to generate a client s reports. Client Name ABN State of Incorporation Directors Principal Activity Date of AGM Signed Day Signed Month Signed Year Yes Retain Value Yes Retain Value Yes Retain Value Yes Retain Value but Review Yes Retain Value No Re-enter Value No Re-enter Value No Re-enter Value No Re-enter Value Whichever method is used, the process is the same. How to update Client details 1. From the Non-transaction data view select the ClientDetails table 2. Enter a value in each field, using the drop down lists where they are available 3. Click on the Apply button to save the data Note: Always ensure that the correct Year is selected prior to updating non transaction data. Year and Period start and end dates must be entered to allow the system to determine if Reports are for a period or a year MYOB TECHNOLOGY PTY LTD

57 REPORTER 3.3 GENERATING REPORTS WORKBOOK The folders in the Non-transaction data view behave like the folders in Microsoft Explorer; you can easily expand and collapse folders by clicking on the + and - icons alongside the folders. Whilst the ClientDetails table will be updated for every client, many tables are used only as needed to meet client requirements. How to update other tables 1. From the Non-transaction data view select the table 2. Enter a value in each field, using the drop down lists where they are available 3. Click on the Apply button to save the data Some tables need to store more than one value for a single field. The Directors table is just one example; it needs to store name details for all Directors of an entity. Multi-record tables behave a little differently when you are entering values for each record. 51

58 How to update multi-record tables 1. From the Non-transaction data view select the table 2. Click on the New record icon to activate the data entry area 3. Enter a value in each field, using the drop down lists where they are available 4. Click on the Apply button to save the data Key points: Maintain Client Data Non-transaction data refers to statutory and other disclosure items that need to be included in reports for your clients Check that the Ledger Year is correct before you enter non-transaction data Always ensure that Year and Period start and end dates are entered in the ClientDetails table even for a ledger without periods Always make use of drop down lists where they are available; this minimises data errors MYOB TECHNOLOGY PTY LTD

59 REPORTER 3.3 GENERATING REPORTS WORKBOOK Exercise 8 Updating Client Details You have just commenced work for a new client. Update the ClientDetails table in preparation for preparing their draft Reports. Field Name Value Client Name 1 Austock Pty Limited Client Name 2 Austock ABNOrACNOrOther ABN: Entity Company Entity Type Non reporting Audited No YearStartDate 01/07/2005 YearEndDate 30/06/2006 EntitySize Small PeriodStartDate 01/07/2005 PeriodEndDate 30/06/2006 StateIncorporation QLD DormantCompany No CoverPage Yes Exercise 9 Updating Other Tables Your client, Austock, leases vehicles for company use. You will update the FinanceLeasesHP table using the data below and then generate a Report Preview so as to verify that both the client details (per Exercise 8) and the lease details are displaying appropriately. Note: To enter a liability, that is a credit transaction, prefix the amount with a minus sign. Field Name Value NotLaterThan1Yr -22,200 53

60 LaterThan2YrsNotLaterThan5Yrs -88,800 LaterThan5Yrs -66,600 ActiveOrInactive Yes Exercise 10 Updating Multi record tables You need to update the non transaction data for Austock to record all the directors for the company. Locate the appropriate table and record the details as shown below. Field Name Value Value Value Title Ms Ms Mr FirstName Josette Tamsin David MiddleName Sally Sky Anthony LastName Gray Tovey Halliday AccountsSignatory Yes No No DateAppointed 01/01/ /01/ /01/1998 AppointedAfterFinYear No No No Chairperson Yes No No MYOB TECHNOLOGY PTY LTD

61 REPORTER 3.3 GENERATING REPORTS WORKBOOK Optional Report Components The non-transaction data area also includes the ReportingExtraDetails table. This table serves a very special purpose in Reporter it stores settings that control the optional elements included in some of the large reports. How to update the ReportingExtraDetails table 1. From the Non-transaction data view select the ReportingExtraDetails table 3. Enter a value in each field (as required), using the drop down lists where they are available 4. Click on the Apply button to save the data 55

62 You may like to familiarize yourself with the contents of the ReportingExtraDetails table and the purpose of each of the fields. Field Name Impact QualifiedOpinion Key points: Navigate in Reporter CashFlowReport CashFlowDatabase You can SFPENatureOrFunction SFPEDatabase If set to YES then the Audit Report will include the Qualified Opinion heading and the details you enter in the QualifiedOpinion field in the AuditReport table. If set to YES will include a Cash Flow in compliance reports, AND if set to YES then data will be drawn from the Database Map rather than the GL. Allows you to report performance by Nature (SFPEN) or Function (SFPEF) based on the GL, or to use data recorded in the Database Map tables SFPEN or SFPEF. ProfitandLossAppropriation If set to YES, then a P&L Appropriation will be included for Non Reporting entities (except Large) instead of the SFPE. BalanceSheet If YES, then a BS will be included for Non Reporting entities (except Large) instead of the SFPO. DetailedProfitAndLossOptions If YES, the default Detailed P&L is included; if a selection is also made from the list below the AdditionalProfitandLossStatement alternate Detailed P&L is included. DetailedRentalStatement If set to Singular, Multiple or Rental per column, then Rental Statements will be included in Compliance & Management Reports. DetailedLivestockStatement If set to Singular or Multiple, then Livestock Statements will be included in Compliance & Management Reports. SupplementaryReport If a selection is made, it will be included in Management & Compliance Reports. DivisionalTradingStatements If Division per page or column is selected, will include Divisional Trading Statements; optionally you NewReportNameDivisional can update the Contents page with the name entered here. ExternalReportAttachment1 Allows you to reference external documents (for example your BAS) in the Contents page. ExternalReportAttachment MYOB TECHNOLOGY PTY LTD

63 REPORTER 3.3 GENERATING REPORTS WORKBOOK Key Points: Optional Report components Settings in the ReportingExtraDetails table control the inclusion of optional report components You can also use this table to edit the Contents page within a collated report. Exercise 11 Optional Report Components Your client wants to have Divisional Trading Statements included in their Management Reports. At the same time you will update the Table of Contents within the Management Reports so as to display the item as Asia & Pacific Operations. Preview the appropriate Report to verify that the update is as requested. Topic Summary You now know how to: Expand and collapse folders so as to locate the tables and fields you require Enter data in a standard table Enter financial information to support your Reports Enter data in a multi record table Update the ReportingExtraDetails table so as to include the appropriate components in a Report. 57

64 Quiz 1. Reporter draws information for reports from two sources; they are a. Favourites and the General Ledger. b. Report Settings and Favourites. c. Non-transaction data and the General Ledger. d. Statutory Data and Non-transaction data. 2. Which of the following statements is TRUE? a. Non-transaction data can be reviewed and updated as a regular part of the annual maintenance routine. b. Non-transaction data can be rolled over from year to year. c. Non-transaction data can be edited and updated as you generate reports. d. All of the above. 3. Which of the following statements is TRUE? a. Non-transaction data can be entered at the Practice level and is available to use at the Client level. b. A field in a Non-transaction data table can only store a single value. c. Non-transaction data entered at the Master, or Practice Master level is NOT available at the Client level. d. Data that is client specific is entered at the Practice level. 4. Where are the year start and end dates for a report retrieved from? a. The host General ledger. b. The ClientDetails table. c. The Years element in the Task Pane. d. None of the above. 5. What is the purpose of the Null checkbox available for each field in a table? a. It allows you to enter a zero value for a field. b. It allows you to replace a default value with another value. c. It allows you to remove a default value and display nothing. d. It allows you to enter a new default value. 6. Which of the following key combinations should you use when you type a date into a date field? a. ddmmyyyy b. dd/mm/yyyy c. ddmmyy d. dd/mm/yy MYOB TECHNOLOGY PTY LTD

65 REPORTER 3.3 GENERATING REPORTS WORKBOOK 7. For an annual or yearly ledger, you need to a. Enter the year start date. b. Enter the year start and end dates. c. Enter the year start and period start dates. d. Enter the year start and end dates and the period start and end dates. 8. Liabilities and Income/Revenue items are usually entered as credit amounts. What is the appropriate way to key these into the Non-transaction data area? a. The amount is entered the same way as a debit, without signage. b. The amount should be prefixed with a minus sign. c. The amount should be entered with brackets around it. d. The amount should be prefixed with an equals sign. 9. Which of the following statements is TRUE? a. Practice default values can be entered for the ReportingExtraDetails table where the value is appropriate for most or all clients. b. Some fields in the ReportingExtraDetails table create entries in the Contents page of a Report. c. The ReportingExtraDetails table allows you to include Rental Statements and Livestock Statements in your Report. d. All of the above. 10. Your practice always uses a customised presentation folder when producing Reports for clients and therefore does not want to include a Cover Page on any Reports. Which of the following is the best way to achieve this? 0. a. The Practice Designer should set a practice default of No for Cover Page in the ReportingExtraDetails table. b. The Practice Designer should set a practice default of No for Cover Page in the ClientDetails table. c. When a Professional generates Reports they should delete the Cover Page before printing. d. When a Professional generates Reports they should select No for Cover Page in the ClientDetails table. 59

66 MYOB TECHNOLOGY PTY LTD

67 Column Templates This module will assist you to customise column templates to meet your client-specific requirements.

68 Column Templates Learning Outcomes In this module you will learn how to: Apply a Column Template to a Report Choose an appropriate Column Template Review and edit a Column Template Create a new Column Template Report across multiple ledgers Apply filtering and conditions via the Column Template Make use of Favourites to save your preferred Report and Column Template combinations MYOB TECHNOLOGY PTY LTD

69 REPORTER 3.3 GENERATING REPORTS WORKBOOK Overview of Column Templates A Column Template contains a definition of the columns within a report, including their order of display across the page what sort of balance is displayed, whether year or period figures are included, whether the figures display Movement or Year To Date figures, and the format and style of both headings and data. The columns, in order from Left to Right across a page The Balance Type Year or period figures, and Year to date or Movement Format and styles of column and headings A Column Template can also allow you to include more than one ledger in a Report, to include filters that limit which data is displayed, and include conditions that determine whether or not a column displays. 63

70 Column Templates allow you to tailor Reports without having to venture into the Designer area of Reporter. Since a Report is made up of a number of components (these are called Formats in Reporter), a Report will sometimes include a number of Column Templates MYOB TECHNOLOGY PTY LTD

71 REPORTER 3.3 GENERATING REPORTS WORKBOOK P&L 5 Year Trend Template P&L with This Year & % of Sales Template P&L Quarterly Template B/S - $This Year:Last Year Template This will be clearer as you examine Column Templates in more detail. 65

72 Customise Column Templates Introduction When you first open the Generate Reports window, the available Column Templates are displayed in the pane immediately to the left of the Reports listing for that entity type. By default the Column Template/s assigned at the report design level, will control the report output until such time as you elect to use another; this is what the Use default column in the Column Templates indicates. Master Column Templates Getting to know the Master Column Templates is useful. It will help you to quickly decide which is appropriate for which Report MYOB TECHNOLOGY PTY LTD

73 REPORTER 3.3 GENERATING REPORTS WORKBOOK Compliance templates are identified with a hash prefix the same standard used in relation to Reports. Management templates are identified with $ prefix. The balance of the Column Templates provide a range of presentation styles that you may want to use for various Reports. You may also see Practice and Client Column Templates. Since Column Templates do not show the hierarchy icons in the Reports View, naming these clearly will help users. 67

74 Client Column Template Practice Column Template You can check their hierarchy in the Column Templates View if in doubt. Client Column Template Practice Column Template MYOB TECHNOLOGY PTY LTD

75 REPORTER 3.3 GENERATING REPORTS WORKBOOK How to apply a Column Template 1. From within the Reports window select a Report 2. From within the Reports window click on a suitable Column Template to select it 3. Preview or print the Report You have the option to use any Column Template with any Report... of course the end result depends on how appropriate the Column Template is for the particular Report. For example, the column templates with budget figures included obviously retrieve budget figures from the underlying GL and make little sense if the data is not available. The quarterly templates are also dependant on quarterly data and not very useful for an annual ledger. Some reports don t use column templates at all, eg Secretarial Report; if you apply a column template it is simply ignored. 69

76 You can check which Column Templates are attached to a Report if you view the properties of a report. How to view the Properties of a Report 1. From within the Reports window click on the Properties icon adjacent to a Report MYOB TECHNOLOGY PTY LTD

77 REPORTER 3.3 GENERATING REPORTS WORKBOOK Key Points: Master Column Templates Each Report that includes columns of data has one or more default Column Templates Compliance Column Templates and Management Column Templates are identified with the # and $ prefix respectively. You may see Solution 6 Master Column Templates, Practice Column Templates and Client Column Templates when you are in the Reports View Solution 6 Master Column Templates include options such as budget figures, periodic and quarterly layouts, trend and percentage to sales layouts Some Column Templates have a very specific purpose; they will not make sense when applied to some Reports Exercise 12 - Apply a Column Template Your practice generally supplies the Draft Detailed Profit and Loss Statement to clients using the YTD:Percent:LYTD:Percent Column Template rather than the default Column Template. Using the Austock ledger, preview the Report and in the notes area below explain how the Column Template is different from the default Column Template. Try using the following two Column Templates for Austock s Detailed Profit and Loss Statement. Record any issues in the notes area below. Ptd:PtdBud:LYPtd:Ytd:YtdBud:LYtd Qtr1:Qtr2:Qtr3:Qtr4:Ytd 71

78 Add a Column There are many changes you can make to a column template. In the material that follows you will learn how to add another column to a Column Template. How to add another column to a Column Template 1. From within the Column Template Editor window select a Column Template 2. Optionally, use Save As to make a copy of the existing Column Template or simply edit the existing one 3. Click on the New column icon to add another column 4. In the Column Definition area define the new column 5. Click on the Apply button to save the new column to the Column Template Note: The Ledger Defined option allows you to create a single column template for a periodic ledger, which you can use on any ledger regardless of the number of periods. You must also choose Column type = All periods MYOB TECHNOLOGY PTY LTD

79 REPORTER 3.3 GENERATING REPORTS WORKBOOK You can use the up and down arrows to rearrange the order of columns across a page. A Column Template created at the Client level will display in the Column Templates view as a Client customisation. It will be available for reuse with this client. Reporter also allows you to display data to the left of the account descriptions. This feature is defined within a Column Template. 73

80 How to use Lefthand format columns 1. From within the Column Template Editor window select a Column Template 2. Click on a column to select it 3. Click on the Move column up icon until the selected column sits above the Lefthand format columns row 4. Click on the Apply button to save the Column Template Key Points: Add a Column Changes made to a Column Template via the Generate Reports menu option are saved as a Client Column Template A new column is defined in terms of Balance Type, Year to Date or Movement figures and the ledger Year or Period. A Column Template must have a unique name When you create a Column Template using the Columns defined by ledger option, the number of columns of data generated is determined by the number of periods defined in that ledger Columns can be positioned to the left of the account descriptions MYOB TECHNOLOGY PTY LTD

81 REPORTER 3.3 GENERATING REPORTS WORKBOOK Add Column Headings Column Headings for a Column Template are defined in the Advanced Column Properties window. Each column within a Column Template has its own headings. 75

82 How To Add Column Headings to a Column Template 1. From within the Column Template Editor window select a Column Template 2. Click on a column to select it 3. Click on the Ellipsis button to open the Advanced Column Properties window 4. On the General tab, click in the Value/Formula field for a heading to enter a name or edit an existing one 5. Click on the OK button to close the Advanced Column Properties window 6. Click the Apply button to save the Column Template Key Points: Add Column Headings You can specify as many headings as you wish for a column A heading can contain text or a variable You can format column headings independently of the column s data Create Column Formulae Column Formulae are defined in the Advanced Column Properties window. A formula can be used to say, calculate expenses as a percentage of sales MYOB TECHNOLOGY PTY LTD

83 REPORTER 3.3 GENERATING REPORTS WORKBOOK How to create column formulae 1. From within the Column Template Editor window select a Column Template 2. Click on a column to select it 3. Click on the Ellipsis button to open the Advanced Column Properties window 4. On the General tab, click in the Formula field for the Column and enter or paste a formula 5. Click on the OK button to close the Advanced Column Properties window 6. Click the Apply button to save the Column Template Note: You can use Copy and Paste to insert formulae that are used within the Master Column Templates. If the formula you require is not available within existing Column Templates, you may need to seek assistance from your practice designer. 77

84 Note: When you enter a formula, you can use the Check syntax button to check for errors in a formula. Key Points: Create column Formulae Copy and paste often provides a quick way to create new formulae Your practice designer may be able to assist with creating formulae to calculate column data. Format Data in a column Data format for each column is defined in the Advanced Column Properties window. Note: Be careful not to confuse the style for a column with the style for the Headings. When you format data within a column you can define the data type, the alignment, the font, any borders and visual effects MYOB TECHNOLOGY PTY LTD

85 REPORTER 3.3 GENERATING REPORTS WORKBOOK How to format data within a Column 1. From within the Column Template Editor window select a Column Template 2. Click on a column to select it 3. Click on the Ellipsis button to open the Advanced Column Properties window 4. In the column area on the General tab click on the Alter style for Column icon 5. In the Column Style window set format options on each tab as required 6. Click on the OK button to close both windows and click the Apply button to save the Column Template Key Points: Format data in a Column The styles applied to a column are quite independent of the column s heading style The format of negative and positive numbers is defined in the column style area 79

86 Exercise 13 Customise a Column Template Austock requires a customised Column Template for use with the Detailed Profit and Loss Statement Compliance Standard. Make a copy of the Management Column Template called $This Year and customise it to include an additional column called Percentage. The Percentage column will report each line item within the Report as a percentage of Sales. Note: You will need to enter a formula to compute the values for the Percentage column. The required formula is IF(AND(%ThisYear%!=0, CM.ProfitandLoss.Trading.Sales!=0), (%ThisYear%/CM.ProfitandLoss.Trading.Sales), 0) You can enter the formula as shown or copy and paste it from another Column Template in the case of the latter ensure that the column name is edited to ThisYear to match its use with the new Column Template. Ensure you format the data in the Percentage column to display as a percentage, with no decimal places and always as a positive value. Lastly relocate the new column to the left of the account descriptions and edit the Headings to display This Year and %. Preview the Detailed Profit and Loss Statement Compliance Standard with the new Column Template to ensure that the data presents as it should. Exercise 14 - Customise a Column Template You are to create a customised Column Template for Austock that when used with the Profit and Loss Statement Compliance Standard displays three years of sales and expense data and an additional two columns showing the difference between each year and the next. Your completed Report will look like that shown below MYOB TECHNOLOGY PTY LTD

87 REPORTER 3.3 GENERATING REPORTS WORKBOOK Report Across Multiple Ledgers Reporter allows you to consolidate data from a number of ledgers into a single Report. Using the Current Ledger Configuration menu option, available from the Tools menu you can simply consolidate the ledgers into a single column. Column Templates provide a great deal more flexibility. For example you can assign individual ledgers to columns and use formulae to consolidate the data. 81

88 How to report across multiple ledgers 1. In the Column Template Editor window select a Column Template and click on a column to select it 2. Open the Advanced Column Properties window; on the Ledger tab select a ledger from the Ledger drop down 3. Accept the default Name or edit as required 4. Click on the Properties icon to edit the properties of the additional ledger as required 5. Insert a Formula as appropriate, or leave blank 6. Click on the OK button to close the window and click the Apply button to save the Column Template 7. Continue to edit the balance of the columns as required Key Points: Report across multiple ledgers Column Templates allow more flexibility when reporting across a number of ledgers The default Name assigned to a ledger for the purposes of constructing formulae can be edited The Formula field can be left blank where no calculation is required Formulae can use the standard operators + - / and * Add Filters and Conditions to a Column Template A column Template may include filters and conditions MYOB TECHNOLOGY PTY LTD

89 REPORTER 3.3 GENERATING REPORTS WORKBOOK Only include years 2005 and after Only include rental accounts and borrowing costs A filter allows you to specify values for each of the items shown here in the Filtering tab. For MAS users: For Accounts users: 83

90 How to filter via a Column Template 1. From within the Column Template Editor window select a Column Template 2. Click on a column to select it 3. Click on the Ellipsis button to open the Advanced Column Properties window 4. On the Filtering tab click on the New Filter icon 5. Click in a Column and type a value, then press [Enter] 6. Click on the OK button to close the Advanced Column Properties window and click the Apply button to save the Column Template A column template can include conditions; a condition can specify whether to include a column in a Report. By way of example conditions specified in the Master Quarterly column template control how many columns are included in a report by checking the current period in the underlying ledger MYOB TECHNOLOGY PTY LTD

91 REPORTER 3.3 GENERATING REPORTS WORKBOOK Say your client only acquired rental properties for the first time in You want to provide ongoing 5 year analyses of the rental data however there is no sense in including empty columns for the years prior to In other words, you want to insert a condition that excludes data for years prior to

92 How to create Conditional Columns 1. From within the Column Template Editor window select a Column Template 2. Click on a Column to select it 3. Click on the Ellipsis button to open the Advanced Column Properties window 4. On the Condition tab type a Formula 5. Click on the OK button to close the Advanced Column Properties window and click the Apply button to save the Column Template When using filters, you can also insert page breaks that reference the filters in the Column Template. This allows you to control the layout of your report. By way of example, having inserted a filter by MAIN CODE, you can create a page break for each MAIN CODE within a report. Key Points: Add Filters and Conditions to a Column Template Filtering allows you to exclude some data from a Report A filter by Main Code can be specified as a single account or as an account range MYOB TECHNOLOGY PTY LTD

93 REPORTER 3.3 GENERATING REPORTS WORKBOOK Conditions allow you to dynamically eliminate columns from a Column Template. Most often this is used to eliminate empty columns. A page break inserted on a Column Template is reliant on the filters specified for the Column Template Exercise 15 Set a filter in a Column Template Your client wants you to prepare an analysis of Current and Non Current assets over a two year period. To prepare for this you will create a customised version of the default column template assigned to the Detailed Balance Sheet, applying filters to include only those accounts. Exercise 16 Conditions in Column Templates The Master Column Templates include a Column Template called Qtr1:Qtr2:Qtr3:Qtr4:Ytd. Examine the Condition tab for each column in the Column Template and interpret what those conditions do. Record your findings below. Exercise 17 Report Across Multiple Ledgers Austock has recently acquired two other entities named BROWN and TSGTrust. You need to prepare a consolidated Detailed Profit and Loss Compliance Standard for all three entities for the current year. The Report will display figures for each of them in a column on its own and the consolidated figures in the fourth column. Topic Summary You now know how to: Determine which Column Template is applied to a Report Customise Column Templates to meet your needs Create Column Templates for reuse with a client ledger. 87

94 Use Favourites Introduction The Favourites functionality in Reporter allows you to save a Report with a preferred Column Template. You can also save other Properties with this Report, such as the watermark or page setup MYOB TECHNOLOGY PTY LTD

95 REPORTER 3.3 GENERATING REPORTS WORKBOOK Running the Report from the Favourites window will use your preferred Column Template rather than the default Column Template. Like Favourites in other applications, this just makes it easier for you to save your preferences and to reuse preferred Reports/Column Template combinations. Given that a Report can be made up of a number of Formats, you can change the column template for a single format or for multiple formats. Another way of saying this is that you can specify that a default template is always replaced with your preferred template. 89

96 Or you can specify that a default template is replaced for just a single Format in a Report. Create Favourites It is a simple process to create your own Favourites. A Favourite is saved with the client ledger. This means that anyone using that ledger can use the Favourite MYOB TECHNOLOGY PTY LTD