Statements Row Maintenance

Transcription

1 Statements Row Maintenance Overview Data Plus has a built-in financial statement writer. There are three required parts in creating a statement Columns, Rows, and Definitions. The Statement Row provides the Account information in an order specified by the user. Along with the account information, the user can add section headings, totals, blank lines, and lines to separate sections. This document will cover: Creating a New Statement Row Code Adding Rows to a Row Code a. Row Types b. Creating Calculations Additional Accounts Adding Machines Adding new GL accounts Updating Rows/Lines Deleting Rows/Lines Copying Statement row codes/rows Navigate to General Ledger > Statements > Maintenance > Statement Rows. The screen provides a scrolling browse of all Row Codes that have been entered, and a viewer to add/maintain them. Page 1 of 15

2 1. Creating a New Statement Row Code The Statement Row Code contains all the rows for a particular statement or statements. This code is then attached to a definition to create a statement. Note: A row code can be used on multiple definitions as long as there are no external References or alternate column groups needed. Any row code with external references must have its own definition, as must all rows that are referenced. See the External References tech note for more information. To create a new Statement Row Code Right-Click into the Statement Rows panel and select Add. Next, enter the following information in the fields below the grid: Row Code: Row Description: Property ID: Enter Row Code to identify this statement row. This must be unique. Enter Description for this Row Code. (Multi-property databases only) Enter Property ID if this Row Code is specifically for one property. The search can be used here. Last Title Row Sequence: Not yet in use. Will allow users to copy the first rows statement across all pages. Click Save; this will add the statement row to the browse. Now the row code is ready for Rows to be added. Page 2 of 15

3 2. Adding Rows to a Row Code Rows must be added to a Row Code in order for information to be displayed. The information displayed is dependant on the type of row as well as the relationship between the code and the selected column group set. While there are many types of rows that can be added, all require the below fields. The following is a list of the fields, and what they are for. Depending on the type of row, only certain fields beyond these are required: Row Number The Row Number defines where on the statement a row will be added. This field is auto-filled when a new row is added, and will increment up by 100 each time the Add button is selected. A new row will always default to display at the end of the row code. A row number can be edited at any time to change the position of a row on the statement. Row Type The Row Type determines the kind of information that will be displayed. To add a new row to a statement row code, right-click into the Statement Row Detail panel (in the middle) and select Add. If the row will be at the end of the statement, no changes need to be made to the row number as the row number will default to be at the end of the row code. Otherwise, update the row number to indicate where on the statement the row should appear. Page 3 of 15

4 Row Types There are seven different Row Types. The fields on the viewer are editable according to the Row Type selected. Fields will be described as needed by each row type. Required fields will be listed for each row type, but will not be described again unless necessary. New/additional descriptions will be bolded. Repeat fields will be italicized. Description This is used for section headings. Enter text as it should appear on the statement in the Description field next to the row number. This text will be bolded on the printed statement. To print a non-bolded text row, use the row type Literal. The following fields are used: Row Seq No - Auto-filled when a new row is added. May be edited to move the row within the row code. Description - Unlabeled field next to row number. Enter the description as it should print on the statement. Row Type - Select Description. Page 4 of 15

5 Account This type of line holds the Account information to be displayed on the statements. Select Row Type Account, and fill in the following information: Fields o Description - Enter the Description as it is to display on the statement. o Print Option - Select how the row is to print or not print. Print - Row will print as entered. Print Detail - Row will print each GL account entered in its own line. GL account numbers may be displayed in this row during the printing process. Do Not Print - Row will not print, but can be used in calculations and will be included in any additions. Print if Not Zero - Row will only print if there is a balance or budget for any of the periods displayed. Print Detail if Not Zero - Row will print each GL account with a balance or budget for the periods displayed in its own line. GL account numbers may be displayed in this row during the printing process. Additional Note: Print Detail and Print Detail if Not 0 are not compatible with side-byside multi-property comparison statements, and should not be used. o Start Account - The first account in a range or an individual account to be printed in the row. Additional accounts may be added later for broken ranges. o End Account - The last account in a range. Will auto-fill with the Start Account if blank. o Ext Ref Row Code - Used instead of an account to pull in information from another row code. Enter the Row Code for the reference here. Note: If both ext reference and account fields are needed, use Additional Accounts. If external references are used, none of the row codes can be on multiple definitions. All external references must be to statements with the same column group and similar column sets. o Ext Ref Start - Used for the first row sequence of an external reference. o Ext Ref End - Used for the last row sequence of an external reference. Both start and end must be entered. o Column Set Code - Used if the row will use a column set other than the default set assigned in the definition (ex: units or calculation). Only sets in the defined group will be available. o Vertical Calculation - Used if this row is to contain a vertical calculation, such as a percentage of total revenue. Row 1 - Enter the first row for the calculation. The current row is most common. Operator - Select the operator for the calculation. Options are +, -, *, and /. Row 2 - Enter the last row for the calculation. Total revenue or expense is most common. Page 5 of 15

6 o Format Selection - Used to select the format in which the numbers should be displayed. This is set on the column set within each column. Uses the formats for the assigned set or the default set if no set is assigned. If left blank, will default to format 1. o Reverse Sign Print - Will reverse the sign of the balance, allowing revenue to display as a positive figure and expense as a negative. Affects all accounts on the row. o Rev Accum - Reverses the accumulation of the balance. Used to subtract rather than add. o More Accounts - Used if more accounts will be entered for this row in the case of broken ranges. Note: Additional Accounts will be addressed later in this document. o Row Font Style - Used to define if the row should be bolded, italicized, or both. Defaults to regular. o Row Font Color - Used to print the row in a different color. o Row Notes - Used to add notes to a row. Will not print on the statement, and only viewable in the row setup screen. Page 6 of 15

7 Calculation Only Allows the creation of a calculation in a row, such as ADR or RevPAR. Fields o Row No. o Description o Row Type o Print Option o Column Set Code Must be set to a calculation column set. o Vertical Calculation Row 1 First row to be used to calculate Operator Addition, Subtraction, Multiplication, Division Row 2 Final row of Calculation o Format Selection o Reverse Sign Print o Row Font Style o Row Font Color o Row Notes Page 7 of 15

8 Blank Line Used to insert a blank line into a statement. Fields: o Row seq no o Row Type o Skip Lines: Used to define how many lines will be skipped. 1 may be used for a single line, and 99 to create a page break. o Row Notes Page 8 of 15

9 Total Totals or subtotals accounts above. Fields: o Row No. o Description o Row Type o Print Option o Column Set Code o Format Select o Reverse Sign Before Printing o Reverse Sign Before Accumulation o Adding Machine Register: Defines the addition using numbers 1-9. Each adding machine will add all account rows above with like figures (units with units, currency with currency) until there is an adding machine of equal or great number. The below adding machine will add until it reaches any other adding machine. Adding machines are explained in further detail here. o Row Font Style o Row Font Color o Row Notes Page 9 of 15

10 Literal Will print on the statement as entered. Used for creating non-bolded text rows or lines across the statement. Fields: o Row No. o Description - Enter the text that should display or 6 characters (_, =) to create a line across the statement. o Row Type o Row Font Style o Row Font Color o Row Notes Page 10 of 15

11 Clear Total Creates an adding machine to stop other adding machines without printing a row on the statement. Useful for separating ADR/RevPAR calculations from Total Revenue additions. Fields o Row No. o Row Type o Adding Machine Register: Enter the adding machine here. Functions exactly as an adding machine on a Total Row, but does not print a total. o Row Notes Page 11 of 15

12 3. Additional Accounts for a Line On occasion, there are lines where more than one range of GL Accounts is needed. For these lines there is an option for More Accounts. When this box is checked, the Statement Row Additional Accounts panel is accessible. Fields o Line Number: The sequence of the additional account line. Does not impact the final statement. o Starting Account o Ending Account o Eternal Row Code o External Row Start o External Row End o Reverse Sign Before Accumulation? Page 12 of 15

13 4. Adding Machines Adding Machines are used in Statements to create totals. Total rows and Clear Total rows both use customizable adding machines. Adding Machines are represented by numerals 1-9. Each adding machine will total every account row above it until there is an adding machine with an equal or greater number. So, an adding machine 1 will only add until there is another adding machine. A 9 will not stop until there is another 9. The actual number of an adding machine does not matter except in relation to all of the other adding machines. Any combination of adding machines will create correct totals as long as the above rule is followed. The following examples demonstrate how adding machines function in various situations. NOTE: The Total Lines in the examples represent total lines on a statement. Example 1: Total Line 1 Adding machine 1 This will sum all lines above it. Total Line 2 Adding machine 1 This will sum all lines between Total Line 1 and Total Line 2. Total Line 3 Adding machine 2 This will add Total Line 1 & 2 and any lines between that do not have a Total Line. Total Line 4 Adding machine 1 This will add lines between Total Line 3 and Total Line 4. Total Line 5 Adding machine 3 This will add Total Line 3 and 4, and any lines between that so not have a Total Line. It will not add in total line 1 and 2 because those totals are in total line 3. Example 2: Total Line 1 Adding Machine 4 Total Line 2 Adding Machine 1 Will only add anything after Total Line 1, it will not include it. Total Line 3 Adding Machine 2 This will add in Total Line 2, plus any accounts that are in-between that total and Total Line 3 Total Line 4 Adding Machine 5 Will add Total Line 1 and Total Line 3. It will ignore total line 2 because that total is included in total line 3. Page 13 of 15

14 5. Adding new GL Accounts When a new GL account is added to the chart of accounts, all statements on which it must appear should be reviewed. If the GL account is already included in a range of accounts on an existing row, no additional changes are necessary. Otherwise, the new account should be added as an additional account or as a new row. 6. Updating Row Lines To change information on an existing Row Line, simply double-click on the line to be updated. This will open any editable fields for that Row Type. Once all changes are made, click Save to continue. 7. Deleting Information It is sometimes necessary to delete rows or entire row codes. This should be done with caution, however, as it cannot be undone. To delete a single row line, right-click on the line in the browse and click Delete. There will be a pop-up message: Click Yes, and the line will be removed. Page 14 of 15

15 8. Copying Statement Rows When creating new statements, it is possible to copy an existing row and then adjust the lines that need to be changed. To Copy a Row Code or a Row, right-click on the item to be copied and select Copy: The following message will appear, prompting for a new, unique row code: Once the new row code is entered, assign a new description. All of the statement rows will be copied. Individual rows within a row code may be copied, as well. If there are any further inquiries, please refer to our website or contact the Data Plus Support department. Website Data Plus Support Ext 3 support@dphs.com Page 15 of 15