Chapter 19. Indebtedness Reports
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1 Chapter 19 Indebtedness Reports
2 This Page Left Blank Intentionally
3 CTAS User Manual 19-1 Indebtedness Reports: Introduction There are two reports that you can create and print from the Indebtedness Reports section. The following pages will define each report and provide instructions for printing each one. In addition, this chapter will explain how to use the Export feature on the print preview (Report Viewer screen). Accessing the Indebtedness Reports Section To access the Indebtedness Reports Section, click on the Reports tab (circled) in the Task Bar, then click on the Indebtedness icon (boxed). The Indebtedness Reports screen will appear, listing all the reports you can create and print. To select the report you want to create, highlight the report name and click the Run button at the bottom of the Indebtedness Reports screen.
4 CTAS User Manual 19-2 Indebtedness Reports: Printing the Indebtedness Activity Report The Indebtedness Activity Report is designed to provide you with the information on the principal payments on the outstanding debt. This report should be printed and compared to the indebtedness statements received. To print an Indebtedness Activity report, highlight Indebtedness Activity on the Indebtedness Report Name screen and click the Run button (see previous page). On the Indebtedness Activity screen: Enter the beginning date for the Indebtedness Activity to be included in this report in the Start Date field, or use the calendar by clicking on the down arrow at the end of the field. Enter the ending date for the Indebtedness Activity to be included in this report in the End Date field, or use the calendar by clicking on the down arrow at the end of the field. Click the Preview button and the print preview (Report Viewer screen) will appear.
5 CTAS User Manual 19-3 Indebtedness Reports: Printing the Indebtedness Activity Report (continued) After reviewing the preview, click on the Printer icon (circle, left) to begin printing the report. To close the print preview screen, click the red X (circle, right).
6 CTAS User Manual 19-4 Indebtedness Reports: Printing the Indebtedness Activity Report (continued) After clicking on the Printer icon, the Print screen appears. By clicking the Pages radio button (circled, left), you can choose to print only certain pages of the report. The Number of copies box (circled, right) allows you to enter the number of copies you would like printed. After selecting the printer details, click on the Print button to begin printing the report. To close the report: Click the red X icon on the Report Viewer screen (previous page). Click the Close button on the Indebtedness Activity screen.
7 CTAS User Manual 19-5 Indebtedness Reports: Printing the Indebtedness Activity Report (continued) Sample Indebtedness Activity Report
8 CTAS User Manual 19-6 Indebtedness Reports: Printing the Schedule 6 - Statement of Indebtedness The Statement of Indebtedness displays the outstanding indebtedness for the fiscal year selected. Schedule 6 is a required part of the financial statements for cities. Towns also should include Schedule 6 as part of their financial statements when they have outstanding indebtedness. To print a Statement of Indebtedness, highlight Schedule 6 - Statement of Indebtedness on the Indebtedness Report Name screen (see page 19-1 for instructions) and click the Run button. To view the indebtedness report: To change the fiscal year, enter the year or click the up or down arrow next to the fiscal year. Click the Preview button. The print preview (Report Viewer screen) appears, as shown on the next page.
9 CTAS User Manual 19-7 Indebtedness Reports: Printing the Schedule 6 - Statement of Indebtedness (continued) After reviewing the preview, click on the Printer icon (circled, left) to begin printing the report. (See page 19-4 for printing instructions) To close the report: Click the red X icon (circled, right) on the Report Viewer screen. Click the Close button on the Schedule 6 Statement of Indebtedness screen.
10 CTAS User Manual 19-8 Indebtedness Reports: Printing the Schedule 6 - Statement of Indebtedness (continued) Sample Schedule 6 - Statement of Indebtedness Report
11 CTAS User Manual 19-9 Indebtedness Reports: Creating a PDF Version of a Report This section will explain how to create a PDF version of a report and describe how to view the report it creates. The Export Report icon (circled) is located on the far left of the top bar of the print preview (Report Viewer) screen. By using the Export Report icon, you can print a report to a Portable Document Format (PDF), which can be viewed in free Acrobat Reader software, or to another format. A PDF file can be attached to an , and anyone with a PDF reader can open the file. To convert a report to a PDF file, click the Export report icon (circled) on the Report Viewer screen. For our example, we will use the Schedule 6 - Statement of Indebtedness report.
12 CTAS User Manual Indebtedness Reports: Creating a PDF Version of a Report (continued) After clicking on the Export Report icon, the Export Report screen appears. To export the file to your computer: Select where on your computer you would like to save the PDF; change the file name if desired. Click the down arrow (boxed) at the end of the Save as type field and select PDF (*.pdf). Click the Save button (circled) to save the file at that location. The Export Report box will appear. Click OK to return to Report Viewer screen. To close the printing of the report, click the red X icon on the Report Viewer screen. To view the file: Browse to the location where the file was previously saved. Once you ve found the saved file, double-click on the file. The file will open as a PDF document.
13 CTAS User Manual Indebtedness Reports: Exporting a Report to a CSV File CTAS allows you to export your data to a CSV file. The CSV ("Comma Separated Values") file format is used by many spreadsheet applications, including Microsoft Excel. Many CTAS users export data to CSV files to give them flexibility in analyzing and presenting their entity s data. Most of the reports you can print in CTAS can also be exported to a CSV file. To convert a report to a CSV file, click the Export report icon (circled) on the Report Viewer screen. For our example, we will use the Statement of Indebtedness Report.
14 CTAS User Manual Indebtedness Reports: Exporting a Report to a CSV File (continued) The Export screen will appear. To export the file to your computer: Select where on your computer you would like to save the Excel file; change the file name if desired. Click the down arrow (boxed) at the end of the Save as type field and select CSV (*.csv). Click the Save button (circled) to save the file at that location. The Export Report box will appear. Click the OK button to return to Report Viewer screen. Click the red X icon on the Report Viewer screen to close. To view the file: Browse to the location where the file was previously saved. Once you ve found the saved file, double-click on the file. The file will open as a CSV document.
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