Chapter 22. Accrual Reports
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1 Chapter 22 Accrual Reports
2 This Page Left Blank Intentionally
3 CTAS User Manual 22-1 Accrual Reports: Introduction There are four reports that you can create and print from the Accrual Module. The following pages will define each report and provide the instructions for printing the report. In addition, this section will explain the PDF button on the print preview screen and how to use the Export to CSV function. Accessing the Accrual Reports Section To access the Accrual Reports section from within the Accrual Module of CTAS, click on the Reports icon found on any screen in the Accrual module. The Accrual Reports screen, shown below, will appear. This screen can also be accessed from the Receivables screen (as shown on page 20-1) or the Payables screen (as shown on page 21-1). To select the report you want to create, highlight the report and click on the Run button at the bottom of the Accrual Reports screen.
4 CTAS User Manual 22-2 Accrual Reports: Printing the Financial Report by Account Number The Financial Report by Account Number displays the accrual receipts and disbursements on a year-to-date basis summarized by account number. The report includes a comparison to the budget, also on a year-to-date basis. The report is designed to print the information by fund. To print the Financial Report by Account Number report, highlight Financial Report by Account Number, on the Accrual Reports screen and click the Run button (as shown on the previous page). The Financial Report by Account Number screen will appear: On the Financial Report by Account Number screen: Select the Fund by entering the fund number or choosing one from the dropdown list using the down arrow. To create a report for each active fund listed in the chart of accounts, check the Include All Funds box. The beginning date will always be January 1. Enter an ending date for the report in the End Date field. Click the Print Preview Button. The print preview (System Reports screen) appears, as shown on the next page.
5 CTAS User Manual 22-3 Accrual Reports: Printing the Financial Report by Account Number (continued) After reviewing the preview, click on the Printer icon to begin printing the report. To close the print preview screen, click the red X. After clicking on the Printer icon, the Printer Details screen appears: By clicking the From Page radio button, you can choose to print only certain pages of the report. The Number of Copies box 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. The following page has a sample of the report. To close the printing of the report: Click the Red X icon on the Print Preview screen. Click the Close button on the Financial Report by Account Number screen.
6 CTAS User Manual 22-4 Accrual Reports: Printing the Financial Report by Account Number (continued) Sample Financial Report by Account Number Report
7 CTAS User Manual 22-5 Accrual Reports: Printing the Financial Report by Object Code The Financial Report by Object Code displays the accrual receipts and disbursements on a year-to-date basis detailed by object code for expenditures. The report includes a comparison to the budget, also on a year-to-date basis. The report is designed to print the information by fund. To print the Financial Report by Object Code report, highlight Financial Report by Object Code on the Accrual Reports screen and click the Run button (as shown on page 22-1). The Financial Report by Object Code screen will appear: On the Financial Report by Object Code screen: Select the Fund by entering the fund number or choosing one from the dropdown list using the down arrow. To create a report for each active fund listed in the chart of accounts, check the Include All Funds box. The beginning date will always be January 1. Enter an ending date for the report in the End Date field. Click the Print Preview Button. The print preview (System Reports screen) appears as shown on the next page.
8 CTAS User Manual 22-6 Accrual Reports: Printing the Financial Report by Object Code (continued) After reviewing the preview, click on the Printer icon to begin printing the report. To close the print preview screen, click the red X. After clicking on the Printer icon, the Printer Details screen appears: By clicking the From Page radio button, you can choose to print only certain pages of the report. The Number of Copies box 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. The following page has a sample of the report. To close the printing of the report: Click the Red X icon on the Print Preview screen. Click the Close button on the Financial Report by Object Code screen.
9 CTAS User Manual 22-7 Accrual Reports: Printing the Financial Report by Object Code (continued) Sample Financial Report by Object Code Report
10 CTAS User Manual 22-8 Accrual Reports: Printing the Payable Register A Payable Register is a chronological record of the payables entered. To print the Payable Register, highlight Payable Register on the Accrual Reports screen and click the Run button (as shown on page 22-1). The following screen will appear: On the Payable Register screen: Select a fund or All Funds in the Fund box, either by entering the fund number or using the down arrow at the end of the field. Enter the Start Date for the range of dates you want reported in the Start Date field, or use the calendar by clicking on the down arrow at the end of the field. Enter the End Date for the range of dates you want reported in the End Date field, or use the calendar by clicking on the down arrow at the end of the field. Click the Print Preview button. The print preview (System Reports screen) appears, as shown below. fter reviewing the preview, click on the Printer icon to begin printing the report. To close the print preview screen, click the red X.
11 CTAS User Manual 22-9 Accrual Reports: Printing the Payable Register (continued) After clicking on the Printer icon on the System Reports screen, the Printer Details screen appears: By clicking the From Page radio button, you can choose to print only certain pages of the report. The Number of Copies box 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. The following page has a sample of the report. To close the printing of the report: Click the Red X icon on the Print Preview Screen. Click the Close button on the Payable Register screen.
12 CTAS User Manual Accrual Reports: Printing the Payable Register (continued) Sample Payable Register Report
13 CTAS User Manual Accrual Reports: Printing the Receivable Register A Receivable Register is a chronological record of receivables entered. To print the Receivable Register, highlight Receivable Register on the Accrual Reports screen and click the Run button (as shown on page 22-1). The following screen will appear: On the Receivable Register screen: Select a Fund or All Funds, either by entering the fund number or using the down arrow. Enter the Start Date for the range of dates you want reported, or use the calendar by clicking on the down arrow at the end of the field. Enter the End Date, or use the calendar by clicking on the down arrow at the end of the field. Click the Print Preview button. The print preview (System Reports screen) appears as shown below. After reviewing the preview, click on the Printer icon to begin printing the report. To close the print preview screen, click the red X.
14 CTAS User Manual Accrual Reports: Printing the Receivable Register (continued) After clicking on the Printer icon, the Printer Details screen appears. By clicking the From Page radio button, you can choose to print only certain pages of the report. The Number of Copies box 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. The following page has a sample of the report. To close the printing of the report: Click the Red X icon on the Print Preview Screen. Click the Close button on the Receivable Register screen.
15 CTAS User Manual Accrual Reports: Printing the Receivable Register (continued) Sample Receivable Register Report
16 CTAS User Manual Accrual Reports: Creating a PDF Version of a Report This section will explain how to create a PDF version of a report and how to view the report it creates. By using the PDF icon, you can print a report to a Portable Document Format (PDF). A PDF file can be attached to an , and anyone with a PDF reader on their computer can open the file. To print a report to a PDF file, click the PDF icon on the System Reports screen. For our example, we will use the Receivable Register. After clicking on the PDF icon the Save to PDF screen appears, as shown on the next page.
17 CTAS User Manual Accrual Reports: Creating a PDF Version of a Report (continued) On the Save to PDF screen: Click the down arrow at the end of the Save in field to select the location where the file will be stored. In the File name field, enter the name of the file. Click the Save button. The following screen will appear, showing the file was created: Click the OK button to return to the System Reports screen. To close the printing of the report: Click the Red X icon on the print preview (System Reports screen). Click the Close button on the Receivable Register screen.
18 CTAS User Manual Accrual Reports: Creating a PDF Version of a Report (continued) To view the file: Open the "My Computer" or "Computer" icon on your screen's desktop. Click the down arrow in the Address field to select the location of the PDF file. Double-click on the file. The file will open in your PDF reader.
19 CTAS User Manual Accrual Reports: Exporting a Report to a CSV File This section will explain how to export a report to a CSV file and how the file can be accessed. A CSV file is a Comma Separated Values (CSV) file. This file can be opened with a spreadsheet program. After the file is opened, you can format the report of sort the data using any of the features of the spreadsheet program. Most of the reports you can print can also be exported to a CSV file. If exporting to a CSV file is an option for a specific report, the Export to CSV button is shown on the screen where you select the report parameters. For our example, the Financial Report by Object Code will be used. To export the Financial Report by Object Code report to a CSV file, highlight Financial Report by Object Code on the Accrual Reports screen and click the Run button (as shown on page 22-1). The following Financial Report by Object Code screen will appear. On the Financial Report by Object Code screen, click the Export to CSV button and the Save to CSV screen will appear, as shown on the next page.
20 CTAS User Manual Accrual Reports: Exporting a Report to a CSV File (continued) On the Save to CSV screen: Click the down arrow at the end of the Save in field to select the location where the file will be stored. In the File name field, enter the name of the file. Click the Save button. A CTAS screen will appear, showing the file was created: Click the OK button to return to the Financial Report by Object Code screen.
21 CTAS User Manual Accrual Reports: Exporting a Report to a CSV File (continued) To access the CSV file: Open the "My Computer" or "Computer" icon on your screen's desktop. Click the down arrow in the Address field to select the location of the CSV file. Double-click on the file name. The file will open in your spreadsheet program.
22 CTAS User Manual Accrual Reports: Exporting a Report to a CSV File (continued) This is an example of the report after it has been opened with a spreadsheet program and before any formatting was done. ###### indicates the column is currently not wide enough to display the contents of the cell. Grand Slam Financial Report by Object Code 05/04/2009 As of 05/04/2009 General Fund Budget Actual Variance Revenues: General Property Tax ######## $69.68 ######## Total Acct 310 ######## $69.68 ######## Cable Franchise ######## ######## ######## Land Rent Revenue (Cell Tower) ######## ######## ######## Total Acct 318 ######## ######## ######## Permits & Fees $ $0.00 ($400.00) Animal License Fees $ $0.00 ($250.00) Total Acct 320 $ $0.00 ($650.00) Fines ######## ######## ######## Total Acct 350 ######## ######## ######## Interest & Dividends $ ######## ######## Total Acct 362 $ ######## ######## Miscellaneous Revenue $ ######## ######## Total Acct 363 $ ######## ######## Total Revenues ######## ######## ########
23 CTAS User Manual Accrual Reports: Exporting a Report to a CSV File (continued) This is an example of the report after it has been opened with a spreadsheet program and formatted. As of 05/04/2009 Town of Grand Slam Financial Report by Object Code (YTD) 5/4/2009 General Fund Budget Actual Variance Revenues: General Property Tax $20, $69.68 ($19,930.32) Total Acct 310 $20, $69.68 ($19,930.32) Cable Franchise $2, $4, $2, Land Rent Revenue (Cell Tower) $11, $7, ($3,698.74) Total Acct 318 $13, $12, ($1,048.16) Permits & Fees $ $0.00 ($400.00) Animal License Fees $ $0.00 ($250.00) Total Acct 320 $ $0.00 ($650.00) Fines $7, $2, ($4,544.79) Total Acct 350 $7, $2, ($4,544.79) Interest & Dividends $ $5, $5, Total Acct 362 $ $5, $5, Miscellaneous Revenue $ $70, $69, Total Acct 363 $ $70, $69, Total Revenues $42, $91, $49,021.74
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