AIMS. Statement Formatter Version 6.3 May 1, 2006

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1 AIMS Statement Formatter Version 6.3 May 1, 2006 Copyright Western Canadian Software, 2006

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3 TABLE OF CONTENTS What About Statement Formatter?... 1 Statement Formatter Menu Options... 2 Format Maintenance...3 Copy Formats...9 Print Formats...11 Financial Statements Inquiry...12 Simple Statement...13 Comparative Statement A...14 Comparative Statement B...15 Budgeted Statement...16 Comparative Budgeted Statement Month Statement Month Budget Listing...19 Year End Forecast Report...20

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5 What About Statement Formatter? The Statement Formatter (within the General Ledger module) has been designed to produce user-defined financial statements. Files include: Statement Format files (FORM##) Statement Formatter Control file (STFCTL) The Statement Formatter lets you create and maintain financial statement formats using accounts defined in the G/L chart of accounts. These formats select G/L accounts, define how accounts should be grouped and accumulated, and define the layout of the report. You can change, delete or copy statement formats. Statement formats are defined by line, with each line containing all G/L accounts needed to calculate the amount to print, plus all layout and description information. Accumulators are used to calculate report totals and subtotals. Each line amount is added to an accumulator, which can then be printed as a subtotal, and added to another accumulator for a grand total. When you add an account to the chart of accounts you must also add it to the applicable formats in the Statement Formatter (if it s not covered by a wildcard). What About Statement Formatter? 1

6 Statement Formatter Menu Options Access the full Statement Formatter menu through #77 of the General Ledger menu. This manual deals with topics in order of menu option. This menu allows you to perform any required maintenance on statement formats, including copying and printing. It also provides you with an excellent display and eight choices of statements to print using these formats. Statement Formatter Menu Options 2

7 Format Maintenance Menu Statement Formatter - Option #10 Files Affected: FORM[##], STFCTL This option lets you add new formats or change / delete existing formats. You will see two screens: The first defines the format in general; the second defines each format line. SCREEN 1 Here is an explanation of available fields: Format Name Format Type A - 2 (BS, PL) Format Description A - 40 Name of the format. All names must begin with the first four characters FORM. The last two characters identify the specific format. Type of format being created or edited: BS: Balance Sheet PL: Profit and Loss (Income Statement) Description of the format. After you complete the first screen, the second screen will appear. Format Maintenance 3

8 SCREEN 2 Code A - 1 (A, C, D) Line # N - 6 Action code to use on the line number. A lets you add a line, C lets you change an existing line and D deletes a format line. Line number being added or edited. In Add mode, this number defaults to the next available line number in the format. Line numbers are numbered by the system in increments of 100, starting with 100, to allow space to add lines later. To insert new lines, enter a new line number that falls between the relevant existing lines. If you are adding lines to an existing format and you leave this field blank, the system defaults the line number that comes after the last line in the statement. In Change or Delete mode, specify the existing line to be accessed. Information for that line will appear, which you can then change or delete. Format Maintenance 4

9 FD N - 2 (01-05, 07-08, 12, 13) Description determines the type of line to print on the statement. Press F4 for a Format Type Search (described below). 01: Prints the line description and adds the specified G/L accounts and accumulators together and prints the sum. It also adds this sum to the line accumulator indicated. 02: Prints the specified line description only. 03: Prints a single subtotal line ( ) in the number column. 04: Prints a double total line (==========) in the number column. 05: Begins a new page. 07: Prints the company name you entered in the Line Description. 08: Prints a title for the report you entered in the Line Description. 12: Changes the sign of the specified accumulators from DR to CR or from CR to DR. 13: Used for PL type statements, it defines accumulator 30, which is then used as the denominator for the percentage calculation. The accounts and accumulators on this line are added to form the value of accumulator 30 (usually total sales). It must be defined before any detail lines are entered in the format. The system reserves line types 06, 09, 10 and 11 for future use. Print Indicates whether this line should print and, if so, how many lines the Format Maintenance 5

10 N - 1 (0-3) printer should advance after printing. The following window appears, showing the valid options. 1 is the default. Description A 30, 46 Description to print for this report line. It allows 46 characters for Line Type 2, and 30 characters for all others. Enter a comma to print the chart of accounts description of the last G/L account specified under Accounts. This is useful when the line contains only one account number. $ A - 1 (N, Y) Shows whether a $ sign should print before the amount field. The following window appears, showing the valid options. N is the default. BL A - 2 (CR, DR) Indicates whether the account balance is normally a debit or credit. If the value printed is opposite the normal balance, as indicated by this field, then the value will be printed in brackets. Note: This field does not need to match the definition of the account type in the chart of accounts. TO AC N - 2 (0-30) Number of the accumulator to which the line amount will be added. The Format Maintenance 6

11 following window will appear: Accumulators 01 through 28 are for normal accumulations. 29 resets all accumulators to zero and is always used for the last line in the format. 30 shows the denominator in percentage calculations. Because percentage columns are shown only on PL type statements, accumulator 30 need only be defined for PL formats. The percentage value is calculated by dividing the value of each line by accumulator 30. (See explanation of line type 13 as described under the FD field.) Accounts N Indicates which G/L accounts are to be added together, along with the accumulators (in Accum field below) to form the line amount. You may enter up to twenty accounts. When you enter accounts, use X as a wildcard to denote numbers 0-9 (i.e. 100X means accounts 1000 to 1009 ). Wildcards can replace any digit but the first within the account number. Note: Wildcards increase the time it takes to print the report. Accum. N - 2 (0 28) These fields show the accumulator numbers to be added into the G/L account total (along with the Accounts field above) to form the line amount. You may enter up to ten accumulators. Once an accumulator is used, its value is automatically reset to zero. Format Maintenance 7

12 Here is a sample Profit and Loss Statement. Line# FD Description Print Lines $ Bal To Accum Accounts Accum Numbers ABC Company Summarized Profit & Loss N CR 30 4XXX Sales 1 Y CR 01 4XXX Cost of Sales 1 N DR 01 5XXX Gross Margin 2 Y CR Operating Expenses 1 N DR 01 6XXX Admin Expenses 1 N DR 01 7XXX Selling Expenses 1 N DR 01 8XXX Other Expenses 1 N DR 01 9XXX Total Expenses 2 Y DR ======== Total Profit (Loss) 1 Y CR Here is a sample Balance Sheet. Line# FD Description Print Lines $ Bal To Accum Accounts Accum Numbers ABC Company Summarized Balance Sheet *** Assets *** Cash 1 Y DR 01 10XX Accounts Receivable 1 N DR 01 11XX Inventory 1 N DR 01 12XX Prepaids & Advances 1 N DR 01 13XX Fixed Assets 1 N DR 01 15XX Total Assets 2 Y DR ** Liabilities & Equity *** Current Liabilities 1 Y CR 01 2XXX Long Term Liabilities 1 N CR 01 25XX Equity Beginning Of Year 1 N CR 01 30XX, 31XX Profit (Loss) For Year 1 N CR 01 4XXX, 5XXX 6XXX, 7XXX 8XXX, 9XXX Total Liabilities & Equity 1 Y CR Format Maintenance 8

13 Copy Formats Menu Statement Formatter - Option #11 Files Affected: FORM[##], STFCTL This function copies lines from an existing format into another. You may copy a limited number of lines or the whole format. When copying a whole format, you may copy to either a new or an existing format. Choose between these two options: If you Copy Lines Between Formats, name the format to copy from and the format to copy to. Both must be existing formats (press F4 to search). Copy Formats 9

14 Format to Copy From Format to Copy To Range of Lines to Copy N - 6 Starting Line to Copy to N - 6 # of Lines to Increment N - 6 Existing statement format where lines will be copied from. Press F4 to search. Existing statement format where lines will be copied to. Press F4 to search. Portion of the statement to be copied. Only the beginning number of the range must be an existing line number. All lines up to the ending number will be copied. To copy all line numbers, enter the range 0 through Number in the Copy To format to start with, for the lines you are copying. Increments between lines being copied (usually 100 ). If you Copy Whole Format, the screen below appears, prompting you for the format names to copy from and to. The Format to Copy From must be an existing format. Press F4 to search. The Format to Copy To may be either an existing or a completely new format name. If copying into an existing format, lines from the Copy From format will overwrite existing lines with the same numbers. Format to Copy From Format to Copy To Format from which all lines will be copied from. It must be an existing format (press F4 to search). Format to which the lines will be copied to. It may be an existing format, or a completely new one. Press F4 to search. If you enter an existing format, lines from the Format to Copy From are simply copied in and added to the existing format, even if the same line numbers already exist. Therefore, if you use an existing format, make sure the line numbers being copied do not conflict with existing line numbers. If you create a new format, make sure the name starts with FORM. Copy Formats 10

15 Print Formats Menu Statement Formatter - Option #12 Files Affected: FORM[##], STFCTL This function prints details of existing statement formats. The system will prompt you to enter the Format Name (press F4 to search). The header prints the format name and description. Then each line of the format is printed with its defined line number, field description code, line description, print code, $ sign code, DR/CR balance type, the accumulator being used and the accounts and accumulators being retrieved. (The printout looks similar to that shown in the example under Format Maintenance.) Print Formats 11

16 Financial Statements Inquiry Menu Statement Formatter - Option #20 Files Affected: GL-MSTR, GL-PEND, GL-TRAN, GL-JOURI, GL-HIST This function displays information for the current year, prior year, prior year 2 and next year in financial statement format. The system will prompt you for the Format Name. Then choose whether to print lines with zero balances. You may also specify the section of the statement to print (according to a range of line numbers). Select the year and month. If you select the current year and current month, decide whether to include or exclude unposted transactions. Format Name Print 0 Balances A - 1 (Y, N) Range of Lines N - 6 Statement format to use. Press F4 to search. Whether lines with a zero balance should print. Portion of the statement to print. To print all lines, press Enter twice to default the range 0 through Financial Statements Inquiry 12

17 Simple Statement Menu Statement Formatter - Option #30 Files Affected: GL-MSTR, FORM[##], STFCTL This function prints a statement showing current month and year-to-date amounts. For profit and loss (PL) formats, amounts are also expressed as a percentage. (For a discussion on percentage columns, see the explanation of line type 13 under the FD field in Format Maintenance.) The system will prompt you to enter the Format Name. Then choose whether to print lines with zero balances. You may also specify the section of the statement to print (according to a range of line numbers). Select the year and month to print and decide whether to include unposted entries. Format Name Print 0 Balances A - 1 (Y, N) Range of Lines N - 6 Statement format to use. Press F4 to search. Whether lines with a zero balance should print. Portion of the statement to print. To print all lines, press Enter twice to default the range 0 through Simple Statement 13

18 Comparative Statement A Menu Statement Formatter - Option #31 Files Affected: GL-MSTR, FORM[##], STFCTL This function prints a statement showing current month and year-to-date amounts, as well as prior year, month and year-to-date amounts. The system will prompt you for the Format Name. Then choose whether to print lines with zero balances. You may also specify the section of the statement to print (according to a range of line numbers). Then choose to display amounts with or without cents (select Without if you have large field sizes). Select the year and month to print, and decide whether to include unposted entries. Format Name Print 0 Balances A - 1 (Y, N) Range of Lines to Print N - 6 Statement format to use for the report. Press F4 to search. Whether lines with a zero balance should print. Portion of the statement to print. To print all lines, press Enter twice to default the range 0 through Comparative Statement A 14

19 Comparative Statement B Menu Statement Formatter - Option #32 Files Affected: GL-MSTR, FORM[##], STFCTL This function prints a statement showing current year and prior year, month-to-date and year-todate amounts, as well as the difference between the two years. The system will prompt you to enter the Format Name. Then choose whether to print lines with zero balances. You may also specify the section of the statement to print (according to a range of line numbers). Decide whether to display amounts with or without cents (select Without if you have large fields). Select the year and month to print, and decide whether to include unposted entries. Format Name Print 0 Balances A - 1 (Y, N) Range of Lines to Print N - 6 Statement format to use for the report. Press F4 to search. Whether lines with a zero balance should print. Portion of the statement to print. To print all lines, press ENTER twice to default the range 0 through Comparative Statement B 15

20 Budgeted Statement Menu Statement Formatter - Option #33 Files Affected: GL-MSTR, GL-BUDG, FORM[##], STFCTL This function prints a statement showing actual month-to-date, budget MTD, MTD actual-tobudget variance amount and percentage, actual year-to-date, budget YTD, YTD actual-to-budget variance amount and percentage. The system will prompt you to enter the Format Name. Then choose whether to print lines with zero balances. You may also specify the section of the statement to print (according to a range of line numbers). Select the year and month to print, and decide whether to include unposted entries. Then choose whether to use the original or revised budget. Format Name Print 0 Balances A - 1 (Y, N) Range of Lines to Print N - 6 Statement format you want for the report. Press F4 to search. Whether to print lines with a zero balance. Defines the portion of the statement to print. To print all lines, press ENTER twice to default the range 0 through Budgeted Statement 16

21 Comparative Budgeted Statement Menu Statement Formatter - Option #34 Files Affected: GL-MSTR, GL-BUDG, FORM[##], STFCTL This function prints a statement showing current month-to-date and year-to-date values compared to budget and prior year MTD and YTD amounts. The system will prompt you to enter the Format Name. Then choose whether to print lines with zero balances. You may also specify the section of the statement to print (according to a range of line numbers). Choose whether to print the report with or without variance percentages (select Without, if you have large field sizes). Select the year and month to print, and decide whether to include unposted entries. Format Name Print 0 Balances A - 1 (Y, N) Range of Lines N - 6 Statement format you want for the report. Press F4 to search. Whether lines with a zero balance should print. Portion of the statement to print. To print all lines, press ENTER twice to default the range 0 through Comparative Budgeted Statement 17

22 12- Month Statement Menu Statement Formatter - Option #35 Files Affected: GL-MSTR, GL-BUDG, FORM[##], STFCTL This function prints a statement showing amounts for each month in the current fiscal year and year-to-date totals. Actual totals print for each month up to and including the current month. You may have zeros show for the remaining future months, or have the budgeted amounts print. If you select budgeted amounts, they will be included in YTD totals. Enter the Format Name, then choose whether to print lines with zero balances. Specify whether to print the whole statement or just a portion through a range of line numbers. Choose whether to have the report print With or Without cents (select Without if you have large fields) and select whether to print budget data for future months. Format Name Print 0 Balances A - 1 (Y, N) Range of Lines to Print N - 6 Print Budget Data for Future Months A - 2 (OK, NO) Statement format you want for the report. Press F4 to search. Whether lines with a zero balance should print. Portion of the statement to print. To print all lines, press ENTER twice to default the range 0 through Whether to print budgets for future months. Choose OK to do so. (In this case budgets will be included in the Total Column). Choose No to display zeroes for future months. 12- Month Statement 18

23 12-Month Budget Listing Menu Statement Formatter - Option #36 Files Affected: GL-MSTR, GL-BUDG, FORM[##], STFCTL This option prints a statement showing budget amounts for each month in the current fiscal year, and a total for the year. The system will prompt you to enter the Format Name.. Then choose whether to print lines with zero balances. You may also specify the section of the statement to print (according to a range of line numbers). Then choose whether to print the report With or Without Cents displayed (select Without, if you have large field sizes). You are asked which of the four budgets to print: prior year, original, revised or next year. Format Name Print 0 Balances A - 1 (Y, N) Range of Lines to Print N - 6 Budget Statement format you want for the report. Press F4 to search. Whether or not lines with a zero balance should print. Defines the portion of the statement to print. To print all lines, press ENTER twice to default the range 0 through Select whether to use Prior Year, Original, Revised or Next Year budget for the report.. 12-Month Budget Listing 19

24 Year End Forecast Report Menu Statement Formatter - Option #37 Files Affected: GL-BUDG, GL-CTR, GL-DEPT, GL-MSTR, GL-PEND, GL-TRAN This function prints all income and expense accounts listing year-to-date actuals, and both original and revised budget amounts. The report shows variance of actual figures to both original and revised budgets, along with the revised budget and forecasted amount to year-end. The system will prompt you to enter the Format Name. Then choose whether to print lines with zero balances. You may also specify the section of the statement to print (according to a range of line numbers). Choose the relevant year and month and decide whether to include unposted transactions. If selecting Next Year, both original and revised budget equal the next year budget. Year End Forecast Report 20

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