WinGL. General Ledger Quick Guide

Transcription

1 WinGL General Ledger Quick Guide

2 Interface A/P for current month Interface P/R for current month Interface WinTAR for current month Interface WinHAP for current month WinGL Monthly Processing Checklist Enter other Journal Entries/Transactions as needed Update to Summary Calculate PILOT Entry, if applicable Update to Summary Process Financial Statements as needed Verify reports for accuracy Make any adjustments needed Enter Transactions Update to Summary Process statements again Process other reports General Ledger Reports, Detail by Code, use recall filter or batch if desired Journal Voucher report or transaction report Reports, Journal Voucher Reports Close Month

3 Interface WinAP & WinPR Interface steps are the same for both applications. The interface process may be started in WinAP or WinPR applications, but must be completed in WinGL. All steps for both applications can be completed in WinGL. Interfaces, Payroll to GL AP Invoices and/or checks Select Bank Account from drop down combo box. Each account writing checks will be interfaced separately. Review all batches appearing on the left side as Un-Processed. Compare the check date to the Post Period. If any corrections are needed, highlight the batch, then Change Post Period, enter correct period in YYYYMM format. Select individual batches, multiple batches using Shift key, or use All to select all unprocessed batches. Batches can be interfaced into any future month in the GL. Interfacing is not limited to the current month. Once desired batches are highlighted, click Process>>>. Batches processed will no longer appear on the left side, and now appear on the right side as GL Batches. Taking the batch from the first box to the second box looks at the due to/from setup and creates these entries so your funds are not out of balance. Select individual batches, multiple batches using Shift key, or use All to select all processed batches. Once desired batches are highlighted, click Send to GL>>>. If any invalid accounts are included in the batch, the batch will not be sent. You will need to back up the batch to the first screen and correct the entries and try again. All batches successfully completed no longer appear under GL Batches until the Sent box at the bottom of the screen is checked. Sent batches, yet unposted now appear in the window for GL Batches. Highlight Batches to be interfaced. Only while in WinGL will the Post>>> appear in the lower right corner. Click Post>>> complete interface. For each batch a transactions number will be assigned. Continue for all bank accounts in the application being interfaced. Then Exit.

4 Journal Entry Journal Entry, Add Change -- New/Continue will provide a blank entry screen to create a new transaction -- Open will provide a search box to select an entry to be review or modified Entries Updated to Summary (Posted to GL Summary) can NOT be changed -- Recall will provide a search box to select an entry to be copied, modify as needed and saved as a NEW transaction Select correct Posting Period, Current month is the default, Future months can be selected, Closed months can not. To update current month see Close Month Select JV Type, if desired. Standard JV is the default and can be used for all transactions. If other types are selected, a report is available which will sort all transactions by JV Type. Once an entry has been Posted to Summary, this field can not be changed. Enter User Ref #, if desired. This field will be incremented automatically for each JV Type This is optional and does not affect the system transaction number assigned. Once an entry has been Posted to Summary, this field can not be changed. Enter first account for the entry by clicking in G/L Account Code column on the first line. Enter a valid account. TAB to move to next column or use mouse to go to debit or credit column. If the account is valid the account description will appear. If an invalid account is entered a Search box will appear. The entry made on the previous screen, appears as the default under GL acct Code. This can be used as is or modified for the search. Complete any other criteria on the right side, then Search. The system will return results of accounts matching ALL Criteria. If no results, click Criteria to return to search. If the account does not exist, use New Acct button. See Add/Modify Accounts for further instructions. Once the account is found, highlight the account, click OK. The system then returns to entry screen and the description will now appear for the selected account. Enter appropriate debit and credit for each line. Only one debit or credit may be entered for each line. Comment is used for the transaction description. A comment is required on the first line. If the comment is to change for additional entries in the same transaction, the comment need only be typed, at the point the new description will start. The system will copy the description from the point it is entered until a new comment line is inserted. The system will display debit or credit remaining balance as you proceed, once in balance, no amount will appear on the next line. The transaction must balance to 0- in order to Save. If an entry crossed multiple ledgers, the Due To/From can be used to create offsetting entries in each ledger. This requires that a bank account table exist and the Bank GL Acct Cross Reference has been established. Select the desired bank account to use, then OK. See Bank GL Acct Cross Reference and Adding a Bank Account for setup information. Once complete and balanced, Save, the system will assigned a consecutive transactions number. Once all transactions have been entered, Close to return to Main Menu

5 Update/Post Transactions Transactions/Interfaces are not included in the GL Account balance until they are posted to GL Summary. This option can be performed as often as desired, after each entry is completed or at a minimum before reports are created for the month. Update, Summary Select Posting Period, the current month will appear as the default. Future months can be posted at any time, by using drop down combo box and selecting the posting period. Make sure all entries for the current month have been posted, prior to closing the month. In the Post to Summary column each transaction has a check mark. If any transaction is not to be posted, remove the check mark, by clicking on the check mark. Only transactions indicated will be posted. Once transactions are marked, then click Post. Any unmarked transactions will reappear with a check mark. If all transactions were posted, the table will be blank. Select another posting period, or Exit to return to the main menu.

6 Pilot Calculation Journal Entry This option will use balances included in GL Summary, so it is recommended all entries for the same period have already been updated to summary. See Update/Post Transactions This option will require setup to include the percentage, and accounts to be included in the calculation. See Setup PILOT Calculation Journal Entry, PILOT Calculation/Posting Select Posting Period, the current month will appear as the default. All transactions for the same period should be update to summary before proceeding for an accurate calculation. Select a specific PILOT Groups, or use the All button to select all groups at once. Once group(s) are highlighted, click Calculate PILOT. The system will calculate the entry needed to bring the YTD Pilot expense to current balance. An separate transactions will be created for each Pilot Group. To create the transactions, click Post> at the bottom right. The system will ask for verification to Post Pilot Journal Entry, then advise of the transaction number assigned to each entry. The system will then go directly to Update to Summary screen, and allow the transactions to be posted to GL Summary. If additional entries are added after Pilot Calculation, this option can be run again, and a transaction will be created for the adjustment needed to bring current YTD Pilot expense up to date.

7 HMS Budgets This option is used to create budgets to be reported on financial statements. The budgets are created for a range of accounts for a specific Fiscal Years. Previous year budgets do not need to be unposted or deleted. Budgets for multiple year programs do need to be reposted in the current fiscal year. Budgets, Add/Change Enter a name for a new budget, select a name from the drop down box to repost in a current year, or modify the budget amounts. When creating a NEW budget, the accounts are entered by using Acct Selection. Enter as much of the account prefix as needed to get the range of accounts needed. No wildcard characters are used. For a Low Rent Operating budget, the account range can be specified as 10-1 which will insert all accounts starting with the prefix. After the table is filled with the correct accounts, enter the annual budget in the Annual column. Credit amounts must be entered with a minus (-). The total annual budget must net to zero in order for the budget to be posted. You can save the budget before the total net annual budget is zero. Once the budget is in balance, click Auto Calc. Each budget amount will be spread to the 12 periods of the fiscal year. The columns 1-12 are NOT Jan-Dec, rather the 1 st through 12 th month of the fiscal year. Auto Calc should be used even for a budget that only uses an annual budget, such as comp grant programs. In reports, the Annual Budget is actually the sum of the 12 periods. If a budget amount is modified in the annual column, the Auto Calc must be selected to update the 12 periods. To remove a budget amount, enter 0- in the annual column, and auto calc. Auto Calc columns can be modified to adjust for seasonal, quarterly or annual expenses. This will allow a more accurate year-to-date budget to be used on financial reports. Auto calc columns do not need to net to 0- in order for the budget to be posted. Post to G/L will insert the budget amounts into the GL Account summary and will then be printed on requested financial statements. The financial statement used must include a budget column. Save, Exit to return to main menu. The Report button will send all budgets to the default printer, showing totals and monthly amounts.

8 IMPORTING BUDGET DATA FROM EXCEL In order to Import the budget amounts from an Excel spreadsheet, the full Account number must be in Column A, and the Annual Budget Amount in Column B. Format the Annual amount in Column B to be a Number format. Although it may appear as a number, it must be formatted to Number without comma separator for Save your file as filename.csv WinGL - Budgets Add/Change Use the Import Button, enter the new budget name, Save. It will ask you to select the filename.csv to be used. Default location is hms/deploy directory, but any other directory can be selected, depending on where you saved the file to be imported. Use AutoCalc to spread the budget evenly, and Post to GL for the year. If individual amounts for the 12 periods are preferred, enter amounts in Columns C thru N prior to importing. Formulas can be entered to spread the amount evenly, and only modify specific lines. Note: Specific lines could also be modified in WinGL after the AutoCalc is completed.

9 Financial Statements Financial Statements use formats created by the user. See Setup Statement Formats. Columns to be used are specified. Titles can be added to the financial report, and a report template is selected. Filters can be used to store all of the above choices for a specific report. See Creating Statement Filters. Reports, Reports SPFC G/L, Statements Once a filter is created and saved, it can be used over and over using the Recall button. Select the filter from the list, and all reports fields are filled. View or Print. You can use the Batch Print to group multiple filters to be printed at one time. Verify the period for the batch, prior to selecting the batch. This reduces the need to recall, select filter, print, recall, select filter, print, over and over. A batch is created by entering a name, clicking the report filters to be included in the batch and Save. Once saved, it can be selected from the batch name drop down box and Print.

10 Creating Statement Filters Reports, Reports SPFC G/L, Statements Filters can be created from scratch, or recall an existing filter and modify as needed. To create a filter from scratch, open the statements, click Filter. Enter the Title as it will appear at the top of the statement. Department and Places is not used for HMS Statements. Select a Format Number, from the drop down combo box. Select columns to be printed on the statement, up to 8 columns can be used, if the report template is formatted to support 8 columns. Note the results of the following columns: Column Name Results (CM) Current Period Sum of transactions for Current Period (CMB) Period Budget Budget for month stored in Budget 1 (LM) Last Year Same Period Sum of transactions for same month, last year Transaction history must exist, before this can be used (CY) Current Year Sum of transactions for Current Year (CYTDB) Year to Date Budget Sum of budget amounts stored from first month to current month of current year in Budget 1 (CYB) Year Budget Annual Budget for current year in Budget 1 (sum of 12 periods) (LYTD) Last Year to Period Sum of transactions from first month to current month of last fiscal year. Transaction history must exist before this can be used. (LY) All Last Year Sum of all transactions for last fiscal year. Transaction history must exist before this can be used. (CUM) Cumulative Sum of all transactions to current. This is used for YTD balances of accounts that are not closed at fiscal year end, as in balance sheet accounts (%x) Percent Column x Used for PUM of a specific column (x indicates the column) Report Template File is used to determine fonts, special handling, and number of columns to be printed on the report. Some common templates used are: GLSTMNBS.QRP GLFE8PV.QRP GLSTMGRT.QRP GLSTMSSP.QRP Has 2 columns for a balance sheet, uses special handling flags B=Bold, G=Gray line, Z=Gray line with Bold text, P=Page Break, U=Underline, C=Control total only Has 8 columns for an operating statement, and uses the above special handling Flags Has 3 columns for a grant statement, and above special handling flags. Has 7 columns to show current year, last year and cumulative, and above special handling flags. Once all selections are made, Save, enter filter name, OK. It now may be recalled at any time

11 All of the.qrp s listed below have the following options for Special Handling flags: B U A G Z O H S T P C *Bold Text *Underline Text *Bold AND Underlined Gray Background - NO Text *Gray Background with Bold Text *Outlined Row Bold Text for Headings with -0- amount suppressed Amounts have Single line borders on top and bottom Amounts have Single line border on top, Double on bottom Force a page break *Control Total Only Formats and features GLWHST10.QRP GLWHST1R.QRP GLWHST3C.QRP GLWHST3R.QRP GLWHST30.QRP GLWHST4C.QRP GLWHST4R.QRP GLWHST40.QRP A single column to be used for balance sheets. Heading for Column 1 was removed. Accounts having a zero (0) balance will not print. * A single column to be used for balance sheets. Heading for Column 1 was removed. Accounts having a zero (0) balance will not print. * Amounts are formatted to dollars only. 3 columns available. Heading names will use column names selected in filter. Accounts having a zero (0) balance are not excluded and will be printed. 3 columns available. Heading names will use column names selected in filter. Accounts having a zero (0) balance are not excluded and will be printed. Amounts are formatted to dollars only. 3 columns available. Heading names will use column names selected in filter. Accounts having a zero (0) balance will not print. * Amounts are formatted to dollars only. 4 columns available. Heading names will use column names selected in filter. Accounts having a zero (0) balance are not excluded and will be printed. 4 columns available. Heading names will use column names selected in filter. Accounts having a zero (0) balance are not excluded and will be printed. Amounts are formatted to dollars only. 4 columns available. Heading names will use column names selected in filter. Accounts having a zero (0) balance will not print. * Amounts are formatted to dollars only

12 *Lines using these Special Handling Flags in selected Report Template files will be suppressed if the amount in Col 1 AND Col 2 are Zero Amounts.

13 Close Month Once all reports for the month have been printed and verified, the month can be closed to set the Default month year ahead for future entry. Update, Close Month The current month (C) will be displayed, OK, month is closed and the main menu is returned. This menu option eliminates the need to manually update Posting Perios in File, Setup, Posting Period. If you view the table, the current month is indicated by C, closed periods are indicated by X, and open months are blank.

14 Add/Modify Accounts Accounts can be added or modified at any time. This option will also be displayed if Add is selected during transaction entry. File, Setup, G/L Account Code The existing accounts code table will be displayed, Account numbers may not be modified, but descriptions, type, and status changes can be made directly in the table. To modify an account number, you must delete and add the account. To delete, click the gray box to the left of the account number, then click the delete key on the keyboard. An X will appear and the account will be deleted when changes are saved. You can not remove an X once it is placed, you need to Close without saving changes to restore. No existing edit is in place to prevent an active account with transactions from being deleted. Use Account Copy/Explosion to safely delete accounts. To Add a new account, click Form from the GL Account Table. Once the form is displayed, click New. Enter the account number, format characters, such as - and. are automatically inserted by the system. Enter the description for the new account. Select type of account. Note Assets and Liabilities are used for accounts that are not closed at the end of the fiscal year. Income and Expense account are used for accounts that are normally closed at the fiscal year. Accounts to be used should be left as a default of Active'. Department and Consol are not used for HMS Account Maintenance. Last modified date, Start Date, and Modified Date are updated automatically by the system. Once all data is entered, then click Save. To enter another account, continue to fill applicable data, saving after each account. Once all accounts are entered, click Close to return to GL Account Code Table. Accounts added are listed at the end of the table until the table is saved, by clicking Save button. To return to main menu click Close. To add multiple accounts, using existing accounts as a template (such as Comp Grant programs) See "Account/Copy Explosion". If a new distinct account prefix is created, as a result of a new account, it is recommended to also add the prefix name to the system. See Account Prefix Names

15 Account Copy/Explosion Existing Account can be used to create a new accounts, substituting specified prefix characters. An example would be creating a new comp grant program. Accounts can also be copied from a secondary database is applicable. File, Setup, Account/Copy Explosion All accounts in the current database will be displayed. Multiple accounts can be highlighted and need not be in a specific range. Hold the shift key on the keyboard as you select accounts in the list. For a range, you may highlight the first account, hold the shift key, while using the down arrow on the keyboard. (Click and drag can also be used, but the speed of the machines, makes this difficult to stop at the end of the range.) Once accounts are highlighted, enter the prefix/or as much of the prefix needed of the highlighted accounts in the Find field, then enter the prefix as it should be used for the new accounts in the Replace with field. Highlighted accounts are not replaced, but rather the prefix is replaced to copy when creating new accounts. Note the number of prefix characters in each box should be the same, including dashes (-). As a default a check mark appears in Create Transaction for each ACCOUNT. Any new account added, will have no transaction history, therefore would not appear on a financial report. This option creates a.01 debit and credit entry for all new accounts, in the period you specify. If accounts were added in G/L Account Codes, you may wish to use this option to create a transaction for all new accounts, using the same prefix in Find and Replace with fields. An entry/transaction number of 500 will be assigned to any transactions created in this option. This entry must be updated to summary in order for the account to appear on the financial statement. In order to create accounts, the Replace button must be darkened, by tabbing out of the Replace with field. Once darkened, click Replace. The system will ask you to verify the action. If Create Transaction for each account was checked, the system will ask for a posting period to be used. Current system year and month is the default, but can be changed to any year/month before clicking OK. Accounts being added will scroll at the bottom of the screen. When complete the system will advise of the number of Accounts created, and the number of Transactions created. Since transactions, must be posted in order to appear, the system will allow you to post to Summary at this time. See Update/Post Transactions Exit to return to the main menu once all accounts have been created This menu is also a good place to delete unwanted filters, unwanted reports, and to safely delete unwanted accounts. When deleting accounts here, the system will verify for any transaction history and not allow deletion of accounts with transactions. Report and Filter copy are used to copy from another database and are not used to create new reports or filters in the same database. Reports and Filters will only be copied to a new database if the Report number or Filter number does not already exist. It will not overwrite a report or filter with the same number. If a new distinct account prefix is created, as a result of a new account, it is recommended to also add the prefix name to the system. See Account Prefix Names

16 Account Prefix Names This option used a short description to identify the prefix characters. A prefix name must be used in order for the prefix to be used in other options, such as PILOT Calc Setup or Bank GL Acct Cross Reference. File, Setup, Account Prefix Names All unique prefixes will appear. Prefix names previously entered will appear. If the prefix will be used in Accounts Payable, Payroll, General Ledger, or Purchase Order distribution table, the appropriate box must be checked for each prefix name. Completed program prefixes, no longer to be used can be left blank. Enter names for any prefix. Save, verify completion Exit to return to main menu.

17 Bank GL Acct Cross Reference This option is used to create the offset entry (due to/due from) required when a bank account has expenses for multiple ledgers. For each bank account used for payroll or accounts payable this table must be established. General Ledger can also use the any table to create an offset entry for a manually entered transaction. Banks must first be setup, prior to creating the cross reference, See Adding a Bank Account. Prefix names must also be created, See Account Prefix Names. File, Setup, Bank GL Acct Cross Reference Select the name of the bank account from the drop down box. The Bank Account number, GL Cash Account Number, and GL AP Account number will be displayed on the right. All prefix/prefix names established will appear. For the selected bank account, if an offset entry is needed for the prefix, enter the Accounts Receivable account in the A/R Account column and the Accounts Payable account in the A/P Account column. If the prefix is in the same ledger as the bank account, normally an offset entry is not made and the columns for these prefixes can be left blank. Once complete, click Save. Select another bank account, or Exit to return to the main menu.

18 Setup PILOT Calculation This setup will used in automatically creating the journal entry for PILOT. For each prefix which is subject to a PILOT expense, create the data required. Prefix names must be created before the setup can be entered, See Account Prefix Names. File, Setup, PILOT Calculation Select the prefix name for which a PILOT Entry will be made. Enter the PILOT Percent to Use as a decimal number. 10% is entered as.10 and the system will display it as percent. Enter the full account number for the PILOT Expense and PILOT Liability Accounts. The ranges to sum can be entered, using the wild card character of %. To add a line to the range table, click Insert. Enter the prefix which is specific for the range, using % where applicable, and the HUD account number as applicable, also using % where applicable. The number of accounts which match the entry will be displayed in the far right column. Example: If the Low Rent Operating Prefix is used in a PILOT Calculation, the following accounts would be used Dwelling Rental Excess Utilities Nondwelling Rental Water Electric Gas 10% of the sum of the above accounts is used as the PILOT Expense. The Ranges to sum for the above account can be entered as follows: 10-1-%31% 3 will appear in the Acct Count column 10-1-%43% 3 will appear in the Acct Count column Once the data is complete Save. Select another prefix or Exit to return to the main menu.

19 Adding a Bank Account A bank account must be added to the Tenant database (hbname) and mapped to the financial database (accname) using HMS Financial defaults and bank account table. See HMS Financial defaults for linking the bank account in the tenant database. If Login to the either WinHAP/WinTAR Setup, Program/Projects Select any project listed in the Program/Project box on the left. Click Banks/Accts on the Project Information screen (below Bank name, Account number fields). If the bank is not already listed in the Bank Account Table Window, Click New and complete bank name. Other bank information is optional. If the bank is already listed, highlight the bank name to display current bank information. To add the new account, Click Insert. Enter the account number (the number used must be entered exactly the same in both Bank Account and HMS Defaults) Enter a bank account name in the description field. Names will appear in drop down boxes in other options, so it is recommended the name be unique. Acct Type can be Checking, Savings or Other. Last Check Number, Last processed is left blank. Enter Cash Prefix for the bank account. Do not here the final - of the prefix. If the General Ledger account number is , enter as the prefix. Enter the HUD Account number for the cash account. If the General Ledger account number is , enter as the Cash Acct #. Enter the database name for the financial database. The financial database name begins with acc. Enter the A/P Prefix for the bank account. Enter without the dash as in the Cash Prefix. Enter the HUD Account for the A/P Acct #. For additional accounts, click Insert or Exit to return to Program/Project menu. Exit this menu to return to WinFAM Menu, then File, Exit and the bank account is complete and available for other options.

20 Setup Statement Formats This option is used to customize lines to appear and accounts to be included on a report. Each report is given a unique format number. Lines are inserted into a format to include page headings, group headings, total accounts, and control accounts. File, Setup, Statement formats To change a format: An existing format can be Open(ed) to make changes. To copy a format: An existing format can be copied and modified as needed rather than starting from scratch. File, Copy, select the existing format to copy, enter a new unique format number. An option to renumber lines can be selected by clicking, Renumber lines This will set all lines in the existing format, to start at line 10 and increment each line by 10, (10,20,30 ). The new format number can then be opened, and modified. All data except the line number can be modified directly in the table. To change the line number, is it necessary to delete the line, and re-add a new line. To create a new format: A new format can be created by File, New, enter a new unique format number. Then blank table is now available to insert lines. Line number are assigned in the order the report will print. It is suggested to leave open line lines to use for future expansion of the report. To add lines to a format, Form, New. The blank form is now available to be completed. See Statement Format Fields for more detail. As each line is completed on the form, Save and continue to enter until all lines are entered, Close to return to Statement Format table. All new lines or lines that have been modified will appear with a check in the far left columns. All new lines are inserted at the end of the table and will be sorted in line number order after the table is saved, by clicking Save. Accounts to be included in a total or control line, must be added to the lines. Always Save prior to adding accounts. To add accounts to be included in the line, click on the line, then Accounts. A table for each line is stored for the format. Multiple lines can be inserted into the account table to identify accounts. Accounts must use the exact character strings as setup in the database including dashes (-) and decimals (.). Wildcards can be used in place of a character to specific multiple accounts. A range of accounts can be used by entered the first account then a colon ( : ) followed by the last account. See attached statement format listing to identify the best use of wildcards. To enter more accounts in to lines, click Next or Previous to move up and down the Account Table without returning to the Statement Table. The Codes button can be used to find an account using the G/L Search routine. Enter any part of the criteria fields, then search, once the account is located, highlight and click OK, the selected account will be inserted into the Account Table. The search can also be used to verify the account characters entered with a wildcard. After clicking codes, then click search and all accounts matching the wildcard string will be displayed. Do not click OK, rather CANCEL so as not to overwrite the entered characters. After all accounts are completed click OK to return to the Statement Table, then Save the Statement Table. Always save after Accounts, before modifying in the table.

21 Statement Format Fields Line number Enter any unique number not in the format, when saved the report will be in line number order and will be the order the report will be printed. Description Enter the text to be printed on the line of the report. Text is case sensative and can be UPPER CASE, lower case, or Title Case. Summary Level Determine how this line will be used using the following: 0 will appear at the top of every page. It is recommended to have only one zero level per report. Such as LOW RENT BALANCE SHEET Level 0 will also appear as the name of the format. 1 will appear as a description line only. Level 1 are used for group headings, page breaks, and special format lines, such as gray line. For page breaks and gray lines, the description should be a space character. 2 - will allow accounts to be included in the line as a total line or control total. It is not required to have a level 2 in the report, and for futher subtotals to be inserted, it is recommended to start at least at level 3. 3 and higher will allow accounts to be included in the the line, in addition to summing all totals/control on the next lowest level. Level 3 will sum all level 2 lines, Level 4 will sum all level 3 lines, etc. Review the levels in the attached format listings along with sample reports to see the end results of using summary levels. Normal Balance is used to determine how the account balance with be printed. Debit will print all debit balances as a positive amount and print all credit balances as a negative (-) amount. Credit will print all debit balances as a negative (-) amount and print all credit balances as a positive amount. All HAB setups use Debit for all reports, allowing Liabilities and Income accounts to appear with the negative sign (-) Add/Subtract is used to determine how the account balance will be treated in the next summary level. Add will added this line into the next level. Subtract will subtract this line from the next summary level. All HAB setups use Add for all lines, in all reports, causing positive account balances and negative accounts balances, be net to actual balance. Totaling income and expenses would net a negative balance (-) if income (Negative) is greater than expense (Positive). Type is used to determine which stored balance will be reported in current period and current year column of the report. Begin will print the beginning balance for the period. Change will print the sum of transactions for the period in current period column, and sum of transactions for the year in the current year column. Selecting current year on an operating statement will not include prior years, so no closing entries are required at the fiscal year end. For statements which require a ongoing balance, such as comp grant and balance sheet accounts, the cumulative column can be selected and is not affected by the type selected. End will print the ending balance for the period. All HAB setups use Change for all lines, in all reports, allowing the balance sheet to show the period change, and using cumulative to show acutal to date balance.

22 Statement Format Fields -continued Indent is used to cause this line to be offset from the left edge by the number of characters entered here Spacing lines is used to enter blank lines after this line. Usually 1 space is used after total lines. A space can also be used on a gray line (Special handling flag of G or Z ) to widen the gray width. Total is used to calculate percentage of all lines after this line number. X can be used for percentages, P is used to calculate PUM columns on an operating statement. With P used, the PUM account is used and will reset the PUM account with a new P total in the statement. This is needed for multiple project operating statements in the same format. Special Handling is used with report formats (*.qrp) to determine special characters to be printed. HAB has established the following special handling flags in all current formats (*.qrp). C is used as a Control, this will cause only the sum of all accounts attached to this line to be printed, without the actual accounts being printed. An example is Income/Expense clearing on the balance sheet. All income/expense accounts are attached to the line, but only the total prints. P is used as a Page break. Always use P on a separate line with a space character as the description, and summary level of 1, causing a new page to start. G is used to insert a Gray line, usually at the top of each page. G is used on a separate line, with a space character for a description, and a summary level of 1. Z is used to insert a Gray line with Bold Text on the line. Z is normally used on a summary line 1 for a program/project heading in lieu of a plain gray line. U is used to Underline the amounts/text in each column. B is used for Bold the amounts/text in each column. If a line with several accounts include in the line, all accounts attached will be bold. Normally used for group headings or summary level without accounts attached. Label name is currently only an unnamed field on the form, but will be used in the future to link the total of this line to a label name, which can then be exported into HMS Forms for year-end reports. Currently you can enter a name is the field and when you run the report through Statements a CSV (Comma seperated value) file will be created. It can be named and used to import into a spreadsheet.

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