Enhanced Financial Reporting. Overview

Transcription

1 Modules Affected: Versions Affected: General Ledger COINS Ti 1.8 (9.7c2.25Ti) The discussion of this new feature is divided into the sections shown below. Overview... 1 System Requirements and Setup... 2 System Requirements... 2 System Configuration... 2 G/L Module Tailoring... 3 Report Definition/Ratio Factor File... 5 Report Heading Definition File... 8 Creating PDF for User-defined Heading Report Overview COINS Ti General Ledger now supports enhanced formatting attributes for user-defined heading reports that are printed to PDF. This means that you can use an assortment of fonts, colors, sizes, and styles to improve the appearance of user-defined heading reports and automate the creation of presentation-quality financial reports. Enhanced financials were formerly available to users of COINS version 7 on a client-specific basis. As part of this enhancement, a PDF File option was added to COINS Ti printing as an additional predefined output destination. For details, see CE-TI010: Creating PDFs for COINS Ti Reports. However, enhanced formatting is only available for user-defined heading reports. If you want to combine enhanced financials in PDF format with automatic notification (e.g., to automatically distribute the report URL), please contact SHAKER for information about client-specific services and setup that are required. 10/20/04, revised 10/05/05 Shaker Computer & Management Services, Inc.

2 System Requirements and Setup In order to use enhanced financial reporting capabilities, follow the procedure outlined here. 1. Set up a system folder for PDF reports and add it to System Tailoring, as described in System Configuration on page Turn on enhanced G/L financial reporting in General Ledger Module Tailoring. See G/L Module Tailoring on page Set up report definitions that include enhanced formatting. See Report Definition/Ratio Factor File on page Set up report heading definitions that include enhanced formatting. See Report Heading Definition File on page 8. System Requirements In order to use enhanced reporting capabilities, you must have the following: Windows 2000 server (SP1 or higher) networked with your COINS server Adobe Acrobat Reader 4.0 or higher on the PC The COINS Ti PDF File print option creates a file in Adobe Acrobat PDF format. You need the free Acrobat Reader to view the file; the Reader is available for download from Adobe s web site, System Configuration The PDF file will be saved to a Windows 2000 network folder as specified in System Tailoring. To access System Tailoring: 1. Sign into COINS version 7 and select System Configuration from the COINS Menu. 2. Select System Tailoring from the System Configuration Menu. 3. Go to the 4 th System Tailoring screen, which is shown in Figure 1. Specify the network folder and press [F1] to save the changes. 10/20/04, revised 10/05/05 2

3 Figure 1: System Tailoring 10/11/04 System Tailoring /dv/act/97c2 4 OF 8 Default Program Directory: /coinsprog/ Default Database Directory: /coinsprog/ Default Retained Reports Directory: /coinsprog/reports/ Posting Reports Directory: /coinsprog/postings/ Default Program to run after prompting for output parameters: Default Program which executes the print command: Spooler Menu Program: saspmenu.p Default 'FILE' naming method (A/B/C): B Backup Method (A/B/C): A A = cpio B = cpio -C C = backup/restore PDF Reports Directory: \\Shaker\Share\EF G/L Module Tailoring Set up the General Ledger module to use enhanced formatting by answering Y to the G/L tailoring prompt: Use Enhanced GL Financial Reporting (Y/N). To access G/L Tailoring: 1. Sign into COINS version 7 or select COINS from the COINS Ti Business Systems menu. 2. Select General Ledger from the COINS menu. 3. Select Module Utilities Menu from the G/L menu. 4. Select Tailoring from the Module Utilities Menu. 5. Go to the 2 nd screen, shown in Figure 2 and answer the Use Enhanced GL Financial Reporting prompt. Press [F1] go through the remaining tailoring screens and save the change. 10/20/04, revised 10/05/05 3

4 Figure 2: G/L Tailoring 10/11/04 G/L Tailoring d6-9.7 INTCO/DV Screen 2 of 4 Use Enhanced GL Financial Reporting (Y/N): Y Require Coins Export Code to be Entered (Y/N): N Require Other Export Code to be Entered (Y/N): N BUDGET PREPARATION Create monthly distributions automatically? (Y/N): Y Default Method to use to create monthly distributions: E (E) - Distribute evenly (A) - Use Specific Year's Actual monthly distribution (B) - Use Specific Year's Budget monthly distribution (M) - Manually distribute Review monthly distributions after their creation? (Y/N): Y IMPORT DEPRECIATION EXPENSES FROM THIRD-PARTY FIXED ASSETS Account Structure Definition: CCCDDDPPPNNNNN (C: company D: division P: profit center N: natural account X: ignored) Field Definitions Use Enhanced GL Financial Reporting (Y/N) Set this option to Y in order to use enhanced financial reporting. If this is set to N, the enhanced options in Report Definition/Ratio Factor and Report Heading Definition File are unavailable. 10/20/04, revised 10/05/05 4

5 Report Definition/Ratio Factor File In the Report Definition/Ratio Factor File, specify which reports will use the enhanced financials features on the first screen. Then set up the formatting attributes for each distribution record (i.e., report line) printed on each report that is used with enhanced financials formatting. Figure 3: Report Definition/Ratio Factor F/M Field Definitions (selected fields) Use With Enhanced Financials (Y/N) Set this field to Y in order to use the enhanced reporting features. This option is unavailable if you have set Use Enhanced GL Financial Report to N in G/L tailoring. Click the Distribution button to set up the format attributes for each report line, such as font name, font size, and color. A sample details screen appears in Figure 4. If the G/L Tailoring option Use Enhanced GL Financial Report is set to N, the attributes panel will not be visible. 10/20/04, revised 10/05/05 5

6 Figure 4: Font Attributes for Report Definition Distribution Field Definitions Font Name Specify the font that will be used for this line, selecting one of the following 8 standard fonts: Font Name Table 1: Available Fonts Example Arial Total Accounts Receivable Courier Total Accounts Receivable /20/04, revised 10/05/05 6

7 Font Name Example Century Total Accounts Receivable Georgia Total Accounts Receivable Lucida Sans Total Accounts Receivable Times New Roman Total Accounts Receivable Tahoma Total Accounts Receivable Font Size Specify the font size in points. Examples of some of the most commonly used font sizes appear below, using Arial as the font. Table 2: Font Sizes Font Size Example Font Color 8 Total Accounts Receivable Total Accounts Receivable Total Accounts Receivable Total Accounts Receivable Total Accounts Receivable Select the desired color, using one of the following colors: Italic Bold Underline Black Red Brown Green Blue Gray Indicate if you would like the report line to be in italics, bold, or underlined. These options can be combined. For example, checking all three options would result in: $ Symbol (Y/N) % Symbol (Y/N) Total Accounts Receivable Indicate if you would like the dollar ($) symbol (for amount and total lines) or percent (%) symbol (for percent lines) to appear for this report line. 10/20/04, revised 10/05/05 7

8 Negative Style Select a specific style to use when a line includes a negative number, using one of the following options: Negative Style Table 3: Negative Styles Example -999 Description (999) Description ( ) RED Description (RED) Description ( ) Report Heading Definition File The Report Heading Definition File includes formatting options for report columns. It includes options for font name, font size, and bold. These options do not appear if you have set Use Enhanced GL Financial Report to N in G/L tailoring. You only need to set the font, size, and bolding characteristics for the first column in the report heading definition. The setting for the first column is used for all columns in the report. When you print a User-defined Heading Report that includes enhanced formatting, select the Enhanced Report option (as shown in Figure 6) at the Output to Normal/Spread Sheet or Enhanced Report prompt. 10/20/04, revised 10/05/05 8

9 Figure 5: Report Heading Definition Field Definitions (selected fields) Font Name Specify the font to be used for this column, using one of the 8 standard fonts listed in Table 1: Available Fonts on page 6. Font Size Bold Specify the font size in points. Examples of some of the most commonly used font sizes appear in Table 2: Font Sizes on page 7. Check this box if you would like the column to be printed in bold font, for example: Period to Date /20/04, revised 10/05/05 9

10 Creating PDF for User-defined Heading Report Once you have configured the system and created report definitions and user-defined heading definitions that use enhanced formatting, follow the procedure outlined to create a PDF of the report. A sample report with enhanced formatting is shown in Figure 8 on page 13. The system generates the report in the foreground, creating a temporary file in the retained reports directory for your user ID. It then creates the PDF version of the report and automatically places it in the Windows folder that you specified in System Tailoring. Access to the report is controlled by Windows 2000 security. 1. Select General Ledger > Report Menu Fin. Statements > User-defined Heading Reports from the COINS Ti tree menu. 2. Enter the selection criteria for the report. See Figure 6: Printing User-defined Heading Report for an example. 3. Specify Enhanced Report format. 4. Enter information on the Budgets and Periods tabs as appropriate. 5. Go to the Print Options Tab. Select PDF File and enter the file name. See Figure 7: Print Options Tab. 6. Click OK. Figure 6: Printing User-defined Heading Report 10/20/04, revised 10/05/05 10

11 Figure 7: Print Options Tab Field Definitions (selected fields) Output to Normal/Spread Sheet or Enhanced Report Select one of the following options: Normal Spread Sheet Enhanced Report Report prints in normal report format, i.e., without enhanced features. This is the default. Use this option when not creating a PDF file. Report prints to a spreadsheet without enhanced features. The report prints with enhanced features when you select the PDF File option. Use the Enhanced Report option only when creating a PDF file. If you select any of the other Print to options on the Options tab, you will get a report with formatting markup instead of valid data. This prompt does not appear if G/L is not tailored to use enhanced G/L financial reports. If the Tailoring response to this question is N, a checkbox labeled Output to Spread Sheet File replaces the drop down box. 10/20/04, revised 10/05/05 11

12 Report Definition Name Enter the name of a report that has enhanced features. See Report Definition/Ratio Factor File on page 5. Report Heading Definition Name Enter the name of a report heading definition that has enhanced features. See Report Heading Definition File on page 8. Report Heading to be Displayed Enter 1 or 2 lines of text to be printed as the heading of the report. Note that special formatting does not apply to the report heading. Printer Style Disregard these prompts on the General tab. You will make these selections on the Print Options tab, as shown in Figure 7: Print Options Tab. Print to Select PDF File from among the Print to options. This is the only option that can make use of the formatting codes that are embedded in the report output. File Name Specify the file name to be used for the report. The system will warn you if you select a file name that already exists in the PDF output folder. 10/20/04, revised 10/05/05 12

13 Figure 8: Sample Report 10/20/04, revised 10/05/05 13