Customizing Graphical Reports

Transcription

1 MicroEdge Customizing Graphical Reports

2 Table of Contents EnablingReportLayoutEditingforIndividualUsers 2 EnablingReportLayoutEditingSystemWide 3 OverviewforModifyingTemplatesandThemes 3 AddingaLogototheHeaderofaReport 4 EmbeddingImagesversusInsertingfromanExternalSource 6 AddingCustomTemplatestoReports 7 RemovingtheDate/TimefromReportHeaders 8 RemovingColumnsFromaReport 9 RemovingtheLastPageReportCriteria 11 ChangingtheLineSpacinginaReport 13 ChangingtheFontinaReport 15 ChangingFontsinaReportTheme 15 ChangingFontsinaReportTemplate 16 ChangingFontsinaSpecificReport 18 ModifyingRowFormatstoEnhanceGraphicalFinancialandFundStatements 20 AddingLogostoFundorFinancialStatementReportLayouts 21 AppendixCommonFontChoices 23 MicroEdge, LLC 1

3 Enabling Report Layout Editing for Individual Users To enable the ability to modify report layouts select Tools > User Preferences > All Other Preferences. In the Section pane, select System. In the Option pane, select ReportLayoutEdit. In the Value pane, select Yes. Example: System Options Setting this option to Yes will add buttons to the Report Layout tab which can be used to modify the report layout for specific reports. Once a new Report Layout has been added, the Edit, Rename, and Remove buttons become enabled. Example: Report Layout Tab All graphical reports come with a default system layout called Basic Layout. Some reports offer more options on this tab. To see if there are additional layouts available, click View All. Note: You cannot change existing system default layouts that appear on the Report Layout tab. However, you can select a layout and click on the Copy button to create a new layout which you can modify. MicroEdge, LLC 2

4 Note: It is often desirable to make global modifications by modifying report templates and themes. See Overview for Modifying Templates and Themes for more information. Enabling Report Layout Editing System-Wide The system-wide control to utilize this feature is in System Options. Go to Tools > System Utilities > System Options. In the first column select System; in the second column select ReportLayoutEdit. If you want each user to control their own ability to modify report layouts in User Preferences, the option should say <None>. If you want all users to be able to modify report layouts without having to set it in User Preferences, select Yes. If you want no one to be able to modify report layouts, select No. Overview for Modifying Templates and Themes To make modifications to templates and themes go to Tools > System Utilities > Graphical Reporting Templates and choose one of the three options: Report Template Maintenance Report Theme Maintenance Global Reports Maintenance Report Template Maintenance can be used primarily for the manipulation of the headers, size and orientation of the report, fonts and colors, and insertion of graphical elements (e.g., logos). The changes you make in these templates can then be applied to all reports that use them. Basic Portrait is used for most standard reports that appear in the portrait orientation Basic Landscape is used for most standard reports that appear in the landscape orientation Basic Legal is not currently being used in any standard reports but can be customized for use with reports if needed Basic Statement is not currently being used in any standard reports but can be customized for financial and fund statements if needed Example: Report Template Maintenance MicroEdge, LLC 3

5 Report Theme Maintenance can be used to set up design themes (e.g., fonts, colors, logos) that can be applied to multiple reports. Using a theme means that specific changes to every element don t have to be made individually to each report. Note: Manipulation of themes requires editing in a tool such as Notepad. There is no editing window or wizard. Adding a logo to the theme requires transforming the graphical image into XML code, therefore it is recommended to insert logos using Report Template Maintenance. Global Report Maintenance can be used to create report layouts that include data not kept in FIMS. For example, it can be used to create sub-reports from external sources such as XML files, Excel spreadsheets, or external databases. Adding a Logo to the Header of a Report You can have logos (or other graphics) automatically appear in most reports, or you can create a report template with logo which can be chosen on a case by case basis when running any particular report. For either method, follow the instructions below to customize a Report Template. 1. Select Tools > System Utilities > Graphical Reporting Templates and choose Report Template Maintenance. 2. Select Basic Portrait and click the Copy button. The copy will be called Copy of Basic Portrait by default. Note: If you ve already modified the template, and want to make further modifications, click Edit instead of Copy. 3. If you want to replace the Basic Portrait Layout for all reports that use it, rename your copy to Basic Portrait. This will allow your logo to automatically appear on most reports. If you want to select the new layout on a case by case basis for any particular report, name it something else (e.g. Basic Portrait with Logo). NOTE: If you name a new custom layout the same as the system layout (e.g. Basic Portrait), you will get a message saying a layout already exists with that name and asking you if you want to overwrite it. If you say yes, your customizations will automatically appear on all reports that use that layout. The regular system layout will still be available - it is just hidden. If you remove/rename the new custom layout you ve added, the system layout will reappear. Note that the Edit, Rename, and Remove buttons are grayed out for system layouts but not for custom layouts. 4. Click OK and the FIMS Report Designer window opens. 5. Click in the space directly to the left of the ReportTitle field in the Header to select the spot where the logo will appear. A box appears with squares around the edges: MicroEdge, LLC 4

6 6. In the panel on the far right of the screen, under the section called Data, do the following: a. MIME Type: Click in the field to the right of MIME Type, click on the dropdown arrow, and select the proper file type of your logo (bmp, jpeg, gif, or png). b. Source: Click in the field to the right of Source, click on the drop-down arrow and select External. Note: Refer to Embedding Images versus Inserting from an External Source for another Source option. c. Value: Manually type in the full path and file name of the logo image file. 7. Once the logo image appears you may find it necessary to change the size and/or location of the logo (e.g., it might be necessary to click and drag the ReportTitle and ReportSubtitle fields to the right to make room). Also once you click on the logo you can click and drag the shape at the points where the tiny squares appear around the box. 8. Click Preview at the bottom of the screen to see the results of any changes you ve made. MicroEdge, LLC 5

7 9. Click Layout when you want to go back to modifying the template. 10.Once you ve made changes, click the Save button on the toolbar. 11.Click the X in the upper right-hand corner of the FIMS Report Designer window to close it. 12.Repeat this process for other Report Template Layouts if you want to add the logo to those as well. Note: Basic Portrait and Basic Landscape are the default report templates used by FIMS graphical reports. If you want to add a logo to a Fund or Financial Statement, add it to the Basic Statement Layout and follow further instructions in Adding Logos to Fund or Financial Statement Report Layouts. 13.If you gave your custom layout a new name (e.g. Basic Portrait with Logo), refer to Adding Custom Templates to Reports to use it when running a report. Embedding Images versus Inserting from an External Source One thing to consider when adding a logo or other graphic to a report template is whether you should retrieve the image from an External Source or Embed the image. When you embed an image you load the picture from an external file (or copy/paste from an image editor) into the layout and it will be available at runtime no matter what the source was. If the image is embedded then your report layout is independent and it is not looking for your image file like it does when you choose an external source. Deciding whether to embed an image or not may depend on how likely you are to change the image file. For example, you might choose to design the report to pull a logo or graphic from an external source image file so every time the image has changed the report will load the updated one without the need to change the report design. On the other hand you might want to embed the image into the report so the report will always load the same image at runtime no matter if the original image file has changed or not. You would typically imbed the image if it has a fixed size and any change in the picture resolution would then require you to redesign of the picture size in the report. Typically you should embed an image when you want to control the logo through the report design and not through a common external image file. Instructions to embed an image: 1. Follow the instructions under Adding a Logo to the Header of a Report through Step 4, then proceed with the following: 2. From the top menus select Report > Report Properties. (Optionally you can rightclick over the middle of the page and choose Properties, or click on Open Wizard on the bottom right.) 3. Click on Images. 4. Click on the plus sign to the right of Embedded Images to search for and select your image. 5. Click Accept at the bottom right. 6. Click in the space directly to the left of the ReportTitle field in the Header to select the spot where the logo will appear. A box appears with squares around the edges: MicroEdge, LLC 6

8 7. In the panel on the far right of the screen, under the section called Data, do the following: a. MIME Type: Click in the field to the right of MIME Type, click on the dropdown arrow, and select the proper file type of your logo (bmp, jpeg, gif, or png). b. Source: Click in the field to the right of Source, click on the drop-down arrow and select Embedded. c. Value: Click into this field and click the drop-down arrow to select the name of your embedded image file. 8. Continue with step 7 under Adding a Logo to the Header of a Report. Adding Custom Templates to Reports If you named your custom template a different name than the system default (e.g. Basic Portrait with Logo), when you want to use it you will need to copy the Basic Layout in a particular report and select the new custom template before running the report. 1. Bring up the report you want to run with the new template. 2. Go to the Report Layout tab, click on Basic Layout, and click Copy. 3. Give it a unique name so it can be chosen on a case by case basis (e.g. Basic Layout with Logo). 4. Check the Select Master Template box and click the drop-down. 5. Select the custom template you created, then click OK. 6. The FIMS Report Designer window opens. 7. Click the Save button near the top left on the toolbar and close the designer with the X on the right. 8. Before you run the report make your choices on Selection, Sorting, and other tabs as needed, select Graphical Viewer on the Send To tab, and select your new custom template on the Report Layout tab. Recommendation: Set up a Saved Report for your choices. 9. Run the report. MicroEdge, LLC 7

9 Removing the Date / Time from Report Headers You can have the Date / Time stamp automatically removed in most reports, or you can create a report template with the Date / Time stamp removed which can be chosen on a case by case basis when running any particular report. For either method, customize a Report Template: 1. Select Tools > System Utilities > Graphical Reporting Templates and choose Report Template Maintenance. 2. Select Basic Portrait or other template you want to change and click the Copy button. Note: If you ve already modified the template, and want to make further modifications, click Edit instead of Copy. 3. By default the copy will be called Copy of Basic Portrait. If you want what you are customizing to replace the Basic Portrait Layout for all reports that use that layout, you should name it the same as what you copied, Basic Portrait. Otherwise, you can name it whatever you want (e.g. Basic Portrait No Date or Time). NOTE: If you name a new custom layout the same as the system layout (e.g. Basic Portrait), you will get a message saying a layout already exists with that name and asking you if you want to overwrite it. If you say yes, your customizations will automatically appear on all reports that use that layout. The regular system layout will still be available - it is just hidden. If you remove/rename the new custom layout you ve added, the system layout will reappear. Note that the Edit, Rename, and Remove buttons are grayed out for system layouts but not for custom layouts. 4. Click OK and the FIMS Report Designer window opens. 5. If you want to remove the Date from the header, click on the first cell on the right that shows PrintDate in it (you will see little boxes appear around the cell), then right click and select Delete. 6. If you want to remove the Time from the header, click on the second cell down on the right that shows PrintDate in it (you will see little boxes appear around the cell), then right click and click Delete. MicroEdge, LLC 8

10 7. Click Preview at the bottom of the screen to see the results of any changes you ve made. 8. Click Layout when you want to go back to modifying the template. 9. Click the Save button on the toolbar and click the X in the upper right-hand corner of the FIMS Report Designer window to close the designer. 10.If you gave your custom layout a new name (e.g. Basic Portrait No Date or Time), refer to Adding Custom Templates to Reports to use it when running a report. Removing Columns From a Report If you would like to remove one or more columns from a report, this is a customization that will need to be done on each report separately. This example will show you how to remove the Prin-Inc column from the Detailed Gift History by Fund Report. The technique will basically be the same for any report you want to do this for. 1. Click on Reports > Gift Reports > Detailed Gift History by Fund Report. 2. Click on the Report Layout tab and click Copy. 3. If you always want to run this report without this column, name the copy Basic Layout (same name as the original). If there are times when you may want to see the column, name the copy with a different name, and then use Saved Reports to run the report in the future with the updated template. NOTE: If you name a new custom layout the same as the system layout (e.g. Basic Portrait), you will get a message saying a layout already exists with that name and asking you if you want to overwrite it. If you say yes, your customizations will automatically appear on all reports that use that layout. The regular system layout will still be available - it is just hidden. If you remove/rename the new custom layout you ve added, the system layout will reappear. Note that the Edit, Rename, and Remove buttons are grayed out for system layouts but not for custom layouts. Note: It is not necessary to select a Master Template unless you want to apply a different template than the default. 4. Click OK. The FIMS Report Designer window will open. 5. Click directly on the words in the column header for Prin-Inc, then click on the bar above the Prin-Inc field to select that column. You will see bold lines appear around the column. MicroEdge, LLC 9

11 6. While the column is selected, look at the right side panel and notice under Layout that the width of that column is.6 inches. You will need this information after deleting the column since you will want to widen another column by that much so the report will fill the page. 7. Right-click and select Delete Columns. 8. Select the column you want to widen. To do that click directly on the words in the column header then click on the bar above the column to select the column. You will see bold lines appear around the column. 9. While the column is selected, look at the right side panel and under Layout increase the width by.6 inches. For example, if you are widening the Donor column the regular width is 1 in. Change it to 1.6 in. 10.Click Preview at the bottom of the screen to see the results of any changes you ve made. 11. Click Layout when you want to go back to modifying the template. 12.Click the Save button at the top left on the toolbar. 13.Click the X at the top right of the FIMS Report Designer window. 14.Before you run the report set up each tab with your Selection and Sorting criteria. 15.Click on the Send To tab and select Graphical Viewer. MicroEdge, LLC 10

12 16.Recommendation: Set up a Saved Report to save time when testing and for future quick running of this report. 17.Run the report to confirm the layout changes. Removing the Last Page Report Criteria If you would like to remove the last page from your report to save paper when printing, this is a customization that will need to be done on each report separately. Note: A workaround to doing this customization is to select only the page range for printing which excludes the last page. In the Graphical Viewer window you can see how many pages your report has. In the example below the report has 4 pages. Simply select to print pages 1-3 in your print dialog box. This example will show you how to remove the Report Criteria (last page) from the Fund Listing Report. The technique will basically be the same for any report you want to do this for. 1. Select Reports > Fund Reports > Fund Listing Report. 2. Set up each tab with your Selection and Sorting criteria. 3. Click on the Send To tab and select Graphical Viewer. 4. Set up a Saved Report to save time when testing and for future quick running of this report. 5. Click on Report Layout tab and click Copy. 6. If you always want to run this report without the last page of Report Criteria, name the copy Basic Layout (same name as the original). If there are times when you may want to see the last page of Report Criteria, name the copy something else such as Basic Layout without Last Page. If you do this you will need to remember to pick which layout you want each time before you run the report (or set the choice in your Saved Report). NOTE: If you name a new custom layout the same as the system layout (e.g. Basic Portrait), you will get a message saying a layout already exists with that name and asking you if you want to overwrite it. If you say yes, your customizations will automatically appear on all reports that use that layout. The regular system layout will still be available - it is just hidden. If you remove/rename the new custom layout you ve added, the system layout will reappear. Note that the Edit, Rename, and Remove buttons are grayed out for system layouts but not for custom layouts. Note: It is not necessary to select a Master Template unless you want to apply a different template than the default. 7. Click OK. The FIMS Report Designer window will open. 8. At the end of the report body section you will see a line that says fims://report/global/selections. Click to select that row then right-click and select Delete. MicroEdge, LLC 11

13 9. Next remove the page break. To do this make sure the field at the top right of the screen has Table 1 displayed. This is the main part of this particular report. If Table 1 is not displayed, click the drop-down arrow at the top right of the screen and select Table 1. The properties for this section of the report are then displayed on the right. 10.On the right hand side, in the Layout section, change PageBreakAtEnd from True to False by clicking on the drop-down arrow and selecting it. 11.Removing extra white space at the end of the report left over from removing the Report Criteria section is recommended. This is not mandatory, but will help ensure that as much information as possible will print on one page before going to the next. In that same area below the page break settings, look for Size. Write down the numbers in the box to the right (in the above picture it says 7.5in, 1in. 12.Go back to the field at the top right of the page, click the drop-down and select ContentPlaceHolder1 The ContentPlaceHolder is the basic page upon which the report parts are built. 13.Change the Size for the ContentPlaceHolder1 to the same as the Size from the Table (in this case 7.5in, 1in.): a. Click after the 5 in 1.375in MicroEdge, LLC 12

14 b. Backspace to remove the 5, 7, 3, and the period. When you are done it should show like this: Size 7.5in, 1in 14.Click Preview at the bottom of the screen to see the results of any changes you ve made. Click Layout when you want to go back to modifying the template. 15.Click the Save button at the top left on the toolbar. 16.Click the X at the top right of the FIMS Report Designer window. 17.Before you run the report set up each tab with your Selection and Sorting criteria. 18.Click on the Send To tab and select Graphical Viewer. 19.Recommendation: Set up a Saved Report to save time when testing and for future quick running of this report. 20.Run the report to confirm the layout changes. Changing the Line Spacing in a Report Any report where you want to change the line spacing will need to be modified individually. You cannot globally change the line spacing on all reports. The example below will show you how to change the line spacing on the General Ledger Consolidated Trial Balance Report, but you can apply the steps to any report. 1. Bring up the Consolidated Trial Balance Report. 2. Go to the Report Layout tab, select Basic Layout, and click the Copy button. 3. If you always want to run this report with the modified line spacing, name the copy Basic Layout (same name as the original). If there are times when you may want to run the report without the modified line space, name the copy something else such as Basic Layout Single Line Spacing. If you do this you will need to remember to pick which layout you want each time before you run the report (or set the choice in your Saved Report). NOTE: If you name a new custom layout the same as the system layout (e.g. Basic Portrait), you will get a message saying a layout already exists with that name and asking you if you want to overwrite it. If you say yes, your customizations will automatically appear on all reports that use that layout. The regular system layout will still be available - it is just hidden. If you remove/rename the new custom layout you ve added, the system layout will reappear. Note that the Edit, Rename, and Remove buttons are grayed out for system layouts but not for custom layouts. Note: It is not necessary to select a Master Template unless you want to apply a different template than the default. 4. Click OK. If you are overwriting the default Basic Layout, click Yes. Then the FIMS Report Designer window will open. MicroEdge, LLC 13

15 5. Click into the first cell of the first line of the report below the heading called Account, then click on the icon to the left of the cell (looks like a report with a magnifying glass) to select the row. 6. On the right under Layout at the bottom, change the Height to.15 instead of On the right under Padding, change the Top and Bottom to 1pt instead of 2pt. Note: Some reports may require additional rows to be adjusted as desired. 8. Click Preview at the bottom of the screen to see the results of any changes you ve made. Click Layout when you want to go back to modifying the template. 9. Click the Save button on the toolbar and click the X in the upper right-hand corner to close the FIMS Designer window. 10.Before you run the report set up each tab with your Selection and Sorting criteria. 11.Click on the Send To tab and select Graphical Viewer. 12.Recommendation: Set up a Saved Report to save time when testing and for future quick running of this report. 13.Run the report to confirm the layout changes. MicroEdge, LLC 14

16 Changing the Font in a Report There are several methods for changing fonts in graphical reports: Changing Fonts in a Report Theme: For fonts used in most all standard reports Changing Fonts in a Report Template: For multiple reports that use a particular Template Changing Fonts in a Specific Report: For changes that only apply to one report Changing Fonts in a Report Theme Note: There are two styles of fonts for FIMS graphical reports. Major Font is bold and usually used for Report Titles and Column Headers. Minor Font is not bold and used for the details of the reports. The different fonts you can use depend on the choices in your Windows operating system. Refer to the Appendix to see some of the common fonts. An easy way to see what the fonts look like is to open Word and look at the drop-down of font choices. 1. Click on Tools > System Utilities > Graphical Report Maintenance > Report Theme Maintenance. 2. Choose Basic Theme. 3. Click the Export button and save the theme. By default the file name is called Basic Theme.rdlx-theme. 4. Click Done. 5. Open the saved theme file in Notepad. MicroEdge, LLC 15

17 6. In the Major Font section on the line that starts with <Family> note that the font is Tahoma. If you want to change the Major Font, replace this text with the name of the font you want to use. The name you type in must be accurately spelled. 7. In the Minor Font section on the line that starts with <Family> note that the font is Verdana. If you want to change the Minor Font, replace this text with the name of the font you want to use. The name you type in must be accurately spelled. 8. After modifying the font, save the file. 9. In FIMS click on Tools > System Utilities > Graphical Report Maintenance > Report Theme Maintenance. 10.Click the Import button, locate the file you just modified, and click Open. 11.A message will pop up saying a Theme already exists with this name, do you want to overwrite it. Click Yes, then click Done. 12.Run a report to test your changes. Tip: Other Configurable Parts of the Theme: Family: Select a font family name or a theme font. Size: Choose the size in points for the font or use a theme. Style: Choose Normal or Italic or select a theme. Weight: Choose from Lighter, Thin, ExtraLight, Light, Normal, Medium, SemiBold, Bold, ExtraBold, Heavy, or Bolder. Color: Choose a color to use for the text. Decoration: Choose from None, Underline, Overline, or LineThrough. Changing Fonts in a Report Template To change the font for a particular Report Template, follow these instructions. This example will show you how to change the font for the Basic Portrait Template. If you want to change the font for other templates, you can apply the same procedures. MicroEdge, LLC 16

18 1. Go to Tools > System Utilities > Graphical Reporting Templates and choose Report Template Maintenance. 2. Select Basic Portrait and click the Copy button. (Note: If you ve already modified the template, and want to make further modifications, click Edit instead of Copy). 3. By default the copy will be called Copy of Basic Portrait. If you want what you are customizing to replace the Basic Portrait Layout for all reports that use that layout, you should name it the same as what you copied, Basic Portrait. This will allow your font changes to automatically appear on most reports. Otherwise, you can name it whatever you want (e.g. Basic Portrait with New Font) and select it on a case by case basis for any particular report. NOTE: If you name a new custom layout the same as the system layout (e.g. Basic Portrait), you will get a message saying a layout already exists with that name and asking you if you want to overwrite it. If you say yes, your customizations will automatically appear on all reports that use that layout. The regular system layout will still be available - it is just hidden. If you remove/rename the new custom layout you ve added, the system layout will reappear. Note that the Edit, Rename, and Remove buttons are grayed out for system layouts but not for custom layouts. 4. Click OK and the FIMS Report Designer window opens. 5. Click the drop-down arrow in the field at the top right to select which report part you want to change the font for. You will need to set the font for each Textbox separately. There is no font property for other parts of the template such as Body, ContentPlaceholder, etc. 6. To change the Font for the title of the report, select ReportTitle in the field at the top right. Then click the + sign next to Font to expand the choices and make changes as desired. a. Font Style: Note that the Major Font Theme is being used by default. If you have made changes to the Major Font Theme, they are being reflected here. b. You can override the Major Font Theme properties for FontFamily, FontSize, and FontWeight by typing in your preferences. You can type in your choices or click the drop-down arrow to select from a list of choices. 7. Repeat this process to change the properties of any other sections of the report template. 8. Click the Preview button to see the effects of changes you are making. Then click the Layout button to go back to the layout. 9. Click the Save button on the toolbar when done and click the X in the upper righthand corner to close the template. MicroEdge, LLC 17

19 Changing Fonts in a Specific Report If you want to change the font in a specific report, follow the steps below. The following example will explain how to change the font in the Grant History Report. Other reports may require slightly different steps since the layout can vary from report to report, but the concepts are generally the same. 1. Bring up the Grant History Report. 2. Go to the Send To tab and select Graphical Viewer. 3. Go to the Report Layout tab, select Basic Layout, and click the Copy button. 4. If you always want to run this report with the different font, name the copy Basic Layout (same name as the original). If there are times when you may want to run the report with the default font, name the copy something else such as Basic Layout New Font. If you do this you will need to remember to pick which layout you want each time before you run the report (or set the choice in your Saved Report). NOTE: If you name a new custom layout the same as the system layout (e.g. Basic Portrait), you will get a message saying a layout already exists with that name and asking you if you want to overwrite it. If you say yes, your customizations will automatically appear on all reports that use that layout. The regular system layout will still be available - it is just hidden. If you remove/rename the new custom layout you ve added, the system layout will reappear. Note that the Edit, Rename, and Remove buttons are grayed out for system layouts but not for custom layouts. Note: It is not necessary to select a Master Template unless you want to apply a different template than the default. 5. Click OK. If you are overwriting the default Basic Layout, click Yes. Then the FIMS Report Designer window will open. MicroEdge, LLC 18

20 6. You can set the font for each Textbox, Table, TableRow or TableColumn. Each Textbox can be selected separately from the field at the top right but it is usually easier to change it for each row as described in step 9 below. 7. To change the Font for the main body detail of the report, click into the first cell of the first line of the report below the heading called Grant, then click on the little icon to the left of the cell (looks like a report with a magnifying glass). Note that the whole row is now selected. TableRow2 will appear in the field at the top right. 8. Click the + sign next to Font to expand the choices and make changes as desired. a. Font Style: Note that the Minor Font Theme is being used by default. If you have made changes to any theme, they are being reflected here. b. You can override the Minor Font Theme properties for FontFamily, FontSize, and FontWeight by typing in your preferences. You can type in your choices or click the drop-down arrow to select from a list of choices. 9. Select another row in the layout to change the properties of another section of the report if desired. 10.Click the Preview button to see the effects of changes you are making. Then click the Layout button to go back to the layout. 11.Click the Save button on the toolbar when done and click the X in the upper righthand corner to close the template. Fund, Financial, and Columnar Statement Templates Fund, Financial, and Columnar Statements can be run through the Graphical Viewer and the templates can be modified to meet your needs. The default Graphical Viewer Basic Layout for Fund Statements is accessible when you run General Ledger Reports > Fund Statements. The default Graphical Viewer Basic Layout for Consolidated Financial Statements is accessible when you run General Ledger Reports > Consolidated Financial Statements. MicroEdge, LLC 19

21 Modifying Row Formats to Enhance Graphical Financial and Fund Statements Some modifications that will affect the default layout can be made in the actual Row Format for the statement. If your statement is not already set up with section headers, underlines, indents, and line skipping formatting, add those elements first. The following are properties of the default Basic Layout that you may or may not want to change: Section headers (Desc rows) are not bolded Rows with the Format of Tot will be bolded Underlines or Double underlines at the end of the statement will not show Using a format of Page will cause remaining rows in the report to move to a new page Recommendation: Before you make any modifications, run your current Fund Statement through the Graphical Viewer for one Fund. For ease of testing when making changes, set up a new Saved Report to easily load and retest your changes as you go. Example 1: Bold the Beginning Fund Balance (or any line) 1. Highlight the row for Beginning Fund Balance then click on the Copy button on the toolbar to create a new row. 2. Change the new row Format to Tot. 3. Make sure Normal Balance field says dr. 4. Put the row number of the original Beginning Fund Balance row into the Formula field. Save. 5. Go back to the original Beginning Fund Balance row and type N in the Print Control field. 6. Save the format. Example 2: Bold a Section Header Description Row 1. Change the Format from Desc to Tot. 2. Save. Note: There is no need to put anything in the Formula field. Example 3: Un-Bolding a Total Line The only way to un-bold a Tot line is to add the total in a different way such as creating a row with all the applicable GL accounts to roll up. As shown in the following example, the regular Tot row has been changed to Print Control of N to not print. A new row was added to add the total of the GL accounts above by putting them in the Formula row. MicroEdge, LLC 20

22 If you cannot add all accounts in one GL range, add multiple rows for each GL range and give them the same row number. If you want to double check your regular total row from time to time to make sure it agrees with the row that rolls up GL accounts, remove the N from the Print Control field. After you ve verified it matches the GL row, you can put the N back in. Example 4: Adding a Single or Double Underline at the End of the Statement At the end of the Row Format add 3 new lines in this order and then save: An Und or DUnd format row (Und = single line, DUnd = double line) A Desc format row (nothing else except the format needed) Adding Logos to Fund or Financial Statement Report Layouts You can add a logo or other graphic to your Fund and Financial Statements. If you want this logo to appear on most all customized Fund or Financial Statements, follow the steps below. If you only want the logo or graphic to appear on certain Report Layouts for particular Fund or Financial Statements, you can modify each Statement as needed. 1. Follow instructions for Adding a Logo to the Header of a Report. You will be customizing the Basic Statement Report Template. 2. Then select Reports > General Ledger > Fund Statements. 3. On the Format tab select the Statement you want to run and fill out other information and options on tabs or load a saved report. Note: It is important to do this step before customizing your report layout since the layout is built dynamically and will take on properties of options you select on each tab. This includes the number of columns for your statement and column headings. If you decide later to turn the report into fewer or more columns, you will need to redo your custom layout. Recommendation: To save time while testing your modification of a Fund Statement layout, it is highly recommended that you set up a Saved Report with all the information and options you want and that selects just one Fund for testing purposes. Be sure to have the Graphical Viewer set as the Send To option. 4. Go to the Report Layout tab and select the Basic Layout, then click the Copy button and then give the template a new name. 5. Unlike naming the Report Templates, you cannot call this layout the same name. You must create a new name (e.g. Basic Layout with Logo). 6. Then select the Master Template called Basic Statement that you added your logo to. MicroEdge, LLC 21

23 7. Click OK and the Report Layout opens. 8. Click the Save button the toolbar and close the Report Layout. 9. Go back to the Report Layout tab and make sure Basic Layout with Logo is selected, then Update your Saved Report so it will always use that template. 10.Run the report to verify the Fund Statement shows the logo. MicroEdge, LLC 22

24 Appendix - Common Font Choices Arial Arial Black Calibri Century Gothic Century Schoolbook L Comic Sans MS Courier Courier New Garamond Franklin Gothic Medium Geneva Georgia Helvetica Neue Impact Lucida Bright Lucida Console Lucida Grande Lucida Sans Lucida Sans Typewriter Lucida Sans Unicode Microsoft Sans Serif Monaco MV Boli Nimbus Mono L Nimbus Roman No9 L Nimbus Sans L PalatinoLinotype Papyrus Sylfaen Tahoma Times Times New Roman Trebuchet MS URW Bookman L URW Chancery L URW Gothic L URW Palladio L Verdana MicroEdge, LLC 23