Define Financial Reports and Report Sets.................................................................................................................23
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Overview
Financial Statement Generator (FSG) is a tool used to build custom financial reports without programming to meet the individual business reporting needs that are dependent on such factors as business type, business size, organizational structure, and management preferences.
In summary, the steps to create FSG report are: Optional, draft the report on paper Define row sets Define column sets Define column set heading Define financial reports and report sets Request financial reports and report sets
Before creating FSG report, it is recommended that you first draft it on paper. Sketching the financial report in advance will help you plan the format and content and therefore saves you time.
Define Row Sets
Row sets are defined to specify the format and content of the report rows. Define Row sets include assigning accounts, defining calculations and formatting.
There are three types of row sets: Heading rows Detail rows (Account Range) Calculation rows (Subtotals and Totals)
Example:
R#10 Income:12 Freight Acct.#310000 = All its Child values14 Sales & Services Acct.#320000 = All its Child values16 Other Income Acct.#330000 = All its Child values
-------------------------------------18 Total Income Sum of Rows of 10 through 16
The above example illustrates the following: Rows 10 is the heading row Rows 12-16 is the detail rows Row 18 is the calculation row
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For the purposes of row set training, we will define the following rows to exemplify the three types of row sets defining:
Define Row Sets:Name: Enter a name for the Row Sets ( TCIL Profit & Loss Account).Description: Enter a description for the Row Sets
Click on Define Rows button.
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Define Row 10:
Enter the Selection Criteria:
Line: Enter the line number (10). Line increments of 10 are good practice, as this enables you to insert new lines later in the required order. Note: These rows will be printed in ascending order and therefore control the order in which rows appear in the report.
Line Item: Enter a line item description (Income:) for row to appear as the row label.
Note: Optionally, enter the Format Options, Advanced Options, Display Options and Balance Control options for each row.
Format Option:Indent: Enter the number of spaces to be indented from the left margin of the
report. Lines to Skip: Enter the number of blank lines that FSG will place on the report Before
(0) and After (0) the row. Note: This applies to the entire row. Underline Character: Specify an underline character (----- single-ruled for subtotal
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Or = = = = double-ruled for totals) to print on the report Before (leftblank) and After (left blank) the row. Usually, this format is used for the calculation row.
Page Break: Check the Before (left blank) and After (left blank) checkboxes to indicate whether FSG should insert a page break before and /or after printing the row.
Display Options:Format Mask: Enter the format mask (left blank) to define how FSG prints the
numerical values on the reports. With a format mask, you can control the following: Number of digits displayed on both sides of the decimal point (The
number indicator is always the numeric digit “9”. For each 9 that appears in the format mask field, FSG will print one number of values.)
Symbol used to separate (For example, the format mask 99,999 uses a comma while format mask 99*999 uses an asterisk as the thousands separator.)
Currency symbol (For example, to display USD, you can specify a $ and Japanese yen, a ¥.)
Symbol used as the decimal indicator (For example, the format mask 99.9 uses a period, while format mask 99,9 uses a comma as the decimal point.)
Additional information you may want to print before or after the amounts (For example, you could have each number print with the phrase “translated” immediately following it.)
Note: Enter a format mask for displaying row values only if you want to override the column level format mask.
For example, number 4500 would be displayed using different format mask:
The Factor: Enter the display precision factors (left blank) to display numeric values:
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Units–Full precision; rounds to two decimal places Thousands–Divides balances by 1,000; rounds to three decimal
places Millions–Divides balances by 1,000,000; round to three decimal
places Billions–Divides balances by 1,000,000,000; round to three decimal
Note: The row set factor overrides the column level factor.
Level of Detail: Assign the level of detail (left blank). There are three options that control the level of detail FSG prints on the report: Financial Analyst (includes all levels of detail) Supervisor (Includes only rows and columns defined for Supervisor
or controller level of detail) Controller (Includes only rows and columns defined for the
Controller level of detail)
Note: The default level of detail is Controller.
Display Row/Column: Check the Display Row box to display rows on the report. Note: For rows that are defined but not displayed, FSG will hide the rows and repositions all other rows.
Display Zero: Check the Display Zero box to print the row when it has a zero balance. Note: If this box is not checked, the row is suppressed on reports when it has a zero balance.
Change Sign: Change the sign (left unchecked) to display negative balances. Credits are displayed as negative amounts and debits as positive amounts. This option is typically applies to rows. Note: You should change the sign for Revenue, Liability, and other credit balance accounts.
Change Sign on Variance: Change the sign on variance (left blank) to display negative variance
balances. This option typically applies to rows. Note: You should change the sign for Revenue, Liability, and other credit balance accounts.
Note: Because defining Row 10 is only applicable to the point of Display Options, the Account Assignments, Advanced Options, Calculations, and Balance Control will be discussed further in the training document as Row 12 and Row 18 are defined.
Define Row 12:
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Enter the Selection Criteria:Line: Enter the line number (12). Line Item: Enter a line item description (Freight).Indent: Enter the number of spaces to be indented (8) Lines to Skip: Enter the number of Lines to Skip Before (0) and After (0). Underline Character: Enter the Underline Characters Before (left blank) and After (left
blank). Page Break: Enter the Pagebreaks Before (left blank) and After (left blank)
Click on Account Assignments button to assign accounts for Row 12.
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Account Assignment Selection Criteria:Sign: Select a mathematical sign such as +, –, etc (+) to add or subtract the
totals for the account range. Note: To use this feature, each segment in the range must be defined with a display type of T (Total)
Accounts: Enter the Low (310000) and High (310000) for the range of account combinations. In the value set for account segment, 310000 is the parent account for the posting level accounts falling in its hierarchy.
Display: Select (T) the display type for each account segment E (Expand the range and display all segment values) T (Total the range and display only the total for the segment values) B (Both expand and total the range and display all segment values
and a total for the segment values)Note: Select “T” for each segment of the range if multiple account ranges are assigned to a row and you want to total them and if you later want to define the content sets to create more specific reports.
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Summary: The summary option (left unchecked) allows the report to have only summary balances for the accounts in the specified range.
Activity: Select an activity type such as Dr, Cr, or Net (Net) to specify the types of balances to use for the accounts in each account range.
Note: If you assign accounts to a row, you cannot define a calculation for that same row. You can do one or the other, but not both.
Display Options:Format Mask: Enter the format mask (left blank).The Factor: Enter the display precision factors (left blank).Level of Detail: Assign the level of detail (left blank). Display Row/Column: Check the Display Row box.Display Zero: Check the Display Zero box.Change Sign: Change the sign (left unchecked).Change Sign on Variance: Change sign on variance (left unchecked).
Advanced Options:Row Name: Enter a name (Freight) to reference the row when defining calculations.
Note: this name does not appear on any reports. Percent of Row: Enter a value for a percentage row (left blank) to use as the percentage
denominator.
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Override Column: Override column (left unchecked) if you want the row calculation to take precedence over any conflicting column calculations
Save your work
Define Row 18:
Enter the Selection Criteria:Line: Enter the line number (18). Line Item: Enter a line item description (Total)
Format Option:Indent: Enter the number of spaces to be indented (8).Lines to Skip: Enter the number of Lines to Skip Before (0) and After (0). Underline Character: Enter the Underline Characters Before (-) and After (-). Page Break: Enter the Pagebreaks Before (left blank) and After (left).
Display Options:
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Format Mask: Enter the format mask (left blank).The Factor: Enter the display precision factors (left blank).Level of Detail: Assign the level of detail (left blank). Display Row/Column: Check the Display Row box.Display Zero: Check the Display Zero box.Change Sign: Change the sign (left unchecked).Change Sign onVariance: Change sign on variance (left unchecked).
Advanced Options:Row Name: Enter a name to reference the row when defining calculations. Note:
this name does not appear on any reports. (left blank)Percent of Row: Enter a value for a percentage row (left blank) to use as the percentage
denominator.Override Column Override column (left unchecked) if you want the row calculation to
take precedence over any conflicting column calculations. Click on Calculations button to define the formula to calculate row amounts.
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Calculations Selection Criteria:Sequence: Enter the sequence number (1) for each step of the calculation. This
controls the order FSG follow when performing the mathematical operations required completing the calculation. Line increments of 10 are good practice, as this enables you to insert new lines later in the required order.
Operator: Enter the mathematical operator (+) such as + for addition, – for subtraction, * for multiplication, / for division, Enter for enter value, etc) for each step of the calculation.
Constant: Optionally, enter a number to use as a constant in the formula. For example, if you want to see a 10% decrease in administrative expenses when creating a budget for next year, multiply the present administrative expenses by the constant value.
Sequence Low and High: Enter the sequence Low (12) and High (16) that correspond to the range
of rows in the calculation. Note: Click on the poplist in the Low and High fields, and select the specific Low (12) and High (16) detail rows to be included in the range.
Row Name: Optionally, enter the name (left blank) of a specific row instead of the sequence low and high to use in the calculation.
Save your work.
Note: Though Balance Control Options may also be defined for rows, they are usually defined for columns. As a result, they will be discussed as the columns are defined in the training document.
Define Column Sets
Column sets define the format and content of the report columns. Defining Column sets include specifying account balance types, creating headings, defining calculations, and specifying format.
The two types of columns that will be defined are: Detail columns (Actual/Current and Budget) Calculation columns (Variance, Percentages, Subtotals and Totals)
The above example illustrate the following: Columns 10-20 are the detail columns Column 30 is the calculation column
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For the purposes of column set training, we will define the following columns to illustrate the two types of column sets defining:
Column 10 Current Column 30 Variance (=Current – Previous)
Navigate to Reports > Define > Column set
Define Column Sets:Name Enter a name for the Column Sets Description: Enter a description for the Column Sets Override Segment: Optional. (leave blank) The override segment is used to create
“breakdown” reports. For example, if Accounting Unit is selected as the Override Segment, this feature allows you to breakdown data in a report to specific segment values for Accounting Units.
Click on Define Columns button.
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Define Column 10:
Enter the Selection Criteria:
Position: Enter the starting position (60) for each column. The position determines the number of characters from the left margin of the page that marks where each column starts. Note: Consider the following factors when determining the starting position: Total report width Number of columns in the column set Width of each column Starting position and width of previous columns Currency profile options Margins Overall appearance (balance and uniformity)
Sequence: Enter a sequence number (10) for each column. Note: Unlike the row set, the sequence number does not control the order of the columns on a report. Instead, the column order is determined by its position.
Format Mask: Enter the format mask The Factor: Enter the display precision factors (left blank).Level of Detail: Assign the level of detail (left blank).
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Note: Optionally, enter the Balance Control options, Advanced Options, and Display Options for each column.
Balance Control Options:Amount Type: Define the type of values (YTD-Actual) to include in a column. Note:
If you assign an amount type to a column, you must also assign an offset. Note: If you enter a budget, encumbrance, or variance amount type, you should enter a Control Value to assign budgets and encumbrance type to the report definition
Currency: Enter the currency (INR) which is used to report translated account balances for a specific currency.
Control Value: Enter the control value (left blank) which is used to include budgets, encumbrance types, and currencies in report.
Offset: Enter the relative offset (0) if you want to report on a period or effective date before or after your runtime period or effect date. If you specified Amount type refers to a period, such as PTD-Actual, then the Offset will be in number of periods. However, if your specified Amount Type refers to days then the Offset will be in number of days. Note: You must specify offsets at the same level (row or column) at which you specified amount types and control value numbers.
Advanced Options:Column Name: Enter a column name (Current) to reference the column when defining
calculations. Note: this name does not appear on any reports.Description: Enter the column description (Current).Percent of Column: Enter a value for a percentage row (left blank) to use as the percentage
denominator.Override Value If you assigned an override segment to your column set, you enter the
segment value here (left blank).Override RowCalculations: Enter an override column (left unchecked) if you want the column
calculation to take precedence over any conflicting row calculations.
Display Options:Level of Detail: Assign the level of detail (left blank).Display Row/Column: Check the Display Row box.Display Zero: Check the Display Zero box.Change Sign: Change the sign (left unchecked). Change Sign on Variance: Change the sign on variance (left unchecked).
Note: Because defining Column 10 is only applicable to the point of Display Options, the Calculations, Account Assignments and Exceptions buttons will be further in the training document when Column 30 is defined.
Save your work.
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Define Column 30:
Enter the Selection Criteria:Position: Enter the starting position (100).Sequence: Enter the sequence number (30).Format Mask: Enter the format mask (9,999,999,999).The Factor: Enter the display precision factors (left blank).
Balance Control:Amount Type: Define the type of values (left blank).Currency: Enter the currency (left blank).Control Value: Enter the control value (left blank). Offset: Enter the relative offset (left blank).
Advanced Options:Column Name: Enter a column name (Variance) to reference the column when defining
calculations. Note: this name does not appear on any reportsDescription: Enter a description (Variance).Percent of Column: Enter a value for a percentage of column (left blank) to use as the
percentage denominator.Override Value If you assigned and override segment to your column set, you enter the
segment value here (left blank).Override Row
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Calculations: Override row (left unchecked) if you want the column calculation to take precedence over any conflicting row calculations.
.
Display Options:Level of Detail: Assign the level of detail (left blank) as you would when defining the
rowset.Display Row/Column: Check the Display Column.Display Zero: Check the Display Zero.Change Sign: Change the sign (left unchecked). Change Sign on Variance: Change the sign on variance (left unchecked).
Click on Calculations button.
Calculations Selection Criteria:
Note: The calculations for Column 30 (Variance = Current Year – Previous Year)
Sequence: Enter the sequence number (10) and (20) for each step of the calculation. Operator: Enter the mathematical operator (+ for line 10 and – for line 20) such
as + for addition, – for subtraction, * for multiplication, / for division, Enter for enter value, etc) for each step of the calculation.
Constant: Optional, enter a number to use as a constant (left blank) in the formula. Sequence Low andHigh: Optional, enter or select from the field poplist the sequence Low (left
blank) and High (left blank) that correspond to the range of columns in the calculation.
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Row Name: Instead of entering the sequence Low and High, you can enter or select form the field poplist the name Current Year for line 10 and Previous Year for line 20 to use in the calculation.
Save your work.
Optionally, click on Account Assignments button to assign accounts to columns as you would to rows.
Note: If you define a calculation for the column, you cannot assign accounts to the same column. In other words, you can do one or the other, but not both.
Optionally, click on Exceptions button to create an exception report.
Build Column Set
Optionally, click on Build Column Set button in the Column Set window to define a column set or modify existing column sets by laying it out graphically.
Note: Because Column Set Builder does not have all the options as the Column Define such as account assignments, calculations, or exceptions, it is recommended that you use this tool to modify existing column sets.
Navigate to: Reports>Define>Column Set>Build Column Set
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Enter the Selection Criteria:Note: Sequence, Name, Amount Type, Offset, and Format Mask are discussed in the Column Define and therefore need not be covered in this section again. Enter the Sequence number, Name, Amount Type, Offset, and Format Mask for each column.
Left Margin: Specify the left margin (60) of the report where the columns are set.Width: Specify the width of the columns. Consider the size of the numbers,
factor, and format mask when you specify the width.Heading: Enter the heading for each column.
Optionally, click on Create Default Heading button to have FSG generate a heading based on the amount type and period offset for each column. You can later modify the default heading.
The ampersand (&) in the heading identifies the following data element, such as POI, as a relative heading. POI represents period of interest with 0 offset.
Optionally, click on More Columns Options button to enter additional column format and display options, such as Currency, Control Value, Override Value, Factor, and Level of Detail.
Note: Use the layout icons to add, move, or delete columns, or to change column width.
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Click on Apply button to save your work and continue working with Column Set Builder. Click on OK to save your work and close the Column Set Builder.
Optionally, In the Column Set window, click on Create Heading button to define column headings for a report.
Enter the heading for each column in the Scrolling region, using the ruler as a guide. Click on Apply button to save the heading and continue working in the Column Set Heading. Click on OK button to save your work.
Note: Optionally, click on Create Default Heading button to have FSG generate a heading based on the amount type and period offset for each column. You can later modify the default heading later.
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Define Financial Reports and Report Sets
Define a financial report by combining the row set and the column set.
Navigate to: Reports>Define>Report
Enter the Selection Criteria:
Name: Enter a name for the financial report.Title: Enter a title for the financial report.Description: Enter a description for the financial report.
Required Components:Row Set: Select the row set to use for the financial report TCIL Profit & Loss
Account).Column Set: Select the column set to use for the financial report ( TCI P&L)
Optional Components:Content Set: Optionally enter or select from the poplist a predefined Content Set to
generate multiple, similar reports in one run. The content set controls
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how the multiple reports differ from each other. For example the same expense report can be generated for every department.
Row Order: Optionally enter or select from the poplist a predefined Row Order to control how detail rows appear in the report. For example, you can display account descriptions in addition to or instead of segment values, sort detail rows by amounts displayed in a column, account segment values or segment value descriptions.
Display Set: Optionally enter or select from the poplist a predefined Display Set to produce report variations which omit sensitive information. To do thisyou simply tell FSG which row or columns should or should not be displayed.
Other Options:Segment Override: Optionally, enter a segment override value for the account segments you
want to override.Currency: Optionally, enter a default currency for the report. FSG uses this
currency only for those rows and columns to which you did not assign a currency when you defined row and column sets.
Rounding Option: Optionally, select the rounding methods (Calculate and Then Round) to use for calculations in the report: Calculate and Then Round – FSG performs calculations before any
rounding. Round and Then Calculate – FSG rounds values before they are
used in calculations.Level of Detail: Optionally, assign the level of detail (left blank) for individual rows and
columns as well as for a report. FSG prints only those rows and columns whose level of detail matches that specified for the report. There are three options that control the level of detail FSG prints on the report: Financial Analyst (includes all levels of detail) Supervisor (Includes only rows and columns defined for Supervisor
or controller level of detail) Controller (Includes only rows and columns defined for the
Controller level of detail)Note: If you do not enter a level of detail for a row or column, the default level of detail is Controller
Output Option: Optionally, select the output options (Text) for the report: Text (Produces the report in standard text form) Tab Delimited (Produces the report whose columns are delimited by
tabs, making it easier to import the report into a spreadsheet) Spreadsheet (Produces the report designed specifically for
downloading to GL Desktop Integrator)
Optionally, click on Control Values button to assign budgets, encumbrance types, and currencies if the row or column set has control values assigned.
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Save your work.
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Click on Define Report Set button to combine predefined FSG reports so that you may run them together, OR
Navigate to: Reports>Define>Report Set
Enter the Selection Criteria:
Name: Enter a name ( Financial Statements) for the report set.Description: Enter a description (Balance Sheet and Profit and Loss Account) for
the report set.
Reports:Sequence: Enter the sequence number (10) and (20) for each step of the calculation.
Line increments of 10 are good practice, as this enables you to insert new lines later in the required order.
Name: Select name of each report you want to include in the report set. In this example, Profit & Loss Account– (for line 10) and Balance Sheet As At– (for line 20) were selected.
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Save your work.
Request Financial Reports and Report Sets
Navigate to: Report>Request>Financial
Note: You can also click on Run Report button from the Define Financial Report window to navigate to the Run Financial Reports window.
To Run Individual Report:
Reports – Request – Financials
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Select tab for Individual Reports. Select the report name (Profit & Loss Account). Select the Ledger Name for which to run the report. Select the accounting period for which to run the report Accept functional currency default (INR) for Set of Books, or select the currency to be used
for rows and columns. Click on Submit button to process the request.
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To Run Report Sets: Select tab for Single Report Set. Select the report set name ( Financial Statements) Optionally, change the Report Parameters (Period and Currency) and click on the Apply
button to save the changes. Run all or part of the report set: Check the box next to the report (s) you want to run. Optionally, check the Select All Reports checkbox to run all the reports. Click on Submit to process the request.
Optionally, you can run multiple report sets: Select tab for Multiple Report Sets. Select the Report Set names ( Financial Statements, etc) Select the accounting period for which to run the report Accept functional currency default for Set of Books, or select the currency to be used for rows
and columns. Click on Submit button to process the request.
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Run FSG Reports form Standard Request Submission:
Navigate to: Other>Request
Click on Submit a New Request button.
Select Single Request and click on OK.
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Select Program – Run Financial Statement Generator for the Request Name. Tab to the parameters.
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Select the report and optionally change the parameter defaults. The Currency, Rounding Option, and other parameters default from the report. Click OK to close the Parameters window.
Click on the Schedule button to schedule the request to run at time other than As Soon as Possible.
Click on the Options button to select the print parameter. Select the style, printer, and number of copies to print the report. Click OK to close the Upon Completion…window.
Click on the Submit Request button to process the request.
