Sage Accpac ERP Training

By David Lee, Consultant - DaveConsulting

Financial Reporter Overview

• The Financial Reporter is a spreadsheet add-in program that uses Microsoft Excel to read and print General Ledger data.

• Financial statements are spreadsheets that use special Sage Accpac functions to extract data from the Sage Accpac accounting database.

Concepts

Layouts

Functions & Formulas

Exercise

Financial Reporter Concepts

Statement DesignerChoose the Statement Designer to create or edit a financial statement.Important: FR is only available when you start Excel inside Sage Accpac.

Worksheets with FR functionsFinancial statements are worksheets containing FR functions that read data directly from a GL database.

Excel FunctionsYou can use any other Excel functions to further manipulate the extracted data.

Financial Reporter Concepts (contd…)

FR Statement SpecificationsA FR statement specification is a structured layout (description) that you want to produce.

Flexible Data SelectionFR allows you to enter data and restrict data at print time. Account segment

Account group

Fiscal period

Fiscal set (actual or provisional amounts)

Transactions Drill-downIf you use transaction-related functions (FRTRN, FRTRNA, FRTRNDR and FRTRNCR), FR allows you to drill-down to the transactions level.Note: Only actual amount transactions will be included in the report.

Layout of a FR Specification

Worksheets that contain FR statement specifications have two separate regions:

The Spec rangeThe region containing the specification.

The Report rangeThe region containing the final statement that is generated from the specification.Note: The Report range also contains the Print range.

When you generate a financial report from a specification, the Financial Reporter processes all the specification information in the Spec range, and creates the final report in the Report range.

Spec range of a financial report

Columns with control information.First 4 columns (normally column A through D) are reserved for control information.

Columns of the specification that form the statement template.The Report range is generated from the Spec range when you print/view the financial report.

Report range of a financial report

When you generate a financial report from a specification, the Financial Reporter processes all the specification information in the Spec range, and creates the final report in the Report range.

Note: The Report range also contains the Print range.The Report range excludes the first 4 columns (A to D).

Column A

Column A determines the purpose of a Row.

There are five types of rows in a report specification:

Comment rows starts with “..”

“As is” rows starts with a blank

Default rows starts with “\\”

Title rows starts with “\T”

Body specification rows contain any other data. FR will assume that data to be a reference to one or more account numbers.

Column A

You specify your account numbers in Body specification rows. For example:

Account Number Reference FR translates as follows

100-C Account 100, department C

100:200 Accounts between 100 and 200, no matter which department they are in

100-A:200-F|ACCT Accounts between 100 and 200 in departments A through F, processed by account segment

100~200-F Accounts in department F with account segment value between 100 and 200

100-A,200-F Accounts 100-A and 200-F only

Column A

Some special account number reference. For example:

Account Number Reference

FR translates as follows

100%% or 100:100 A range of account numbers that start with 100

%% %% by itself refers to all accounts in the ledger

%-A~F-% A range of 3-segment account numbers, the middle segment is between “A” and “F”. “%” is a wild-card character for one or more characters

1_0-A “_”, the underline character is a wild-card character for a single character. Accounts having the first character “1” and the ending character “0-A” e.g. 100-A, 120-A, 130-A, etc.

You cannot combine account reference ranges with wild-card characters. For example: A123%:B567% is not allowed.

Column A

Account ordering, processing order and account segment ranges

Account Ordering By Segment 1 Account Ordering By Segment 2

100~120-A~B 100~120-A~B

100-A100-B120-A120-B

100-A120-A100-B120-B

The default order for processing accounts is the order specified at print time or FR View time.

The account order affects:

Print order – The order in which accounts are listed or printed

The speed in which accounts are retrieved from the database

Column B to DColumn B, C and D filter accounts specified in column A.

Column B – to restrict to a particular account group, type, name or segment (ACCTTYPE = “B” – Account Type equals Balance Sheet accounts).

Column C – to remove any lines with zero balances (use “Z”) or with a condition like “balances <= 500” or combine FR functions with Excel functions like =IF(FRAMT("BALP","1000")>6000,FRAMT("BALP","1000"),0)

Column D – to consolidate the retrieved information. Use “T” – consolidate the data Use “D” – list each account separately Use “RD” – print top-level rollup details Use D(ACCT) – list by account segment Use D(acctgroup) – consolidate by account group Use D(ACSEGVALn) – consolidate by account segment number n Use D(acctsegID) – consolidate by named account segment. For example –

D(REGION)

Column D –Consolidate by Transaction Details

Column D – to consolidate by Transaction Details.

Values must begin with “P”PD – Transaction details in posted transaction orderPT – Transaction consolidated totalP(POSTRAN) – Transaction consolidated by accountP(POSTDATE) – Transaction consolidated by journal date)P(POSTSEQ) – Transaction consolidated by posting sequence)

Exclusive Sorting Order – Consolidating by transaction details must be by the correct sorting order:POSTTRAN – By posted transaction, in account orderPOSTDATE – By Date OrderPOSTSEQ – By Posting Sequence OrderPOSTACCT – By Account Posting Sequence

The Report template (Column E onwards)

The Report template starts in Column E onwards(the fifth column).

Any value or formula placed in the report template will appear in the generated report. In this example:

=FR(“CONAME”) This FR function will put the company name in the report.

Any textlike “Schedule of Expenses” will appear in the report as it is.

Combined text and function“For the period ending ”&FR(“END”) This text & function combination will insert the period end date from the database.

“\”Where a “\” backslash is found in the cell (row 12 in the example), FR will look in the same column of the default row with “\\” in column A [“=FRAMTA(“NETP”)” in row 9] and insert the result [“=FRAMTA(“NETP”,”6000”)”] of the FR function located in the cell.

Note: You can use Excel’s cell formatting controls (to underline, bold, change font, colors, dollar format, alignment, borders, etc) to enhance the Report range.You can also hide a row or column that you don’t want printed in your final report.

FR Functions

FR Functions Information they provide

FR GL option & company data, and statement print options

FRACCT Account data

FRAMT, FRAMTAFRCREDIT, FRDEBIT

Fiscal set data

FRFISCAL Fiscal calendar data

FRRATE Exchange rates

FRSDESC Segment code descriptions

FRTRN Net totals and net quantities from transaction history

FRTRNA Net amounts and net quantities from posted transactions for a specified period

FRTRNCR Net credit totals and net quantities from transactions

FRTRNDR Net debit totals and net quantities from transactions

FRPOST Account and transaction records, including optional fields fromposted transactions

FR Functions and Formulas

You can use FR Functions in 2 ways:

To place information in a cell FRACCT(“ACCTDESC”,”1000-333”) – FR gets the account description

from account 1000-333 and places it in the current cell. FRAMT(“ABALP.2009”,”1000-333”) – FR gets the actual balance of

account 1000-333 for the current fiscal period for the year 2009Note: xBALP where x = A (Actual), P (Provisional), QA (Actual quantity), QP (Provisional quantity), 1 to 5 (Budget sets 1 to 5).If A or P is not specified, it defaults to the report setting chosen at viewing or printing time.

In a default row (or single row) of a report specification.- to define information that will appear in each column of your report specification.Note: This is the recommended way to create your statement specification.

You can use FR Paste to create formulas like Account numbers, account selection criteria (query-by-example expressions, rolled up amounts (FRAMT, FRAMTA, FRCREDIT, FRDEBIT only), FR Functions

Default Column Specifications

Lines with default column specs start with “\\”. The default column specs are in effect until you define a new set of defaults.

To use the currently default column specification, type a “\” into a cell.

Note: You can add “-” or “+” after the “\” to reverse the absolute value of the formula result (e.g. “\-” or “\+”).

Default Column Specifications

In this example, if you have 200 accounts, you will have to enter 400 formulas to print out the current balances of all the accounts.

In addition, you would have to change the specification each time you add a new account to the chart of accounts.

The default column specifications row begins with “\\”

Where “\” is found, FR assigns a particular formula

The default column specifications and the formulas in example 1 is the same except for the account reference.

The account reference is for a range of accounts. This single line will expand to as many accounts there are in the range.

Default Column Specifications

A default row can contain selection criteria (filter criteria) in columns B, C and D. You do not need to specify a “\” to use the default values.

To override a default value, you must specify in columns B, C and D.

If column D in the default row contains a “T”, to override this default value, you enter “D” in column D in the last line of the example.

If column C in the default row contains a “Z”, to override zero suppression, you must enter “N” in column C in the last line of the example.

Sample Default Column Specifications

Balance This Period and Last Period

Balance This Year and Last Year with percentage of total columns

Current Period and Year-to-date expenses

Current Period and Year-to-date expenses as percentage of sales

Sample Default Column Specifications

Current Period and Year-to-date expenses compared to last year

Side-by-side Departmental statement

Print Financial Statements

Printing using FR View

Exercises