FS Editor

The Financial Statement Editor is used to maintain all financial statement designs. Financial statements are designed on a line by line basis and are printed out in line number order. As a statement is being designed, you may wish to preview the design to make sure the output is acceptable. Preview the financial statement using the Print button on the Financial Statements main screen.

As stated above, financial statements are designed on a line by line basis, and each line of the design contains a series of printing controls to determine which amounts will be included on the line (if any) and how the line will be formatted. The Add is used to create a new line on the statement, while the Edit and Delete buttons are used to change and remove existing lines. When a new line is added, the system will automatically generate a new line number and place the line directly below the existing line number.

The following information outlines all of the line options available on the Settings Tab and the Accounts Tab of the Financial Statement Editor. Be sure to use the Save Button as required to record all format changes, or the Cancel Button to ignore any pending changes that have not yet been saved.

1.	The Settings Tab contains all of the line formatting controls that determine how the line will appear on the financial statement.

•Line No - This is the actual line number assigned when the line was created using the Add button. The line number determines the order in which the line is printed on the financial statement. All line numbers must be unique and the system will generate an error if the same line number is used twice. Each line can have up to 3 decimal positions to make it easy to insert lines between two existing lines when required. Note: If you will be sending amounts from one line to another line, the send to line number must be greater than the current line number. In other words, you cannot send amounts from a current line to a previous line number.

•Desc - Enter the text that will be printed on the statement for this line (if any).

•Tab - Select a tab option from 0 to 4 to control the indenting of the text in the 'Desc' field.

•No Print - The line will be used for calculations only and will not be printed out. For example, since the maximum number of account numbers that can be included on a line is 10, you might have a situation where you want to pull amounts from 15 different account numbers and have them print on a single line of the financial statement. In order to do this, you could create a 'No Print' line to hold the additional 5 account numbers and use the 'Send To' option on the Accounts tab to send the amounts to the line where the other 10 accounts are listed.

•Memo/Headings - Use this option for page heading or blocks of text to be included in the financial statement. This type of line will not include any amounts, only text.

•Column Headings - Use this option to create column headings for the amounts that will be included on the financial statement.

•Underline - A line format can include a single underline or a double underline: none, single, double. If amounts are included on the line, then the amounts will be underlined otherwise the 'Memo/Headings' or the 'Column Headings' will be underlined. Choose a single under or a double underline.

•Skip - This option determines how many lines to skip after the current line is printed: no lines, one line, two lines, skip to a new page.

•Alignment - This option controls how the text will be aligned on the page: left, centered, right

3. Amount Column Format - This group of controls is enabled whenever an amount will be included on the line.

à	Monthly - Monthly account activity for the month of the financial statement. For example, if a statement is being printed for June, then the activity for the month of June will be used.

Hand Enter - The amount will be hand-entered by the operator when the financial statement is printed. This option is handy for such things as over/under billing amounts, or depreciation amounts that are not booked from month to month but need to be included on the financial statements. When the statement is printed, the operator will be prompted to enter the amount.

Constant - Constants are used to enter a fixed amount on the line that can be sent to other lines, but does not change from statement to statement unless edited by the user. For example, if you want to add a monthly budget amount to your financial statements, you could use the constant field to establish the budget amount. If a constant is set up then the 'Constant' amount field will be enabled so that the constant can be entered.

à	Prior Year's Balance - Previous fiscal year's account balance. This should only be used on lines where balance sheet accounts are being printed.

à	Next Year's Activity - The account activity for the future fiscal year. For example, if you have reached the end of your fiscal year, but have not rolled the fiscal year, you can pull the new year's activity with this option.

Annual Budget - If you have set up a budget amount for the account in your chart of accounts, you can use the budget amount in the financial statement design. The Annual Budget option displays the total budget as of the report date by dividing the annual budget amount by 12 and multiplying by the number of month included on the report. If you have set up a budget amount for the account in your chart of accounts, you can use the budget amount in the financial statement design.

à	Monthly Budget - Displays the budget for one month by dividing the Annual Budget amount by 12.

à	Jan - Dec Activity - Use any of the monthly activity options to pull activity for a specific month of the current fiscal year.

The following options automatically create multi-column statements. The 'Range - Summary' option is NOT available with these content options.

à	Inc Statement - Income statement format with year-to-date totals and percentages. Send to Line 3 contains the line number to send the year-to-date totals. % Line contains the line number to be used as the divisor.

Inc Statement MTD - Income statement with month-to-date and year-to-date totals and percentages. 'Send to Line 1' contains the line number where the month-to-date totals are sent. '% Line' (under 'Send to Line 1') contains the line number to be used as the divisor for the month-to-date total. 'Send to Line 3' contains the line number to send the year-to-date totals. '% Line' (under 'Sent to Line 3') contains the line number to be used as the divisor for the year-to-date total.

à Prior Yr Comp MTD - Comparison report between the month-to-date activity from last fiscal year and the month-to-date activity for the current fiscal year with a variance column and a percentage of change over previous year. 'Send to Line 1' contains the line number to send the prior year month-to-date activity. 'Send to Line 2' contains the line number to send the current year month-to-date activity. 'Send to Line 3' contains the line number to send the variance between the prior year and current year.

à Prior Yr Comp YTD - Comparison report between the year-to-date activity from last fiscal year and the year-to-date activity for the current fiscal year with a variance column and a percentage of change over previous year. 'Send to Line 1' contains the line number to send the prior year year-to-date activity. 'Send to Line 2' contains the line number to send the current year year-to-date activity. 'Send to Line 3' contains the line number to send the variance between the prior year and current year.

à Annual Budget Comp - Comparison report between the year-to-date activity and the annual budget. 'Send to Line 1' contains the line number to send the annual budget. 'Send to Line 2' contains the line number to send the current year-to-date activity. 'Send to Line 3' holds the line number to send the variance between budget and the current year activity.

•Constant - If the 'Contents' field is set up for a constant amount, then the amount is entered here, otherwise this field will be hidden.

•Range - A line may be up to hold individual account numbers or a range of account numbers. For a range of accounts, the lines may be set up to be printed in either a detail or summary format.

•Column - Determines which column to print the amount under. Up to four amount columns can be included in the statement design. If you have selected a multi-column format option in the 'Contents' field, the 'Column' field will be disabled as the system ill format the columns automatically.

•Normal Balance - Used to determine when to change the sign on the amount. If the normal balance is a credit, and the amount printed is a debit, then a negative sign or parenthesis will be used with the amount.

4.	Percent Column Format: These controls are used to calculate percentages and include them as a separate column on the financial statement. For example, on an income statement, you will usually want to know the percentage or ratio of each line item to the totals sales line item.

•% of Line - Enter the line number that will be divided into the current line amount in order to calculate the percentage. This is usually the Totals Sales line.

•Column - Enter the column number that the percentage should be printed under.

5.	Column Headings: This option is only used when the Print option is set for column headings. Up to 4 amount columns may be included on a financial statement, and this group provides column controls for all 4 column headings.

6.	The Accounts tab is used to set up the accounts that will be included for amount lines and all of the send to line numbers.

•Account Number(s) - If the line has been set up to contain single accounts, then up to 10 different account numbers can be included on the current line. If more accounts are needed for the current line, simply insert a No Print line above the current line, and send the totals to this line. If the line has been set up to contain a range of accounts, then enter the beginning and ending account numbers that are to be included in the section. If the range of accounts is to be printed in detail, the software will automatically create individual account lines and amounts at print time. The user will not see these individual lines in the financial statement editor. Hint: If a line has been set up to contain a range of accounts, the beginning and ending accounts numbers do not have to be set up in the chart of accounts (ie. 60000 - 69999 representing all overhead costs) but they will establish the range of accounts that will be printed in that section of the financial statement.

•Send To Line(s) - If the line has been set up to contain single accounts, then the line may be sent to 4 other line numbers. If the 'Contents' field contains a multi-column option, then be sure to follow the 'Send to Line' directions given for the specific multi-column option.

Using the Financial Statement Editor