Financial Statements

From the DockMaster menu, select General Ledger > Reports > Financial Statements

This process defines the parameters that will be used to print your financial reports. Follow the steps outlined below to configure the statement for printing.

• Financial Statement ID - Enter the Financial Statement ID or press <F6> to list the valid IDs.
• Report Description - Enter a Report Description for this statement. This description will print in the title section of this report.

General [tab]

• Company ID - Enter the Company ID or press F6 to select from a List.
• Table Number - The statement table that will be used to print this financial report. This option refers to one of the tables you built through Statement Table Maintenance.
• The Statement Type that is to be printed. Since one statement table can be numerous financial reports, you must choose what type of statement you want to print. The options are shown below.
  • Income Statement - Selects only type 4 - Income line types.
  • Expense Statement - Selects only type 5 - Expense line types.
  • Balance Sheet - Selects only type 1 - Asset, 2 - Liabilities, and 3 - Equity line types.
  • P & L - Selects only type 4 - Income and 5- Expense.
  • Sectional Statement -Selects only line types for a specific section.
• Section Number - Enter a Section Number if the Statement Type chosen above is a Sectional Statement. Section numbers must be defined when you are building a financial statement.
• Detail or Summary - Enter whether this statement should be printed in Detail or Summary format. The Detail format will show each account number attached to a statement line and the value in that account.
• Include Zero Balances - Click the Include Zero Balances box to print all statement lines regardless of the value.
• Consolidated - Click the Consolidated box if you want to print a statement which consolidates all companies or cost centers entered in the substitution tables (only one statement will print combining the figures). This prompt is only applicable if you are using Substitution Tables.
• Print Statement Parameters Page - Click this box to Print a Statement Parameters Page before the actual statement is printed. This page contains the options chosen on this screen, substitution tables selected, and column specifications.
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• Departmental P & L -Special statement that prints each cost center in the substitution list as a separate column (MUST create Substitution List).
• The Substitution Table (if applicable) that will be used to print this financial report. This option refers to one of the tables you built through Substitution Table Maintenance.
• The Column Specifications (accounting periods) from which financial information is to be pulled. You can define not only which accounting period is to be reported, but also whether the data to be reported is on a period-to-date or year-to-date basis. Any arithmetic operation that is to be performed (add, subtract, multiply, divide, percentage change, etc.), whether the data is to be printed with or without decimal positions, the width of each column (how many characters), and the column headings to be printed on the financial.

Substitution Tables [tab]

Enter the tables that will be used when this statement is processed. See Substitution Table Maintenance for a detailed explanation of this option.

• Table - Enter a Substitution Table. If no Substitution Tables are entered, the statement will be processed only for the account numbers listed in the Table entered in the Table Number prompt.
  • Press <F6> to List Substitution Tables.
• Press <F7> to delete a row.

Column Specifications [tab]

This section defines the accounting period to be reported, any arithmetic operations that are to be performed, whether the data is to be printed with or without decimal positions, and the width and headings of each column

Note: If you are maintaining an existing statement, you can use function keys <F8> and <F9> to automatically increase or decrease the accounting periods and headings (headings will only be changed if the system can recognize the format). Press <F7> to delete a row while the cursor is on any column in that row.

-- Statement Columns --

• Function - Click in the Function column to select the function to be performed by this column; click the down arrow to see a list of functions. The following functions are allowed as options:
  • Percentage Change - Calculate the percentage between two accounting periods.
  • Multiply - Multiply the one accounting period by another.
  • Addition - Add one accounting period to another
  • Subtraction - Subtract one accounting period from another.
  • Division - Divide one accounting period by another.
  • Base Percent Line 1 - Print the percentage of base line 1 for the accounting period entered.
  • Base Percent Line 2 - Print the percentage of base line 2 for the accounting period entered.
  • Base Percent Line 3 - Print the percentage of base line 3 for the accounting period entered.
  • Print - Print the values for the accounting period entered. USE THIS FUNCTION TO PRINT A NORMAL STATEMENT.
• Period - Click in the Period column to select the fiscal period from which financial information is to be pulled for this column. Click the down arrow to see the valid periods.
• Type - Click in the Type column to select the account values to display in this column. Click on the down arrow to see the valid options. The options are shown below.
  •  Period-to-date Net values
  •  Period-to-date budget values
  •  Year-to-date Net values
  •  Year-to-date budget values
  •  Annual budget (entire year)
• Period (2) - If you selected a Function requiring a second Period, enter this Period in this field
• Type (2) - If you selected a Function requiring a second Type, enter this Type in this field.
• Factor - Select an output factor for this column; press <Enter> to default to 1 (dollars and cents). This option allows you to divide all dollar figures in a particular column by a factor. Note: All factors must be a multiple of ten (10), i.e. 1, 10, 100, 1000, etc. Click the down arrow to see the valid factors. For example, if most figures in a particular column are in the thousands, the factor may be one thousand (1000) so that 1,345.00 is printed as 1.35.
• Decimal - Click on the Decimal column to set the Decimal output option for this column; press <Enter> to default to D (decimal). This prompt determines how the figures in this column will print. Click the down arrow to see the valid options. They are described below.
  • D - Show decimal portion (5,001.95).
  • R - Round all figures to the next highest unit's position and omit the decimal portion (5,002).
  • T - Truncate the value at the unit's position (5,001).
• Width - Click on the Width column to set the column width; press <Enter> to default to 8. In order to allow maximum formatting flexibility, the capability of setting the width of each column of data has been included as one of the features of the statement process. The maximum width is 16 characters.
• Heading 1 - Click on the Heading 1 column to enter a heading for this column; press <Enter> to accept the pre-defined heading. The text cannot exceed the column width.
• Heading 2 - Click on the Heading 2 column to enter a second heading for this column; press <Enter> to accept the pre-defined date heading. The text cannot exceed the column width.