G/L Format File Maintenance

Use this screen to set up format sequences for the details or totals of a financial report.

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Access this screen by indicating that you want to create a detail or a total record for a report format on the G/L Format File Maintenance - Launch screen. On this screen, enter the description of the detail or total sequence, and complete the remaining fields for the format.

Unique G/L Format File Maintenance Screens

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Displays D or T to indicate that you are adding or maintaining a detail or total sequence in the report format.

Enter up to 40 alphanumeric characters for the text to print as a detail line or total line on the report.

The first Detail record for a new report should be an *EDIT code. The edit code specifies whether numerical figures should print with commas and decimals and how negative numbers are handled. Available detail edit codes are:

Alternatively, you can enter information in the Position and Account Type-From/To Group Number fields to select G/L accounts for the report. It is recommended that you use the next two fields to select the accounts for your report, rather than entering the From and To accounts in this field.

If you choose not to enter starting and ending G/L account numbers for the report, enter a number here that corresponds to one of the five Sequence positions set up in G/L Account Master Maintenance.

Example: You have a rental income G/L account that appears on three of your financial reports in different areas of those reports. You enter three sequences of 4000, 4100, and 4200 for that account in G/L Account Master Maintenance because the account appears on three reports. So, when creating the format and the sequence for rental income for the one of the financial reports, and you get to this Position field, you could enter 2, to indicate that you want the financial report to look at the second sequence, which is 4100, to determine where to put this account's balance on the report. Also, if other rental income accounts have sequence 4100 in the second position, their balances will be rolled up with that account's balance.

If you entered a Position number, enter the code that represents the type of G/L account you want on this sequence of the report format such as, IN for Income.

Also, based on the G/L account sequence position from which the report is pulling, enter the from and to sequence/group numbers to use for the report. Following the example above from the Position field, if you enter an account type of IN and a group range of 4100 to 4299, the report will print all income accounts with 4100 through 4299 (inclusive) in the second position of the Sequence field in their master records.

Enter codes in one or more of the 9 accumulator buckets (note the numbered accumulators above the field) to indicate where you want to store totals for this sequence, or from where you want to get totals for variance or percent-of-base calculations. Valid codes are:

Use these codes in conjunction with your settings in the Clear Totals, Which Total to Print, Percent/Move/Variance, and Base Percent on Total Number fields.

Example: There are 20 lines on the report format you are creating for which you want to accumulate and print totals. Since there are only 9 accumulator buckets, and you have more than 9 lines to total and print, you need to accumulate the total for each line; print the total; and then clear the accumulator for the next line. To accomplish this, put an X in accumulator 1 as you create each of the 20 lines, but also enter 1 in the Which Total to Print field, and a Y in the Clear Totals field. As the report runs, it totals line 1 and stores its total in accumulator 1. It then prints that total and clears it, so that it can then total line 2 and store its total in accumulator 1 also, and so on.

Enter Y to clear the total for this report sequence after it prints. Enter N to leave the total in the accumulator bucket for use in additional calculations.

Enter the number from the Accumulate Totals field to indicate which total to print for this sequence.

Enter the ending position to print the total (accumulated or not) on a 132-column report.

A 132-column report is the default. You can change the setting to 198 to print in landscape in control record IG120T.

At times it is necessary to perform multiple calculations on a total stored in a particular accumulator; for example, you might need to calculate both a monetary variance and a percent variance on the same total.

To perform these types of operations, set up two Detail records to store the totals: one to store a "working total" and one to store a "based on total" in two different accumulator buckets. If necessary, print the totals, but do not clear them.

Create another Detail record and do not enter From and To account numbers or a Position number with From and To sequence/group numbers at the top of the screen. In the Percent/Move/Variance field, enter the appropriate code (Y, V, or P). In the Accumulate Totals field, enter F under the accumulator number where you stored the "working total," and enter T under the accumulator number where you stored the "based on total."

Create another Detail record without From and To account numbers, etc., and in the Accumulate Totals field, enter C under both accumulator numbers to clear those accumulators for use with subsequent lines on the report.

Example: Create a Detail record for a G/L account using Account Code 1 (this year) and store its total in accumulator 2. Create another Detail record for the same account using Account Code 3 (budget) and store its total in accumulator 3.

Create another Detail record for the monetary variance between this year's total for the account and the budget total. Do not enter the account number at the top of the Detail record. In the Accumulate Totals field, enter F under accumulator 2, and enter T under accumulator 3. Enter V in the Percent/Move/Variance field.

Create a final Detail record to clear the accumulators. Do not enter the account number at the top of the Detail record. In the Accumulate Totals field, enter C under both accumulator 2 and accumulator 3.

If you entered Y in the Percent/Move/Variance field, enter the number of the accumulator where the amount is stored that you want to use as a basis to calculate the percent.

For example, if you are storing the total revenue in accumulator 8, and for each revenue line, you want to print a percent of total revenue amount, you would enter Y in the Percent/Move/Variance field, and enter 8 in this Base Percent on Total Number field.

If you are printing a percent that was calculated from your settings above, enter the ENDING position for printing it. If you enter M in the Percent/Move/Variance field, enter the STARTING position for printing the text from the Description field.

Enter the number of lines to advance after printing this sequence. Valid entries are 0, 1, 2, or 3. To advance more than 3 lines, enter a blank record with the appropriate number of lines. If you want consecutive sequences to print on the same line on the report, leave this field blank or enter 0 until you get to the last sequence for that report line.

Indicate whether the report should advance to a new page after this sequence is printed.

Enter a code that represents how debit and credit negative signs should print on the report for this sequence. Valid codes are:

Function Key	Description
F1	Help. Place your cursor in a field and press F1 to access online help for that field. Place your cursor outside of any field, and press F1 to access online help at the program level.
F3	Exit. Exit the page or program.
F4	Account Number Search. Place your cursor in an account number field and press F4 to access a lookup window.
F12	Cancel/Previous. Exit the program or move back a screen.
F23 (Shift + F11)	Delete. Delete this format line sequence.

G/L Format File Maintenance - Detail/Total

Program/Screen: IG120T/IG120T03

Description:

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Unique G/L Format File Maintenance Screens

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