Department
This field is used with the Departmental Income Statement. If you are not assigning departments to your general ledger accounts, ignore this field. If you want the formatting commands entered here to be used exclusively for a single department, enter the department code here, otherwise leave this field blank. The department code must have been previously entered in the department names file. You may examine the department names file through the validation screen associated with this field.
Report Style
Each format record is keyed to a single report style to allow for multiple report formats. The report style code must have been previously entered in the report style file. You may examine the report style file through the validation screen associated with this field.
Account Number Ranges
Beginning
The balance sheet and income statements are created by grouping accounts and displaying subtotals. The accounts are grouped according to the range specified by the accounts entered in the Beginning and Ending fields. Enter here the starting point in the range.
Ending
Enter the ending point of the range for subtotaling.
Neither the beginning or ending account entries have to be valid General Ledger accounts. These fields specify a range. For example, if your asset accounts are numbered 1000 to 1523, and liabilities begin at 2000, you could specify an asset subtotal range as 1000 to 1999. This allows for future expansion of your chart of accounts.
Range Labels (Optional)
Heading
This field represents the title of the subtotal for the group of accounts which you have entered above. Although input to this field is optional, the entry of a title for a particular group is warranted for such groups as assets and liabilities.
Footing
This field represents the title of the subtotal for the group of accounts you have entered above. Although input to this field is optional, the entry of a title for a particular subtotal is warranted for subtotals for assets and liabilities.
Subtotal Level (1-3)
The Income Statement and Balance Sheet uses the accountant's 3 column style of reporting. It is up to you to control where the amounts are printed by the value entered here.
An entry of level 1 puts the subtotal into the right column. An entry of level 2 puts the subtotal into the middle column. An entry of level 3 puts the subtotal into the left column. Input to this field is required.
Print Detail?
You have the option of printing the account balances that make up a subtotal for a given range of accounts.
If this field is yes, the range heading is printed at the start of the accounts. Then the account identification and balances are printed. Finally, the range footing and subtotal are printed.
If this field is no, the range heading is not printed. The account information (identification and balance) is not printed. At the end of the range, the range footing is printed along with the subtotal.
Debit Subtotal?
This field represents the answer to the question, "Is the subtotal a debit total?" Enter y for yes or n for no. A no answer represents a credit total. A credit account that is included within a debit subtotal group appears as a negative amount on the Income Statement and Balance Sheet report. Likewise, debit accounts appear as negative amounts within a credit subtotal group.
Tab Settings Heading
The default tab stop for range headings is column 1, 2, and 3 for level 1, 2, and 3 subtotal levels respectively.
The default setting can be overridden for this range by entering a positive number in this field.
Tab Settings Detail
The default tab stop for detail identification (account name or number) is column 5.
The default setting can be overridden for this range by entering a positive number in this field.
Tab Settings Footing
The default tab stop for range footings is column 22, 20, and 18 for level 1, 2, and 3 subtotal levels respectively.
The default setting can be overridden for this range by entering a positive number in this field.
Printing Formats Accounts
A C/Base formatting string for money values may be entered in this field to override the system default for money values when printing the detail amounts for the individual accounts. This format only applies to the current level. All other levels are unaffected.
A common format might be one to print negative amounts in (parenthesis):
##,###,##0.00;( ##,###,##0.00)
Input to this field is optional.
Printing Formats Subtotals
A C/Base formatting string for money values may be entered in this field to override the system default for money values when printing the amounts for a level subtotal. This format only applies to the current level. All other levels are unaffected.
A common format might be one to print negative amounts in (parenthesis):
##,###,##0.00;( ##,###,##0.00)
Input to this field is optional.