Creating G/L Report Templates

Use the G/L Report Template Maintenance screen to create and maintain G/L report templates. Use G/L report templates to select G/L accounts for a report, arrange them in meaningful groups and subgroups, and define totals and subtotals for your reports.

Complete the following processes to create a G/L report template:

• Open a new template.

• Enter template options.

• Design the template.

Be sure to review the information about Detail Levels in G/L Templates before you begin creating a template.

When you press Alt-Delete, the system asks you to confirm the deletion for the entire template on which you are working. The following message displays: WARNING: This will delete the ENTIRE template. Type DELETE to continue.

To open a G/L report template:

1. From the G/L > G/L Maintenance menu, select G/L Template Maintenance to display the G/L Report Template Maintenance screen.

2. In the Template field, press F10, select New from the list, and then press Enter.

Note: The ID of this template is the same as the information in the Full Description field on the G/L Template Options screen.

To enter template options:

1. Complete the procedure for Populating G/L Template Options.

2. When you are finished with that procedure, press Esc to return to the G/L Report Template Maintenance screen.

3. In the Level field, assign a level from 0 through 9 to the template and press Enter.

Designing the Template

After entering the template options, design the report template using any or all of the following options:

• Entering a G/L account.

• Entering a total line.

• Creating a start/end group.

• Entering a comment.

To enter a blank line in the template, enter a blank comment line. Using Alt-Insert adds an empty account to the template.

To enter a G/L account:

1. In the Description column of the G/L Report Template Maintenance screen, enter part of an account description to display a list of accounts.

The name of the account displays in the Description column.

To add an account to the report, place your cursor where you want to add the account and press Alt-Insert.

To enter a total line:

1. Use the Total hot key.

The system places the Total tag in the Action column.

2. In the Description column, type a description of the total line. The value of a total line represents the sum of all the accounts in a designated group. This description, which is optional, prints on a report and is not a subtotal.

3. Use the Options hot key to display the G/L Template Options screen.

4. In the Total Line area, type an asterisk (*) next to one or more of the following to indicate whether to insert graphic lines above or below the Total line:

• None – Prints no lines either above or below the Total line.

• Single Line – Prints a single line above the Total line.

• Double Line – Prints a double line below the Total line.

Note: An asterisk (*) next to both Single Line and Double Line prints both a single line above and a double line below the Total line. You can also make this selection in the Total Line field on the G/L Template Options screen.

5. Type an asterisk (*) next to one of the following to indicate how the template's total amount displays when this template is called or imported into another template:

• Actual Results – Positive amounts display as positive numbers and negative amounts display as negative numbers.

• Reversed Results – Positive amounts display as negative numbers and negative amounts display as positive numbers. This is the default.

6. Press Esc to save the information and return to the G/L Report Template Maintenance screen.

Creating Start/End Groups

A Start/End group is one or more G/L accounts delimited by a Start tag and an End tag. When you create a Start/End group on a template, you assign it a detail level number from 0 (zero) to 9. The default is 0 (zero). Keep in mind the following:

• On the screen, each account and subgroup within the Start/End group always displays, unless it is in a called template that does not display in its expanded format.

• On a report, if the Det number assigned to the Start/End group is less than or equal to the Detail Level number of the report, the group displays in an expanded format, listing each account and subgroup within the group.

When you add a Start/End group by calling another template, the system assigns it a Det number of 9, but you can change it. Keep in mind the following:

• On the screen, if the Det number assigned to the group is less than or equal to the Level number of the template, the group displays in an expanded format, showing each account and subgroup within the group.

Each line displayed on the screen is preceded by an asterisk (*) in the Action column, and you cannot change the Det numbers assigned to groups and comments on these lines on this screen.

To expand a group whose Det number you cannot change, change the level assigned to the template.

• On a report, if the Det number assigned to the group is less than or equal to the Detail Level number of the report, the group prints in an expanded format, showing each account and subgroup within the group.

You cannot change the Det numbers assigned to subgroups and comments within this called group.

To expand a subgroup whose Det number you cannot change, change the Detail Level assigned to this template.

To create a start/end group:

1. On the G/L Report Template Maintenance screen, use the Start hot key to display the Enter the Group ID prompt.

2. At the prompt, enter an ID for the start group, using up to eight alphabetic characters.

The system does the following:

• Places the Start tag in the Action column to mark the start of the account group.

• Places the group ID in the Group ID column.

• Places a zero (0) in the Det column.

3. In the Description column, enter a description of the account group. This description, which is optional, prints on a report.

4. In the Det column, change the detail level if necessary and press Enter.

5. Select accounts for this group, as described in the procedure for entering a G/L account, and call other templates as described in the procedure for calling templates.

6. When the group is complete, use the End hot key.

The system does the following:

• Places the End tag in the Action column to mark the end of the account group. The End tag matches the last open Start tag above the cursor.

• Places the ID in the Group ID column.

• Places the group level number in the Det column.

To create a start/end group from a called template:

1. From the G/L Report Template Maintenance screen, use the Call hot key to display the Enter Template ID prompt.

2. Press F10, select a template, and press Enter.

The system does the following:

• Places the Start tag in the Action column to mark the start of the group of accounts.

• Places the Call tag in the Group ID column.

• Places the template description in the Description column.

• Places the number 9 in the Det column.

• Places the End tag in the Action column to mark the end of the group of accounts. The End tag matches the last open Start tag above the cursor.

3. By default, the system assigns a Det level 9 to the called template. If you want to change this, type a new number in the Det column and press Enter.

To save start/end groups as a new template:

1. With the cursor on the Start or End tag of the Start/End group that you want to save as a new template, use the Save hot key to display the G/L Template Options screen.

2. In the Full Description field, enter the name for this template and press Esc.

The Det level of the Start/End group becomes the Detail Level of the template and the Start/End group displays as a called template.

Entering Comments

When you create a comment on a template, assign it a detail level number from 0 (zero) to 9. The default is 0 (zero). Keep in mind the following:

• On the screen, the comment always displays, unless it is in a called template that does not display in its expanded format.

• On a report, if the Detail Level number assigned to the comment on the G/L Report Template Maintenance screen is less than or equal to the Detail Level number found on the General Ledger Report Options screen, the comment prints. Otherwise, the comment does not print.

To enter a comment:

1. From the G/L Report Template Maintenance screen, use the Comment hot key.

The system adds the Comment tag in the Action column.

2. In the Description column, enter the comment. If you need more than one line for the comment, use the Comment hot key again to insert another comment line. The Detail Level assigned to the comment determines whether the comment actually prints on the report. By default, the system assigns a Det level zero (0) to a comment, but you can enter a new level number.

3. Press Enter to move the cursor to the next line.

4. When the template is complete, press Esc.

5. At the Reason for Change prompt, enter information that the system stores in the maintenance log associated with this template.

To define cost center types for branches:

1. Place the cursor on the account name for which you want to create multiple cost centers.

2. Use the Cost Centers hot key to display the Enter Cost Center Selection screen.

3. Enter the name of the cost centers for that branch.

Note: Before you can define cost center types for branches, set the Valid Cost Center Types control maintenance record and define the parameters in the Cost Center Type field on the Branch Maintenance screen.

Hot Keys

Use the following hot keys as necessary to work with the template:

See Also:

Creating Branch Records