Completing the General Ledger Report Column Information

In this task, enter the remainder of the column information in the G/L Report Generator window.

The G/L Report Generator window displays numbers in the Col column. These numbers indicate the number of columns in the report you are creating. You can define up to 15 columns for the report.

You can use variable dating when creating general ledger reports.

To complete the general ledger report column information:

Note: Before you begin, be sure you have completed Step Three - Completing the Report Generator Options and are in the G/L Report Generator window.

1. In the Data/Formula field, do one of the following:

• Select from a list of options to designate the data to display in the report column.

  Data Type	Description
  Account.Number	Prints the account number segment of the account number in the correct format. This option is only available if your company uses the G/L code-level combination account number structure.
  Actual	Calculates and prints the actual amount of the account or group of accounts represented by the report line item for the time period designated on the report. If the report is an operating statement or balance sheet and you print an amount for a liability account, credit amounts display as positive numbers and debit amounts display as negative numbers. If the report is a trial balance report type, and the Use G/L Account Type Flags for Trial Balance control maintenance record is set to No, the Actual column on the Trial Balance report shows a negative amount only when an account is carrying a balance opposite of its "natural" balance.
  Bal.Budget	Calculates and prints the balance sheet budget amount for the account or group of accounts represented by the report line item for the time period designated on the report.
  Budget	Calculates and prints the budgeted amount for the account or group of accounts represented by the report line item for the time period designated on the report.
  Credit	Calculates the actual amount of the account or group of accounts represented by the report line item for the period of time designated on the report and, if the amount is negative, prints the amount in this column.
  Debit	Calculates the actual amount of the account or group of accounts represented by the report line item for the time period designated on the report and, if the amounts positive, prints the amount in this column.
  Full.Desc	Prints the full description of the G/L account when the report line item represents a G/L account.
  Internal.Desc	Prints the internal description of the G/L account when the report line item represents a G/L account.
  Internal.Number	Prints the record ID of the G/L account when the report line item represents a G/L account.
  Keyword#	Prints the contents of the designated keyword from the G/L account when the report line item represents a G/L account.
  Segment: Segment Name	Prints the segment of the code-level combination. For example, Segment: Shelf prints the portion of the code-level combination that represents the shelf. This option is only available if your company uses the G/L code-level combination account number structure.
  Short.Desc	Prints the short description of the G/L account when the report line item represents a G/L account.

• Enter a formula to determine the data to display in the report column.

  The system reads the formulas left to right in exact order. For example, the following formula calculates the percentage difference of column 3 from column 2, divided by column 2: %#3–#2/#2.

  Symbol	Description
  +	Adds two items.
  -	Subtracts the second item from the first item.
  *	Multiplies two items.
  /	Divides the first item by the second item.
  %	Multiplies the result by 100 so the result is represented as a percentage. The % symbol must be in the first character position of the formula.
  #	Indicates a column number. The # symbol must precede a number, and a formula can only use column numbers that are less than the column number in which the formula displays.
  " "	Encloses the names of accounts or templates.

  See the following table for sample formulas:

  To calculate...	Enter...
  the dollar difference between column 3 and column 2	#3-#2
  the percentage column 3 is of column 2	%#3/#2
  the percentage of column 2 is of the template value DEFAULT SALES	%#2/"DEFAULT SALES"

2. The Width column populates based on your selection for the Data/Formula column. The default is 10 spaces wide. Overwrite the default value, if necessary.

3. In the Start Date column, enter the start date of the report, if required.

4. In the End Date column, enter the end date of the report, if required.

Note: If a start date or end date does not apply to the report type designated for this report, the message NOT USED displays in the Start Date and End Date columns.

5. In the Column Heading column, enter a descriptive name for that column. For example, Profit or Expenditures.

6. Do one of the following:

• From the File menu, select Run Report to run the report.

• From the File menu, select Preview Report to preview the report layout before running the report.

Note: For additional information about how to finish running a report, see Entering G/L Report Information.

7. Save the report definition for this Report ID and clear the window.

Note: This is the last step in the series of procedures needed to set up a new report.