Creating 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.

Review the information about Detail Levels in G/L Templates before you begin creating a template.

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 Template Maintenance window.

2. From the File menu, select New to display the G/L Template Options window and continue with the next procedure.

To open an existing G/L report template, enter the template name or select a template in the Template ID field in the G/L Template Maintenance window.

To enter template options:

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

2. When you are finished with that procedure, save your changes and return to the G/L Template Maintenance window.

3. In the Level field, select a level from 0 through 9 to the template.

4. Continue with Designing the Template below.

Designing the Template

Design the report template hierarchy using any or all of the following:

• Add a G/L account.

• Add a total line.

• Add a start/end group.

• Add a start/end group from a called template.

• Add a comment.

• Define cost center types for branches.

To enter a blank line in the report template, enter a blank comment line.

Accounts

Adding an account to the template places the account at the bottom of the template hierarchy.

To enter a G/L account:

1. Open or create a new G/L report template.

2. From the Actions menu, select Add Item to display the Template Node Insertion dialog box.

If you are inserting the account between two items already in your Template Hierarchy, select Insert Item from the Actions menu instead.

3. Select the G/L Account option.

4. In the EnterG/L Account ID field, enter or select the G/L account to add.

5. Click OKto add the item to the G/L report template.

The account displays with a book icon in the template hierarchy.

Total Lines

Adding a Total line to a template places a total in the report.

To enter a total line:

1. Open or create a new G/L report template.

2. From the Actions menu, select Add Item to display the Template Node Insertion dialog box.

If you are inserting the total line between two items already in your Template Hierarchy, select Insert Item from the Actions menu instead.

3. Select the Total option.

4. In the Enter Comment for Total field, enter a comment for the total line

5. Click OKto add the item to the G/L report template.

The total line displays with an icon in the template hierarchy and the line description displays in the description field.

To change the total line characteristics:

1. In the G/L Template Maintenance window, right-click the total line in the Template Hierarchy area and select Line Options to display the Line Options dialog box.

2. Select one of the following line type:

• 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.

3. Select one of the following to indicate how the template's total amount displays when this template is called or imported to another template:

• Actual Total - Positive amounts display as positive numbers and negative amounts display as negative numbers.

• Reverse Result - Positive amounts display as negative numbers and negative amounts display as positive numbers. This is the default.

4. Click OK to return to the G/L Template Maintenance window.

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:

• In the window, 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 in the G/L Template Maintenance window is less than or equal to the Detail Level number found on the General Ledger Report Options window, the comment prints. Otherwise, the comment does not print.

To enter a comment:

1. Open or create a new G/L report template.

2. From the Actions menu, select Add Item to display the Template Node Insertion dialog box.

3. Select the Comment option.

4. In the EnterComment field, enter your comments.

5. Click OKto add the comments to the G;/L report template.

The system adds the Comment tag in the Template Hierarchy column and the comments in the Description field. Change the comments in the Description field if necessary. The Detail Level assigned to the comment determines whether the comment actually prints on the report. By default, the system assigns a detail level of zero (0) to a comment. Update the level, if necessary.

Start/End Groups

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

• In the window, 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 A Start/End group is one or more G/L accounts delimited by a Start tag and an End tag. by calling another template, the system assigns it a Det number of 9, but you can change it. Keep in mind the following:

• In the window, 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 in the window 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 window.

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. Open or create a new G/L report template.

2. From the Actions menu, select Add Item to display the Template Node Insertion dialog box.

3. Select the Group option.

4. In the Enter Group ID field, enter the group ID.

5. Click OK to add the item to the G/L report template.

The system adds a start and an end group to the template hierarchy and enters 0 in the Detail field for the start group.

6. In the Description column, enter a description of the account group for both the Group and End Group items. These descriptions, which are optional, prints on a report.

7. In the Detail column, change the detail level and press Enter. This step is optional.

8. Select accounts for this group and call other templates as necessary.

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

1. Open or create a new G/L report template.

2. From the Actions menu, select Add Item to display the Template Node Insertion dialog box.

3. Select the Template option.

4. In the Enter Template ID field, enter or select the template you want to call.

5. Click OK to add the called template to the G/L report template.

The system adds a start and an end group to the Template Hierarchy for the template, enters the descriptions for the templates in the Description field, and enters a detail level of 9 in the Detail field for the start group.

6. If necessary, change the detail level in the Detail field and press Enter.

To save start/end groups as a new template:

1. Open or create a new G/L report template.

2. With the cursor on the Start or End tag of the Start/End group that you want to save as a new template, select Save from the File menu.

3. If prompted, enter a reason for your changes and click OK to save the template.

If you have not defined the template options, the G/L Template Options dialog box displays. In the Full Description field, enter the name for this template and click OK to return to the G/L Template Maintenance window.

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.

Cost Centers

Define cost center types for branches. 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 window.

To define cost center types for branches:

1. Open or create a new G/L report template.

2. Select the account group for which you want to create multiple cost centers.

3. From the Edit menu, select Cost Centers to display the Enter Group Cost Center dialog box.

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

5. Click OK to return to the G/L Template Maintenance window.

More Options When Creating G/L Report Templates

The G/L Template Maintenance window also offers the following options when creating G/L report templates:

See Also:

Creating Branch Records