Management Reports – Line Design Prompts

Note:  Here is general information on line fields.  There are 8 types of lines available to use.  For directions on adding specific types of lines, see Adding Lines Step.

Tip:  To see more information about a field, click the hyperlink for the field name.

Select a Line

Click to select a line to edit or insert a line above or below the selected line.

To update the new or changed information, click Save.

CAUTION

To avoid losing data, you must save new or changed reports.

Type

Select a Type for the line.  There are 8 line types available:

• Blank – Indicates an Account Number is assigned if Type is blank.

• S- - Indicates a separator line.  If you enter S and another character following, such as an underline or equal sign (double underline) the character will print across the page.

• H – Indicates a Heading line only

• R – Indicates a Range of Accounts

The following Line Types perform a function:

• P# - Prints the totals of an accumulator. The number specifies the accumulator number (1-6).

• +# - Adds one accumulator to another

• -# - Subtracts one accumulator to another

• Z# - Zeroes the accumulator that is specified

Level

Enter the summary level for this line.  Summary levels control the amount of detail that prints on a report.  Financial statements can be constructed so lines, such as totals and subtotals, have a higher summary level than detail lines.  In this way, it is possible to print a report of totals only, simply by specifying that only lines of a certain level and higher be printed.

Text

A description of the line displays related to the type of line it is.  If an account number is assigned to the line, the account description is assigned.

Action

To determine how the GL account balance should display, click a choice in the drop-down list:

• Normal – display the GL Account balance as a normal value

• % Percent - display the GL Account balance as a percent of an assigned accumulator

Note:  If you select % Percent, you must specify the Accumulator to use for the percent comparison.

Accumulator 1-6

The columns 1-6 represent the six accumulators available for report calculations.  It is helpful to think of accumulators as calculators with memory.  For example, add a set of line figures and store them in accumulator 1.  Another set of line figures can be stored in accumulator 2.  If the totals of accumulators 1 and 2 need to be added together for any reason, the grand total can be stored in accumulator 3.  Accumulators 1 and 2 then can be cleared (zeroed) so they can be used for another set of figures.

Lines

Enter the number of lines to skip before the next line is printed.  Enter 99 to specify a page break.

Line Design Action Buttons/Functions

Edit

To edit an existing line:

1. Click to highlight the line to be edited.  The line detail displays in the Line Design Edit area.

2. Click the field that needs to be changed and edit it.

3. The change is stored as long as you stay in this management report.  To save all report changes when all line design changes are entered, click SAVE located at the top.

To add a new line to the end of the existing lines, click Add located above and the Add Line Design area displays.  For directions, see Add Line Step.

Note:  Each line type displays different prompts.  For example, if you choose Account Number for a Line Type, the prompts are different than if you choose Heading.

To insert a new line:

1. Click to highlight the line where you want to add a new line.  

2. To insert the new line above the highlighted line, click Insert Above.  To insert the new line below the highlighted line, click Insert Below.

3. This will move the other existing lines for the new line.

Tips:

• The Add Line Design fields display in the Add Line Design area.  For directions, see Adding a New Line Step below.

• If you clicked the wrong Insert button, simply click delete to delete the new blank line and try again.

If you want to move an existing line, click to highlight the line to be moved.  

Then, click Move Up or Move Down until the line is in the desired position.

When you have entered all the changes to the line designs, click Save located at the top.

Note:  If you make a major mistake, simply escape from the current Management Report without saving and the changes will not be saved.

To check if any accounts in the View are missing on the report, click Find Missing Accounts.  This feature will check the account numbers in the View and compare them to the ones that are listed on the line design, as well as in the ranges.  For directions, see Find Missing Accounts.

Add new Line Step – GL Account or Range of Account Numbers Line

Note:  For directions on adding:

A Print line, see Adding a Print Line below.

An Addition/Subtraction line, see Adding an Add/Subtract Line below.

A Heading line, see Adding a Heading Line below.

A Separator line, see Adding a Separator Line below.

Line Type

To create a GL Account line, click Account Number in the drop-down list and the following prompts display in the Add Line Design area:

To create a line for a range of accounts, click Range of Accounts and the prompts below display.

Level

Enter the summary level for this line.  The level determines whether or not the line will print on the report or simply be included in the accumulations.

Account Number

Enter a valid General Ledger Account Number for the line.  The Account description displays below the Account Number for your reference.

From/To Fund

Dept

Account

Sub-Account

To specify the range of General Ledger Accounts for this line:

• Enter the range of funds to include.

• Enter the range of department numbers to include.

• Enter the range of account numbers to include.

• Or, enter the range of sub-accounts to include.

For example, if you want 1 line for all labor accounts and you know that the accounts fall between 700 and 708 enter that range for the From and To fields for Accounts.

Action

To determine how the GL Account balance should display, click a choice in the drop-down list.

• Normal – display GL Account balance as a normal value

• % Percent – display GL Account balance as a percent of an assigned accumulator
  Note:  If you select % Percent, you must specify the Accumulator to use for the percent comparison.

Accumulator

If you select % Percent Action, click an accumulator from the drop-down list to use as a percent comparison with the account balance.

Lines

Enter the number of lines to skip before printing the next line.  Enter 99 to indicate a page break.

Accumulators

To specify how the GL account balance will update the individual accumulators for this report, enter one of the following:

• B (Blank) – the GL Account balance has no affect on the accumulator

• A (Add) – the GL Account balance will add to the accumulator

• S (Subtract) – the GL account balance will subtract from the accumulator

• Z (Zero) – reduce the accumulator to zero

Adding a New Line Step - Print Line

Line Type

To create a Print line to print specified report totals, click Print from the drop-down list and the following prompts display in the Add Line Design area:

Accumulator

To identify the totals to print, click an accumulator from the drop-down list.

Notes:

• The Accumulators with Values to Print lets you know which accumulators have values to print.

• The selected accumulator will display along with the Type for your reference. Ex:  P3 – means print accumulator 3 on this line.

Level

Enter the summary level for the print line.  The level determines whether or not the line will print on the report or simply be included in the report accumulations.

Heading

Enter a description for the line.

Action

To determine how the Print balance should display, click a choice in the drop-down list:

• Normal – display print balance as a normal value

• % Percent – display print balance as a percent of an assigned accumulator

Note:  If you select % Percent, you must specify the Accumulator to use for the percent comparison.

Accum

If you chose % Percent above, click an accumulator from the drop-down list to use as a percent comparison with the print total.

Lines

Enter the number of lines to skip before printing the next line.  Enter 99 to indicate a page break.

Accumulators

To specify how the GL account balance will update the individual accumulators for this report, enter one of the following:

• B (Blank) – the GL Account balance has no affect on the accumulator

• A (Add) – the GL Account balance will add to the accumulator

• S (Subtract) – the GL account balance will subtract from the accumulator

• Z (Zero) – reduce the accumulator to zero

Adding New Line Step - Add/Subtract Line

Line Type

Use the Add/Subtract functions to add or subtract specified accumulators for the report.  To add accumulators, click Add from the drop-down list and the following prompts display:

Note:  The Subtract Line Design looks the same except To is replaced with From.

Accumulator

To identify the accumulator to add, click a choice in the drop-down list.

Notes:

• The Accumulators with Values to Print displays to let you know which accumulators have values.

• The selected accumulator will display along with the Type for your reference.  
  Example:  +3 – means add accumulator 3 to a specified accumulator on this line.

To Accumulator

To identify the accumulator to add to, click a choice in the drop-down list.

Description

A description based on the math function and accumulators is generated.

Zero

To zero the accumulator after performing the calculation, click to select the checkbox Zero.

Accumulators

To identify the how the calculated balance should update the accumulators, click a choice from the drop-down list.  Choices are:

• Blank – the balance has no affect on the accumulator

• Add – the balance will add to the accumulator value

• Subtract – the balance will subtract from the accumulator value

Adding a New Line Step - a Zero Line

Line Type

To zero out a specified accumulator, click Zero from the drop-down list and the following prompts display:

Accumulator

To identify the accumulator to zero, click a choice from the drop-down list.

Adding a New Line – a Header Line

Line Type

To add a heading to the report, click Header from the drop-down list and the following prompts display:

Level

Enter the summary level for the line.  The level determines whether or not the line will print on the report or simply be included in the accumulations.

Heading

Enter the text for the Heading for the line.

Lines

Enter the number of lines to skip before printing the next line.  Enter 99 to indicate a page break.

Adding a New Line - a Separator Line

Line Type

To print a designated character across a line, click Separator from the drop-down list and the following prompts display:

Character

Enter the character to print as a separator.  For example, enter – or a = for double underline.

Level

Enter the summary level for the separator line.  The level determines whether or not the line will print on the report.

Lines

Enter the number of lines to skip before printing the next line.  Enter 99 to indicate a page break.

If you accidentally add a line, you can delete it by doing:

1. Click to highlight the line to be deleted.

2. Click Delete under the LINE DESIGN heading and the line is deleted.

Important:  Do not click Delete located near the top of the window.  That Delete will delete the entire Management Report.

Find Missing Accounts

To find out if any accounts in the current Account View are missing on the report, click Find Missing Accounts.  This feature will check the account numbers in the View and compare them to the ones that are listed on the line design, as well as in the ranges.  A window similar to below displays:

Note:  If there are no accounts missing from the view, the following message displays in the right panel:  No Missing Accounts. The right panel displays the accounts missing from the particular fund.  

To add the missing accounts to the line design, click Add Accounts to Report and a window similar to the one below displays.

1. From the Accounts List, highlight the account that you want to add.

2. Then, in the right panel highlight where the missing account should go.

3. Click Add Selected Accounts to Report and it will be inserted properly.  

4. Click Close to return to the Line Design panel where you can edit the inserted line if necessary.

Note:  If you make a mistake, simply click Close and delete the line that was added incorrectly.