Editing Existing Financial Statement Table

EDITING EXISTING FINANCIAL STATEMENT TABLE

This document will guide your through making changes to your existing financial statement report layouts.  This document will walk you through:

1. Changing the description on an existing line
2. Adding a new line to your current report
3. Moving a line to a different location on the report

Before any of the above can be done you must first identify the Financial Statement Table that you need to edit.   To do this go the General Ledger – Reports – Financial Statements – F6 to view the table of current reports and the table (third column) that they use:

Once you have the Table number that you need to change, go to General Ledger – Maintenance Functions – Financial Statement Tables – Enter the Table Number.

TO CHANGE A LINE DESCRIPTION:

1. F6 in the Statement Line Number box and select the line that you want to change
2. The Long Description is what prints on the Financial Statement.   The Short Description is an option for other report listings.
   1. Change the Long Description to what you want to print on the financial statement.   To autofill the short description – highlight it, backspace to delete it, click on the Long Description and enter.  To indent you need to hit the space bar for the number of spaces to Indent.

Before:

 

 

After:

ADDING A NEW LINE TO A CURRENT REPORT:

1. F6 in the Statement Line Number field.   A financial statement table can have 99,999 lines.  When inserting a new line try to leave space between existing lines to insert a line in the future if needed.   From the grid, determine where you want to insert a new line and find a line number between the existing lines.  In this example I am going to insert a line between line #60310 Salaries and Line #60320 Misc-Suspense.   I can choose line # 60311 – 60319 to use.

 

2. Cancel out of the grid and type in the line number you are going to add.  The following fields are required:
   1. Long Description – type in what will print on the financial statement report – remember to indent if other lines on the report are indented.
   2. Short Description – this will autofill but you can change it if you want to.
   3. Record Type –
      1. Detail – this is the only line type that allows you to enter a chart of account number.
      2. Fixed Test – used to enter a blank line in a statement.
      3. Heading or Master Heading – Used to Head up a section on the statement
      4. Underline – requires a character to use as the underline – most common is the “-“ for a single underline and “=” for a double underline.
      5. Subtotal – Used to subtotal the lines and levels above it.
   4. Line Type – Select the correct line type, Asset, Liability or Equity for the Balance Sheet or Income or Expense for the Profit and Loss Statement.
   5. Base Percent Line 1 – required only if you are printing Percentages on your P&L.  Enter the Line number you want this new line to be a Percentage of.
   6. General Ledger – This grid will only appear if you select the Record Type – Detail.

If you are using a substitution table to pull in your Cost Center information into your Profit and Loss statement (most common practice), you should only be entering the Administrative Cost Center account numbers into your Financial Statement Table.

 

Please note that “Print Characteristic” does not work at this time.

 

  

MOVING AN EXISTING LINE TO ANOTHER LOCATION ON THE FINANCIAL STATEMENT

1. First you need to find the existing line you want to move and an available line number in the section that I want to move it to.   F6 in the Statement Line Number box and select the line from the grid.  In this example I am going to move Depreciation Expense (Line #60390) to the “Other Income (Expense)” section (Line #60445).

 

 

 

 

2. Enter the line number you are going to delete.  Right click on the GL Account number currently on this line to remove the link on the Chart of Account number record and select F7 to delete it from the grid.

 

 

 

 

3. When the General Ledger grid is blank, the click the trash can icon to delete the row from the financial statement table.   Answer Yes to the prompt asking if you are sure you want to delete this Line Item.

 

 

  

 

4. Type in the Line number you want to create and complete the required lines.   Please note that I set this new line up as an INCOME Line Type.   I did this because I am adding this to the “OTHER INCOME (EXPENSE)” section on my P&L.   This section includes both Income and Expense type accounts and in order to distinguish between the two and to follow my Heading example, I create the Expense Account lines as Income Line types so that they will print with parenthesis () around the number.   This is not required but will make this section of your statement easier to understand.

 

 

**If at any point you run into any issues, feel free to email [email protected] for assistance.**