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Financial Statement Tables

Financial Statement Table Maintenance​

From the menu select General Ledger > Maintenance Functions > Financial Statement Table Maintenance

This process is used to define the format for financial statements. Each account number on the Chart of Accounts should be assigned to a statement line. For example, if you are building a Balance Sheet, all Asset, Liability, and Equity accounts should be assigned to a statement line on that table. If you don't attach all accounts to the proper statement table, the desired result may not be achieved. In the case of a Balance Sheet, it may not balance.

Suggestions for formatting your financial statements:

  • Lay out your statement on a worksheet, designating each line with one of the record types shown below:

    • Arithmetic Detail Literal Subtotal
    • Basic Subroutine Fixed Text Master Heading Total
    • Clear Subtotal Heading New Page Underline

  • Number your statement lines in increments of 100 to allow for inserting lines in the future (i.e. start with line 100, then 200, 300 etc.).

  • If you are going to use a Substitution Table to run your statements, input only the G/L accounts from your Administrative cost center into your table. This will save you some time when inputting your statement table if each cost center uses the same format for your Profit and Loss Statement (see Substitution Table Maintenance for more details).

  • Enter a Table Number for this statement or press F6 to list the existing tables. The value must be between (1 - 99).

  • The cursor will move to the right and allow you to enter a Description for this statement table (e.g. Profit and Loss Statement, Balance Sheet, Loan Payable Schedule, etc.).

  • This prompt displays the Last Line of the current table. This prompt is not maintainable.

  • Enter a Statement Line Number or press F6 to list the lines already on file. Line numbers must be in the range 1 - 99,999 and the system will automatically zero-fill the given number to a right-justified, five-digit number.

  • Enter a Short Description for this line. This description is used when a statement is printed to the screen.

  • Enter a Long Description for this line. This description is used when a statement is sent to a printer. Note: If you want to indent a line, you must do so on this line; just hit your space bar and then start your text.

  • Enter a Print Characteristic for this line or press F6 to list the valid choices. This option allows you to change the size or type of print for this line only. The valid choices are: 10 CPI, 12 CPI, 15 CPI, 17 CPI, EXPANDED.ON, BOLD.ON, BOLD.OFF, ITALIC.OFF, ITALIC.ON, UNDERLINE.OFF, UNDERLINE.ON.

  • If you set a print characteristic to "ON" on a line, you must turn it "OFF" on the line you want to stop printing that characteristic. The same goes with the print size. To use this option, you must have a Printer Driver set up for the printer you will be printing your statements on. (See your System Administration manual for details on setting up printer drivers).

  • Record Type - Enter a Record Type or press F6 to list the valid choices. This prompt controls what and where the statement print program will print information on a given line.

  • Arithmetic - This record type will allow you to enter a formula. You can add, subtract, multiply, and divide statement lines. For example, to add statement line numbers 20, 30, and 60; enter 20+30+60. The row numbers must be in the same ascending order as the table, i.e. you cannot add in this order 60+20+10.

  • Basic Subroutine - This record type allows you to enter a program name to be run during the statement print process. DockMaster can write custom programs to handle special functions in your statement print program; please call for a cost estimate.

  • Clear Sub-total 1 – 9) - This record type clears a specific sub-total level to zero. You must also supply a sub-total level between 1 and 9 (i.e. C9, C1, etc.). There are nine levels of sub-totals, the most major being 1 and the most minor being 9. For example, if you want to clear sub-totals from level 7 thru 9, enter C7. The system will clear everything from level 7 and higher.

  • Detail - This record type allows you to attach G/L account numbers to a line. The statement print program allows you to summarize all accounts listed on a line or print each account and the value.

  • Fixed Text - This record type will treat the long description as a title or heading on a statement. You can also use this record type to print a blank line - simply leave the short and long description fields blank.

  • Heading - This record type is similar to the Fixed Text record, however, if the Include Zero Balances option is elected, the titles and headings may not print in certain instances.

  • Literal - This record type allows you to enter text such as footnotes. A text box will appear to allow you to type in as much information as desired. You must supply a justification character after the "L". The valid justification characters are: (L)eft, (R)ight, or (C)enter. An entry of "LC" will center the literal text on the statement page.

  • Master Heading - This record type is used when you want a heading to print at all times regardless of the Include Zero Balances option in the Print Financial Statements program.

  • New Page - This record type inserts a page break in the statement. You can add as many page breaks as desired.

  • Opening Balance - Opening Balance returns the beginning amount instead of the ending amount for a period. The only use for the 'O' type is for the cash flow statement to print the Opening Cash Balance.

  • Sub-total - (1 - 9) - This record type will sub-total all accumulated values in previous lines. There are nine levels of sub-totals, the most major being 1 and the most minor being 9. Printing a sub-total level causes itself and ALL inferior levels to be cleared. From the example, you can see that if you stay at the same sub-total level (S9), the system does not add in the previous subtotal; when you drop a level to S8, all inferior sub-totals are added into the sub-total.

  • Total - This record type will total all values above it. This record type is used for Total Assets, Total Liabs & Equity, and Net Income lines. All other totals are really sub-totals.

  • Underline - This record type prints an underline under the proper columns of data. You must supply an underline character (either a '-' or '=') to tell the system whether to print a single or double underline. The underline will only print in the dollar (data) columns.

  • Line Type - Enter a Line Type for this line. The valid line types are: Asset, Liability, Equity, Income, and Expense.

  • The line type dictates what type of statement this line will be included on. For example, a financial statement designated as a balance sheet will only print line types that are Assets, Liabilities, and Equity. Profit and Loss statements will only print line types that are Income and Expense.

  • Statement Section - Enter a Statement Section for this line or press Enterto bypass this prompt. Each line of any financial statement may be assigned a section number – commonly used to create special abbreviated reports, such as: Investment Schedules or Cash Positions. At any time, any assigned section may be printed by itself without the requirement of printing the entire financial statement.

  • You will only see the Percent Information Area if the Record Type is Arithmetic, Detail, Sub-total, or Total.

  • Base Percent Line 1, 2, 3 - Enter a Base Percent Line to print percentages for this statement line. This option allows you to determine how given lines on the financials compare to another line on a percentage basis. You can indicate a base line for each Arithmetic, Detail, Sub-total, or Total line of any financial. If a base line is specified, the net values (period-to-date or year-to-date) for the current statement line are calculated as a percentage of the net values on the given base line.

  • For example, assume that Office Expenses ($6,500.00) is line 500 and that Total Expenses ($110,000.00) is line 1500. If line 1500 were specified as the Base Percent Line for line 500, the resulting base percent for Office Expenses would be 5.91%.

  • You can enter three (3) different Base Percent Lines for statement lines with Record Types of Arithmetic, Detail, Sub-total, and Total line.

  • If you selected a Record Type of Detail for a line, a General Ledger section will appear. Assign the G/L accounts to be summarized on this line.

  • Click in the G/L Accounts column to add, delete or modify the G/L accounts in the General Ledger grid.

  • Press F6 at the G/L accounts column to list the Chart of Accounts.

  • Press F7 to delete a G/L account from the grid.

  • Press the New (Increment) button to save this line and start a new one incrementing by 10; press New (No Increment) to return the cursor to the Statement Line Number prompt.