Report Format Maintenance

Report Format Maintenance

This module is used to design custom Financial Statements. The RollMaster System automatically prints a Trial Balance report, but cannot print a Balance SheetIncome & Expense Statement or any other customized financial report until they have been formatted through this module. In most cases, your RollMaster trainer will have already worked with you to set up the Balance Sheet and Income & Expense statement. Before adding a new report, it is best to draft these reports on paper line by line, giving each line a sequential number. When you enter this module, the screen will appear as follows:

The cursor will be positioned at the Rpt Num (Report Number) (1) field. If you look in the display box below that field, you will see all existing reports listed in order of Report Number. In the example above, there are three reports: 100 BALANCE SHEET, 200 INCOME STATEMENT, and 300 BRANCH 1 IS. To add a new report, type a new number in the Rpt Num (1) field followed by a description of the report in the Report Description (2) field. You will then need to select either (3) Balance Sheet or Income Statement to assign a Report Type. Click the Add Report button to continue. The Report Number, Description, and Report Type will display in the box below those fields as soon as you click the Add Report button. Right-click on the new Report Number to open the report and start building the lines that will make up the report. The screen should now appear as follows:

In the Line Number (1) field, type the number for the first line. RollMaster recommends skipping a couple of numbers in between lines in the event you need to add in a line at some future date. At the Line Type (2) field, use the drop down arrow to access a list of line types to choose from (see next paragraph for Line Type explanations). Click the Add Line button to continue.

The first option in the Line Type (2) drop down menu is a HDR (Header) line. These lines are used to add a description or title to print on the report, e.g., CURRENT ASSETS or REVENUE, etc. A DTL (Detail) line is used to add your G/L Accounts and will be tied to one or more G/L Account NumbersDetail lines will display the total value of all accounts tied to the line on the printed report. The TL1 – TL9 (Total line 1 – 9) line types are designed to subtotal all previous Detail lines on the report. You will need to follow these rules to use them properly: each TL line will print the total of all Detail lines since the last subtotal line of equal or greater value (the value being 1-9) and clears subtotals of lesser value, e.g., a TL2 line or higher is used to total the Detail lines included in two previous TL1 lines. However, if you will be using a TL3 line to total a later section of the report and do not wish to include the previous TL2 total, you should use a TL3 or higher line instead after the first series of TL1 lines. 

When you select to add a Header line, the system will prompt the following:

The only fields available for a Header line are the Line Description (1)Top of Page Before Printing (2), and # Lines to Skip Before Printing (3) field. For all Line Description (1) entries, type a description for the line as it should appear on the report. You may want to consider spacing over twice before you type a description for a second Header line and four times before you type a description for a Detail line. This will make the printed report easier to read. At the Top of Page Before Printing (2) field, you have two choices. If the report will be more than one page, use this feature to advance a line—usually a new Header line—to the top of the next page by typing a “Y” for yes. Otherwise, type an “N” for no at this option. At the Number of Lines To Skip Before Printing (3) field, enter the number of blank lines to insert before printing this line. For Detail lines, this will mostly be zero; for Header and Total lines, consider inserting at least one line to separate the line from the previous lines. Click the Add button to save the Header line.

When a Detail Line Type is selected, the system will prompt the following:

The Detail line type setup screen appears very similar to the Header line screen, but there are a couple more options that need to be considered. Complete the Line Description (1)Top of Page Before Printing (2)and the # Lines to Skip Before Printing (3) fields as explained in the Header line section above. The Divisor Line for Percentage (4) is more applicable for Income Statements rather than Balance Sheets. Use this field if you want to know what percentage of total Sales a line is, or what percentage of Cost of Goods a line is, etc. To use this option, type in the number of the Total line you wish to use as the basis of percentage, e.g., the total Sales or total Cost of Goods line number on the report. The system will divide the current line into that line to yield a percentage on the report. To skip this field, leave it blank. The Debit/Credit (5) field is also used primarily for Income Statements rather than Balance Sheets. Use this option for all Revenue and Expense Detail lines along with Gross and Net Profit Total lines to designate whether they should carry a credit or debit balance. This will ensure the Income Statement prints positive and negative numbers. Once all Revenue accounts have been set to show a credit balance and all Expenses have been set to show a debit balance and the Gross and Net Profit Total lines have been set to show a credit balance, a profit will display as a positive number and a loss will display as a negative number. When you have completed all fields, click the Add button below the Debit/Credit field to proceed. The system will prompt the following:

Click the OK button and the cursor will move to the Acct Num (G/L Account Number) (6) field. Click the Acct Num button to call up a G/L Account Selection box or type in the first applicable number for this line. Click the Add Account (7) button to create the line. It will display in the screen below as follows:

You can continue to add G/L Account Numbers to this Detail line, or if only one account is needed, hit the Esc key to return to the previous screen to add the next line. As lines are added, they will appear in the main screen as follows:

When you select to add a TL1-TL9 Total line, the system will prompt the following:

Complete fields 1-5 as explained in the previous sections and then click the Add button to continue. The most difficult task when adding total lines is determing if it needs to be a TL1TL2, etc. RollMaster customer service can assist with this process. 

Once all report lines have been added, there are three options for managing reports located at the bottom of the main screen as follows: 

When the cursor is positioned on a report line in the main screen, you can Right Click to Edit the line data, Right Click to Delete the line entirely from the report, or you can add a G/L Account Number to an existing line via the Right Click to Add Account option. 

The following is an example of a complete formatted Income Statement in the G/L Report Format Maintenance screen:

The final two options available in the Report Format Maintenance module can be found under the Functions menu located at the top left of the main screen. When you click on that menu, two options will appear as follows: Verify GL Accounts and Print Report Records. Once you have finished formatting all reports, you should run the Verify GL Accounts option to make sure all General Ledger Account Numbers appear in one of the reports. If the system finds one that has not been used, it will prompt the following:

To export a list of accounts, click the Excel icon, or make a note of any accounts that need to be added to one or more of the reports and then click Cancel to return to the main screen. The Print Report Records option will prompt a General Ledger Report Format Listing box as follows:

The Company ID (1) will default to the current company. If using multiple companies on RollMaster, switch to another company via this field, when applicable. At the Report Format (2) field, you can keep the **All** default to print the format listing for all reports, or you can use the drop down arrow to select a specific report. To export the report detail, click the Excel (3) icon. To print to paper, click the Print (3) button. To exit without printing, click the Cancel button.

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