GL Advanced Report Group Codes

GeneralLedgerCS > General Ledger > Options menu > GL Advanced Report Group Codes

Use this window to set up custom report layouts for the Balance Sheet, Income Statement (Business product only) or Revenue and Expense (Fund product only), and Budget reports. You can include only the accounts you want to see and put them in the order you want to see them.

Report Group

Enter a code name of up to six characters for this group or use the Lookup to select an existing code to modify.

Description

Enter a description for this Report Group Code.

Print Group Totals Only

Select this check box if you want to print totals for each group instead of totals for each account.

Page Break After Each Group

If this group will be a subgroup in another Report Group Code, select this check box to start a new page after this subgroup.

Show Missing Accounts Warning

This check box is only available if you select Asset, Liability, Equity (Business product only) or Asset, Liability, Net Asset (Fund product only) from the Account Class drop-down. If you do not add all accounts that have a balance to this report group, your Balance Sheet won’t be in balance.

If there are missing accounts and you want to see a warning when you run the Balance Sheet, select this check box.

Account Class

From the drop-down, select the account class you want to view. The option you select here determines which accounts are available to add to this Report Group Code. You can choose Asset, Liability, Equity (Business product only) or Asset, Liability, Net Asset (Fund product only) or Revenue, Expense.

Revenue and Expense Report Group

If you want to use a different income/loss (Business product only) or revenues over expenses (Fund product only) amount (Income Statement or Revenue and Expense total) on your Balance Sheet, you can select a Report Group Code that includes only the accounts you want to use.

Select a Report Group Code that includes the revenue and expense accounts you want to appear on the Balance Sheet. If you leave this field blank, the Balance Sheet will show the total income/loss (Business product only) or revenues over expenses (Fund product only) for all accounts.

Unselected Accounts

This list box displays all ledger accounts that match the account class you selected from the Account Class drop-down. The Acct/Group column shows all the accounts and previously created Report Groups, and the Description column shows the description for the General Ledger accounts or groups. To move an account from this box to the Selected Accounts list box, you can either double-click an account or use the angle bracket buttons between the list boxes. To move multiple accounts at once, use the SHIFT and/or CTRL keys on your keyboard and click the accounts. After you select the accounts you want to move, use the angle brackets to move them.

NOTE: You can use any Report Group Codes that you create as subgroups in other Report Group Codes. You cannot add an individual account that is already included in a subgroup to a Report Group or you will get an error. Accounts that will cause an error if added to the Selected Accounts box appear in dark red.

In the Unselected Accounts list box, subgroups appear at the end of each account class with the letter of that class appended at the end. For example, if you created a Report Group called PROLOS, the asset (Business product only) or net asset (Fund product only) accounts will be included in a subgroup called PROLOS-A beneath the Asset accounts (Business product only) or PROLOS-N beneath the Net Asset accounts (Fund product only), PROLOS-R will be at the end of the Revenue accounts, etc.

To view the accounts that are included in a subgroup, right-click on the subgroup to open a window that lists the accounts.

The subgroups in each class are highlighted different shades of blue.

Selected Accounts

This list box displays the accounts you added to the report code; they will appear on the report in the order you define here. The Acct/Group column shows all the accounts and previously created Report Groups that you added to this Report Group Code, and the Description column shows the description for the General Ledger accounts or groups. You can use the Up and Down buttons to move the accounts within the list box to the order you want. To move an account from this box to the Unselected Accounts list box, you can double-click or use the angle bracket buttons located between the list boxes. To move multiple accounts at once, use the SHIFT and/or CTRL keys on your keyboard and click the accounts. After you select the accounts you want to move, use the angle brackets to move them.

NOTE: Accounts that are included in the Report Group twice appear in red. This occurs if you include a subgroup and you add an individual account that is already in the subgroup. You cannot save a Report Group that has the same account included more than once. To view the accounts that are included in a subgroup, right-click on the subgroup name to open a window that lists the accounts.

Assess

Click this button to see any errors with the report you set up. The system checks for the same account added more than once (these appear in red in the Selected Accounts box) and accounts that are part of the account class but were not selected (these appear in the Unselected Accounts box). You can run the report if you don’t select all the accounts in the account class, but you cannot have the same account selected twice.

Preview Report

This button is enabled if there are no errors in the Selected Accounts box. Click this button to view a basic Balance Sheet or Income Statement (Business product only) or Revenue and Expense (Fund product only) report, depending on your selection in the Account Class drop-down.