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Sr Accountant tm Report Format Menu
SA:RFM01_____________________________________________________________ 9:18:16 pm

_____________________+-----------------------------------+______________________
_____________________¦ R E P O R T  F O R M A T  M E N U ¦______________________
_____________________+-----------------------------------+______________________
+------------------------------------------------------------------------------+
¦                                                                              ¦
¦ You are using the FORM file on drive C:\SA4\ for:                            ¦
¦                                                                              ¦
¦                           Your Good Profit Company                           ¦
¦                                                                              ¦
¦                   (1) Add/Change FORMAT lines                                ¦
¦                                                                              ¦
¦                   (2) Change/Delete FORMAT lines using BROWSE                ¦
¦                                                                              ¦
¦                   (3) DUPLICATE an existing FORMAT                           ¦
¦                                                                              ¦
¦                   (4) DELETE an existing FORMAT                              ¦
¦                                                                              ¦
¦                   (5) PRINT form in REPORT FORMAT file                       ¦
¦                                                                              ¦
¦                   (6) toggle between drive C:\SA4\ and drive C:\SA4\         ¦
+------------------------------------------------------------------------------+
¦         Enter your selection, (R)eturn, (M)aster menu or (Q)uit ( )          ¦
+------------------------------------------------------------------------------+

ACCESS:

Press <8> from the Master menu, and <5> on the Utilities & Setup menu.

OPERATION:
 

Extracted from the old Printed Manual: 

Customized Report Formatting

Access: Press (3) on the Utilities & Setup menu.

EXPLANATION:

 This function within Sr ACCOUNTANT should not be attempted until you are  familiar with the dBASE BROWSE command. It can be used by experienced  users to customize existing financial statements, or develop entirely  new statements.

Selection:
 (1) To Add, Change Report Format lines.
 (2) To Change, Delete Report Format lines using BROWSE.
 (3) To Duplicate an existing Format. Leave the G/L Account #s blank if   you wish to duplicate all the G/L Account numbers for the selected   format.
 (4) To Delete an existing format.
  Enter the format number you wish to delete.
 (5) To toggle between disk drives.
 (6) To Display HELP screen for the BROWSE command.
  If HELP is selected, displays an explanation of the BROWSE command   (for a further explanation, refer to the Appendix in this manual).

Exit:  Press (M) to return to the Master menu,
             (R) to return to the Utilities & Setup menu, or
             (Q) to exit Sr ACCOUNTANT.


The following format codes are reserved for the following statements:

"S1": Standard Financial Statements with Balance Sheet and Income   Statement, showing amounts only.
"S2": Income Statement only, showing current period and year
  to date amounts with percentages of revenues.
"S3": Balance Sheet and Income Statement, showing current year amounts,   last year amounts and the variance.
"S4": Balance Sheet and Income Statement, showing current year amounts,   budget amounts for the same period and the variance.
"B1": Budget Balance Sheet and Budget Income Statement.
"B2": Budget Trial Balance Report.
"T1": Trial Balance Report.

Sr ACCOUNTANT comes with codes S1, S2, B2 and T1 already configured to fit the Standard Chart of Accounts (supplied with Sr ACCOUNTANT).

HINT:  First return to the previous menu and make a hard copy printout of the form you wish to work on.  To better understand the purpose of the FORMAT file, refer to the listing below and imagine two decks of cards:

                  #1 - the report FORMAT deck.
                  #2 - the G/L ACCOUNT deck.

To produce the Financial Statements, the computer will shuffle (merge) 
these two decks together in the following sort order:

                   GL + CODE

The G/L field plus the CODE field determine the order that the merged file [TEMPFS.DBF] will be printed.

The G/L ACCOUNT file code has the prefix of "P", so that anything in the merged file with the prefix before the letter "P" will be printed before the G/L ACCOUNT information and anything after "P" will print after the G/L ACCOUNT information.

If you are going to change the G/L ACCOUNT file to your own numbering system, you will have to change the FORMAT file to the corresponding G/L Account numbers.

The Financial Statement file will be sorted in the following order before printing (see next page). This file is named "TEMPFS.DBF".  Sorted [TEMPFS.DBF] file:
 

===========================================================================
                                                                C  F
                                                                O  O
                                                                D  R
GL  NAME                                            <   AMOUNT  E  M
--- ------------------------------------------------>---------  -- --
100                                                 >      0.00 H1 S1
100                     #        (Form S1)          <      0.00 H2 S1
100                                                 >      0.00 H3 S1
100                     BALANCE SHEET as at|00/00/00>      0.00 H4 S1
100                                                 >      0.00 H5 S1
100                                ASSETS           <      0.00 H6 S1
100                                ======           >      0.00 H7 S1
100 Current Assets                                  <      0.00 H8 S1
100 --------------                                  >      0.00 H9 S1
105 Cash on Hand                                    <      0.00 P3    *
110 Cash in Bank                                    >      0.00 P3    *
120 Accounts Receivable                             <      0.00 P3    *
130 Inventory                                       >      0.00 P3    *
170                                                 >      0.00 S1 S1
170                         Total Current Assets    <      0.00 T2 S1
171 Fixed Assets                                    >      0.00 H1 S1
171 ------------                                    >      0.00 H2 S1
175 Automotive Equip.                               <      0.00 P1    *
===========================================================================

* these records come from the G/L ACCOUNT file; all other records come from the FORMAT file.

The CODE field is used to control the printing sequence of the lines.  It also controls the totaling levels on the reports. The total levels must be between "T1" to "T6" where "T1" is the lowest total level and "T6" is the highest total level. To print a line before a total line make the format code less than "T" (e.g. "S1") and to print a line after the total line use a code greater than "T" (e.g. "U1"). To cause the printer to eject a page use "E1" as the format code. Other code prefixes used are "H" for Heading lines, "S" for Superscript lines, "U" for underlines, and "R" for Profit or Loss lines.

The following symbols entered in the description field will cause the related actions:

     "#" indicates the starting position of the Company Name.
     "|" indicates where the Statement Date is to print.
     "$" indicates the starting position where the Amount field will begin
         printing (used on total lines).



REPORT FORMATS: (continued)

To show you how to use the CODE field, we include the following example:
 

---------------------------------------------------------------------------
                                           +--------------------+
                                           |# Start position of |
100                                        |  of Company Name   |        H1
100                          (Form S1)   +--------------------+        H2
100                                                  +---------------+   H3
100                   BALANCE SHEET as at|00/00/00   | Used as       |-> H4
100                                                  | Heading lines |   H5
100                              ASSETS              +---------------+   H6
100                              ======   +-------------------------+    H7
100 Current Assets                        || Start position of Date |    H8
100 --------------                        +-------------------------+    H9
170                                                       -------------  S1
170                       Total Current Assets        +---------------+  T2
171 Fixed Assets                                      | Sx Used as a  |  H1
171 ------------                                      | Superscript to|  H2
189                       Total Fixed Assets ---------| a Total line  |  T2
190 Other Assets                                      +---------------+  H1
190 ------------                                                         H2
197                       Total Other Assets              $              T2
199                                                       -------------  S1
199                       Total ASSETS                    $              T3
199                                                +-------------------+ U1
200                                                | Tx Used to signify| H1
200                            LIABILITIES         | a Total line      | H2
200                            ===========         | with Total level  | H3
200                       +----------------------+ +-------------------+ H4
200 Current Liabilities   | $ Used to show where |                       H5
200 -------------------   |   amount is to print |                       H6
249                       +----------------------+        -------------- S1
249                         Total Current Liabilities                  T1
250 Long Term Liabilities                                                H1
250 ---------------------                                                H2
298  +--------------------+ Total Long Term Liabilities   $              T1
299  | If two Total levels|                               -------------- S1
299  | are needed in a    | Total LIABILITIES   +----------------------+ T2
300  | consecutive order, |                     | Rx Used to indicate  | H1
300  | you will have to   |        EQUITY       |    a PROFIT or LOSS  | H2
300  | use an extra G/L # |        ======       |    line (only one of | H3
300  +--------------------+                     |    these lines print | H4
397 Profit for the Period                   $   +----------------------+ R1
397 Loss for the Period                     $                            R2
398                                         -----------+---------------+ S1
398                         Total EQUITY               | Ux Used as an | T1
399                                                    | Underline     | S1
399                         Total EQUITY & LIABILITIES +---------------+ T3
399                                                       ============== U1
400                                                                      E1
400                   #                              +-----------------+ H1
400                                                  | E1 Used to cause| H2
400                     REVENUE & EXPENSE STATEMENT  |   a page eject  | H3
400                   For the PERIOD ENDING |00/00/00|   on the printer| H4
400                                                  +-----------------+ H5
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ 



Customized Report Formatting (continued)
 
===========================================================================
 SA:RFM01                                                          07/01/90
                                Sr ACCOUNTANT tm

                       R E P O R T  F O R M A T  M E N U
---------------------------------------------------------------------------

  You are using the FORM file on drive C for GOOD PROFIT COMPANY

You are ADDING to Format XX

Format Line Account :100:               Format Level :H1:

Desciption:
       1....|....2....|....3....|....4....|....5....|....6....|....7....|....
      :**********************************************************************:
 

Last Entry:
       1....|....2....|....3....|....4....|....5....|....6....|....7....|....
100*********************************************************************H1

---------------------------------------------------------------------------
                   (A)dd entry, (R)eturn or (M)aster menu :A:
==========================================================================

Access: From the Report Format menu.

Operation:

Enter the Form Number for the line you wish to add or change (Form Number must be one letter and one number).

Enter the line Account, Format Level, Description.

Adds entry to Report Format File, then returns cursor to Format Line Account prompt for next Report Form Line entry and shows the line just entered on the bottom of the screen.
 

Exit:  Press (A) to proceed to the next report line entry,
             (R) to return to the Utilities and Setup menu, or
             (M) to return to the Master menu.

REPORT FORMATS: (continued)

===========================================================================

: CURSOR   <-- --> :       UP  DOWN   :    DELETE    : Insert Mode:  Ins  :
:  Char: 
: Record:  ^(X)  ^(Y)   : Char:   Del  : Exit:        ^End  :
:  Field: Home End : Page:  PgUp  PgDn   : Field:  ^(Y) : Abort:      Esc :
:  Pan:     ^á
: Help:   F1          : Record: ^U   : Set Options: ^Home :
---------------------------------------------------------------------------
FORM GL-NAME---------------------------------------------------------------
D1   400
D1   400                   #      (Form D1)
D1   400
D1   400      DEPARTMENT STATEMENT of INCOME & EXPENSES for@ (Dept)
D1   400                   For the Period Ending|00/00/00
D1   400
D1   400 INCOME
D1   400 ======
D1   400
D1   499                                            -------------
D1   499                        Total INCOME                     $
 

------------------------------------------------------------------------------
BROWSE          :<C:>:FORM                   :Rec: 1/255         :      :
------------------------------------------------------------------------------

Access: Press (2) on the the Report Formats menu.

To change or delete Format lines using the BROWSE command, see the Appendix for BROWSE instructions and information on how to alter the report display on the screen. 
 

Customized Report Formatting (continued)
 

=========================================================================== SA:RFM01                                                          07/01/90
                                Sr ACCOUNTANT tm

                       R E P O R T  F O R M A T  M E N U
---------------------------------------------------------------------------

  You are using the FORM file on drive C for GOOD PROFIT COMPANY
                 ---------------------------------------------
                 |Care should be take when duplicating FORMS |
                 |be sure which drives you are using and the |
                 |FORMS on those drives.                     |
                 ---------------------------------------------
                 Which form do you wish to duplicate  :  :

                 Enter the number of the new  format  :  :

                 Enter the same FORM # for both if you wish to
                 duplicate the FORM from the Form File on drive C

     G/L Account No. from  :   :      to  :   :      (leave blank for all)

---------------------------------------------------------------------------
                          (P)roceed or (R)eturn : :
===========================================================================

Access: Press (3) on the Report Formats menu.

Operation:
 Printing the Format File
 A. Enter the format code to be duplicated and the new format code.

 B. Leave G/L accounts blank if you wish to duplicate all the G/L accounts for the selected format.

Printing the Format File

===========================================================================
SA:FMT01                                                          07/01/90
                                Sr  ACCOUNTANT tm

                   P R I N T I N G  the  F O R M A T  F I L E
---------------------------------------------------------------------------

  You are using the FORM file on drive C for GOOD PROFIT COMPANY
 

                    (1) Print ALL the Forms in the FORM file

                    (2) Print a Selected Form in the FORM file

                    (3) toggle between drive C and drive C
 
 
 
 

---------------------------------------------------------------------------
           Enter your selection, (R)eturn, (M)aster menu or (Q)uit : :
===========================================================================

Access: Press (4) on the Utilities & Setup menu.

Operation:

 (1) Print all of the forms presently in the FORM file (see next page   for an example of this screen).

 (2) Select one form to print from the FORM file.

 (3) Toggle between two FORM files that are separate drives.
 

Printing the Format File (continued)
 

===========================================================================
                               GOOD PROFIT COMPANY                 07/01/90

                         General Ledger Format File # D1

---------------------------------------------------------------------------
G/L Description                                                       Code
---------------------------------------------------------------------------
400                                                                    EJ
400                   #      (Form D1)                                 H1
400                                                                    H2
400      DEPARTMENT STATEMENT of INCOME & EXPENSES for@ (Dept)         H3
400                   For the Period Ending|00/00/00                   H4
400                                                                    H5
400 INCOME                                                             H6
400 ======                                                             H7
400                                                                    H8
499                                            -------------           H1
499                        Total INCOME                     $          T2
500                                                                    H1
---------------------------------------------------------------------------
                           Press any key to continue : :
===========================================================================

Access: Press (1) on the Printing the Format File menu.
 
 

EXIT:

Press <Esc> to return to the Utilities & Setup Menu.

[Contents]  [Top]  [Overview]  [Operations]  [Appendix]  [Index]