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.
|