Purpose
This procedure provides a selection of Balance Sheet and Profit & Loss reports that can be generated from the General Ledger financial data using User GL Report Templates to define the column information. From this function User Reports can be run or scheduled to be run. GL Balance Sheet or Profit & Loss reports can be run using any of the standard consolidations:
- Consolidated – no Branch/Division detail
- By Branch – no Division detail
- By Division – no Branch detail
- By Branch by Division
- By Division by Branch
Data Input
Step 1 – Schedule Options
Time
By default the “Now” option is selected so that User Reports will run straight away to the destination of choice by the user. However there is an option to schedule the report to run later at a specific time and date as entered by the user.
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Step 2 – Fixed Filters
As with most reporting in Online Advantage, the ability to ‘filter’ report data so that you only receive the information you want on a given report is available with these GL User Reports. Filters are completely optional, but they do allow you to target the specific information you require. Note that the filters entered here will apply to any/all reports you select to run in later steps. The following data elements can be used for filters on these User Reports:
- Account (Chart of Account)
- Branch
- Category
- Division
Step 3 – Report Options
There are ten standard financial reports available to run with your User Templates. At least one Balance Sheet or Profit & Loss report must be selected to run before you can proceed. The full list of available reports is as follows:
- Balance Sheet Consolidated – In Total – no Branch/Division detail
- Balance Sheet By Branch – Branch Total – no Division detail
- Balance Sheet By Division – Division Total – no Branch detail
- Balance Sheet By Branch by Division
- Balance Sheet By Division by Branch
- Profit & Loss Consolidated – In Total – no Branch/Division detail
- Profit & Loss By Branch – Branch Total – no Division detail
- Profit & Loss By Division – Division Total – no Branch detail
- Profit & Loss By Branch by Division
- Profit & Loss By Division by Branch
Step 4 – Reports to Run
In this section you enter the report templates you want to use when running the User Reports. These are templates that you create using the User GL Report Templates function. You can select as many templates as you want to add to the list of reports to run using the following steps.
Report Code
Enter a report template code which identifies an existing User Formatted Report. Any report code you enter must have been previously established and available. Once you have selected a report you then have 4 choices available in the form of links as below:
Option: Add report as it is
Use this option in order to use the report template as it is, without change. Upon selecting the option, the report code and details are added to the list of reports to run.
Option: Change report format for this run only
Select this option if you wish to modify the report format for this run only. In other words you can make temporary changes to the report template that will NOT be saved for future uses of the template. This option allows you to change the template using the User GL Report Templates function but once the report(s) are run those changes will be lost. Upon selecting the option, the report code and details are added to the list of reports to run.
Option: Change report format and save
Use this option if you wish to make changes to the report format template and save those changes in the system for future use. Note that this option will allow you to change the template using the User GL Report Templates function and ALL changes will be SAVED in the system for the next time the template is used. In other words the old template format will be overwritten with your changes. Upon selecting the option, the report code and details are added to the list of reports to run.
Option: Change report format and save as another report template
Select this option if you want to use an existing template as a base for a new report, make changes and then store those changes under a new report template code. Note that this option will allow you to change the template using the User GL Report Templates function and then save those changes under a new report template for the next time you need to use that format. In order to do this the system will need you to enter a new template code before attempting to save the new report template:
New Report Code
Enter a new report code. This field is only required if you wish to make changes to the existing report format and save it as a new report. Upon selecting the option, the report code and details will be added to the selected list.
Launching Reports
After selecting the report templates you want to run and adding them to the list, pressing “Submit” will take you to the ‘Launch’ step for the User GL Reports. You will see a series of links covering every combination of report you selected to run, and every user report template you choose. The first link called “Launch All Reports” is a shortcut to running all the reports with one click. Alternatively you can select each report and run them individually. Note that this window will not close until you decide you are finished so you can re-launch any of the reports as many times as you require.
Of course, as with all the systems reports, the standard Report Launcher function it run for each report selected above so you can utilise all the standard report output options available.