The Statement Layout File application enables you to create and modify Financial Statement Layouts. The features include:
Add provides for the entry of financial statement layouts.
Change provides for the modification of financial statement layouts.
Delete provides for the deletion of financial statement layouts.
Resequence permits resequencing a layout using a selected increment in cases where a layout is too long or too compact for modification.
Copy allows copying of one layout in order to create a new layout.
Generate permits creation of Standard Statement Of Cash Flows and additional Source and Application of Funds Statement layouts from an existing Balance Sheet layout.
List prints an edit list of financial statement layouts on file.
Sample prints a sample of what the financial statement will look like for a given layout.
Financial Statement Formats
There are two basic formats used in financial statements, the Profit and Loss format and the Balance Sheet format.
The Standard Profit and Loss format prints two amounts for each account or subtotal, the net changes for the period and the net change year‑to‑date. The two amounts appear in fixed columns on the statement. If budgets or comparatives are used, the same period last year and year‑to‑date last year or the budgeted current period and year‑to‑date figures will print in two fixed columns to the right of the actual figures.
The Standard Profit and Loss format also allows ratios. Ratios are percentage figures based upon some larger amount such as total sales or total revenue. These percentage figures will appear just to the right of the amount figures on the statement.
Custom Profit and Loss Statements allow the definition of up to 13 columns and may include current period, year-to-date, budget, comparative, variance or ratio data.
For an example of a Profit and Loss format, see the Predefined General Ledger section in the System Manager manual for the Profit and Loss Format Sample Statement.
The other format, the Standard Balance Sheet, shows one amount figure for each account or subtotal. This amount is the account balance as of the period end date. No net change figures appear. The Standard Balance Sheet has three columns into which the amount can print. The print column used is selected by the user when creating the layout. Underlines and double underlines also appear in one of three print columns. Ratios are not allowed on a Standard Balance Sheet format. Budget and comparative figures appear in one of three columns to the right of the actual figure. The budget or comparative amount will print in the same relative column as the actual amount. So if the account balance prints in the first print column, the corresponding budget amount would print in the first budget column.
For an example of a Balance Sheet format, see the Predefined General Ledger section in the System Manager manual for the Balance Sheet Sample Statement.
The standard statements, which print in the Profit and Loss (or P and L) format are the Profit and Loss Statement (type P), the Profit and Loss Format Supporting Schedule (type S), the Cash Flow Report (type C), and the Components of Working Capital Report (type W).
The standard statements, which print in the Balance Sheet format, are the Balance Sheet (type B), the Balance Sheet Format Supporting Schedule (type X), and the Statement of Changes in Financial Position (type F).
Building A Financial Statement
Once you have an idea of what you want to appear on a financial statement, use the Statement Layout File Load Sheet to design the layout necessary to create that statement. Then use the add mode to enter this layout. Print the edit list and check for errors. Once your layout matches the one you designed print a sample statement to verify exactly how the standard financial statement will look. Make any necessary adjustments until the financial statement prints exactly as desired.
The designer must use the valid layout codes to produce the desired statement. These layout codes appear in the same order on the financial statements as their sequence numbers appear on the layout. So a layout code with sequence number ten will appear before one with sequence number twenty.