Account Numbers and PATS

 The most important item on a layout is the account number.  When coding a financial statement, first consider all the accounts whose amounts must be included in the statement and the order in which they should appear.  On a Balance Sheet you must ensure that all Balance Sheet accounts are included in the statement or it will not balance.

The next thing to determine is the level of detail at which the accounts will print.  If, for instance, you have three cash accounts you may want them to appear on a statement summarized as Cash or you may want each one to print individually.

To summarize more than one account into a single figure, you code the accounts you wish to summarize with the P/A: equal to A.  This will accumulate the amounts into one total.  Then, to make the total appear on the report put a PAT (Print Accumulated Total) layout code or a printing account with a P/A: equal to P immediately following the accumulated accounts.  Then the accumulated total will appear at the PAT or printed account. For a PAT the description used will be the one entered in Layout Maintenance. For example, take the case of the three cash accounts.  We can enter them as follows in the layout. 

Seq         Func

No           Code

0010        ACCT 01010-00000-00000   Cash in Bank - Account #1                P/A:  A  

0020        ACCT 01015-00000-00000   Cash in Bank - Account #2                P/A:  A

0030        ACCT 01020-00000-00000   Cash in Bank - Payroll Acct               P/A:  A

0040        PAT                                                        Cash                                                       D/C: D    C:1  $:Y  

Then on the financial statements one amount would appear with the description Cash.  This amount would include the totals from accounts 01010‑00000-00000, 01015‑00000-00000 and 01020‑00000-00000.

Accumulated accounts will also total into accounts that are printed.  For example, if you have two petty cash accounts and you wish one total to appear for petty cash on the financial statement you can code the layout as follows:

Seq     Func

No       Code

0010   ACCT 01010-00000-00000                            Petty Cash P/A:  A

0020  ACCT 01005-10000-00000                             Petty Cash P/A:  P C:1   $:Y

 Then on the financial statement one total will appear for Petty Cash including the amounts from both accounts 01005‑00000-00000 and 01005‑10000-00000.

If you want separate totals to print for each account you code them with a P/A: equal to P for print.  For example, the three cash accounts discussed before would all appear if the layout was coded like this:

Seq         Func

No           Code

0010     ACCT 01010‑00000-00000          Cash in Bank - Account #1         P/A:  P C:1  $:Y

0020     ACCT 01015‑00000-00000          Cash in Bank - Account #2         P/A:  P C:1  $:Y 

0030     ACCT 01020‑00000-00000          Cash in Bank - Payroll Acct        P/A:  P C:1  $:Y

 Then on the financial statement, all three accounts would appear with their amounts.

When using the P/A: equal to A for accumulate, the amount of the accumulated account is treated as not being on the report until the printing account or PAT that follows it causes its amount to print.

Accumulated amounts not followed by a PAT or printing account will not have their amounts included in the statement.

Ranges

 Instead of entering several account numbers separately, when the account numbers are in an unbroken sequence, you may enter a Range Layout code (RNG or RNG1) and then enter the starting and ending account num­bers of the range.  These features are especially useful in a situation where you frequently enter new accounts onto your chart within specific ranges.  By using the range layout codes, you do not have to update every layout each time you add a new account to your Chart Of Accounts.  When entering new account numbers, be sure the account number is included in a statement layout.  Otherwise, the account number will later have to be added to a statement layout.

The RNG code looks at the account number as a whole, while the RNG1 code compares each section (main, profit center and department) separately.As an example, the last example in the previous section could have been entered as follows: 

Seq      Func

No        Code

0005     RNG     01010-00000-00000 TO 01020-10000-00000         P/A: P   C:1   $:Y

 If there were no other accounts on your Chart Of Accounts with  account numbers greater than 01010-00000-00000 and less than 01020-10000-00000, the results on the financial statement would be exactly the same as in the last example.  If there were other accounts within this range, then they would also print on the financial statement. The same line could have been entered as follows:

0005     RNG1   01010-00000-00000 TO 01020-10000-00000         P/A: P   C:1   $:Y

In this case, only accounts with main numbers between 01010 and 01020; profit centers between 00000 and 10000; and departments of 00000 would print on the financial statement.

 You may enter either an A or a P for the P/A: code for range.  All accounts in the range will either print or accumulate, depending on the value of this code.  If you set the P/A: code for a range to A for accumulate, then the next line in the layout must be either a PAT or another range.  If it is another range, then the P/A: code for the second (and following) range should also be A. If it is not, then the amount for the first account in the next range will include the amounts for all accounts in the preceding range.  A warning will appear on the Layout Edit List and on the Sample Financial State­ments if you do not follow this rule.

Subtotals

 Up to nine levels of subtotals are permitted on financial statements.  These are controlled by the SUBn layout code, where n is a number from one to nine, referring to subtotal level one to nine.  Level one is the lowest level of subtotal working up to level nine.  Once a level of subtotal prints, its total and the total of all lower levels of sub­totals will be set to zero.  So if you print a subtotal for level three (SUB3), levels one and two and three will be set to zero.  The follow­ing example shows two levels of subtotals.

Seq         Func

No           Code

0010     ACCT 01010‑00000-00000          Cash in Bank - Account #1         P/A:  P   C:1  $:Y 

0020     ACCT 01015‑00000-00000          Cash in Bank - Account #2         P/A:  P   C:1  $:Y

0030     ACCT 01020‑00000-00000          Cash in Bank - Payroll Acct        P/A:  P   C:1  $:Y

0040     SUB1                                             Total Cash in Bank                     D/C:  D   C:1  $:Y

0050     ACCT 01005‑00000-00000          Petty Cash                                P/A:  P   C:1  $:Y

0060     ACCT 01005‑10000-00000          Petty Cash                                P/A:  P   C:1  $:Y

0070     SUB1                                            Total Petty Cash                        D/C:  D   C:1  $:Y

0080     SUB2                                             Total Cash                                 D/C:  D   C:1  $:Y

The subtotal at sequence number 0040 will include accounts 01010‑00000-00000, 01015‑00000-00000 and 01020‑00000-00000.  The subtotal at sequence number 0070 includes accounts 01005‑00000-00000 and 01005‑10000-00000.  The subtotal at sequence number 0080 includes all five accounts.

In this same way a level three subtotal could be added further down the layout subtotaling accounts that printed for previous level two sub­totals.

Intervening levels can be skipped.  In the example, sequence 0080 could have been SUB3 or even SUB9 and the processing would be exactly the same. 

So if you have a statement where more subtotaling is done in one part than another, you can have level 2 or 3 as the lowest level in one part of the statement.  For example, in the following layout the sub­total for Accounts Receivable is a subtotal level 2 with no level 1 before it.

Seq         Func

No           Code

0010     ACCT 01010‑00000-00000          Cash in Bank - Account #1         P/A:      P   C:1  $:Y

0020     ACCT 01015‑00000-00000          Cash in Bank - Account #2         P/A:      P   C:1  $:Y

0030     ACCT 01020‑00000-00000          Cash in Bank - Payroll Acct        P/A:      P   C:1  $:Y

0040     SUB1                                             Total Cash in Bank                     D/C:      D   C:1  $:Y

0050     ACCT 01005‑00000-00000          Petty Cash                                P/A:      P   C:1  $:Y

0060     ACCT 01005‑10000-00000          Petty Cash                                P/A:      P   C:1  $:Y

0070     SUB1                                             Total Petty Cash                        D/C:      D   C:1  $:Y

0080     SUB2                                             Total Cash                                 D/C:      D   C:1  $:Y

0090     ACCT 01040‑00000-00000          Accounts Receivable ‑ Trade       P/A:      P   C:1  $:Y

0100     ACCT 01040‑10000-00000          Accounts Receivable ‑ Trade       P/A:      P   C:1  $:Y

0110     SUB2                                             Total Accounts Receivable          D/C:      D   C:1  $:Y

0120     SUB3                                             Total Current Assets      D/C:      D   C:1  $:Y

Accumulated account totals will not add into subtotals until they show in a printed account or PAT.  So if a subtotal appears between an accumulated account and a PAT, the amount of the accumulated account will not appear in that subtotal.  For example, the following is an example of an incorrect layout.

Seq         Func

No           Code

0010     ACCT 01010‑00000-00000          Cash in Bank - Account #1         P/A:      A

0020     ACCT 01015‑00000-00000          Cash in Bank - Account #2         P/A:      A

0030     ACCT 01020‑00000-00000          Cash in Bank - Payroll Acct        P/A:      A

0040     PAT                                               Cash in Bank                             D/C:      D   C:1   $:Y

0050     ACCT 01005‑00000-00000          Petty Cash                                P/A:      A

0060     ACCT 01005‑10000-00000          Petty Cash                                P/A:      A

0070     SUB1                                             Total Cash                                 D/C:      D   C:1   $:Y

0080     PAT                                               Petty Cash                                D/C:      D   C:1   $:Y

The subtotal at sequence number 0070 will include accounts 01010‑00000-00000, 01015‑00000-00000 and 01020‑00000-00000.  01005‑00000-00000 and 01005‑10000-00000 will be included in the next subtotal after sequence 0080 since that is where the amounts show on the report.

 Up to nine levels of clearing subtotals are permitted on financial statements.  These are controlled by the CLRn layout code, where 'n' is a number from one to nine.  If you have a CLR3 command then levels one, two and three will be cleared.  This command is similar to the SUBn command except that no printing occurs.

IMPORTANT:  Usually Total Assets are expressed with the SUBn command, which includes all assets.  If Total Assets SUBn is not followed by a Clear command (CLRn) and the number (n) in SUBn for Total Assets is not greater than the number (n) in SUBn for Liabilities & Equity, then Liabilities & Equity will print with a value of zero.  This is due to total debits and credits canceling each other out.  For example, if Total Assets is SUB3 and Liabilities & Equity is SUB4 (without a clear command), Liabilities & Equity will print as zero.  The simplest way to avoid this is to make Total Assets SUB9.