Steps
to Add a Filter Records FormulaFrom the General Ledger screen, select the Maintenance menu and then Flexible Financial Report Setup.
At the Flexible Financial Report Setup screen, click the New Record button.
Click the General tab to complete the general information and settings for the new flexible financial report.
Enter a unique name for the flexible financial report in the Report Name field. The name can be alphanumeric and up to 255 characters long.
Complete the Page Settings section for the report:
Enter the desired page orientation (Portrait or Landscape) for the new report in the Orientation field, or click the down-arrow button to select the correct one. To print the report with the long edge of the paper down the side, enter Portrait. To print the report with the long edge of the paper on the top and bottom, enter Landscape. The default of Portrait will appear (unless Landscape is set as the default in the Report Writer Defaults option if the district has the Report Writer module), but can be changed.
Enter the distance in inches from the top edge of the paper to where the information should start printing on the report in the Top Margin field. The margin cannot be greater than 2 inches, but can be up to 4 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable. The default of 0.50 for one-half inch (or other specified margin as designated in the Report Writer Defaults option if the district has the Report Writer module) will appear, but can be changed.
Enter the distance in inches from the bottom edge of the paper to where the information should stop printing on the report in the Bottom Margin field. The margin cannot be greater than 2 inches, but can be up to 4 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable. The default of 0.50 for one-half inch (or other specified margin as designated in the Report Writer Defaults option if the district has the Report Writer module) will appear, but can be changed.
Enter the distance in inches from the left edge of the paper to where the information should start printing on the report in the Left Margin field. The margin cannot be greater than 2 inches, but can be up to 4 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable. The default of 0.50 for one-half inch (or other specified margin as designated in the Report Writer Defaults option if the district has the Report Writer module) will appear, but can be changed.
Enter the distance in inches from the right edge of the paper to where the information should stop printing on the report in the Right Margin field. The margin cannot be greater than 2 inches, but can be up to 4 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable. The default of 0.50 for one-half inch (or other specified margin as designated in the Report Writer Defaults option if the district has the Report Writer module) will appear, but can be changed.
Select the Grand Total field to have grand totals print on the last page for the numeric fields included on the report. A checkmark will appear in the box if the field is selected.
If the total of all the field widths included on the report is greater than the actual length available for one line (row) on the report, select the Auto Adjust Fields field to have the system automatically resize (decrease) all the field widths when the report is generated so that all fields will print on one line (otherwise, if not selected, fields will print on multiple lines). A checkmark will appear in the box if the field is selected.
Note: If this field is selected for the report and the data in a particular field is longer than the resized field width, the information in the field will be wrapped to multiple lines when the report is printed.
Select the Include Active Accounts with No Activity field to print the active accounts without any activity in the fiscal year on the report. A checkmark will appear in the box if the field is selected.
Enter the appropriate type (Combined, Months, or Regular) for the report in the Report Type field, or click the down-arrow button to select the correct one. To have the report print multiple values or fields (as specified on the Field Selection tab (screen)) across the page for the account numbers, enter Regular. To have the report print the totals for each month in a separate column across the page for the account numbers, enter Months. To have the report print combined for multiple funds (print one value or field for each fund in a separate column across the page for the account numbers), or combined for particular reference pieces (print one value or field for a reference piece in a separate column across the page summarized on a different reference piece as the row, such as combined for objects as columns across the page summarized by functions as the rows), enter Combined. The default of Regular will appear, but can be changed.
If Combined is selected as the Report Type, the Column field is enabled; enter the field for which to print in the columns across the page in the Column field (such as Fund Number for a combined report for multiple funds), or click the down-arrow button to select the correct one. If Months is selected as the Report Type, the Column field is set to Processing Month and cannot be changed.
If Combined is selected as the Report Type, the Row field and Width field (for Row) are enabled. Enter the desired account number and description format (Account Plus Description or Account Without Fund Plus Description) to print on the report in the Row field, or click the down-arrow button to select the correct one. Enter the number of characters (up to 3 digits long) for how wide to print the account number and description on the report in the Width field; a default width for the selected field will appear, but can be changed. If Months is selected as the Report Type, the Row field is set to Months - Account Plus Description (and cannot be changed) and the Width field is set to 30 (if needed, the width can only be changed from within the Detail section in the Report Layout List on the Field Selection screen (tab) for the appropriate field).
Note: The description format (Account Plus Description or Account Without Fund Plus Description) specified in the Row field will only be utilized if the combined report is for multiple funds. If the combined report is for reference pieces other than fund, the numbers and descriptions for the reference piece on which the report is summarized will automatically print on the report; however, the Row field must be completed as it cannot be left blank.
Tip: If the combined report is for reference pieces other than fund, be sure to add a group on the reference piece for which to summarize by on the report (print as the rows), and select the Summary field for that group; refer to Step 5 below for instructions on adding a group.
If Combined is selected as the Report Type, the Detail field and Width field (for Detail) are enabled. Enter the desired value or field to print for each account number or reference piece in the Detail field, or click the down-arrow button to select the correct one. Enter the number of characters (up to 3 digits long) for how wide to print the Detail field on the report in the Width field; a default width for the selected field will appear, but can be changed. If Months is selected as the Report Type, the Detail field is set to Months - During Month (and cannot be changed) and the Width field is set to 13 (if needed, the width can only be changed from within the Detail section in the Report Layout List on the Field Selection screen (tab) for the appropriate field).
Select the font, font style, and font size to use for the information printed in the Group Header section(s) on the report by clicking the Search button for the Group Header Font field. After selecting the desired font information, click the OK button and the selected font will appear in this field. The default of Arial, Regular, font size 8 (or other specified font as designated in the Report Writer Defaults option if the district has the Report Writer module) will appear, but can be changed.
Select the font, font style, and font size to use for the information printed in the Detail, Group Footer, and Page Footer sections on the report (and the column headings printed in the Page Header section, if applicable) by clicking the Search button for the Detail Font field. After selecting the desired font information, click the OK button and the selected font will appear in this field. The default of Arial, Regular, font size 8 (or other specified font as designated in the Report Writer Defaults option if the district has the Report Writer module) will appear, but can be changed.
In the Account Types List, select the account types for which account numbers to include on the report by clicking the box for the Selected column to the left of each desired Account Type ID. A checkmark will appear in the box if the account type is selected. All account numbers of all account types will be included on the report if none of the account types in the list are selected.
Click the Field Selection tab to select the fields of information to include in the Detail section on the flexible financial report (only applicable if Regular is selected as the Report Type).
Note: To add fields of information to a Group section, refer to Step 5 below.
Select the fields (columns) of information to include in the Detail section on the report by double-clicking on the desired fields in the Report Fields List on the left side of the screen. A detailed definition for each field is shown under the Formula Description column in the Report Fields List. As the fields are added to the report, the fields will appear under the Detail section in the Report Layout List on the right side of the screen.
Note: To remove a field from the report, click the Delete button located to the left of the desired field; when prompted to delete the line, click Yes.
Tip: If a field for "previous" is included on the report, the month for the desired previous year can be specified when printing the flexible financial report. Each report can include up to five "previous" fields in order to include six years of data when printing the report (current year plus five previous years). Also, if the New Budget or New Budget Underlined field is included on the report, the month for the desired fiscal year containing the unposted "new budget batch" can be specified when printing the flexible financial report.
The order the fields are listed on the screen under the Detail section in the Report Layout List is the order the fields (columns) will print on the actual report. If desired, to change the order of the fields, click once on the field to move and then click the Top, Up, Down, or Bottom button until the field is in the desired position.
Define the settings for each field included in the Detail section on the report as follows:
Enter the heading description to print for the field (column) on the report in the Label field, or leave the field blank to omit the heading, if desired. The description can be alphanumeric and up to 128 characters long. A default heading description for the field will appear, but can be changed.
Enter the number of characters for how wide to print the field (column) on the report in the Field Width field. The number for the width can be up to 3 digits long. A default width for the field will appear, but can be changed.
The name of the field (column) to print on the report appears in the Field Name field and cannot be changed.
The Display in Section Header and Display in Section Footer fields appear but are disabled as they are not applicable for fields in the Detail section.
Detail appears in the Section Name field and cannot be changed.
The Group By field appears but is disabled as it is not applicable for the Detail section.
Enter the desired option for printing the Detail section (Hide Section, Display Section with No Labels, Display Section with Page Labels, or Display Section with Section Labels) in the Header Properties field, or click the down-arrow button to select the correct one. To not print the Detail section (or any of the fields in the Detail section), enter Hide Section. To print the fields in the Detail section without printing any headings (labels) for the fields, enter Display Section with No Labels. To print the fields in the Detail section and the headings (labels) for the fields in the Page Header section as column headings, enter Display Section with Page Labels. To print the fields and headings (labels) for the fields in the Detail section in order to have the heading (label) print right before (to the left of) the field, enter Display Section with Section Labels. The default of Display Section with Page Labels will appear, but can be changed.
The Footer Properties field appears but is disabled as it is not applicable for the Detail section.
The Summary field appears but is disabled as it is not applicable for the Detail section.
Select the Double Space field to insert a blank line after each record (line) of information that prints in the Detail section. A checkmark will appear in the box if the field is selected.
The New Page After field appears but is disabled as it is not applicable for the Detail section.
Click the Sorting and Grouping tab to define how to sort the information on the report.
To add groups to the report, select the fields by which to sort the information on the report by double-clicking on the desired fields in the Accounts Parts List on the left side of the screen. As the groups are added to the report, the groups will appear in the Report Layout List on the right side of the screen as Group_##, with ## reflecting the number of the group. For example, the first group will be called Group_01, the second group will be called Group_02, the third group will be Group_03, etc.
Note: To remove a group from the report, click the Delete button located to the left of the desired group (Group_##); when prompted to delete the line, click Yes.
Tip: If Account Type ID is added as a sort, the net difference of the revenues and expenditures will print (only applicable if Regular is selected as the Report Type). For reference pieces that are three digits or more in length, there are additional part names for that piece; for example, for Function, which is four digits in length, Function, Function Part 1, Function Part 2, and Function Part 3 are available as fields on which to sort. If a sort is added on Function, the account numbers listed on the report will be sorted by each different function using all four digits, such as 1000, 1001, 1002, etc. If a sort is added on Function Part 1, the account numbers listed on the report will be sorted only on the first digit of the function, such as 1000s, 2000s, 3000s, etc. If a sort is added on Function Part 2, the account numbers listed on the report will be sorted on the first two digits of the function, such as 1000s, 1100s, 1200s, etc. If a sort is added on Function Part 3, the account numbers will be sorted on the first three digits of the function, such as 1100s, 1110s, 1120s, etc.
The order the groups are listed on the screen in the Report Layout List is the order the groups will print (sort) the information on the actual report. If desired, to change the order of the groups, click once on the group to move and then click the Top, Up, Down, or Bottom button until the group is in the desired position.
The Group_## appears in the Section Name field and cannot be changed.
The field for which the group is defined appears in the Group By field and cannot be changed.
Enter the desired option for printing the Group Header section (Hide Section, Display Section with No Labels, Display Section with Page Labels, or Display Section with Section Labels) for the particular group in the Header Properties field, or click the down-arrow button to select the correct one. To not print the Group Header section for the particular group, enter Hide Section. To print the fields in the Group Header section without printing any headings (labels) for the fields, enter Display Section with No Labels. To print the fields in the Group Header section and the headings (labels) for the fields in the Page Header section as column headings, enter Display Section with Page Labels. To print the fields and headings (labels) for the fields in the Group Header section in order to have the heading (label) print right before (to the left of) the field, enter Display Section with Section Labels. The default of Display Section with Section Labels will appear, but can be changed.
Enter the desired option for printing the Group Footer section (Hide Section, Display Section with No Labels, Display Section with Page Labels, or Display Section with Section Labels) for the particular group in the Footer Properties field, or click the down-arrow button to select the correct one. To not print the Group Footer section for the particular group, enter Hide Section. To print the fields in the Group Footer section without printing any headings (labels) for the fields, enter Display Section with No Labels. To print the fields in the Group Footer section and the headings (labels) for the fields in the Page Header section as column headings, enter Display Section with Page Labels. To print the fields and headings (labels) for the fields in the Group Footer section in order to have the heading (label) print right before (to the left of) the field, enter Display Section with Section Labels. The default of Display Section with Section Labels will appear, but can be changed.
Select the Summary field to print the report in summary with only subtotals on the particular sort (group). A checkmark will appear in the box if the field is selected.
Note: The Summary field should only be selected for one sort (group); if the field is selected on multiple sorts (groups), the system will only summarize the report on the first sort (group) it finds with the Summary field selected.
Select the Double Space field to insert a blank line after the Group Footer section for the particular group when printing the report. A checkmark will appear in the box if the field is selected.
Select the New Page After field to insert a page break (start a new page) after the Group Footer section for the particular group when printing the report. A checkmark will appear in the box if the field is selected.
If desired, click the plus sign (+) in the box in front of the group (Group_##) to expand the record and view the fields included in the section. By default, the field for which the group is defined is included in the section. For example, if a group was added for Fund Number, the Fund Number field (and Fund Description field) will appear in the Group section.
To add fields to the group, click the Field Selection tab, click once on the group (Group_##) for which to add the fields, and then select the fields of information to include in the Group section by double-clicking on the desired fields in the Report Fields List on the left side of the screen. As the fields are added, the fields will appear under the Group section in the Report Layout List on the right side of the screen.
Note: To remove a field, click the Delete button located to the left of the desired field; when prompted to delete the line, click Yes.
Define the settings for each field included in the Group section as follows:
Enter the heading description to print for the field in the Label field, or leave the field blank to omit the heading, if desired. The description can be alphanumeric and up to 128 characters long. A default heading description for the field will appear, but can be changed.
Enter the number of characters for how wide to print the field in the Field Width field. The number for the width can be up to 3 digits long. A default width for the field will appear, but can be changed.
The name of the field to print in the Group section appears in the Field Name field and cannot be changed.
Select the Display in Section Header field to include the field in the Group Header section for the particular group when printing the report. A checkmark will appear in the box if the field is selected.
Select the Display in Section Footer field to include the field in the Group Footer section for the particular group when printing the report. A checkmark will appear in the box if the field is selected.
Click the Filter Records button to add a custom filter (selection formula) to the report in order to print only certain account numbers.
Steps
to Add a Filter Records Formula
Click the Save button.
Note: If the district has the Report Writer module, the system will use the applicable settings from the Report Writer Defaults option when saving the new flexible financial report. For example, if the default for how a negative number prints is changed in the Report Writer Defaults option, the setting will be applied to the new flexible financial report.
If desired, click the Execute button to generate the report from within the Flexible Financial Report Setup option.
In order to see the new report under the Reports menu on the General Ledger screen, the General Ledger screen must be refreshed by closing the screen and then re-opening it, or clicking the Refresh Screen icon in the lower right-hand corner of the General Ledger screen.