Financial Statement Configuration

OBJECTIVE

The Financial Statement Configuration option is used to define the structure of financial statements and prepare reports based on accounting transactions. Different accounts or sets of general ledger accounts can be combined on each line of the financial statements.

You can also use selection masks by prefix, project, master project, activity, group, department and category or project type. The project type, department, master project and category must be configured in the project.

You can select users who have access to printing financial statements from Access Restrictions in Security Management.

PREREQUISITEs

Steps

maestro* > Accounting > Financial Management > Financial Statements > Financial Statement Configuration

Create a financial statement

The Configuration icon is used to enter multiple default values that will be reused in the creation of all financial statements.

Based on the type of financial statement to be created, click one of the following icons:
- Display income statements
- Display balance sheets
- Display other financial statements

Enter the required information:

The Type field is adjusted based on the icon clicked.

Field

Description

Name

Name of the financial statement.

Type

Income Statement

Balance Sheet

Other Financial Statements

The contents of the Group field in the Financial Statements - Line Configuration section is restricted to group levels and accounts available based on the statement type.

Income and expenses only.

Asset, liability and equity only.

All accounts and all groups.

Field	Description
Name	Name of the financial statement.
Type Income Statement Balance Sheet Other Financial Statements	The contents of the Group field in the Financial Statements - Line Configuration section is restricted to group levels and accounts available based on the statement type. Income and expenses only. Asset, liability and equity only. All accounts and all groups.

Enter the required information in the Print Settings tab:

Field

Description

Font

Character font, style and size used for the financial statement.

NOTE: You can change the font by clicking in the box that displays the results.

NOTE: The arrow is used to apply the font change to all lines in the financial statement.

Format

Default print format to be used.

NOTE: New formats can be configured using the Print Format Management option.

Prefix

Prefix of the company for which the financial statement is available.

NOTE: If the field is empty, the financial statement is available for all companies.

NOTE: You can also enter a mask making the report available to certain company prefixes only. For example, if you enter 1XXXX, the report is available for all prefixes starting with 1.

NOTE: The choice of available prefixes is filtered based on Security Management.

No. of Decimals (ratios)

Number of decimals in ratios entered in the Ratio/UP fields: Create ID and Ratio: Use ID from the Financial Statements - Line Configuration section or with the Manage Print Formats option.

Precision

Amount precision level.

The choices are: Dollars and cents, Dollars, Thousands of dollars or Millions of dollars.

Thousands Separator

Thousands separator used.

The choices are: None, Space or Comma.

Suppress Zeros

Accounts with zero values will not be printed if the box is checked.

Round up before printing

Must be checked if the Precision field is set to Dollars and cents.

Otherwise, the amounts are rounded up.

Print all in capital letters

The character font used is printed with capital letters.

Print Account Numbers

Displays account numbers on the financial statement. The number is displayed before the account description.

Apply Participation Rate

Applies to financial statements for consolidated companies. The system uses the percentage entered in the Participation Rate field in the settings for the consolidated company.

Skip a line after the header

Creates a blank line after the header lines on each page of the financial statement.

Auto Indention

Automatically indents each line of the description based on the total level to which it belongs.

Field	Description
Font	Character font, style and size used for the financial statement. NOTE: You can change the font by clicking in the box that displays the results. NOTE: The arrow is used to apply the font change to all lines in the financial statement.
Format	Default print format to be used. NOTE: New formats can be configured using the Print Format Management option.
Prefix	Prefix of the company for which the financial statement is available. NOTE: If the field is empty, the financial statement is available for all companies. NOTE: You can also enter a mask making the report available to certain company prefixes only. For example, if you enter 1XXXX, the report is available for all prefixes starting with 1. NOTE: The choice of available prefixes is filtered based on Security Management.
No. of Decimals (ratios)	Number of decimals in ratios entered in the Ratio/UP fields: Create ID and Ratio: Use ID from the Financial Statements - Line Configuration section or with the Manage Print Formats option.
Precision	Amount precision level. The choices are: Dollars and cents, Dollars, Thousands of dollars or Millions of dollars.
Thousands Separator	Thousands separator used. The choices are: None, Space or Comma.
Suppress Zeros	Accounts with zero values will not be printed if the box is checked.
Round up before printing	Must be checked if the Precision field is set to Dollars and cents. Otherwise, the amounts are rounded up.
Print all in capital letters	The character font used is printed with capital letters.
Print Account Numbers	Displays account numbers on the financial statement. The number is displayed before the account description.
Apply Participation Rate	Applies to financial statements for consolidated companies. The system uses the percentage entered in the Participation Rate field in the settings for the consolidated company.
Skip a line after the header	Creates a blank line after the header lines on each page of the financial statement.
Auto Indention	Automatically indents each line of the description based on the total level to which it belongs.

Financial Statements - Line Configuration section:

Field

Description

French Description

French description of the group.

NOTE: If the group contains more than one account or group, a description must be entered manually. Otherwise, the system automatically displays the description of the account or group, based on the language.

English Description

English description of the group.

NOTE: If the group contains more than one account or group, a description must be entered manually. Otherwise, the system automatically displays the description of the account or group, based on the language.

Spanish description

Spanish description of the group.

NOTE: If the group contains more than one account or group, a description must be entered manually. Otherwise, the system automatically displays the description of the account or group, based on the language.

Font

Allows you to select a specific font for each group.

NOTE: If this field is empty, the system uses the default font.

Line Type

Available values:

Empty

Used to enter the text to be printed on the report without associating a group or an account.

Details

Displays the details of the group (all accounts and groups) during printing.

NOTE: The system automatically creates a title and total for this group.

Summary

Displays only the group total.

Begin Total

Determines the start of the calculation for the group total.

End Total

Determines the end of the calculation for the group total.

Page Break

Inserts a page break in the financial statement.

Begin Total Summary

Determines the start of the calculation for the group total that will be displayed in summary format by default.

NOTE: You can drill down in detail by clicking the + symbol.

Regrouping

Contents of the group.

NOTE: This column cannot be modified. To modify or create the group, click twice in each column or click the button for the next column.

Show Groups

Used to select the accounts and groups to be included, according to the description, for the Detail and Summary line types.

Underline

Inserts a line before or after the total.

NOTE: The line type must be Detail or Total End.

Font

Name of the font.

NOTE: You can change the font by double clicking in the column.

Factor

Multiplication factor for the line result.

NOTE: 0 = 1.

Ratio/UP: Create ID

Used to create a ratio. This is the denominator for the ratio.

NOTE: For example, if the Gross Cost-Price Ratio = Expenses/Income, the Ratio/UP: Create ID must be identical to the total income line.

Ratio: Use ID

Lets you use a created ratio. This is the numerator of the ratio.

NOTE: For example, if the Gross Cost-Price Ratio = Expenses/Income, the Ratio: Use ID must be identical to the total expenses line.

Invisible

This line is invisible when the financial statement is printed if the box is checked.

Apply This Font

Applies only to Detail line types. Otherwise, All must be selected.

Reverse

Available values:

Automatic

Automatically reverses an income or expense to a debit or credit so it can be included in the calculation.

NOTE: For total line types, the automatic value ensures that the total line is reversed if at least one line included in that total is reversed. It is the default value for all total line types.

Yes

Multiplies a result by -1 to change the type (debit, credit) of the expense or income on the financial statement.

NOTE: When applied to a total line type, the yes value ensures that said total is reversed.

No

Multiplies by 1 to ensure that the type is not changed (debit, credit) of the expense or income on the financial statement.

NOTE: When applied to a total line type, the no value ensures that said total is NOT reversed.

For example, this function lets you add an income and expense amount to expenses if Yes is selected for an income line.

Under condition

Lets you define the location of the group on the financial statement if the result is smaller or greater than 0.

Prefix Mask

Lets you select a prefix mask to be used to calculate the result of the line by double clicking the field.

Project Mask

Lets you select a project mask to be used to calculate the result of a line by double clicking the field.

Activity Mask

Lets you select an activity mask to be used to calculate the result of a line by double clicking the field.

Group Mask

Lets you select a group mask to be used to calculate the result of a line that double clicking the field.

Department Mask

Lets you select a department mask to be used to calculate the result of a line by double clicking the field.

Master Project Mask

Lets you select a master project mask to be used to calculate the result of a line by double clicking the field.

Project Type Mask

Lets you select a project type mask to be used to calculate the result of a line by double clicking the field.

Category Mask

Used to select a mask for the category to be considered to calculate the result for the line by double clicking the field.

All mask entries must be created manually. Mask entries apply only for details line types.

If the level of detail was changed in Configuration and some fields are not checked, you can no longer enter a mask for these fields. The corresponding fields will be greyed out in the mask entry screen. Additionally, if values were entered for these fields, they will be displayed in red and deleted automatically when the financial statement is saved.

The composition of masks and the meaning of symbols to be used are available in appendix.

Enter the required information in the Headings and Footer tabs:

These fields are used to define the headers and footers to be printed on the financial statement. When you click the [...] button, you can view and select variables and include them in the page headers and footers, for example the company name, page, financial statement name, print format description, etc.

Click Save.

You can create a financial statement from an existing financial statement by clicking the Save As icon.

Appendix

Meaning of Symbols

The asterisk (*), question mark (?), sharp (#), exclamation mark (!), dash (-) and square brackets ([]) can be used in queries to include all records, file names or other items starting with the characters specified or to represent similar records.

Symbol	Example	Usage
*	tr* for transportation, transfer, troop *re for dire, tire, fire	Represents any number or character and can be used anywhere in the mask.
?	b?ll for ball, bell	Represents any single character.
#	1#3 for 103, 113, 123	Represents any single number.
[]	b[ae]ll for ball, but not bill	Represents any of the characters within the square brackets.
!	b[!ae]ll for bill, but not ball	Represents any character not included between the square brackets.
-	b[a-c]d for bad, bbd, bcd only	Represents any of the characters in the range of characters specified.

Composition of Masks

Mask Type	Example	True	False
Multiple characters	aa ab*	aa, aBa, aBBBa abc, AABB, Xab	aBC aZb, bac
Special characters	a[*]a	a*a	Aaa
Multiple characters	ab*	abcdefg, abc	cab, aab
Single character	a?a	aaa, a3a, aBa	aBBBa
Single number	a#a	a0a, a1a, a2a	aaa, a10a
Range of characters	[a-z]	f, p, j	2, &
Characters not included in the range	[!a-z]	9, &, %	b, a
No numbers	[!0-9]	A, a, &	0, 1, 9
Combinations	a[!b-m]#	An9, az0, a99	abc, aj0

Last modification: September 19, 2024