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#424 Comparison Financial Reports
Function
This supplement will provide you with comparative financial reports for multiple fiscal years. It is available for both the Balance Sheet and Agencywide Revenue and Expense report. You have the option of comparing 2, 3, 4 or 5 years.
Things You Should Know
Instructions for Category Setup
Please Note: If you use other supplements that use either balance sheet or cost categories, those formats will be available to use in this supplement.
Setup Balance Sheet Categories:
Edit - Click on edit to begin entering category codes and descriptions and also to make changes.
Code - Assign a numeric value to the category code you are creating. All asset categories are to be between 100-199. All liability categories are to be between 200-299 and all equity categories are to be between 300-399.
Description - Enter the description of the category you are creating. Examples are “Cash in Bank” and “Payroll Withholding Accounts”.
Save Edit – This will permanently record the current Category.
Delete - Click on the delete button to delete the category displayed.
Print – This will display the current categories with the option to print or export.
Assign Line Items:
When this option is selected, a form will appear for you to use in assigning balance sheet GL codes to the existing categories. You have the option of creating numerous formats. This gives you the ability to define which transaction codes are assigned to a specific category using multiple combinations, depending on different reporting needs. You may need one format for your auditor and desire a different format to generate the comparison report for your Board of Directors.
When the Assign Line Item option is selected, the following items appear:
Format # – Click on Edit and assign a number to the Format you are creating. If a format number exists, once you enter the format number it lists all the codes you assigned previously in the grid.
Description - Assign a description for this format, i.e. Board format.
GL Code – Click on Edit. Select the balance sheet GL code you are assigning to a category.
Cost Category Code – Select the existing Category to which you wish to assign the GL code. As stated in the Code section above under Setup Categories, all asset codes will be restricted to existing categories between 100 and 199, all liability codes will be restricted to existing categories between 200 and 299 and all equity accounts will be assigned to existing categories between 300-399. If you forget to set up a balance sheet GL code that has a balance, the amount will print next to category 0, Not assigned on the Comparison Report.
Save Edit – When all GL code assignments are complete for this format, select save edit to permanently record this information.
Delete - To delete all of the assignments in the format displayed, click on the delete button.
Print - To print the Balance Sheet Assignments, click on Print. You have the option to print them in GL code or Category order.
Setup Cost Categories:
Edit - Click on edit to begin entering category codes and descriptions and also to make changes.
Code – Assign a numeric value to the Category you are creating. All revenue categories need to be between 1000 and 1999. Category 1999 is the default for Other Revenues. All expenditure codes need to be between 2000 and 9999. Category 9999 is the default for Other Expenses.
Description – Enter the description of the Category you are creating. An example of these would be Personnel Costs, Supplies, etc.
Save Edit – This will permanently record the current Category.
Delete - Click on Delete to delete a Cost Category code that is displayed.
Print – This will display the current categories with the option to print or export.
Assign Line Items:
When this option is selected, a form will appear for you to use in assigning Revenue and Expenditure codes to the existing categories. You have the option of creating numerous formats.
This gives you the ability to define what transaction codes are assigned to a specific category using multiple combinations, depending on different reporting needs. You may need one format for your auditor and desire a different format to generate the comparison report for your Board of Directors.
When the Assign Line Item option is selected, the following items appear:
Format # – Click on Edit and assign a number to the Format you are creating. If a format number exists, once you enter the format number, it lists all the codes you assigned previously in the grid.
GL Code – Select the Revenue or Expenditure code you are assigning to a Category.
Cost Category Code – Select the existing Cost Category to which you wish to assign the transaction code. As stated in the code section above under Set up Categories, all Revenue codes will be restricted to existing categories between 1000 and 1999, and all Expenditure codes will be restricted to existing Categories between 2000 and 2999. If you have transaction codes with YTD activity that are not assigned to a category, when the report is generated all unassigned Revenue Codes will appear under category 1999 – Other Revenues, and all unassigned Expenditure codes will appear under category 9999 – Other Expenses.
Save Edit – When all transaction code assignments are complete for this format, select save edit to permanently record this information.
Delete - To delete all of the assignments in the format displayed, click on the delete button.
Print - To print the Cost Category Assignments, click on Print. You have the option to print them in GL code or Cost Category order.
Operating Instructions
The From date will be populated with the first date of your current fiscal year. The To date will represent the current period. Neither date can be edited.
Years to Compare: select the number of years you wish to be included on the report.
Balance Sheet: Check this button to generate the Comparison Balance Sheets for the desired number of years.
Note: You will see a Year End button immediately above the Format # combo box. It will be checked or unchecked based on how it was set the last time you generated a Balance Sheet in Financial Reports. This button cannot be edited so if you wish the report to be generated the other way, you need to go to Monthly Processing\Financial Reports and print the balance sheet in the proper format. Then come back to this supplement.
Agencywide Revenue and Expense: Check this button to generate the Comparison Agencywide Revenue and Expense report.
Note: You will see an Include Indirect Detail button immediately above the Format # combo box. It will be checked or unchecked based on how it was set the last time you generated an Agencywide Revenue and Expense report in Financial Reports. This button cannot be edited, so if you wish the report to be generated the other way, you need to go to Monthly Processing\Financial Reports and print the Agencywide revenue and expense report in the proper format. Then come back to this supplement.
This supplement will provide you with comparative financial reports for multiple fiscal years. It is available for both the Balance Sheet and Agencywide Revenue and Expense report. You have the option of comparing 2, 3, 4 or 5 years.
Things You Should Know
- Before you generate these reports make sure you display all cost allocation reports or click Post All Allocations, then display all four financial reports or click on the Post All Financials button.
- Your database must include your organization’s previous fiscal year(s) information for this supplement to work.
Instructions for Category Setup
Please Note: If you use other supplements that use either balance sheet or cost categories, those formats will be available to use in this supplement.
Setup Balance Sheet Categories:
Edit - Click on edit to begin entering category codes and descriptions and also to make changes.
Code - Assign a numeric value to the category code you are creating. All asset categories are to be between 100-199. All liability categories are to be between 200-299 and all equity categories are to be between 300-399.
Description - Enter the description of the category you are creating. Examples are “Cash in Bank” and “Payroll Withholding Accounts”.
Save Edit – This will permanently record the current Category.
Delete - Click on the delete button to delete the category displayed.
Print – This will display the current categories with the option to print or export.
Assign Line Items:
When this option is selected, a form will appear for you to use in assigning balance sheet GL codes to the existing categories. You have the option of creating numerous formats. This gives you the ability to define which transaction codes are assigned to a specific category using multiple combinations, depending on different reporting needs. You may need one format for your auditor and desire a different format to generate the comparison report for your Board of Directors.
When the Assign Line Item option is selected, the following items appear:
Format # – Click on Edit and assign a number to the Format you are creating. If a format number exists, once you enter the format number it lists all the codes you assigned previously in the grid.
Description - Assign a description for this format, i.e. Board format.
GL Code – Click on Edit. Select the balance sheet GL code you are assigning to a category.
Cost Category Code – Select the existing Category to which you wish to assign the GL code. As stated in the Code section above under Setup Categories, all asset codes will be restricted to existing categories between 100 and 199, all liability codes will be restricted to existing categories between 200 and 299 and all equity accounts will be assigned to existing categories between 300-399. If you forget to set up a balance sheet GL code that has a balance, the amount will print next to category 0, Not assigned on the Comparison Report.
Save Edit – When all GL code assignments are complete for this format, select save edit to permanently record this information.
Delete - To delete all of the assignments in the format displayed, click on the delete button.
Print - To print the Balance Sheet Assignments, click on Print. You have the option to print them in GL code or Category order.
Setup Cost Categories:
Edit - Click on edit to begin entering category codes and descriptions and also to make changes.
Code – Assign a numeric value to the Category you are creating. All revenue categories need to be between 1000 and 1999. Category 1999 is the default for Other Revenues. All expenditure codes need to be between 2000 and 9999. Category 9999 is the default for Other Expenses.
Description – Enter the description of the Category you are creating. An example of these would be Personnel Costs, Supplies, etc.
Save Edit – This will permanently record the current Category.
Delete - Click on Delete to delete a Cost Category code that is displayed.
Print – This will display the current categories with the option to print or export.
Assign Line Items:
When this option is selected, a form will appear for you to use in assigning Revenue and Expenditure codes to the existing categories. You have the option of creating numerous formats.
This gives you the ability to define what transaction codes are assigned to a specific category using multiple combinations, depending on different reporting needs. You may need one format for your auditor and desire a different format to generate the comparison report for your Board of Directors.
When the Assign Line Item option is selected, the following items appear:
Format # – Click on Edit and assign a number to the Format you are creating. If a format number exists, once you enter the format number, it lists all the codes you assigned previously in the grid.
GL Code – Select the Revenue or Expenditure code you are assigning to a Category.
Cost Category Code – Select the existing Cost Category to which you wish to assign the transaction code. As stated in the code section above under Set up Categories, all Revenue codes will be restricted to existing categories between 1000 and 1999, and all Expenditure codes will be restricted to existing Categories between 2000 and 2999. If you have transaction codes with YTD activity that are not assigned to a category, when the report is generated all unassigned Revenue Codes will appear under category 1999 – Other Revenues, and all unassigned Expenditure codes will appear under category 9999 – Other Expenses.
Save Edit – When all transaction code assignments are complete for this format, select save edit to permanently record this information.
Delete - To delete all of the assignments in the format displayed, click on the delete button.
Print - To print the Cost Category Assignments, click on Print. You have the option to print them in GL code or Cost Category order.
Operating Instructions
The From date will be populated with the first date of your current fiscal year. The To date will represent the current period. Neither date can be edited.
Years to Compare: select the number of years you wish to be included on the report.
Balance Sheet: Check this button to generate the Comparison Balance Sheets for the desired number of years.
- Format #: Should you wish to use an available Balance Sheet Category format, make the selection from this combo box.
- With Category Detail: Should you wish to see all GL codes below each category check this button.
Note: You will see a Year End button immediately above the Format # combo box. It will be checked or unchecked based on how it was set the last time you generated a Balance Sheet in Financial Reports. This button cannot be edited so if you wish the report to be generated the other way, you need to go to Monthly Processing\Financial Reports and print the balance sheet in the proper format. Then come back to this supplement.
- Print: This generates the desired report.
Agencywide Revenue and Expense: Check this button to generate the Comparison Agencywide Revenue and Expense report.
- Format #: Should you wish to use an available Cost Category format, make the selection from this combo box.
- With Category Detail: Should you wish to see all GL codes below each category check this button.
Note: You will see an Include Indirect Detail button immediately above the Format # combo box. It will be checked or unchecked based on how it was set the last time you generated an Agencywide Revenue and Expense report in Financial Reports. This button cannot be edited, so if you wish the report to be generated the other way, you need to go to Monthly Processing\Financial Reports and print the Agencywide revenue and expense report in the proper format. Then come back to this supplement.
- Print: This generates the desired report.
