Completing the General Ledger Report Options

In this task, define the report type, detail level, and formatting options for a report by populating the General Ledger Report Options screen.

To complete the general ledger report options:

Note: Before you begin, be sure you have completed Step One - Starting the General Ledger Report Layout and are on the G/L Report Options screen.

In the Report Type field, press F10 and select from the following types. The report type determines whether the system requires a start and an end date to calculate the correct values for the report:

Listing of Accounts – Does not require a start or end date.
Balance Sheet – Requires an end date.
Operating Statement – (same as Income Statement) Requires a start and an end date.
Change in Financial Condition – Requires a start and an end date.
Trial Balance – Requires a start and an end date.

If the Use G/L Account Type Flags for Trial Balance control maintenance record is set to No, the Actual column on the Trial Balance report shows a negative amount only when an account is carrying a balance opposite of its "natural" balance.

In the Audited Report field, indicate whether the system should verify that the report template has included all of the appropriate accounts:

Y – The system should audit the following reports:

Report	Includes...
Listing of Accounts	Every valid G/L account.
Balance Sheet	Every G/L account that is designated as a Balance Sheet account.
Operating Statement	Every G/L account that is designated as an Income Statement account.
Trial Balance	Every valid G/L account that is a balance sheet account in the first portion of the report and every G/L account that is designated as an Income Statement account in the second portion of the report.

N – The system should not audit any reports. This is the default.

In the Show Zero Lines field, enter one of the following:

Y – Includes a report line item that contains a value of zero. This is the default.
N – Does not include a report line item that contains a value of zero.

In the Show Zero Branches field, enter one of the following:

Y – Includes a branch with a zero balance on the report. This is the default.
N – Does not include a branch with a zero balance on the report.

In the Show SubLedgers field, type one of the following:

Y – Includes subledgers on the report and allows you to determine whether to include the account balance for the entire account.

Note: If you set the Show Subledgers field to Yes, the data on the Subledger lines of the report shifts to the left 10 characters to distinguish it from data in Account Balances lines. Because of this shift, all data columns should be at least 11 characters wide to keep subledger data from shifting into the adjacent columns.

N – Does not include subledgers on the report.
Only – Includes only accounts on the report that have subledgers defined. Use the SubLedgers hot key to define which subledgers you want to include in the report. If you do not define subledgers using the SubLedgers hot key, the report includes any account that has a subledger attached.

In the Detail Level field, type a number, 0 through 9, to designate the level of detail to print on the report. The default is 1. Keep in mind the following:

Start and End groups and templates that have detail levels with numbers less than or equal to the report detail level print in the expanded format.
Comments with a detail level less than or equal to the report detail display.

In the Represent Numbers field, press F10 and select from the following list to determine how dollar amounts print:

To the Penny – Displays dollars and cents.
Whole Dollars – Displays dollar values rounded to whole dollars.
Thousands – Displays dollar values rounded to thousands of dollars.

In the % Decimals field, enter a number, 0 through 3, to indicate the number of decimals you want the report to contain for percentages. For example, if you enter 2, the percentage displays two numerals after the decimal point. The default is 0.
To override the default company name, enter the name of a different company in the Company Override field. This name displays on both the G/L Report screen and on the report itself.

By default, if you run the report for a single branch, the system uses the name assigned to that branch on the Branch Maintenance screen. If you run the report for multiple branches, the system uses the name assigned to the first branch.

In the Allow Dvr Update field, enter one of the following:

Y – Allows a user to change the G/L Report Template or override the company name used for this report.
N – Does not allow a user to change the G/L Report Template or override the company name used for this report. This is the default.

In the Report Currency field, do one of the following:

To print reports in the company's base currency, leave this field blank.
To print the report in a currency different from the base currency, press F10 and select from a list of currencies.

Note: Indicate the method for selecting the exchange rate to use for converting each transaction amount to a foreign currency on the G/L Account Maintenance screen.

In the Column Delimiter field, enter the character the system uses as a delimiter between columns.
In the Record Delimiter field, enter a character the system uses as a delimiter between records.
In the Negatives as field, press F10 and select from the following list of options:

< > – Places angle brackets around a negative number and inserts commas in large numbers.
- – Places a minus sign in front of a negative number and deletes commas from large numbers.

In the Trim Blanks (Y/N) field, enter one of the following:

Y – The system trims the trailing blanks from the fields of data.
N – The system does not trims the trailing blanks should not be trimmed from the fields of data. This is the default.

Press Esc to display the G/L Report Generator screen.
Continue with Step Three - Completing the Report Generator Options.