Myte Myke
GL CUSTOM REPORTS
Overview:
This procedure will allow you to create custom financial statements.
You can do any or all of the following:
Ø Change the sequence accounts on a report
Ø Select which account numbers should be included on a report
Ø Consolidate several accounts into one
Ø Allocate a percentage of an account
Ø Change the description for an account
Ø Add or eliminate total lines
You must create a TABLE for each custom report. The TABLE is created in SU 41 and SU 43. This TABLE will be used at month end in GL 85 and GL 86 to print customized Trial Balance Sheets, Income Statements or Balance Sheets.
System Set Up M4 Menu
Two options to set up customized GL Reports are available. The first one will allow you to modify a chart table to customize a report in Myte Myke. The second allows you to modify the chart table in a word processing program such as Word Pad or Note Pad.
1. Modification of the Chart Table in Myte Myke
PROCEDURES:
Ø SU 41 Create Chart Table
Select the following option under the file pull down: File Maintenance
After selecting the "File Maintenance" option under the file pull down, you will be prompted to add a range of account numbers that should be included in the new Custom Report.
The next screen will prompt you to enter an ID code for the custom report and a report title.
Ø SU 43 Linear Table File Maintenance
After entering the code and report title in SU 41, select option SU 43 Linear Table File Maintenance. This program is used to modify the chart table for the custom report.
Enter the ID code after entering this program. The Modify Chart Table Linear program returns with new options.
Under the Search pull down select the "primary key" option and press the enter key. This will bring you to the beginning of the file. Press the enter key again to access the Linear Table File Maintenance screen.
The Linear Table File
Maintenance Screen in SU -43
+-------- Linear Table File Maint. You are in the DEMOFILE --------+
¦+----------------------------------------------------------------------------+¦
¦¦Old Acct # ¦New Acct #
¦Description
¦Cat¦Type¦Percent¦¦
¦¦00000-00000¦00000-00000¦ ¦ ¦
¦ .00 ¦¦
¦¦00000-00000¦00000-00000¦ Daisy Tandem Bike Company ¦ A ¦ N ¦ 1.00 ¦¦
¦¦00000-00001¦00000-00001¦PREPARED FROM
BOOKS ¦ A ¦ N ¦
1.00 ¦¦
¦¦00000-00002¦00000-00002¦WITHOUT
AUDIT ¦ A ¦ N ¦
1.00 ¦¦
¦¦00000-00003¦00000-00003¦0038600000
0038700000 ¦ A ¦ N ¦
1.00 ¦¦
¦¦00000-00005¦00000-00005¦0009600195 ASSETS RANGE ¦ A ¦ N ¦ 1.00 ¦¦
¦¦00000-00006¦00000-00006¦0019600395 LIABILITIES RANGE ¦ A ¦ N ¦ 1.00 ¦¦
¦¦00000-00007¦00000-00007¦0039600495 REVENUES RANGE ¦ A ¦ N ¦ 1.00 ¦¦
¦¦00000-00008¦00000-00008¦0049600995 EXPENSES RANGE ¦ A ¦ N ¦ 1.00 ¦¦
¦¦00000-00010¦00000-00010¦0030500000 ¦ A ¦ H ¦
1.00 ¦¦
¦¦00096-00995¦00096-00995¦ ASSETS ¦ A ¦ H
¦ 1.00 ¦¦
¦¦00097-00996¦00097-00996¦CURRENT
ASSETS ¦ A ¦ H ¦
1.00 ¦¦
¦¦00101-00000¦00101-00000¦ CASH ¦ A ¦ ¦ 1.00 ¦¦
¦¦00105-00000¦00105-00000¦ ACCOUNTS RECEIVABLE ¦ A ¦ ¦ 1.00 ¦¦
¦+----------------------------------------------------------------------------+¦
¦ New Acct # 00000-00000 ¦
¦
¦
¦ Esc
F1 F3 F4
F6 F8 F9 ¦
¦ Back
Help Toggle Update Resel Option Jump ¦
+----------------- 09/19/01 14:04
DEMO GLFTBL 6.0.1A
-----------------+
Linear field definitions:
Old Acct # This is the 10 digit account-subaccount number transferred from the chart of accounts. Do not change these numbers.
New Acct # Assign a new Account number to all or part of the "Old Acct#".
Description This is a 35 character alpha numeric field. The description is
transferred from the chart of accounts. Add the description that should be used on the custom report.
Ca This is the category transferred from the chart of accounts-Asset, Liability, Revenue or Expense account.
Type This code is transferred from the chart of accounts. This identifies if an account is a posting (leave blank), accumulator (I, S, M OR T), suspense (X), totaling (T), narrative heading (N) or profit (P) account.
Percent Add the percent of the balance of the Old Account to the new account number. Further explanation on percentages follows.
NOTE: Do not make any changes to any accounts that displays "00000-00000" or TCB in the "Old Acc't #" field. You will find these records at the beginning and the end of the file.
Modification Examples
Ø Changing Account Numbers
In the table, each account number is listed twice. The first account number must not be changed. This is the computer's reference back to the original Chart of Accounts. By changing the second account number, you tell the computer the new account number to be assigned to this account.
Ø Change Descriptions
Account descriptions may be changed simply by over-typing the previous description.
Ø Consolidate Accounts
Several accounts may be combined into one to create a report with less detail. Again you change only the second listing of the account/subaccount number. This tells the computer to add the amount in the original account number to the amount in the special account number, and omit the original account number from the report.
Ø Split One Account into Multiple Accounts (Adding Accounts).
Ø Allocate Percents of One Account to Others
Sometimes, when consolidating information on a report, it is beneficial to be able to distribute the amount in one account to two or more other accounts. This may be done on a percentage basis, by changing the second account number, and then indicating the percent to be allocated in the column which has listed "100" in all of the previous examples.
2.
Modification of a Chart Table with a word processor
procedures:
Ø SU 41 Create Chart Table
Select the following option under the file pull down: Word processing
After selecting the " Word processing " option under the file pull down, you will be prompted to add a range of account numbers that should be included in the new Custom Report.
The next screen will prompt you to enter an ID code for the custom report and a report title.
Ø In Windows Explorer, locate the file GLTxxx (where xxx represents the code assigned to you chart table for your custom report).
Ø Double click the file and open it with Word Pad or Note Pad. Modify the chart using the same procedures as defined for modification in Myte Myke.
1 2 3 4 5 6 7 8 9
00000 00010 00000 00010 100+0030500000 H A
00096 00995 00096 00995 100+ ASSETS
H A
00097 00996 00097 00996 100+CURRENT ASSETS H A
00101 00000 00101 00000 100+ CASH A D
00105 00000 00105 00000 100+ ACCOUNTS RECEIVABLE A D
00105 00701 00105 00701 100+ RESERVED FOR BAD DEBT A D
00110 00000 00110 00000 100+ INVENTORY A D
00110 00001 00110 00001 100+ INVEN-FINISH GDS, CLS 1 A D
00110 00002 00110 00002 100+ INVEN-FINISH GDS, CLS 2 A D
00110 00020 00110 00020 100+ INVEN-FINISH GDS, CLS 20 A D
00110 00050 00110 00050 100+ INVEN-FINISH GCS, CLS 50 A D
00110 00103 00110 00103 100+ INVEN-RAW MATLS,CLASS 103 A D
FIELD DEFINITIONS:
Column 1 and 2 represent the old account-sub account number. Again, this should not be changed.
Column 3 and 4 represent the new account-sub account number.
Column 5 represents the percentage of the account to be transferred to the special report file.
Column 6 represents the description.
Column 7 represent the "Type" of an account.
Column 8 represents the "Category" of an account.
Column 9 represents the "Natural Balance" of an account.
GL-85
LOAD/UPDATE CUSTOM CHARTS
PURPOSE: This procedure loads monthly balances into each account listed in one of the special charts created through "Create Chart Table" in System Manager or System Set Up to a file named GLMxxx (where xxx is the table's ID code), so that custom financial reports may be printed. It must be run prior to running "Print Custom Financial Repts".
LOAD/UPDATE CUSTOM CHARTS PROCEDURE:
Ø From the General Ledger M8 menu, select "Load/Update Custom Charts". From the "File" menu, select "Run program...". In the "Load Special Chart" screen, enter the three character ID code of the special chart to be used and press the enter key. Proceed to GL-86.
GL-M8-86
PRINT CUSTOM FINANCIAL REPORTS
PURPOSE: This is the print procedure that finishes the job of creating special Income Statements and/or Balance Sheets for special reporting purposes. It prints reports from a custom chart named GLMxxx (where "xxx" is a user_defined code).
PRINT PROGRAM NAME:
Trial Balance GLD050
Income Statement GLD800
Balance Sheet GLD090
Ø Enter the 3 character ID code for the chart from which financial statements are to be printed and press the enter key. The program returns with the same option as in GL-81 Print Financial Statements.
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