Financial Statements

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This chapter describes the process of designing financial statement formats to match your Chart of Accounts, then using these formats to print your financial statements.

 

Report Styler Program

 

Financial statement styles are set up in the Report Styler program. A financial statement style must be defined and set up in this program before you can print financial statements. Each statement style must be given a two-character Style Code and a Style Description. The Style Code is then used when printing financial statements.

 

Orion allows you to create various versions of a statement format without requiring custom programming and you can have as many different versions as you wish. The following explanation summarizes the options available in the Report Styler. Given the infinite varieties of Charts of Accounts and the accounting issues involved, it will not, however, be a step-by-step reference to creating a financial statement style.

 

A General Ledger report style consists of a unique code, a description, and a corresponding style file located in the Orion data directory. The style file contains one or more definition lines. Each definition line, in turn, consists of a set of commands that are used by the system to determine the exact content and format of one or more printed lines in a financial statement.

 

When you use the Statements button to print a financial statement, you must tell Orion which report definition to use. Orion then uses the record you have indicated and combines the commands in the style with other commands that are unique to the statement type to produce the final format of the selected report.

 

Printing Financial Statements

 

Use this procedure to print financial statements (income and expense statements and balance sheets).

 

Steps

 

To print financial statements:

 

  1. From the button bar, click Action and select Statements. The following screen appears. 
  2. Once you have specified your report style, the period for which to print the information, and other criteria, click the appropriate button to send the report to a printer, the screen, e-mail, or an export file. You can also export your information to a spreadsheet or other document by clicking Export.

 

Field Descriptions – Financial Statements Screen

 

The following table describes the fields on this screen.

 

Field Description
Style The name of the report style to print.
Statement Date If you have defined your report style to reference an As of Date, enter the date in this field. For example, if the header of your report style will say, “Balance Sheet as of December 31, 1998," enter 12/31/98 in the Statement Date field. If your report style references the period number instead, you can leave the current date in this field. Note: The date entered in this field has no control over the data included in the statements. It is only for purposes of populating defined fields (if any) in the statement header.
Fiscal Year The year for which the financial statement is being printed.
Period If you have chosen a report style that has been set up as a balance sheet, you have access to only the first field. The period defaults to the current period, but you can choose any previous period for which to print a balance sheet. If the report style you have chosen is set up as an income statement, you can enter a range of periods. The system defaults to the current period as your range, but you can change it to any range that includes any previous period through the current period.
Departments Prints the statement for a specific range of Departments. If your report style has already been set up to print for a specific Department or for specific Departments, the report style controls what accounts appear on the statement.
Include Inactive Accounts Includes inactive accounts on financial statements.
Detail/Summary Prints all account detail (the system defaults to printing all detail). If you choose not to print a detail statement, any row that does not have the Include When Printed as Summary option checked will not print in detail, but will be included in the subtotal line. The Detail/Summary option is not available if the report style you have specified in the Style field is set up as a balance sheet format.

 


  

Creating a General Ledger Report Style

 

The Report Styler is a template divided into two sections: Header and Body. This template formats the financial statement.

 

Steps

 

To create a General Ledger report style:

 

  1. From the button bar, click Tools and select Report Styler. The following screen appears. 
  2. Select a report style and click Add. The Open screen appears.
  3. Select a template and click Edit. The Template Name screen appears. You can click objects and move them around. When finished, click File and select Close.

  

Editing a General Ledger Report Style


Once you have saved a statement report style, you can access it and make any desired changes.

 

Steps

 

To edit a General Ledger report style:

 

  1. From the button bar, click Tools and select Report Styler. The Statements Styler screen appears.
  2. Select a report style and click Edit. Make changes as required.

 

Deleting a General Ledger Report Style

 

Use this procedure to delete a General Ledger report style:

 

Note:  Be very careful when deleting General Ledger report styles. Once you have deleted a style, you must completely recreate it in order to use it again. The delete process not only deletes the style code, but it deletes the style file from your Orion data directory.

 

Steps

 

To delete a General Ledger report style:

 

  1. Locate the style you want to delete by entering the style code or using the F8 key or the Look-up button.
  2. From the GL Statements Styler screen, select the report style you want to delete.
  3. Click Delete, then click Close.

 

 

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