Define Financial Report Rows - Field Descriptions

Use the table below for reference when completing the fields on this screen.

Field

Description

Report ID

Enter the ID of the report to display row information for.

Grid

Line

Line numbers are assigned and maintained by the software.

Row type

The five types of rows that can be used on financial reports are:

  • Header rows contain descriptive text that is not specifically associated with a dollar value, and can be positioned anywhere on the financial report.

  • Detail rows print one line for each General Ledger account code that falls within the account number range specified.

  • Total rows print a sum of all accounts within the specified range and associated text.

  • Inclusion rows are used to include an additional account or range of accounts outside the start and end account number range. An Inclusion row is used in conjunction with a total line and must directly follow the total line it is associated with. A virtually unlimited number of inclusion rows may follow a total row.

  • Exclusion rows are used to exclude a portion of the account within the range of accounts being totaled. An Exclusion row is used in conjunction with a total line and must directly follow the total line it is associated with. A virtually unlimited number of exclusion rows may follow a total row.

Start account

Header rows automatically skip this field and proceed to the Top of Form field.

For detail rows, enter the first General Ledger account number you want to print information for.

For Total, Inclusion, and Exclusion rows, enter the account number that begins the range of values to be totaled.

If the Cost center report check box is selected on the Design Financial Reports screen for the current report, enter the complete G/L code.

If the Department report check box is selected on the Design Financial Reports screen for the current report, enter the applicable truncated G/L code.

Note: If this is a departmental report, do not enter the part of the General Ledger account code that contains the department number.

End account

For Detail, Total, Inclusion, and Exclusion rows, enter the General Ledger account number that ends the range.

If the Cost center report check box is selected on the Design Financial Reports screen for the current report, enter the complete G/L code.

If the Department report check box is selected on the Design Financial Reports screen for the current report, enter the applicable truncated G/L code.

Note: If this is a departmental report, do not enter the part of the General Ledger account code that contains the department number.

Level

Spectrum identifies each line by the combination of the ending account number with the level number. There can never be multiple lines ending with the same ending account number/level number combination.

Detail lines are automatically assigned level 10.

The column definitions of the report include percentage columns, so each line is calculated as a percentage of total revenue. The level number entered in this field tells Spectrum which denominator to use in the percentage calculation.

Reverse sign?

For Detail and Total rows, select this box if the values will be printed with the reverse sign, for example, positive numbers as negative numbers, and vice versa. For example, since liability and capital accounts are "negative", the sign should be reversed to print as positive numbers on a balance sheet.

New page?

At the top of form flag, for Header, Detail, and Total rows, select this check box if this row will start at the top of the next screen.

Press Enter to leave the field blank if you want the rows to print successively until the next screen break.

Leave this check box clear if you do not want a new screen.

End account % basis

The End account % basis and Level fields are only used when a percentage has been indicated during Column Entry. It is used to indicate the relationship between the value of the row being entered with a different row. It is also used to link header rows to their corresponding detail and total rows.

Enter the ending account number from which the percentage should be calculated. To enter the final account number of a range being totaled, enter the appropriate account number. In the Cost example, if Total Sales adds the values of accounts 501 through 542, enter "542" as the ending account number.

If the Cost center report check box is selected on the Design Financial Reports screen for the current report, enter the complete G/L code. If the Department report check box is selected on the Design Financial Reports screen for the current report, enter the applicable truncated G/L code.

Note: If this is a departmental report, do not enter the part of the General Ledger account code that contains the department number.

Level % basis

For Total rows, enter the level number associated with this total line.

Lines before

For header, Detail, and Total rows, enter the number of carriage returns to print between the previously printed row and the current row. For example, if 1 is entered, the current row prints directly beneath the previous row. If 2 is entered, there is one blank line between the current row and the previous row. There are two occasions when 0 may be entered:

  • The first row may have a value of zero regardless of the row type since there is no previous row.

  • Header rows may have a value of zero, which causes the text of the current row to be printed on the same line as the previous row.

Start column position

For Header and Total rows, enter the beginning position of the text, press Enter, then enter the text and Enter a second time.

Heading or total label

This field displays for Total rows only. Enter the character that is to be used as the underline character before the total row is printed; choices are -, =, _, or blank if an underline is not needed.

Important: When generating Crystal reports, use a hyphen (-) instead of an underscore (_) or your report will be blank. Underscores may used for Standard reports only.