This chapter contains the following topic:
Building Financial Statement Layouts
Before undertaking to build your own layouts and specifications from scratch, Passport recommends that you review the checklist in this chapter. You might also find it useful to study:
| • | The Sample Reports appendix. You can use the sample layouts as the basis for your layouts by substituting your account numbers for those which appear on the sample layouts and making other changes as necessary. |
| • | The Handling Periodic Inventory appendix. |
| • | The Proforma and SAF Layouts chapter. This lets you build both layouts and specifications automatically. |
Follow this procedure:
| 1. | Lay out the financial statement as you want it to appear on multi-column (for example, 12-column worksheet) accounting paper. Leave plenty of space to add accounts, literals, and text, as you may think of them later. |
| 2. | List the numbers of the accounts that you want to appear on the financial statement. Mark those you want to print on the financial statement with a P and mark those you want to accumulate with an A. These are entered with ACCT codes. |
| 3. | Insert PAT (print accumulated totals) codes at the appropriate places. |
| 4. | Insert SUB (subtotal) codes at the proper places. Use CLS (clear subtotal) codes if needed. |
| 5. | Insert LIT (literals), TEXT (texts), and LEG (legends) codes. These codes control which descriptions are a part of the financial statement and where they print. |
| 6. | Insert LF (line feed), FF (form feed), UL (underline), and DL (double underline) codes at the proper places to make the financial statement easy to read. |
| 7. | On operating statements (and operating statements supporting schedules, as appropriate), insert the SR (start ratio) and ER (end ratio) codes that define the accounts which will be the basis for ratios. |
| 8. | Also on operating statements and supporting schedules, insert the SR and ER (start and end selected ratio) codes, and the SPR and EPR (start and end selected ratio to print) codes. |
| 9. | Insert any TXT1-TXT9 (selected text) and LIT1-LIT9 (selected literals) codes which are to print when the corresponding SPR1-SPR9 codes are selected for printing. |
| 10. | On balance sheets (and balance sheet supporting schedules, as appropriate), insert the BSNI (balance sheet net income) code, that will transfer the net income (loss) from the Operating Statement to the balance sheet. |
| 11. | Next to the codes listed, write the following columns across the page for use in Financial statement layouts: |
|
Bal |
Prt/ |
Prt |
Paren |
Text # |
Literal |
Description |
|
|
type |
Accum? |
Col |
Cntrl |
|
|
|
| 12. | For each account number and function code, write the appropriate information for each column: |
Bal typ (N, D, C, B, or E)
Prt/Accum ? code (P or A)
Prt col code (1, 2, or 3)
Paren cntrl code (D or C)
The text number for TEXT codes
The literal entry for LIT codes
The descriptions of summarized (PAT) or subtotaled (SUB) accounts
| 13. | Review the codes to verify that they will give you the financial statement that you have drawn out on paper. |
| 14. | Enter the layout into the system through Financial statement layouts. |
| 15. | Print an edit list of the layout and review it. Make changes as necessary. |
| 16. | Use Sample statements to print a statement from the entered layout. Compare the printed sample statement with the financial statement you have drawn out on paper. |
| 17. | Make any necessary additions or corrections to the layout. |
| 18. | Verify the layout, using Verify layouts. |
| 19. | Correct any errors found during the verification. |
| 20. | When the sample statement looks correct, print a financial statements through Financial Statements. |
| 21. | Make any final changes necessary to the layout to produce a financial statement with the account information properly accumulated, printed, subtotaled, placed in the columns properly, described, underlined in the right places, and in agreement with the financial statement layout from which you started. |
| 22. | When you have carried out the procedure of steps 1 through 21 for each required financial statement, you are ready to print real financial statements with your real General Ledger information. |
| 23. | See the BSNI Rules in the Financial Statements chapter. Then add the layout you have created to the Financial Statement Specification file. |