The rows control the structure of the report. There are different row types; account rows (and job rows) specify the selection of General Ledger accounts (or a selection of jobs) to report on. Other row types determine where other lines such as subtotals and text lines come. There are seven different row types:
Row Type | Purpose | Used with "Show On" code |
Account rows | Allow you to specify the General Ledger accounts to include in the report, and when to print them, and to set up calculations based on them. | D, H, F |
Total rows | Allow you to print total lines or calculate accumulator totals. | T |
Standard text rows | Allow you to configure lines of text that you can use in different places on the report - for example, underlines to use as formatting. | S |
Additional text rows | Allow you to specify a paragraph of additional text to include in the report. | X |
Page break rows | Allow you to force a page break. For example, if the report is in two sections you might insert a page break to make sure that the second section starts on a new page. |
|
Blank rows | Allow you to insert blank lines within the report. | B |
Job rows | Allow you to specify groups of jobs to report on. Selected information from the job record is available. | J, H, F |
“Show On” Codes
The "Show On" code is used on the columns to specify which row types the column is shown on. For example, to show the account balance on account rows and total rows, you would include D. and T. in the Show On field for the account balance. H and F refer to the sort headers and footers for account and job rows.
The codes are:
Code | ‘Show On’ |
B | Blank Rows |
Dn | Account (Detail) Rows |
Fn | Sort footers |
Hn | Sort headers |
Jn | Contract (Job Costing) rows |
Sn | Standard text rows |
X | Additional text rows |
Where n is a number that represents a level.
Levels allow you to show different information in different sections of the report. Give the row types in each section different levels, and put the relevant level number after the "show on" code for each column. For example, you could have a report that has summary information on level 1, and account listings (with account descriptions) on level 2.
Or you could have a report with account lines in one section showing closing balance and movement, and a second section with account lines showing budget and forecast:
Item type | Show On | Comment |
Account code | D. | Show the account code on all detail rows |
Account description | D. | Show the account description on all detail rows |
Closing balance | D1 | Show the closing balance for detail rows of level 1 |
Movement | D1 | Show the movement amount for detail rows of level 1 |
Budget | D2 | Show the budget amount for detail rows of level 2 |
Forecast | D2 | Show the forecast amount for detail rows of level 2 |
GL Reporter – Account Rows
The main content of a GL report will be General Ledger account lines.
Account lines display information from the General Ledger account record. For example you may want the balance of the account, the description of the account or the account number. These would all require an Account Line to be selected.
You select which accounts to include in the report by entering an account row, and filling in a From and To range, or a can-do list in the Matches field. You can select accounts by whole account, sector, expense code, analysis set, etc. You can also use Report Tokens to allow the user to specify which accounts to include when they run the report.
If an account line is shown in detail, a line will appear in the report for every individual account that is included in the selection. If the line is shown in Summary (detail flag un-checked), only one line will be displayed showing the balance of the entire account range selected. Therefore, it is possible for the report definition to just contain one Account line (selecting all accounts) and if checked as Detailed, Coins ERP+ will display a row in the report for every account.
To add a report row
Select Account Line as the row type from the Type dropdown.
Enter a Description for the line. This is to help you identify the line when configuring the report – it will not be printed on the report itself.
Use the following fields to identify which accounts you want to include: Account, Account Type, Sector, Expense, plus the analysis set fields.
Populate the remaining fields as necessary.
Field
Description
Company Group
The group of companies to report on.
This allows the user to write reports which access Coins ERP+ companies other than the ‘current’ company. I.e. you may be writing a report in company No. 001, but wish to report on companies 001, 002 and 003. Specify the company group to select from here. Note that it may therefore be desirable to create a company group for each individual Coins ERP+ company (in the System module of Coins ERP+) as well as a group of ‘all companies’. That way, you could specify a report that produced either report rows or columns of each Coins ERP+ company, plus a consolidated view.
Currency Type
The base currency for conversion if you are using more than one currency.
Percent Line
The line number to reflect as a % of another row e.g. Profit as a % of Total Sales.
Enter the row number of the report that you would like to show this line amount as a percentage of. Note that the row number that you refer to must already exist in the report definition. (i.e. it must be above this current line in the report). i.e. row 10 could not contain a reference to row 11 in its percentage line field. However, row 11 could contain a reference to row 10.
Note that the Column tab lines must also be flagged as a % line for these calculations to work. Otherwise the report will show the value of the row, rather than its % value.
Divide Row
The line number to divide a row by another row.
Sort
The order to sort the report. This allows you to sort by account, account code element or analysis set so that accounts will show in an order different to the full account code sequence. You can have up to 5 levels of sort. e.g. 1 = Account, 2= Analysis Code, 3 = Branch, 4 = Dept, 5 = Detail.
Header/Footer Level
The level corresponds to a set of header and footer column fields configured in Report Columns. The header/footer allows you to specify which header/footer to use at the relevant break for the corresponding sort option. These header or footer lines are then referenced on the Column tab of the report.
e.g. if you put a 6 in the header/footer level, then it would use the columns you had set up for show on levels H6 and F6 when displaying the header and footers.
Print Line
Print the line on the report or just process to accumulate report values.
Print Zero
Print zero balances on the report.
Reverse Value
Display negative values as positive and vice versa.
Detail
To print balances in detail or a summary. Detail mode will show all account codes in the selected filter ranges for account codes with one line for each account code. Summary mode will total all account balances on this report as one line.
Print When
The type of balances to be printed on reports i.e. debits, credits.
Account Type
The type of accounts to be included in the report i.e. Balance Sheet only, Profit and Loss only, or All Accounts.
Save Into
This field is used for calculations and total rows of accounts which will then be printed and used on total lines. The unique name to group values for saving into this row i.e. the name of the accumulator. This allows you to add or subtract from a subtotal in a report (which you can ‘name’ to call upon later).
e.g. In a Profit and Loss Report, Sales might be added into an accumulator named for ‘Sales’ and Cost of Sales might be added into an accumulator named ‘CoS’ and these two would then be totalled into an accumulator called ‘GP’ for Gross Profit. Multiple Account lines and/or total lines can ‘save into’ a total.
Operand
This works with the ‘Save Into’ field for calculations. Determines whether the values are added to or subtracted from the accumulator value i.e. + or -
Class
The font name and size for the report e.g. Arial or Bold, 10pt or 12pt.
Variant
A variant to be used for Header or Footer Total.
Extra
The format for the variant.
Click Save.
A new line is displayed. If you do not want to add another line of the same type, click Undo.
Percentage lines
You can show one line as a percentage of another. For example, if you have a billing line and want to show costs for a group of accounts as percentages of billing:
In the Percent Line field on the "account costs" row, enter the row number of the billing row. Note that the row number that you refer to must already exist in the report definition (that is, it must be above this current line in the report).
Set up a column to show the percentage cost; check the Percentage Value field. (Note: if the Percentage Value field is not checked, Coins ERP+ will report the value of the row, rather than its percentage value.)
GL Reporter – Adding a Standard Text Line
Standard Text Lines in report rows enable you to enter your own free text to enhance a report. This could also include underlining.
Select Standard Text Line as the row type option from the field dropdown list, and click Add.
A new line is created for a Standard Text Line in the report.
Enter the description for the Standard Text Line field to be printed on the report; for example, Trading Accounts
The Detail and Print fields will be automatically checked in order to print the Standard Text Line on the report.
Click Save.
A new line is displayed. If you do not want to add another line of the same type, click Undo.
GL Reporter – Adding an Additional Text Line
An Additional Text Line in report rows enables you to enter more than one line of free text on a report, for example an address or a paragraph. It allows text to be displayed in the report which is not associated with account selections or total lines.
Click the Additional Text option from the type field column drop down list and click Add.
A new line is created for an Additional Text Line in the report.
The Detail and Print fields will be automatically checked in order to print the Additional Text on the report.
Enter a description for the Additional Text Line e.g. EMEA
A large text field is then available in order to enter the additional text to be printed on the report e.g. EMEA DIVISION = Europe, Middle East and Africa.
Click Save.
A new line is displayed. If you do not want to add another line of the same type, click Undo.
GL Reporter – Page Breaks
You can add a Page Break to start a new page (for example, to display a new section of the report on a new page).
Select Page Break as the row type option from the type field drop down menu list, and click Add.
A new line is created for the Page Break in the report.
The Detail and Print fields will automatically default in order to print the Page Break on the report.
Enter the description for the Page Break Line e.g. Page Break
Click Save .
A new line is displayed. If you do not want to add another line of the same type, click Undo.
GL Reporter – Adding a Blank Line
You can add blank lines within the report to enable the data to be easily viewed and read. You may also want to have a blank line to space out the data and information from the totals.
When adding Blank Lines you may wish to use Insert, rather than Add. This will enable you to design the report first and add the blank lines where appropriate.
Select Blank Line as the row type option from the type field drop down list. Select the row immediately below where you require the Blank Line if you wish to insert a new blank line.
Click Add to add to the end of the report or click Insert if you wish to insert above the currently selected line.
A new line is created for the Blank Line in the report.
Leave the description field blank for a Blank Line to be printed on the report.
The Detail and Print fields will be selected automatically in order to print the blank line on the report.
Click Save.
A new line is displayed. If you do not want to add another line of the same type, click Undo.
The report will show the additional Blank Line before the total.
GL Reporter – Adding a Job Line
A Job Line report row will display balances on the report, based on the Job selections entered in the line. This allows job information to be displayed on a GL report.
Select Job Line as the row type option from the type field drop down list and click Add.
A new line is created for the Job Line in the report.
The Detail and Print fields will automatically default in order to print the Job Line on the report.
Enter the description for the Job Line e.g. Africa Contracts.
Enter the Job Line detail in the relevant fields. The fields are defined in the table below.
Field
Description
Level
Job lines at the same level will be displayed together in a column on the report.
Contract, Group, Type, Location, Manager, Client, Status of Contract
Use these fields to select which jobs to include.
Active
Select whether to include only active jobs, only inactive jobs, or both.
Complete
Select whether to include only complete jobs, only incomplete jobs, or both.
Include Future Contracts
Check the box to include future jobs.
Company Group
The Company Group to report on.
Currency Type
The base currency for conversion if you are using more than one currency.
Percent Line
The line number to reflect as a percentage of another row; for example, Profit as a percentage of Total Sales.
Divide Row
The line number to divide a row by another row.
Sort
The order to sort the report. Max 5 levels e.g. 1 = Account, 2= Analysis Code, 3 = Branch, 4 = Dept, 5 = Detail.
Header/Footer Level
The level corresponds to a set of header and footer column fields configured in Report Columns.
Print Line
Check the box to print the line on the report or uncheck to just process to accumulate report values.
Print Zero:
Check the box to print the line on the report even if it contains zero balances.
Reverse Value
Check the box to display negative values as positive and vice versa.
Click Save.
A new line is displayed. If you do not want to add another line of the same type, click Undo.
GL Reporter – Totals
To calculate totals for a group of accounts, add the values from the account lines into an accumulator, then show that accumulator on a total line.
On each row you want to include in the calculation, in the Save Into field, enter a code to identify an accumulator (you do not need to set the accumulators up anywhere).
If the account row specifies a range or selection of accounts, the value from each account will be added to the accumulator.
Then create a Total line. Select Total Line in the Type dropdown, and click Add.
Enter the code for the accumulator in the Load From field. You can add more than one accumulator together by entering a comma-separated list.
You can also subtract values from an accumulator, by setting the Operand field to -. For example, in a Profit and Loss Report, sales costs might subtract from "GP" for Gross Profit.
You can also add the value of a Total line into other accumulators to produce grand totals.
The checkbox for Reset Accumulator is not required when producing reports in Coins ERP+. You should leave this unchecked.
To show the totals, you need to identify which columns the totals show on. In the Show On field for the column, add T1.
