Advanced Financial Statements

Transcription

1 Sage 100 Fund Accounting Advanced Financial Statements STUDENT WORKBOOK SAGE LEARNING SERVICES Important Notice: Authentic Sage 100 Fund Accounting training guides display a holographic image on the front cover. If you have received a counterfeit copy, please notify Sage Learning Services at The text, logos and images contained within this Training Guide, including all lectures and any supplementary materials, are protected under the Trademark and Copyright laws of the United States, as well as other countries. Any downloading, reproduction or further distribution of any original material within this manual without prior written permission of Sage Software is strictly prohibited Sage Software NPS-FA300-SG

2 NOTICE Visit our Web site at or call to learn about training classes that are added throughout the year. Information in this document is intended solely as general information with respect to common business issues and is not to be construed as professional advice. It is always best to consult a tax or accounting professional for all tax and account related questions. THE INFORMATION HEREIN IS PROVIDED AS IS AND ALL WARRANTIES ARE EXPRESSLY DISCLAIMED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY: OF MERCHANTABILITY; OF FITNESS FOR ANY PARTICULAR PURPOSE; OF NON-INFRINGEMENT OF ANY PROPRIETARY RIGHT OF ANY THIRD PARTY IN ANY COUNTRY; OTHERWISE ARISING OUT OF ANY PRODUCT, PROPOSAL, SPECIFICATION OR SAMPLE; AND ANY WARRANTY THAT THE DOCUMENT IS ERROR FREE. No license, express, implied, by estoppel or otherwise, to any intellectual property right is granted by this document. Sage Software may make changes to the information in this document at any time, without notice. Recipient is solely responsible for assessing the suitability of the information and assumes all risk of use Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and the Sage Software product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks or registered trademarks are the property of their respective owners. BIN: PN: NPS-FA300-SG

3 TABLE OF CONTENTS Advanced Financial Statements Financial Statements Statement of Activities Segment Substitution Using Segment Substitution Statement Format Financial Statement Setup Report Groups Report Group Process Flow Fiscal Year Other Than the Organization's Fiscal Year Statement of Cash Flows Statement of Financial Position GASB Statement of Activities GASB Statement Format GASB Financial Statement Setup Charts Creating Charts Editing Charts Viewing and Printing Charts Displaying a Chart in the Navigator Custom Columns Custom Column Tab Date Override Tab Formula Editor Tab Forecasting Export Reinforcement Exercises Sage Software, Inc. Student Curriculum i-1

4 TABLE OF CONTENTS 2012 Sage Software, Inc. Student Curriculum i-2

5 Advanced Financial Statements Financial Statements Advanced Financial The Application offers many different types of financial statements to meet your organization s specific reporting needs. A list of the available financial reports with a brief description of each report is presented below. Statements Advanced Financial Statements is the final chapter in the three part reporting series. This chapter builds on the skills learned in the previous two chapters, Reporting and Financial Statements. This chapter covers the following topics: Available Financial Statements Creating a Statement of Activities Customizing a Statement of Cash Flows Customizing a Statement of Financial Position Creating a GASB 34/35 Statement of Net Assets Creating a GASB 34/35 Statement of Activities Applying Charts to Financial Statements Creating Custom Columns Applying Forecasting to Financial Statements Exporting Reports NOTE: Participants should become proficient with creating and editing financial statement formats and report setups prior to joining this session. Financial Statements The Financial Statements menu (Accounting > Reports > Financial Statements) includes selections for formatting and printing financial statements. Statement of Financial Position Use this report to print the FASB 117 balance sheet equivalent. To produce FASB 117 compliant reports use the segment substitution feature to report the net asset section by restriction. Statement of Activities Use this report to print the FASB 117 statement of revenues, expenditures, and changes in net assets equivalent. To produce FASB 117 compliant reports use the segment substitution feature to report the expense section by functional category. The segment columns allow you to produce a comparative report by segment code. Therefore, you need to assign a type of column (on the Contents tab) to one of the segments. Then, use the Column Totals tab to subtotal any combination of codes, and to print those subtotals in a column on the report. This report contains the Drill Down Analyzer feature, which allows you to view report data from the report balances level, down to the individual debits and credits that make up the balance. (See the Financial Statements chapter for a review of the Drill Down Analyzer.) 2012 Sage Software, Inc. Student Curriculum 1

6 Financial Statements Sage 100 Fund Accounting GASB Statement of Activities Use this fixed-format report to print Governmental Accounting Standards Board (GASB) compliant statement of activities reports. The format of the report is based on the net cost approach. Function or program specific revenues and expenditures print across the page in pre-defined columns, while non-specific revenues are printed in the bottom section of the report. To use this report, a GASB statement format must first be set up (Accounting > Reports > Financial Statements > Create GASB Statement Formats). NOTE: The GASB Statement of Activities prints in a legal-landscape format only. Balance Sheet - Use this report to view a standard balance sheet. This report may be used to comply with FASB 117/GASB, if the segment substitution feature is used to report the net asset section by restriction. This report contains the Drill Down Analyzer feature. Combining Balance Sheet - Use this report to view the balance sheet with a selected segment in columnar format across the page. For example, this report may be used to print the balance sheet for the grant segment with grant amounts listed side by side in columnar format. This report may be used to comply with FASB 117/GASB if the segment substitution feature is used to report the net asset section by restriction. The segment columns allow you to produce a comparative report by segment code. Therefore, you need to assign a type of column (on the Contents tab) to one of the segments. You may then use the Column Totals tab to subtotal any combination of codes, and to print those subtotals in a column on the report. Statement of Revenues and Expenditures - Use this report to view the standard statement of revenues and expenditures with budget to actual comparisons. This report is also used to view your current budget position with previous years. You must have a revenue and expenditure type format set up to use this report. This report contains the Create Chart feature which allows you to create custom line, bar, column, or pie charts from reports. To access this feature, open an existing report or save a new one. Charts you create will reflect your actual data and may be displayed on the Navigator Home function > Task window. This report includes the Custom Column feature that allows you to create additional reporting columns that are not available as existing pre-defined columns. You may create a custom column with a date range that is different than the report date range. Alternatively, you may create a column that calculates values based on the amounts from existing pre-defined columns, other custom columns, and User Defined Fields (UDFs). This report contains the Drill Down Analyzer feature. Combining Statement of Revenues and Expenditures - Use this report to view the statement of revenues and expenditures with a selected segment in columnar format across the page. For example, you may print the statement of revenues and expenditures by the fund segment with fund amounts listed in columnar format. You must have a revenue and expenditure type format set up to use this report. 2 Student Curriculum 2012 Sage Software, Inc.

7 Advanced Financial Statements Financial Statements You may use this report to comply with GASB 34/35 government-wide and fund financial statement requirements. The segment columns allow you to produce a comparative report by segment code. Therefore, you need to assign a type of column (on the Content tab) to one of the segments. You may then use the Column Totals tab to subtotal any combination of codes and to print those subtotals in a column on the report. This report contains the Create Chart feature. Statement of Revenues and Expenditures by Period - Use this report to view the statement of revenues and expenditures with periods in columnar format across the page. The reporting periods may be viewed as monthly, quarterly, or yearly as defined on the Options tab. The report consists of account information, group account information, and period column information for Actual, Budget, Variance Amount; and total of all the Period columns. You must have a revenue and expenditure type format set up to use this report. This report includes the Forecasting feature that allows you to include forecast values for periods that do not have actual balance activity. This report contains the Create Chart feature. Statement of Cash Flows - Use this report to produce a statement of cash flows. The purpose of a statement of cash flows is to provide relevant information about the cash receipts and cash disbursements during a period, and whether they stem from operating, investing, or financing activities. To use this report, the statement of cash flows format must first be set up using the Reports > Financial Statements > Create Statement Formats form. This format is where you will design the statement format to follow either the direct or indirect method of reporting cash flows. Combining Statement of Cash Flows - Use this report to produce a statement of cash flows with the addition of totaling all segment columns. The segment columns allow you to produce a comparative report by segment code. Therefore, you need to assign a type of column (on the Contents tab) to one of the segments. Then, use the Column Totals tab to subtotal any combination of codes, and to print those subtotals in a column on the report. To use this report the statement of cash flows format must first be set up using the Reports > Financial Statements > Create Statement Formats form. This format is where you will design the statement format to follow either the direct or indirect method of reporting cash flows. This report may be used to comply with GASB 34/35 government-wide and fund financial statement requirements. Within this chapter, you will review the three basic financial statements used by Nonprofit organizations: the statement of activities, statement of cash flows, and statement of financial position. In addition, a schedule of functional expenses is presented as a reinforcement exercise. The chapter begins with the statement of activities. Different versions of the statement of activities are described to demonstrate advanced topics such as: Segment Substitution Column Totals Report Groups Alternative Reporting Years The techniques used to create the statement of activities are then applied to the statement of cash flows, and statement of financial position. NOTE: The financial statements presented are illustrations of how to perform specific functions within the Application. Your CPA may determine your organization s reporting requirements Sage Software, Inc. Student Curriculum 3

8 Statement of Activities Sage 100 Fund Accounting Statement of Activities The Statement of Activities is the FASB 117 equivalent of a statement of revenues and expenditures. One difference between a statement of activities and a statement of revenues and expenditures is reporting expenses by functional category instead of natural classification. You may report expenses by different classifications on financial reports with segment substitution. Segment Substitution With segment substitution you may substitute fund, balancing, non-balancing, and restriction segments, or segment report groups for the general ledger segment on financial reports. The ability to substitute segments is available with all the financial reports except for the statement of cash flows and combining statement of cash flows. Substituting segments on reports requires selecting the Segment selected at report time option on the report format and the Segment to Substitute for GL Segment option on the report setup. Report Setup The Segment to Substitute for GL Segment is selected on the Options tab of the Report Setup. Report Format To enable segment substitution select Print Balance for Segment selected at report time on the Assign Accounts tab of the report format. The drop-down list includes all segments except the general ledger segment. Select a segment or segment group to substitute reporting of GL codes by the selected segment. Select None to have amounts reported by the GL segment. NOTE: Print Detail must be selected for all of the assigned accounts when choosing the Segment Selected at Report Time option. 4 Student Curriculum 2012 Sage Software, Inc.

9 Advanced Financial Statements Statement of Activities Using Segment Substitution Below is a draft outline of a statement of activities. You will create a report format and report setup based on this outline. The final report will demonstrate the use of segment substitution and other features, such as column totals. Select Format Tab Use the Select Format tab to create a new report, or select one of the existing reports from the dropdown list. Statement Type - Select the type of format that you are creating. Choose from: Statement of Financial Position, Statement of Activities, Balance Sheet, Statement of Revenues and Expenditures, and the Statement of Cash Flows. Statement Format The statement format, Accounting > Reports > Financial Statements > Create Statement Formats, represents the outline of the financial statement. To create the format, first add the Sections and Subsections, then assign the General Ledger Accounts and finally, create the totals. For the FASB 117 Statement of Activities, the expenditure section is categorized by functional category. In the example above, the program segment code is substituted for general ledger expense accounts. This demonstrates the Segment selected at report time option. Format Name - Type the format name that describes and identifies the format outline. You may create as many formats for each statement type as are necessary to meet your organization's reporting needs. You will assign the format name to the financial statement report setup (Reports > Financial Statements > Statement Type). Statement Title - The statement title appears on the financial statement when it is printed. The statement title is often the same as the statement type, but you may change the title. The statement title prints in the report header Sage Software, Inc. Student Curriculum 5

10 Statement of Activities Sage 100 Fund Accounting Create Outline Tab Use the Create Outline tab to create the format outline, including section titles. The statement outline displays the structure of the financial statement as you design it. Use the auxiliary command buttons create the necessary sections. to This tab is only available if the selected section is the lowest level section. Assign Accounts Tab Use the Assign Accounts tab to assign specific general ledger accounts to the section selected on the Create Outline tab. Each general ledger account may be selected for only one section title. NOTE: Fund Balance/Equity general ledger accounts with an account type of NAE may be assigned to both a Fund Balance section and Changes Fund Balance section. NAE type general ledger accounts are the only accounts that may be assigned to more than one section. Section Title - (Display Only) You may assign accounts to the section displayed here. The title is the selected section on the Create Outline tab. If you would like to assign accounts to a different section, return to the Create Outline tab and select that section. Print Balance for: GL Account Select this option to include general ledger segment balances in the financial report. Segment selected at report time Select this option to include balances for a segment or report group, other than the general ledger segment, in the financial report. If you choose the option to print balances for a segment selected at report time, you determine which segment to use at the time the report is formatted. Segment substitution is only allowed on certain financial statements. 6 Student Curriculum 2012 Sage Software, Inc.

11 Advanced Financial Statements Statement of Activities Create Totals Tab Use the Create Totals tab to combine multiple first level Section Titles into one total. Although totals are automatically provided for all sections in the statement outline, you may combine totals for multiple first level section titles. You may access this tab by selecting a total section on the Create Outline tab. You may designate a section as a total section using the Specify Section Type box on the Section Options form. TIP: The draft outline below indicates that the Revenue section is reported with 2 levels. To accommodate this requirement, use the Add Lower Level auxiliary command button when creating your format. TIP: The draft outline indicates that expenses also report at 2 levels. However, notice the expenses are actually reported by Program Segment codes (functional category). This is an example of the Segment Selected at Report Time option. As a result the Expenses section is reported only with one level. Total Title - (Display Only) You may create totals to the section displayed here. This title is the selected section on the Create Outline tab. If you would like to create totals for a different section, return to the Create Outline tab and select that section. Financial Statement Section Titles Available Items - The Available Items box displays all first level sections that are not total sections. Select the sections you would like to combine by clicking twice on an item in the Available Items list. You may also use the Mover buttons to select sections. Selected Items - The Selected Items box includes the sections that you would like to combine. Remove sections from the Selected Items box by clicking twice on an item in the list. You may also use the Mover buttons to remove the sections. TIP: The Adjustments to Net Assets are different from the Revenues over Expenses. Adjustments represent journal entries posted directly to the net asset/equity (NAE) type accounts.this includes any entries posted with an A (Adjustment), or N (Normal) Transaction Entry type Sage Software, Inc. Student Curriculum 7

12 Statement of Activities Sage 100 Fund Accounting TIP: On the Assign Accounts tab: Always assign General Ledger (GL) accounts to the lowest level within a section. TIP: Once the accounts are assigned, the GL Accounts sort automatically in numerical sequence. You cannot change the sequence of the selected GL Accounts. TIP: You may only assign GL Accounts once. The exception is the NAE type account that may be assigned to the Begin Net Assets section and the Changes Net Asset section. TIP: To modify a <default> report, you must change something other than the Report Name before typing a new name for the report. An easy way to do this is to change the Print Name In selection, then simply type a new Report Name. TIP: If Clear Fields on Save is selected in your workstation s settings, all fields in the current form will clear when you click the Save button. To change this selection, navigate to Options > Customize Workstation Settings > Preferences tab and deselect the corresponding checkbox. TIP: If you choose to categorize a section of the financial statement by functional category, select Print Balance for - Segment selected at report time. This selection also requires that you select Print Detail - Yes for all Selected Items. TIP: Select the Print Report Setup button to print an outline of all the report setup completed on the various tabs. TIP: Click the Help button from within the Content tab of report setup whenever you are unsure how the Application will calculate a given column. From within the Help screen, scroll down to view the desired column s definition. 8 Student Curriculum 2012 Sage Software, Inc.

13 Advanced Financial Statements Statement of Activities Activity: Create Statement of Activities Format with Segment Substitution Navigator: Accounting > Report Manager > Financial Statement Formats Classic View: Accounting > Reports > Financial Statements > Create Statement Formats Select Format Tab Statement Type: S/A - Statement of Activities Format Name: Board of Directors Statement Title: Statement of Activities Create Outline Tab Click Add Same Level to create the Revenue Section. Section Title: Revenue Specify Section Type: Other Position on Page: Left Justify Specify Section Account Categories: Revenue Total Underline: Single Click OK. Click Add Lower Level to create subsection Grant Revenue Click Add Same Level to create subsection Contributions Click Add Same Level to create subsection Investment Income Click Add Same Level to create subsection Education & Program Revenue Click Add Same Level to create subsection Other Revenue Click Add Same Level to create subsection Net Assets Released from Restrictions 2012 Sage Software, Inc. Student Curriculum 9

14 Statement of Activities Sage 100 Fund Accounting Highlight Revenue Section Click Add Same Level to create the Expenses Section Section Title: Expenses Specify Section Type: Other Position on Page: Left Justify Specify Section Account Categories: Expense Total Underline: Single Click OK Highlight Expenses Section Click Add Same Level to create the Revenue over (under) Expenses Section Section Title: Revenue over (under) Expenses Specify Section Type: Total Position on Page: Left Justify Specify Section Account Categories: Revenue Total Underline: Single Click OK Highlight Revenue over (under) Expenses Section Click Add Same Level to create the Net Assets at Beginning of Year Section Section Title: Net Assets at Beginning of Year Specify Section Type: Other Position on Page: Left Justify Specify Section Account Categories: Begin Net Asset Total Underline: None Click OK. Highlight Net Assets at Beginning of Year Section Click Add Same Level to create the Adjustments to Net Assets Section Section Title: Adjustments to Net Assets Specify Section Type: Other Position on Page: Left Justify Specify Section Account Categories: Changes Net Asset Total Underline: Single Click OK 10 Student Curriculum 2012 Sage Software, Inc.

15 Advanced Financial Statements Statement of Activities Highlight Adjustment to Net Assets Sections Click Add Same Level to create the Ending Net Assets Section Section Title: Ending Net Assets Specify Section Type: Total Position on Page: Left Justify Specify Section Account Categories: Begin Net Asset Total Underline: Double Click OK Assign Accounts Tab For this part of the Activity: you will move frequently between the Assign Accounts tab and Create Outline tab. First, you select the section (or subsection) in the Create Outline tab. Second, click on the Assign Accounts tab to assign the GL Accounts. Highlight Subsection Grant Revenue Select GL Accounts: and Print Balance for: GL Account Print Detail: No for all GL Accounts Highlight Subsection Contributions Select GL Accounts: Print Balance for: GL Account Print Detail: No Highlight Subsection Investment Income Select GL Accounts: Print Balance for: GL Account Print Detail: No Highlight Subsection Education & Program Revenue Select GL Accounts: to Print Balance for: GL Account Print Detail: No for all GL Accounts Highlight Subsection Other Revenue Select GL Accounts: to 46601, 48001, and Print Balance for: GL Account Print Detail: No for all GL Accounts 2012 Sage Software, Inc. Student Curriculum 11

16 Statement of Activities Sage 100 Fund Accounting Highlight Subsection Net Assets Released from Restrictions Select GL Accounts: and Print Balance for: GL Account Print Detail: No for all GL Accounts Highlight Section Expenses Select GL Accounts: to Print Balance for: Segment selected at report time Print Detail: Yes for all GL Accounts Highlight Section Net Assets at Beginning of Year Select GL Accounts: Print Balance for: GL Account Print Detail: No Highlight Section Adjustments to Net Assets Select GL Accounts: Print Balance for: GL Account Print Detail: No Create Totals Tab For this part of the exercise, you will move frequently between the Create Totals tab and Create Outline tab. First, you will select the Section in the Create Outline tab. Second you will click on the Create Totals tab to assign the Sections to be totaled. Highlight Section Revenue over (under) Expenses Select: Revenue and Expenses Highlight Section Ending Net Assets Select: Revenue, Expenses Click Save and Close to exit the format Net Assets at Beginning of Year Adjustments to Net Assets 12 Student Curriculum 2012 Sage Software, Inc.

17 Advanced Financial Statements Statement of Activities Financial Statement Setup The report setup, Accounting > Reports > Financial Statements > Statement of Activities represents the detail of the financial statement. The Application s report writer is very flexible, providing many options for designing the financial statement. You determine the columns, headings and totals to include in reports. You may also run reports for open or closed fiscal years or across multiple years. In the following example you will review many of these features. To create the report; complete the Setup, Content, Filter, Groups, Column Totals, Options, Layout, and Security tabs. NOTE: Only the Setup, Content, Column Totals, and Options tabs are discussed in this section. A thorough discussion of the other tabs is presented in the Financial Statements Chapter. Setup Tab Use the Setup tab to assign a report name. Either set up a new report, or select one of the existing reports from the drop-down list. Specify the date range for the data included in the report by typing balances dates. The Account Balances Begin date and the Current Reporting Year Begins date are used to obtain the beginning balances for the Opening Balances date. Additionally, current period dates are also required to specify the reporting period for this report. Account Balances Begin The Account Balances Begin date determines the beginning balance entries used for the report. Typically this is the date when the beginning balances were entered by your organization and/or the first day following the last fiscal year that was closed (Activities > Close Fiscal Year). When creating a new report, the date will default to the first day of your organization s first open fiscal year. NOTE: Beginning Balances are normally entered as UO-type entries on the first day of the fiscal year or N- type entries during mid-year implementation. Closing a fiscal year automatically creates SO-type entries on the first day of the open fiscal year. The Application needs these entries to calculate the correct opening balances. Current Reporting Year Begins - The Current Reporting Year Begins date is the first day of the fiscal year that is represented by the report. The date defaults to your organization's Current Fiscal Year Begins date. (You entered a Fiscal Year Ends date when you set up your organization using the File > New Organization wizard in Administration.) The current reporting year begins date will be the same as, or a later date than, the Account Balances Begin date. NOTE: If you are producing a report based on a different fiscal year, the Account Balances Begins date should be the first day of your organization's fiscal year and the Current Reporting Year Begins date should be the first day of the desired report fiscal year. Current Period Dates - Current period dates represent the date range of the detail transactions reported. The Opening Balances date will be the same as, or a later date than, the Current Reporting Year Begins date. Financial Statement Format - Select the financial statement format to use for this report Sage Software, Inc. Student Curriculum 13

18 Statement of Activities Sage 100 Fund Accounting Content Tab Item(s) by Page and Combining Column This report contains segment columns, which allow you to produce a comparative report by segment code. On the Content tab, assign a Type of Column to one of the segments. Filter Tab Tips TIP: Non-sequential values may be included or excluded from the report by using the IN and Not IN operators respectively. A comma and a space separate values entered with IN and Not In operators. TIP: When using Like or Not Like, you may use the wildcard indicator percentage (%) to represent any number of characters, and/or an underscore (_) to represent any one character. Column Totals Tab NOTE: The Item(s) by Page & Combining Column section requires a selected item with a Type of Column for this type of Report. Report Body Repeat Column - If the Repeat Column box is selected, the Application automatically repeats the report body title in the first column on subsequent pages. The report body title is the only column that allows this option and it is only available on Financial Statement reports (Reports > Financial Statements) with the exception of GASB Financial Statements. If selected, Statement Levels 1, 2 and 3 display as a repeated title (depending on the statement format and selected columns on the Report Body). Repeat Columns apply to both the Landscape and Portrait layout. These columns may be viewed in Print to Screen, Print Preview, and the actual printout. Repeated Columns also display in Export to Excel documents, as well as PDF documents. Use the Column Totals tab to subtotal any combination of codes, and to print those subtotals in a column on the report. This tab is only available if a type of Column was selected in the Items by Page & Combining Column box on the Content tab. The column segment displays along with all codes associated with it. The following financial reports include the Column Totals tab: Statement of Activities Combining Balance Sheet Combining Statement of Revenues and Expenditures Combining Statement of Cash Flows Column Segment The Application displays the segment that is selected in the Items by Page > Selected Items section as Type: Column. 14 Student Curriculum 2012 Sage Software, Inc.

19 Advanced Financial Statements Statement of Activities Codes Table Code The Application displays the codes associated with the column segment. Title The Application displays the code s title. Subtotal Select this check box to sub-total certain columns on the report. The report subtotals the columns up to the last check mark. For example, if the report needs to subtotal both 101 and 201, check the box for 201 to print a subtotal column for both 101 and 201. If the box is not selected, the codes appear on the report with no subtotals. Subtotal Title Type a title for the column containing the subtotal Sage Software, Inc. Student Curriculum 15

20 Statement of Activities Sage 100 Fund Accounting example, if your format includes 2 levels, set the statement level to 2. TIP: Initially the codes for column totals appear in numeric sequence; however, they may be moved into the order you would like them to appear on the report. Simply select the entire row, and then drag the row to the appropriate place using the mouse. Options Tab Use the Options tab to set up options for the report. Segment to Substitute for GL Segment - The drop-down list includes segments and segment groups except the general ledger segment. Select any segment or segment group to substitute reporting of GL codes by the selected segment. Select None if you wish to have your amounts reported by the GL Segment. Budget Version ID - Select a budget version on which to base the budget amounts. Budget versions are created using Administration > Organization > Set Up Modules > Budget > Budget Versions. Include Equity Section - This option allows you to include or exclude the equity section on your printed report. Whether the box is checked or not, the equity information will only be available if you have set up your report format to include equity. Include Encumbrances as Expenditures - This option allows you to include or exclude encumbrances as expenditures. This option will only be available if you have installed the Encumbrances module. Include Year End Adjustments - The default is set to selected. By selecting Year End Adjustments, all A-type entries are included with the N-type entries. Suppress Columns When the Column is Zero for the Entire Report - Select this option to suppress columns that have all zeros. Columns that have a zero value throughout the entire report will be suppressed. Rounding - Use this option to round amounts to the nearest whole amount when printing the report. Select None if you do not wish to round amounts. TIP: You may use column subtotals and segment substitution, and/or report groups together on the same report. Statement Level - Select the level to print on your financial statements. You created these levels (1-3) when you entered your section titles using the (Reports > Financial Statements > Create Statement Formats > Create Outline tab). For 16 Student Curriculum 2012 Sage Software, Inc.

21 Advanced Financial Statements Statement of Activities Activity: Set Up Statement of Activities with Combining Columns Navigator: Accounting > Report Manager > Process Manager-Reports > Financial Statements > Statement of Activities Classic View: Accounting > Reports > Financial Statements > Statement of Activities Setup Tab Report Name: Statement of Activities with Columns by Restriction Print Name In: Footer Page Footer: Included Balances Dates: Account Balances Begin: 01/01/2011 Current Reporting Year Begins: 01/01/20XX Current Period Dates: Date Items: Custom Opening Balances: 01/01/20XX Ending Balances: 12/31/20XX Financial Statement Format: Board of Directors Content Tab Item(s) by Page & Combining Column: Selected Items: 117 Code Sort: Asc Type: Column NOTE: The Item(s) by Page & Combining Column section requires a selected item with a Type of Column for this type of Report. Report Body: 2012 Sage Software, Inc. Student Curriculum 17

22 Statement of Activities Sage 100 Fund Accounting Filter Tab Groups Tab No Changes No Changes Column Totals Tab Move Codes 2 and 3 to the top of the Codes table. Select Subtotal for Code 3 (Permanently Restricted). Subtotal Title: Total Restricted Move Code 1 above Blank (No 117) code. Options Tab Financial Statement Section: Segment to Substitute for GL Segment: Progr Statement Level: 2 Budget Version ID: No Change Include Equity Section: Yes Include Encumbrances as Expenditures: No Include Year End Adjustments: Yes Miscellaneous Section: Suppress Columns When the Column is Zero for the Entire Report: Rounding: 1 (In Whole Numbers) Layout Tab Font Setup: Page Setup: Yes No changes Orientation: Landscape Click OK. Security Tab No Changes Save the report setup. Recall Report Name (if necessary): Statement of Activities with Columns by Restriction Click the Print to Screen button and review the report. Click Exit to close Print to Screen, then Close to close the report. 18 Student Curriculum 2012 Sage Software, Inc.

23 Advanced Financial Statements Report Groups Report Groups Report Groups provide an alternative way of reporting summarized accounting data. First, select the segment for which you would like to create a Report Grouping. Second, create a Group Set. Third, create your Group Codes and Titles, and assign your segment account codes to each Group Code. Group Title/Short Title - If you are creating a Group Code, you must type a Group Title. You may also change the Group Title and Short Title for an existing Group Code. The Short Title displays the first 15 characters of the Group Title. You may accept the default or type a new title. At report printing time, you may choose to print the Group Title or the Short Title for your groups. After you create the group set, assign it on the Groups tab in your financial statement setup. After assigning the group set on the Groups tab, assign the group codes on the Content tab, if desired. Assign Report Groups Use the Assign Report Groups form (Reports > Assign Report Groups) to create Report Groups that will summarize account balances on your reports. Assign or group the accounts under report group titles. Each Report Group code must belong to a Group Set, and you may have as many Group Sets as you wish. Segment - Either type an existing segment or select one from the drop-down list. Group Set Name - Type the name of the group set for which you are creating or editing groups. You may type a new group set name, type an existing group set name, or select one from the drop-down list. Group: Group Code - Type or select a group Code to represent the report group you are creating or editing. Accounts: Available - All related segment codes for the segment you selected are available for selection in the Available box, except those already assigned to a Group Code in this Group Set. Selected - The selected box displays segment codes that are included in your Group Code. The segments are displayed in the order they appear in your group. TIP: Filtering (using the Filter tab) on a Group Code is available, and requires that the report groups are selected on the Group tab. NOTE: The maximum length of your group code is determined by the segment's length Sage Software, Inc. Student Curriculum 19

24 Report Groups Sage 100 Fund Accounting TIP: When you choose to print a report using groups rather than individual account codes, only account codes assigned in the groups you created for the Group Set will be included in the report. TIP: You may assign a <blank> code to a Group Code. This will allow you to include transactions in the report even if they were not assigned a code for the Group segment. TIP: You may use a Group Code to substitute for the general ledger segment. You cannot use a general ledger group code to substitute for the general ledger segment (Reports > Options tab). TIP: Always use the Chart of Account Codes wizard when adding a new account number in order to model Report Group Assignments for the new account. TIP: Click Save after the creation of each new Group Code, then click New to create another Code. WARNING: When you choose to print a report using a segment s Report Group rather than its individual account codes, only account codes included in the groups you created for a Group Set will print on the report. If you did not assign all account codes to a Group Code within the Set, they will be filtered out of the report. TIP: Click and to Export the Report Group Set to Excel. You may wish to note any accounts not included in the Report Group Set since they will be filtered out of any report in which you use the Report Group. Report Group Process Flow 1. Create Report Group Set Create in Reports > Assign Report Groups. 2. Assign the segment Report Group in the desired Report Setup s Content, Filter, or Options tab Report Groups may be added to the Report Content as an Item by Page, Report Body Column, Filter, or Segment to Substitute for the GL Segment. 3. Specify the desired Report Group Set in the Groups tab of the Report s Setup. The report will only include those account codes assigned to a Group Code within the Group Set selected on the Groups tab. Optional Activity: Assign Report Groups Navigator: Accounting > Report Manager > Assign Report Groups Classic View: Accounting > Reports > Assign Report Groups Segment: Grant Group Set Name: Comparative Report 20 Student Curriculum 2012 Sage Software, Inc.

25 Advanced Financial Statements Report Groups Group Code Group Title Group Short Title Accounts Available Gr1 Health Appeals Health Appeals 101 and 108 Gr2 Housing Housing 201 and 208 Gr3 Child Welfare Child Welfare 301 and 308 Gr4 Other Other 990, 998, 999, and <Blank> NOTE: Press Save after entering each Group Code. Click Save and Close 2012 Sage Software, Inc. Student Curriculum 21

26 Report Groups Sage 100 Fund Accounting Using Report Groups Earlier you created a statement of activities. Now you will modify that statement of activities to include report groups as a combining column. Edit the report setup and run the statement of activities in the Activity example. Review the Statement of Activities with report groups. Activity: Use Report Groups in a Statement of Activities Navigator: Accounting > Report Manager > Process Manager-Reports > Financial Statements > Statement of Activities Classic View: Accounting > Reports > Financial Statements > Statement of Activities Setup Tab Click Copy/Save As/Rename to copy the report setup. Copy: Selected From Name: Statement of Activities with Columns by Restriction To Name: Grant Activity Do Not Allow Changes to this Report: Not Selected Click OK. Content Tab Item(s) by Page & Combining Column: Selected Items: Remove 117 Code Selected Items: Select Grant Group Code Sort: Asc Type: Column Report Body: 22 Student Curriculum 2012 Sage Software, Inc.

27 Advanced Financial Statements Report Groups Filter Tab No changes Groups Tab Selected Segments: Grant Group Group Set: Comparative Report (or CompRpt if unavailable) Column Totals Tab No Changes NOTE: When the column segment is changed, the previous Column Totals Subtotal selection is removed. Options Tab Layout Tab Security Tab Save the report setup. No changes No changes No changes Recall Report Name (if necessary): Grant Activity Click the Print to Screen button and review the report. Click Exit to close Print to Screen, then Close to close the report Sage Software, Inc. Student Curriculum 23

28 Fiscal Year Other Than the Organization's Fiscal Year Sage 100 Fund Accounting Fiscal Year Other Than the Organization's Fiscal Year Grantors may request a financial statement based on their fiscal year, not your organization s fiscal year. For example, the sample organization has a fiscal year ending on December 31. However, a grantor may request a Statement of Activities for the fiscal year October 1- September 30. As discussed earlier, report dates are selected in the date section of the Report Setup tab. The Account Balances Begin date will be the date beginning balances are entered by your organization, the first day following the fiscal year that was last closed, or the first day of the fiscal year the reporting period begins if the prior year has been closed. The Current Reporting Year Begins date will be the first day of the grantor s fiscal year (October 1 in our example). The Current Period Dates: Opening Balance and Ending Balance will be the first and last days of the report period requested by the grantor. For example, the grantor may wish to see a given month, quarter, or entire fiscal year. TIP: The Setup tab will indicate in the lower left hand corner A Year End Close will be simulated for this report. Reporting Date Fields Guide Current Transaction Dates Current Reporting Year Begins Account Balances Begin The range of Effective Dates of transactions on which you want to report The first day of the Fiscal Year on which you want to report (could be a different fiscal year if you are producing a report for an external entity) Either the first day of the Fiscal Year you most recently opened, which is the effective date of your System Opening (SO) entries, OR if you have never closed your Fiscal Year in the Application, the effective date of your Beginning Balance (UO) entries 24 Student Curriculum 2012 Sage Software, Inc.

29 Advanced Financial Statements Fiscal Year Other Than the Organization's Fiscal Year Optional Activity: Report on a Fiscal Year Other Than the Organization's Fiscal Year Navigator: Accounting > Report Manager > Process Manager-Reports > Financial Statements > Statement of Activities Classic View: Accounting > Reports > Financial Statements > Statement of Activities Setup Tab Click Copy/Save As/Rename to copy the report setup. Copy: Selected From Name: Board of Directors To Name: Grantor Request Do Not Allow Changes to this Report: Not Selected Click OK. Balances Dates Account Balances Begin: 01/01/2011 Current Reporting Year Begins: 10/01/20XX (last year) Current Period Dates Date Items: Custom Opening Balances: 10/01/20XX (last year) Ending Balances: 09/30/20XX Content Tab Item(s) by Page & Combining Column: Filter Tab Selected Filter: Grant Code Compare To: = (Equal to) 2012 Sage Software, Inc. Student Curriculum 25

30 Fiscal Year Other Than the Organization's Fiscal Year Sage 100 Fund Accounting Criteria 1: 101 (Health Appeals) Groups Tab Column Totals Tab Options Tab Layout Tab No Changes No Changes No Changes No Changes Security Tab No Changes Save and Recall report name (if necessary): Grantor Request Click the Print to Screen button and review the report. Click Exit to close Print to Screen, then Close to close the report. 26 Student Curriculum 2012 Sage Software, Inc.

31 Advanced Financial Statements Statement of Cash Flows Statement of Cash Flows The purpose of a Statement of Cash Flows, Reports > Financial Statements > Statement of Cash Flows, is to provide relevant information about the cash receipts and cash disbursements during a period, and whether they stem from operating, investing, or financing activities. (Reference: FASB 117) Optional Activity: Edit a Statement of Cash Flows Statement Format Navigator: Accounting > Report Manager > Financial Statement Formats Classic View: Accounting > Reports > Financial Statements > Create Statement Formats Select Format Tab Click Copy Formats to copy the format setup. Copy Format From Statement Type: C/F - Statement of Cash Flows Name: Direct To This New Format Statement Type: C/F - Statement of Cash Flows Name: Direct_Class Click OK. Open Direct_Class Format. Create Outline Tab Click on all symbols to expand the levels and review the outline. Review the Section Option for all Level 1 sections, using the Section Options auxiliary command button. Assign Accounts Tab Review the GL Account assignments Work between the Create Outline tab and the Assign Accounts tab and Modify all assigned accounts to Print Detail off. Create Totals Tab Review the assignments made. Click Save and Close the form Sage Software, Inc. Student Curriculum 27

32 Statement of Cash Flows Sage 100 Fund Accounting Activity: Create Statement of Cash Flows Report Setup Navigator: Accounting > Report Manager > Process Manager-Reports > Financial Statements > Statement of Cash Flows Classic View: Accounting > Reports > Financial Statements > Statement of Cash Flows Setup Tab Report Name: Direct Board Report Print Name In: Footer Page Footer: Included Balances Dates: Account Balances Begin: 01/01/2011 Current Reporting Year Begins: 01/01/20XX Current Period Dates: Date Items: Custom Opening Balances: 01/01/20XX Ending Balances: 12/31/20XX Financial Statement Format: Direct_Class (or Direct if unavailable) Content Tab Item(s) by Page: Report Body: No Change Filter Tab Groups Tab No Change No Change 28 Student Curriculum 2012 Sage Software, Inc.

33 Advanced Financial Statements Statement of Cash Flows Options Tab Financial Statement Section: Statement Level: 2 Include Year End Adjustments: Yes Suppress Lines with All Zeros: No Rounding: 1 (In Whole Numbers) Layout Tab Font Setup: Page Setup: Accept Default Accept Default Security Tab No Changes Save and Recall report name (if necessary): Direct Board Report Click the Print to Screen button and review the report. Click Exit to close Print to Screen, then Close to close the report Sage Software, Inc. Student Curriculum 29

34 Statement of Financial Position Sage 100 Fund Accounting Statement of Financial Position The primary purpose of the Statement of Financial Position (Reports > Financial Statements > Statement of Financial Position) is to provide relevant information about an organization's assets, liabilities, and net assets. Net assets are reported as Unrestricted, Temporarily Restricted or Permanently Restricted on the Statement of Financial Position or in notes to the financial statement. (Reference: FASB 117) NOTE: 30 Student Curriculum 2012 Sage Software, Inc.

35 Advanced Financial Statements Statement of Financial Position Activity: Create Statement of Financial Position Report Setup Navigator: Accounting > Report Manager > Process Manager-Reports > Financial Statements > Statement of Financial Position Classic View: Accounting > Reports > Financial Statements > Statement of Financial Position Setup Tab Report Name: Fin Position Print Name In: Footer Page Footer: Included Account Balances Begin: 01/01/2011 Current Reporting Year Begins: 01/01/20XX Date Items: Custom Opening Balances: 01/01/20XX Ending Balances: 12/31/20XX Financial Statement Format: Board Report To review the Board Report Financial Statement Format, click To print the Format to screen, click Net Assets is set to Segment selected at report time and Print Detail is selected for all accounts. Content Tab Item(s) by Page: No Change Report Body: Filter Tab Groups Tab No Change No Change Options Tab Segment to Substitute for GL Segment: 117 Statement Level: Sage Software, Inc. Student Curriculum 31

36 Statement of Financial Position Sage 100 Fund Accounting Include Encumbrance Amounts: No Include Year End Adjustments: Yes Suppress Lines with All Zeros: Yes Rounding: 1 (In Whole Numbers) Layout Tab Security Tab Accept Default No Changes Save and Recall report name (if necessary): Board Report Click the Print to Screen button and review the report. Click Exit to close Print to Screen, then Close to close the report. 32 Student Curriculum 2012 Sage Software, Inc.

37 Advanced Financial Statements GASB Statement of Activities GASB Statement of Activities The Create GASB Statement Formats form consists of three tabs; Select Format, Assign Source Codes, and Assign GL Accounts. The government Statement of Activities is a government-wide report required by Governmental Accounting Standards Board (GASB) Statement No. 34/35. The predefined format of the report is based on the net cost approach. Function/program specific revenues and expenditures print across the page in pre-defined columns, while non-specific revenues are printed in the bottom section of the report. The net cost of each function or program is categorized as related to governmental activities, business-type activities, or component units. Statement No. 34 requires that governmental activities be reported by function and business-type activities by segment. Each organization must determine which Sage 100 Fund Accounting segment most closely meets these requirements. Select Format Tab Use the Select Format tab to assign the format name and the statement title for the GASB statement. NOTE: The GASB definition of segment is not equivalent to the Sage 100 Fund Accounting use of segment. Create a Statement of Activities by using the GASB statement format, and GASB statement of activities report. GASB Statement Format Use the GASB statement format to select the format name, assign source codes, and assign the G/L accounts needed to produce the statement. Unlike the formats for other financial statements, the GASB statement of activities format is pre-defined and cannot be changed. Format Name - Type a new format name, or select an existing one using the drop-down list. NOTE: The format name is different from the statement title. The format name describes and identifies the statement format, while the statement title prints on the actual statement. Statement Title - Type the statement name, as it should appear in the header of the actual statement. The Application defaults to Statement of Activities Sage Software, Inc. Student Curriculum 33

38 GASB Statement of Activities Sage 100 Fund Accounting Assign Source Codes Tab Use the Assign Source Codes tab to assign the Source Segment, Function/Program, and Source Codes to the current GASB statement format. The Source Segment that is selected determines the source codes that display on this tab, and ultimately print on the actual report. net asset beginning balances the Application segment chosen to reflect organization functions must have a Fund (Fund), Balancing (BAL), or Restriction (RES) segment type. We recommend the use of a RES segment, but you should choose the segment type that best fits your organization. Function/Program - Select one of the following Functions/Programs: The GASB requires the net cost of each Function/ Program is categorized as a Government Activity (GA), Business-Type Activity (BA), or Component Unit (CU). Source Segment - Select the Source Segment to associate with this format from the drop-down list. The drop-down list displays the segments you selected when creating your organization database. Choose the Application segment that best meets the GASB requirements for reporting governmental activities by function and business-type activities by segment. Each organization must determine which Application segment most closely meets these requirements. NOTE: The GASB definition of segment is not equivalent to the Application use of segment. Beginning and ending net assets are reported in total for government activities, business activities, and component units. In order to present accurate Source Codes: Available Items You may assign Source Code accounts to the section by clicking the account twice or selecting it and using the Mover button, to move it to the Selected Items box. Only unassigned codes display in the Available Items box. Codes that have already been assigned to another Function/Program for the current statement format do not display in the Available Items box. Selected Items - You may unassign Source Code accounts from the Selected Items box by clicking the account twice or selecting it and using the Mover buttons to move it to the Available Items box. Only assigned Source Code accounts for the current Function/ Program display in the Selected Items box. The Functions/Programs section consists of the rows that the source code or general ledger account titles are displayed under on the actual statement. General ledger accounts are assigned on the Assign GL Accounts tab. 34 Student Curriculum 2012 Sage Software, Inc.

39 Advanced Financial Statements GASB Statement of Activities Assign GL Accounts Tab Use the Assign GL Accounts tab to assign specific general ledger accounts to the current GASB statement format. Select the pre-defined columns and then assign title labels and GL Accounts to them. The Column GA/BA/CU appears as three separate column titles (Governmental Activities, Business- Type Activities, and Component Units), when printing the statement. An assigned GL Account will use the assigned Source Code (from the Assign Source Codes tab) to determine which columns (GA, BA, or CU) the GL Amount will appear under in the general revenues section on the statement. Title One Label - If one of the first five columns is selected (DE, IE, CS, OG, CG), choose a predefined title label using the drop-down list. The available title labels are: Columns - Select a pre-defined column using the drop-down list. After a column is selected, assign the Title Labels, Title One Order (if applicable), and GL Accounts for each column. These columns print across the top of the actual statement. Choose from the following columns: Expenses (DE) Indirect Expense Allocation (IE) Charges for Services (CS) <Summarize GL Accounts into the Source Segment Titles> - Select this option to summarize assigned general ledger accounts by source code. The summarized amounts are reported on the statement by source code title (for example, Fund title or Activities title). NOTE: The GL Account titles and the < > signs do not print on the actual statement. These amounts are included in the Functions/Programs section (Governmental Activities, Business-Type Activities, and Component Units) based on source code assignment. Operating Grants and Contributions (OG) Capital Grants and Contributions (CG) Governmental Activities/Business-type Activities/Component Units (GA/BA/CU) The Indirect Expenses Column (IE) only reports JVA (Journal Vouchers - Allocation Management) entries. Without the Allocation Management module installed, the report will not contain any information in this column. NOTE: Except in specific limited situations, GASB Statement 34 requires that governmental activities are reported by function and business-type activities, by segment. Choosing the option <Summarize GL Accounts into the Source Segment Titles > reports revenues and expenses by the source code selected on the Assign Source Codes tab Sage Software, Inc. Student Curriculum 35

40 GASB Statement of Activities Sage 100 Fund Accounting Primary Government Choose Primary Government to assign a general ledger code to the primary government section of the statement. The pre-defined title labels of Primary Government and Component Units display in the Functions/Programs section on the actual statement. The Title Two Labels and assigned GL Account titles print below them. Component Units - Choose Component Units to assign a general ledger code to the component units section of the statement. The pre-defined title labels of Primary Government and Component Units display in the Functions/Programs section on the actual statement. The Title Two Labels and assigned GL Account titles print below them. If the last column selected is (GA/BA/CU), type a Title One Label of your own or select from one of the pre-defined title labels. These title labels appear in the General Revenues section on the statement. General Revenues Select General Revenues to assign general ledger accounts to the general revenues section of the statement. Transfers - Select Transfers to assign general ledger accounts to the transfers section of the statement. Net Assets Beginning - Select Net Assets beginning to assign general ledger accounts to the net assets section of the statement. NOTE: The General Revenues section reports in the Columns labeled GA, BA, and CU. These columns are different than the rows labeled GA, BA, and CU in the Functions/Programs section on the statement. Title One Order - Type an order number between Title One Order is only available if the column GA/BA/CU is selected. The numbers entered here determine the order of the rows (Title One Labels) in the general revenues section on the statement. Title Two Label - If primary government was chosen as a Title One Label for the columns DE, CS, OG, and CG, choose a pre-defined Title Two Label using the drop-down list. Title Two Labels display in the Functions/Programs section on the statement, just below the Title One Labels. If the column GA/BA/CU is selected, enter a title label of your own. These title labels appear in the general revenues section on the statement. GL Accounts: Available Items You may assign general ledger accounts to the section by clicking the account twice or selecting it and using the mover button, to move it to the Selected Items box. Only unassigned general ledger accounts display in the Available Items box. Accounts that have already been assigned to another column for the current statement format do not display in the Available Items box. The only exception is the Indirect Expenses Allocation (IE) column. An account assigned to another column may also be assigned to the IE column. Selected Items - You may unassign general ledger accounts from the Selected Items box by clicking the account twice or selecting it and using the Mover buttons to move it to the Available Items box. Only assigned source code accounts for the current column display in the Selected Items box. 36 Student Curriculum 2012 Sage Software, Inc.

41 Advanced Financial Statements GASB Statement of Activities TIP: If there is an assigned general ledger account in the general revenues section (the second section of the statement), and the record contains an unassigned source code, the general ledger amount will not appear on the statement. TIP: An assigned general ledger account that has a blank source segment (a source segment is not assigned to the GL account) will appear in the Governmental Activities (GA) column in the general revenues section. Optional Activity: Review a GASB Statement of Activities Format Navigator: Accounting > GASB Reporting > Financial Statement Formats Classic View: Accounting > Reports > Financial Statements > Create GASB Statement Formats Format Tab Format Name: GASB Activity Format Statement Title: Statement of Activities Assign Source Codes Tab Source Segment: Progr Function/Program: GA-Governmental Activities Review Selected Items Function/Program: BA-Business-Type Activities Review Selected Items Function/Program: CU-Component Units Review Selected Items Assign GL Accounts Tab Columns: DE - Expenses Title One Label: Accept Default: <Summarize GL Accounts into the Source Segment Titles> Title One Order: Not available Title Two Label: Not available Review Selected Items 2012 Sage Software, Inc. Student Curriculum 37

42 GASB Statement of Activities Sage 100 Fund Accounting Columns: IE Indirect Expense Allocation Title One Label: Accept Default Title One Order: Not available Title Two Label: Not available Review Selected Items Columns: CS Charges for Services Title One Label: Accept Default Title One Order: Not available Title Two Label: Not available Review Selected Items Columns: OG Operating Grants and Contributions Title One Label: Accept Default Title One Order: Not available Title Two Label: Not available Review Selected Items Columns: CG Capital Grants and Contributions Title One Label: Accept Default Title One Order: Not available Title Two Label: Not available Review Selected Items Accept Default Columns: GA/BA/CU Governmental Activities/ Business-type Activities/Component Unit Title One Label: General Revenues Title One Order: 2 Title Two Label: Accept Default Review Selected Items 38 Student Curriculum 2012 Sage Software, Inc.

43 Advanced Financial Statements GASB Statement of Activities Columns: GA/BA/CU Governmental Activities Business-type Activities/Component Units Title One Label: Transfers Title One Order: 3 Title Two Label: Accept Default Review Selected Items Columns: GA/BA/CU Governmental Activities Business-type Activities/Component Units Title One Label: Net Assets - Beginning Title One Order: 4 Title Two Label: Accept Default Review Selected Items Save and Close the report format Sage Software, Inc. Student Curriculum 39

44 GASB Statement of Activities Sage 100 Fund Accounting GASB Financial Statement Setup As with other financial statements, the GASB Statement of Activities report setup, Accounting > Reports > Financial Statements > GASB Statement of Activities defines the detail of the financial statement. Unlike other financial statements, the format of the report is fixed. As a result, some of the options available on other reports are not available on the GASB statement of activities. To create the report, complete the Setup, Filter, Groups, Options and Security Tabs. You will note that the Content, Column Totals, and Layout Tabs found on many other financial reports are not available. These tabs are not required on a fixed format report. To use this report, a GASB statement format must first be set up using the Reports > Financial Statements > Create GASB Statement Formats form. Please refer to that topic for additional information about GASB statement formats. NOTE: The GASB Statement of Activities prints in a legal-landscape format only. Prior to printing the report, make sure legal size paper is loaded in your printer. Use the Financial Statement Format box to select the GASB statement format to include in this report. The GASB formats that display in this dropdown list were created using the Reports > Financial Statements > Create GASB Statement Formats form. FOR MORE INFORMATION: On the Setup tab and report dates, please see the Statement of Activities section of this training guide. Filter Tab Use the Filter tab to narrow down and more explicitly define the data to include in the report. The Available Filters and their criteria selections are similar to other reports. Setup Tab Use the Setup tab to assign a report name. Either set up a new report, or select one of the existing reports from the drop-down list. Specify the date range for the data included in the report by typing balances dates. The Account Balances Begin date and the Current Reporting Year Begins dates are used to obtain the beginning balances for the Opening Balances date. Additionally, Current Period dates are also required to specify the reporting period for this report. FOR MORE INFORMATION: On using filters please refer to the Reporting Chapter. 40 Student Curriculum 2012 Sage Software, Inc.

45 Advanced Financial Statements GASB Statement of Activities Groups Tab Use the Groups tab to select the group set, if any, you would like to use for this report. Only one Group Set may be selected for this report. Report groups are only processed for the source segments (e.g. Activities) in the Functions/ Programs section of the report (the part that is substituting the Activities segment for the GL segment). Report Groups are not processed for the general revenues section or any other individual GL Accounts formatted to the report. You must create the Group Set (Reports > Assign Report Groups) before you may select it. Security Tab The GASB statement of activities is a fixed format report. Therefore, font setup and page setup options are not available. Security is available. Select Do Not Allow Changes to this Report to secure the report to ensure other users are unable to save their changes to it. The user that selects the check box and saves the report is the only user that may change or save it later. This check box cannot be deselected by any user other than the one that locked the report. Options Tab Use the Options tab to set up the option to includeyear End Adjustments in the report. By selecting this option, the transactions with entry type marked as A (Year End Adjustments) will be included in the report Sage Software, Inc. Student Curriculum 41

46 GASB Statement of Activities Sage 100 Fund Accounting Optional Activity: Create a GASB Statement of Activities Navigator: Accounting > GASB Reporting > Statement of Activities Classic View: Accounting > Reports > Financial Statements > GASB Statement of Activities Setup Tab Report Name: GASB Statement of Activities Print Name In: Not available Page Footer: Not available Balances Dates Account Balances Begin: 01/01/2011 Current Reporting Year Begins: 01/01/20XX Current Period Dates Date Items: Custom Opening Balances: 01/01/20XX Ending Balances: 12/31/20XX Financial Statement Format: GASB Activity Format Filter Tab Groups Tab Options Tab No Changes No Changes No Changes Security Tab No changes Save and Recall report name: GASB Statement of Activities Click the Print to Screen button and review the report. Click Exit to close Print to Screen, then Close to close the report. 42 Student Curriculum 2012 Sage Software, Inc.

47 Advanced Financial Statements Charts Charts Use Charts to create custom line, bar, column, or pie charts based on certain reports. You may add charts to your Charting task window in the Applications s One-Click Navigator. You may export charts to Excel to take advantage of additional features and formatting. Charts are created from the Setup tab of a default or saved report. A chart cannot exist independently of a report. The reports which include the charting function are: Check/Voucher Register Summary A/P Ledger Aged Payables Statement of Revenues & Expenditures Combining Statement of Revenues and Expenditures Statement of Revenues and Expenditures by Period For convenience, these reports are organized into one list in the Process Manager-Charts window on the Charting page of the Sage 100 Fund Accounting Navigator. You may also access these reports and any charts connected with them in their normal locations. Charts based on reports which use dynamic dates, for example: This Month, reflect the most up-todate data as of either the default reporting date or the system date. Charts based on reports which use custom dates will not update unless the custom dates are changed in the report. Creating Charts The Create Chart button is accessible from the menu bar of the Setup tab of the saved report. Once you click the button, you will see the Setup tab for the chart. Setup Tab Use the Setup tab to configure the chart s heading and labels, and to set options such as highlighting and rounding. Chart Name - Enter the name of the chart, or select one from the drop-down list. Chart Type - Select a chart type from the dropdown list. You may choose from line chart, 2D and 3D bar charts, 2D and 3D column charts, and 2D and 3D pie charts. Chart Title - Enter the title to be used as the heading for the chart Sage Software, Inc. Student Curriculum 43

48 Charts Sage 100 Fund Accounting Labels: Category - Enter the label of the category. Value - Enter the label of the value. The Application places the category and value labels according to the following table. Chart Type Category Value Line Bottom Left Column 2D Bottom Left Column 3D Bottom Left Bar 2D Left Bottom Bar 3D Left Bottom Pie 2D N/A N/A Pie 3D N/A N/A Category Names - Select this check box to display category labels on the chart. For example, use the report's account titles as category labels. This applies to bar, column, and line charts only. If the box is not selected, you can still mouse over the chart to view the label information, also called Tool Tips. Switch Legend/Categories - Select this check box to group the displayed data by report columns or deselect to display by G/L Account titles. Orientation - Enter a number between 0 and 360 for the placement of the category labels on the chart. This is only available if the Category Names check box is selected. Options: Rounding - Select Whole Numbers, Thousands, or Millions from the drop-down list. The Application rounds the amounts according to your selection. Highlight Slice #/Line #/Bar #/Column # - Depending on the type of chart chosen, you have the option to enter the category number of the label you would like to emphasize on the chart. NOTE: Pie charts display separately from the overall pie, line charts display larger plots on the chart, and bar and column charts are outlined in red. Consequently, red is not recommended for line, bar, or column charts when highlighting is utilized. Show - Select an option from the drop-down list. Options include All Results, Only Top Result, and Top 2 Results through Top 10 Results. Show Legend - Select this check box to display the legend on the chart. Show Slice Values / Line Values / Bar Values / Column Values - Select this check box to display the numeric values on the chart. Combine Remainder as Other - If you select any result other than All Results, select this check box and the Application combines remaining data groups into Other and includes them on the chart. Disable Tool Tips - Select this check box to disable the label information that displays when you mouse over it. Financial Statement Options: Statement Level - Select a level from the dropdown list to display the titles in the format or outline. Choose from No Level Titles, which displays basic title information, or levels 1 3, which give more detailed title information. This was previously created using the Reports > Financial Statements > Create Statement Formats > Create Outline tab. This option is only available when the report is a financial statement. Format - Select a report format from the dropdown list to use in the chart if utilizing statement level titles. 44 Student Curriculum 2012 Sage Software, Inc.

49 Advanced Financial Statements Charts Colors Tab Use this tab to select colors to be used in the chart. To edit the chart, right-click on its icon and select Edit. You will be taken to the Setup tab, where you may make and save changes. Viewing and Printing Charts You may print the chart to screen by selecting the The number of colors in a chart depends on the number of columns, bars or pie slices in the chart. The Application will use colors in the order you specify in the Selected Items window. By default, all colors are in Selected Items. To change the order, highlight a color and use the up and down arrow buttons. If there are colors you would not like to use in this chart, use the Mover buttons to move them to the Available Items window. Editing Charts Once a chart is saved, it is accessible in Navigator s Charting or Process Manager-Charts windows as an icon which is a sub-item of the report upon which it was based. Print to Screen button from the Setup or Color tab of the chart. From this view, you may make edits and view the results without saving the chart. You may also print a chart to screen by doubleclicking on the chart icon in the Process Manager- Charts window. With this method, you do not have access to make and view edits. When a chart is printed to screen, you have access to the Print, Print Preview, Print Setup and/or Export to Excel buttons. Displaying a Chart in the Navigator You may display charts you have created on the Charting task window of the Application s One- Click Navigator. Your charts will replace the sample charts which display in Navigator by default. To add a chart to your Charting task window: 1. Navigate to the chart via Charting > Process Manager-Charts window. 2. Use the plus (+) signs in Chart Manager or Report Manager to expand the appropriate folder and report. 3. Right-click the saved chart and select Apply to Charting Task Window. 4. From the Classic View menu, select View > Refresh. Your chart will display after a few moments Sage Software, Inc. Student Curriculum 45

50 Charts Sage 100 Fund Accounting To change the chart visible on your Charting task window, simply choose another chart and follow the steps above. The Application will overwrite any chart currently showing with the one you select. To remove saved charts from the Charting task window without replacing them with other saved charts, follow the same process above except for step 3. In that step, you will select Remove from Charting Task Window. When you do this, the Application will restore the default sample chart to that task window once you click View > Refresh. TIP: Use the Charting > Process Manager-Charts window in Navigator to easily access all charts and reports available for charting. TIP: If changes are made to the Report Setup form after the Create Chart form is active, the Report Setup changes must be saved before they will be reflected on the chart. TIP: Negative values cannot be represented on pie charts. However, they may be represented on line, bar, and column charts. TIP: To access saved charts through the Classic View, go to the Setup tab of the source report, click the Create Chart button, and select your saved chart from the drop-down list of the Chart Name field. TIP: Pie charts may only capture one column of data at a time. The Application uses the first column of the source report to draw the first pie chart, the second column to draw the second, and so on. For multiple page reports, when all charts for the columns in the first page have been drawn, the Application proceeds to the first column on the second page, and so on. Therefore, if the data is broken down into five pages of four columns, 20 pie charts will be produced. All charts paginate according to the items in the Items by Page group box on the Contents tab. They will include all selected columns except for % Change and Variance columns. 46 Student Curriculum 2012 Sage Software, Inc.

51 Advanced Financial Statements Charts Activity: Modify Report for Graph Navigator: Accounting > Charting > Process Manager-Charts > Financial Statements > Statement of Revenue and Expenditures Classic View: Accounting > Reports > Financial Statements > Statement of Revenues and Expenditures Setup Tab Report Name: Chart RE Print Name in: Header Account Balances Begin: 01/01/2011 Current Reporting Year Begins: 01/01/20XX Date Items Custom Opening Balances: 01/01/20XX Ending Balances: 12/31/20XX Financial Statement Format: RevExp format Content Tab Items by Page: None Report Body: Filter Tab Filter: GL code Between to Groups Tab No changes Options Tab Segment to Substitute for GL Segment: None Statement Level: 2 Total Budget: 01/01/20XX - 12/31/20XX Include Equity Section: No Include Encumbrances as Expenditures: No Include Year End Adjustments: Yes\ 2012 Sage Software, Inc. Student Curriculum 47

52 Charts Sage 100 Fund Accounting Included Uposted Transactions: No Suppress Line with All Zeros: No Rounding: None Layout Tab Security Tab Save the report. No changes No changes Activity: Create Graph Navigator: Accounting > Charting > Process Manager-Charts > Financial Statements > Statement of Revenue and Expenditures Classic View: Accounting > Reports > Financial Statements > Statement of Revenues and Expenditures Recall the Chart RE (if necessary) Click the Create Chart button. Setup Tab Chart Name: Expenses Chart Type: Bar 3D Chart Title: Expense Dashboard Labels Category (Y Axis): <Blank> Value (X Axis): <Blank> Category Names: Selected Switch Legend/Categories: No Orientation: Student Curriculum 2012 Sage Software, Inc.

53 Advanced Financial Statements Charts Options Rounding: Whole Numbers Highlight Bar#: 0 Show: Top 6 Results Show Legend: Yes Show Bar Values: No Combine Remainder as Other : Select Disable Tool Tips: No Financial Statement Options Statement Level <Accept default> Format <Accept default> Colors Tab Using the up/down arrow buttons, move to the first and second positions: Select Print to Screen to view the chart. Sea Green Green Close Print to Screen view. Save and Close Close the report setup window Sage Software, Inc. Student Curriculum 49

54 Custom Columns Sage 100 Fund Accounting Custom Columns Custom Columns allows you to create additional reporting columns that are not available as existing pre-defined columns. You may create a custom column with a date range that is different than the report date range. Alternatively, you may override the report date range and use a relative period based on Opening Balances dates or the Current Reporting Year Begins dates. NOTE: Not all reports with Custom Columns have the date override feature. You may also create a column that calculates values based on the amounts from existing pre-defined columns, other Custom Columns, and user defined fields (UDFs). You may create columns with variances that are otherwise not available, ratios based on actual amounts and UDF units, or variances that take budget version amounts into consideration. Custom Columns are available on the following reports: Statement of Revenues and Expenditures Statement of Revenues and Expenditures by Period Summary Budget Comparison (includes User Defined Fields) Posted General Ledger Transactions (includes User Defined Fields) Vendor Activity Report (includes User Defined Fields) Purchase Order Register Encumbrance Budget Report NOTE: To use Custom Columns in a <default> report, you must first Copy the report to a new name, and Save it before you may create Custom Columns. NOTE: You cannot access the Custom Columns form until the report setup has been saved. To create a custom column open an existing report, or save a new one, then select the Custom Column Creation button to display the Custom Columns form. The Custom Columns form has three tabs. Custom Column Date Override Formula Editor You will use the three tabs to create Custom Columns. The Custom Columns you create will be available for selection in the Report Body group box on the Report Setup > Content tab. Custom Columns cannot be selected in the Items by Page group box, on the Report Setup > Content tab, or Filters, on the Report Setup > Filter tab. Furthermore, Custom Columns will only apply to the Report Name for which they were created. However, if you copy a report with Custom Columns to a new report, the Custom Columns are available in the new report. 50 Student Curriculum 2012 Sage Software, Inc.

55 Advanced Financial Statements Custom Columns Custom Column Tab Use the Custom Column tab to enter a name, heading, and description for a Custom Column. Then, select either Date Override or Formula as the type of column. The Application displays the user name and the date the column was last saved. If you select Date Override, the Date Override tab becomes available. Likewise, if you select Formula, the Formula Editor tab is available. NOTE: This feature is not available on all reports. Formula - Select this option to base the custom column on a formula that you create. You may select from a list of available columns that are based on report type, and use the arithmetic operators on the Formula Editor tab. Modified By - The Application displays the logon name of the user that made the latest changes to the column, and the date it was last updated. TIP: Custom Columns are not available for every report. Name - Enter the name of the Custom Column. Column Heading - Accept the default name or enter a new one. You may also change the column heading on the Report Setup > Content tab. Description - Enter any comments about the column and its use in the report. Column Type Date Override - Select this option to override report dates with your own fixed dates or relative dates. TIP: Dates or text cannot be entered in a calculated column. TIP: You must be assigned Process Records rights in order to create custom columns (Administration > Security > Set Up Organization Menus). TIP: If you add custom columns to an existing report that has the Do Not Allow Changes to this Report check box selected on the Security tab, you cannot save your changes. You must make a copy of the report before adding custom columns Sage Software, Inc. Student Curriculum 51

56 Custom Columns Sage 100 Fund Accounting Date Override Tab Use the Date Override tab to override the report date for a Custom Column. You may create custom date columns based on fixed dates or rolling dates. Fixed Dates allow you to enter a set date range to override the report date. The Custom Column is based on the date range entered on the Date Override tab, while the other columns of the report are based on the dates from the report Setup tab. The dates entered on the Date Override tab are independent of the dates on the report Setup tab. Fixed dates provide the flexibility to create any date range for a Custom Column. Rolling Dates allow you to select a date on which to base the Custom Column. The Rolling Date may be based on the Opening Balances date or the Current Reporting Year Begins date on the Setup tab. The Custom Column date period is relative to the base. If you change the base then the period of the custom column will change. Relative starting dates accommodate comparing current periods with prior months and years. Custom columns that use Rolling Dates report on a calendar month, calendar quarter, or fiscal year; beginning on the first day and ending on the last day of the period (month, quarter, or fiscal year). Therefore, if the Opening Balances/From and Ending Balances/Through dates on the Setup tab are anything other than the first or last day of a month, quarter, or fiscal year, you should use fixed dates. Fixed Dates may be used to create a custom column that uses comparable period dates. Column Information The Based On and Detail selections define the type of data (Actual, Budget, Encumbrance, etc.) included in the custom column. The selections displayed in the drop-down list will change depending on which report you are running. Based On - Select the column type that is being used for the Date Override. Available items include Actual, Budget, Encumbrances, Expenses, Payment, Charges, or User Defined Field Name depending on the report. Detail - Select the detail for the Based On column. Available items include Actual, {Budget Version Name}, Encumbrances, Expenses Payments, Charges, and User Defined Field Name depending on the report. If you selected a Budget Version Name, the date override will be based on the current period dates on the Setup tab. If you create a transaction line type UDF as a number or currency, or a Budget transaction line type UDF as a number, the Application displays it here. UDFs are only available on select reports. If you selected encumbrances, you must select Encumbrances as Expenditures on the Report Setup > Options tab. 52 Student Curriculum 2012 Sage Software, Inc.

57 Advanced Financial Statements Custom Columns The table below lists the available date override column types by report. Available Column Types Report Actual Budget Encumbrances User Defined Filed Charges Expenses Payments Statement of Revenues and Expenditures Yes Yes Yes No No No No Statement of Revenues and Expenditures by Period Yes Yes No No No No No Summary Budget Comparison Yes Yes No Yes No No No Posted General Ledger Transactions Vendor Activity Report No No No Yes Yes Yes Yes Purchase Order Register Encumbrance Budget Report Yes Yes Yes No No No No Method The Method section defines whether the date override column will use a fixed or rolling date. Fixed Dates Select this option button to change the date range for the custom column. From, Through - This is the date range from the Opening Balances/From and Ending Balances/Through dates (Setup tab) or the Total Budget Dates (Options tab). Select new dates to perform a date override. Rolling Dates Select this option to have the date override automatically roll based on changing current period dates. This relative date is based on dates entered on the report Setup tab. Relative To - Select the relative beginning date for the custom column, such as Opening Balances, Current Reporting Year Begins, or From. Opening Balances - The Application uses the Opening Balances date from the report Setup tab. Select this if creating rolling dates for the periods month or quarter. Current Reporting Year Begins - The Application uses the Current Reporting Year Begins date from the report Setup tab. Select this if the custom column report dates roll when the report year changes. From - The Application uses the From date on the report Setup tab. Periods - Select the time frame of the roll back Month, Quarter, Year, or Year to Date. This determines the reporting period of the custom column. By default, the Application uses your computer's system date. Month - This period is based on the calendar month and represents the first to last day of the month. It applies to the Opening Balances date and Current Reporting Year Begins date on the report Setup tab Sage Software, Inc. Student Curriculum 53

58 Custom Columns Sage 100 Fund Accounting Quarter - This period is based on the calendar quarter and represents the first to last day of the quarter: January, February, March; April, May, June; July, August, September; or October, November, December. It applies to the Opening Balances date and Current Reporting Year Begins date on the report Setup tab. Year - This period is based on the organization's fiscal year. The duration of the custom column is 12 months. It applies to the Current Reporting Year Begins date on the Setup tab. Year to Date - This period is relative to both the Current Reporting Year Begins date and the Ending Balances date on the report Setup tab. It applies to the period from the Current Reporting Year Begins date through Ending Balances date. Consequently, this time frame does not necessarily fit the month, quarter, or year period. The following table lists the available date overrides by report. Report Posted General Ledger Transactions Fixed Date No Rolling Dates No Vendor Activity Report Yes Yes Purchase Order Register No No Encumbrance Budget Report Yes Yes Rollback - Enter the number of months, quarters, or years in which to roll back. The maximum rollback period is 6 years, 72 months, or 24 quarters. Period Reported On Report: From, To - (Display Only) The Application displays the custom column's report period. Display Dates in Column Heading - Select this check box to display the dates calculated here in the custom column's heading. Report Statement of Revenues and Expenditures Fixed Date Yes Rolling Dates Yes TIP: If available, you may base the column on User Defined Fields (UDFs). However, you must have previously created fields using the Administration > Organization > Set Up User Defined Fields form. Statement of Revenues and Expenditures by Period No Yes Summary Budget Comparison Yes Yes TIP: Not all reports with custom columns have the date override feature. 54 Student Curriculum 2012 Sage Software, Inc.

59 Advanced Financial Statements Custom Columns Formula Editor Tab Use the Formula Editor tab to build a formula for a custom column. You may move a column from the Available Columns box to the Formula box or enter the column name in brackets. The arithmetic operators multiply (*), divide (/), add (+), and subtract (-) are available for your formula, along with open and close parentheses. You may also choose to display the data as a percent, calculate as a budget variance, and/or determine the number of decimal places. Columns selected in the Formula box are available in the Available Columns box to allow you to select the column more than once. You may display the values of a custom column in another column by creating formula custom columns and only selecting that specific column in the formula box. The newly created column has a new name, but the column heading may be edited to be the same as the original column. After the custom column is saved, you may select it on the Report Setup > Content tab. Formula Box - The Application displays columns moved from the Available Columns box. You may also enter the column name in the Formula box as long as it is enclosed in brackets. The only characters that are allowed outside the brackets are: Numeric characters: 0 to 9 Decimal point:. Mathematical operators: +, -, /, * Open and close parentheses: ( ) Options Formula Results As Percent - Select this check box if you would like the Application to automatically display the data as a percent. Otherwise, the Application displays the data as a decimal number. A basic formula would be: [Actual] / [Budget]. Calculate as Budget Variance - Select this check box to calculate budget variances. You should set up your formula to ensure the budget data is on the left side of the equation, while actual data is on the right. This option is not available for all reports with custom columns. Decimal Places - Select the number of decimal places. If Formula Results As Percent is selected, only two or four decimal places are allowed; otherwise, you can enter up to five decimal places. Available Columns - Select a column and then click the Mover (>) to move it to the Formula box. These columns change depending on which report you are running. Depending on the report, Available Columns include pre-defined columns, budget version columns, user defined fields, and other custom columns Sage Software, Inc. Student Curriculum 55

60 Custom Columns Sage 100 Fund Accounting TIP: Division by Zero: If you create a formula where Column 1 is divided by Column 2, and Column 2 has rows with zero amounts, the Application generates a zero amount. Using these same columns, if you create a formula that uses division, and also addition (or subtraction), the value is still zero. TIP: When calculating percentages, create the quotient, for example, [Actual]/[Budget]. The Application changes the quotient to a percent; is displayed as 5.25%. TIP: If the column is created as a percentage, the Application does not calculate a total or subtotal for that column. The Application displays 0%. TIP: When using a date override custom column in a formula custom column, the date override column must be included as a column in the report body to make the formula column work properly. TIP: Type Custom Column Names in all capital letters to distinguish them from system-generated columns. TIP: The order of operations is multiplication (*) and division (/), and then addition (+) and subtraction (-). TIP: If you selected Rounding: 1 - In Whole Numbers (Report Setup > Options tab) for this report, the Application applies rounding to all columns with amounts, including custom columns. Therefore, even if you enter a number of decimal places for a custom column, the Application reports all custom column amounts or numbers rounded to a whole number. TIP: To change the Column Heading that will print for a system- generated or Custom column, modify the default in the Column Heading field in the Report Body section of the report s Content Tab. TIP: Click and select the column s name from the drop-down menu to review and/or modify an existing Custom Column s setup. 56 Student Curriculum 2012 Sage Software, Inc.

61 Advanced Financial Statements Custom Columns Activity: Add a Date Override Custom Column to a Statement of Revenues and Expenditures Navigator: Accounting > Report Manager > Process Manager-Reports > Financial Statements > Statement of Revenues and Expenditures Classic View: Accounting > Reports > Financial Statements > Statement of Revenues and Expenditures Setup Tab Report Name: Three Year R&E Print Name In: Header Page Footer: Included Balances Dates: Account Balances Begin: 01/01/2011 Current Reporting Year Begins: 01/01/20XX Current Transaction Dates: Date Item: Custom From: 01/01/20XX Through: 12/31/20XX Financial Statement Format: RE expenses sub Content Tab Item(s) by Page (Optional): Report Body: Filter Tab Selected Filter: Progr Code Compares To: In Criteria 1: 101, 201, 301, Sage Software, Inc. Student Curriculum 57

62 Custom Columns Sage 100 Fund Accounting Groups Tab No Change Options Tab Segment to Substitute: None Statement Level: 2 Total Budget: From: 1/1/20XX Through: 12/31/20XX Include Equity Section: No Include Encumbrances as Expenditures: No Include Year End Adjustments: Yes Included Unposted Transactions: No Suppress Lines with all Zeros: Yes Rounding: 1 (In Whole Numbers) Layout Tab No Change Security Tab No Change Save and Select Report Name (if necessary): Three Year R & E Click Custom Column Creation button to display the Custom Columns form. Custom Column Tab Name: PRIOR PRIOR YEAR Column Heading: PRIOR PRIOR YEAR Description: No Change Column Type: Date Override Date Override Tab Based On: Actual Detail: Actual Method: Rolling Dates: Selected Relative To: Current Reporting Year Begins Periods: Year to Date Rollback: 2 Period Reported on Report: <Read only> <2 Years Ago> Display Dates in Column Heading: Yes 58 Student Curriculum 2012 Sage Software, Inc.

63 Advanced Financial Statements Custom Columns Click Save and Close to save the custom column and return to the Financial Statement Setup form. Add the Column to the Report Content Tab Item(s) By Page: No Changes Report Body: Save and Recall report name (if necessary): Three Year R & E Click the Print to Screen button and review the report. Click Exit to close Print to Screen, then Close to close the report Sage Software, Inc. Student Curriculum 59

64 Custom Columns Sage 100 Fund Accounting Activity: Use Calculated Column with a Statement of Revenues and Expenditures Navigator: Accounting > Report Manager > Process Manager-Reports > Financial Statements > Statement of Revenues and Expenditures Classic View: Reports > Financial Statements > Statement of Revenues and Expenditures Setup Tab Click Copy/Save As/Rename. Copy: Selected From Name: Three Year R & E To Name: Three Year RE with Average Do Not Allow Changes to this Report: Not Selected Click OK. Select: Three Year RE with Average Balances Dates: Create Average Custom Column: No Change Click Custom Column Creation button to display the Custom Columns form. Custom Column Tab Name: 3 YEAR AVERAGE Column Heading: 3 YEAR AVERAGE Description: No Change Column Type: Formula 60 Student Curriculum 2012 Sage Software, Inc.

65 Advanced Financial Statements Custom Columns Formula Editor Tab Click Left Parenthesis. Click Prior Prior Year in the Available Columns box then select the Move button. Click Add. Click Prior Year Actual in the Available Columns box then select the Move button. Click Add. Click Current Year Actual in the Available Columns box then select the Move button. Click Right Parenthesis. Click Divide. Enter 3 Formula Results As Percent: No Calculate as Budget Variance: No Decimal Places: 2 Click Save Review message and click OK Close to save the custom column and return to the Financial Statement Setup form. Add the Column to the Report Content Tab Item(s) By Page: None Report Body: Save and Recall Report Name (if necessary): Three Year RE with Average Click Print to Screen and Review report. Exit to close Print to Screen, Close to close the Report Sage Software, Inc. Student Curriculum 61

66 Forecasting Sage 100 Fund Accounting Forecasting Forecasting allows you to include forecast values in reports for periods that do not have actual balance activity. Forecasting is available on the Statement of Revenues and Expenditures by Period and the budget worksheet reports. This section focuses on applying forecasting to the statement of revenues and expenditures by period. Before using the forecast feature you must first complete the report setup. The Setup, Content, Filter, Options, Layout, and Security tabs include the same options and features as other reports. If you are applying forecasting to a statement of revenues and expenditures by period you must also create a statement of revenues and expenditures statement format. FOR MORE INFORMATION: On creating statement formats and setting up a report, please refer to the Financial Statements chapter. Forecasting is applied to a report by completing the Forecasting tab. Use the Forecasting tab to forecast actual amounts based on budget amounts or prior actual amounts. Actual amounts are for the same period prior year and budget amounts are for the period to be forecasted (by selecting a budget version as the basis). To use this tab, Actual needs to be selected as a column on the Content tab. Based On - Select a value on which to base the forecast. Actual - uses the actual amounts for the same period prior year and multiplies them by the multiplier value. Budget - version name - uses the budget amounts for the period to be forecasted and multiplies them by the multiplier value. Only posted budget amounts are included. Start Date - Enter the start date for the forecasting period. The Start Date must be the first day of the month, quarter, or year (based on the reporting period selected on the Options tab). The Start Date cannot be prior to the Opening Balances date on the Setup tab. The Application uses the Ending Balances date on the Setup tab as the end date. Multiplier - Enter the number to be applied against the forecasted amount, such as Actual multiplied by 1.5. Forecast amounts, budget or actual, are included in and replace the Actual column of the report.the Start Date determines at which point in time forecast amounts are displayed instead of actual amounts. 62 Student Curriculum 2012 Sage Software, Inc.

67 Advanced Financial Statements Forecasting Activity: Forecast with a Statement of Revenues and Expenditures by Period Navigator: Accounting > Report Manager > Process Manager-Reports > Financial Statements > Statement of Revenues and Expenditures by Period Classic View: Reports > Financial Statements > Statement of Revenues and Expenditures by Period Setup Tab Select: Compare RE Account Balances Begin: 01/01/2011 Current Reporting Year Begins: 01/01/20XX Date Item: Custom From: 01/01/20XX Through: 12/31/20XX Financial Statement Format: RE expenses sub Content Tab Item(s) by Page (Optional): Progr Code Report Body: Filter Tab No Change Groups Tab No Change Options Tab Segment to Substitute: None Statement Level: 2 Report Period: Quarterly Include Equity Section: No Include Encumbrances: No 2012 Sage Software, Inc. Student Curriculum 63

68 Forecasting Sage 100 Fund Accounting Include Year End Adjustments: Yes Suppress Lines with all Zeros: Yes Rounding: None Forecasting Tab Based On: Actual Start Date: 07/01/20XX Multiplier: 1.06 Layout Tab No Change Security Tab No Change Save and Select Report Name: Compare RE Click Print to Screen and Review report. NOTE: The first and second quarter columns display actual amounts while the third and fourth quarter columns display forecasted amounts. Exit to close Print to Screen. Close to close the Report. 64 Student Curriculum 2012 Sage Software, Inc.

69 Advanced Financial Statements Export Export The Export feature is available if you added the Import/Export module to your organization. Export provides two options for exporting information from an organization s database. Export to Excel - Use this option to export the reports for the selected report binder to a Microsoft Excel spreadsheet. The new spreadsheet will look very similar to the one exported. However, some reports may require additional formatting in Excel. When exporting to Excel you may choose from the following options. Destination Create New Workbook - If you select this option, the report data is entered in a new worksheet, in a new workbook. Append to Existing Workbook - If you select this option, the report data is entered in a new worksheet after all the other worksheets, in an existing workbook. Prepend to Existing Workbook - If you select this option, the report data is entered in a new worksheet before any other worksheet, in an existing workbook. Workbook - Enter the path to an existing workbook or click Browse to locate an existing workbook. Note that the existing workbook cannot be open when attempting to export. Remove Report Headers, Footers, and Page Breaks - Select this check box to remove the report data's headers, footers, and page breaks from the new worksheet. Microsoft Excel and the Analysis Tool Pack, which delivers some required Microsoft functionalities, must be installed to utilize this feature. Export - Use this option to take information from a query (for example, the queries that created the financial statement report) and convert the raw data into a format of your choice. The ability to transfer data from the Application to another format greatly enhances its flexibility. The data exporter allows data to be transferred to the following formats: Type of Files Comma Separated Variable HTML Document Microsoft Access 3.0 Microsoft Word Microsoft Excel Print Image Word Processing Text (ASCII) XML Format Extension *.CSV *.HTM *.MDB *.DOC *.XLS *.PRN *.TXT *.XML After selecting a report, or after selecting the Print Preview or the Print to Screen buttons, the Export feature becomes available. When you select the option, an export dialog box appears Sage Software, Inc. Student Curriculum 65

70 Export Sage 100 Fund Accounting The dialog box is similar to a Save File form. Select the directory for the exported file, type in a file name and specify the file type. You may export the file to any shared location on the network. The default location is C:\Program Files\MIP. You may specify the file type when saving the file. 2. The painter provides titles, headers, footers and formatting to create the final output in a report. The data exporter takes the data set from Step 1 and creates the file format of your choice. Because of this, your exported data is unable to include all of the items that you see on a printed report. Alternatives to Export To export data to Microsoft Excel, use the *.CSV extension. This format imports easily into Microsoft Excel. When the export button is clicked, the file is transferred to the selected location. The Application uses a two-step process to generate reports to paper or to screen. 1. The scripts use the information provided by the report setup form and queries the organization database for the data set needed for the report. Generic Text Printer - An alternative to exporting a financial statement is to print the financial statement to a Windows Generic/Text Only printer driver. Selecting Generic/Text Only will allow you to specify a file location for your data. A word processor may be used to open the file. To keep the data properly lined up, you will need to use a nonvariable-space font, such as Courier New (that comes with Windows). You may also access the printed file with a spreadsheet program. In this instance, you need to use a text import function included with your spreadsheet program. SafeKey - SafeKey allows you to query your data using any application that may recognize an ODBC data source. You are able to write queries and reports using the data from the Application. SafeKey will allow you to do view the actual data. You cannot change the data in the Application through SafeKey. 66 Student Curriculum 2012 Sage Software, Inc.

71 Advanced Financial Statements Export Activity: Export a Comparative Trial Balance to Excel Navigator: Accounting > Report Manager > Analysis Reports > Process Manager-Reports > General Ledger Analysis > Comparative Trial Balance Classic View: Accounting > Reports > General Ledger Analysis > Comparative Trial Balance Setup Tab Report Name - choose default: <CTB-This Year-L> Print Name In: Footer Page Footer: Included Report Name: Comparative Trial Balance Balances Dates: Account Balances Begin: 01/01/2008 Current Reporting Year Begins: 01/01/20XX Current Period Dates: Date Items: This Year Opening Balances: 01/01/20XX Ending Balances: 12/31/20XX 2012 Sage Software, Inc. Student Curriculum 67

72 Export Sage 100 Fund Accounting Content Tab Item(s) by Page: No Change Report Body: No Change Save the report. Recall Report Name: Comparative Trial Balance Click Print to Screen. Click <Export to Excel>. Select Create New Workbook Review the report and Close Excel. Exit to close Print to Screen. Close to close the Report. 68 Student Curriculum 2012 Sage Software, Inc.

73 Advanced Financial Statements Export Activity: Export a Comparative Trial Balance to a Text File Navigator: Accounting > Report Manager > Analysis Reports > Process Manager-Reports > General Ledger Analysis > Comparative Trial Balance Classic View: Accounting > Reports > General Ledger Analysis > Comparative Trial Balance Setup Tab Report Name: Comparative Trial Balance Click Export. Export Dialog Form Save in: C:\Program Files\MIP File Name: Comparative Trial Balance Save as type: Word Processing Text (*.TXT) Click Export. Click Close. Open Microsoft Word or WordPad Open the file that you just saved and compare to the Excel report created in the previous exercise. NOTE: The account titles are not included in the text file. The text file was created from the query used for the report, which does not include account titles Sage Software, Inc. Student Curriculum 69

74 Reinforcement Exercises Sage 100 Fund Accounting Reinforcement Exercises 1. Create Statement Format Navigator: Report Manager > Financial Statement Formats Classic View: Reports > Financial Statements > Create Statement Formats Select Format Tab Click to copy the report setup Copy Format From Statement Type: S/A (Statement of Activities) Name: <Default-Detail> To This New Format Statement Type: S/A (Statement of Activities) Name: Exp Classification Click: OK Select Format Tab Statement Type: S/A (Statement of Activities) Format Name: Select: Exp Classification from Drop Down list Statement Title: Schedule of Functional Expenses Create Outline Tab Highlight the Operating Revenue Section. Click to delete the Operating Revenue Section. Click OK to indicate that you would like to delete the section and account assignments. Highlight the Sales Revenue (net) Section. Click to delete the Sales Revenue (net) Section. Click OK to indicate that you would like to delete the section and account assignments. Highlight the Total Revenue Section. Click to delete the Total Revenue Section. Click OK to indicate that you would like to delete the section and account assignments. Highlight the Net Revenue over Expenditures Section. Click to delete the Net Revenue over Expenditures Section. Click OK to indicate that you would like to delete the section and account assignments. 70 Student Curriculum 2012 Sage Software, Inc.

75 Advanced Financial Statements Reinforcement Exercises Highlight the Beginning Net Assets Section. Click to delete the Beginning Net Assets Section. Click OK to indicate that you would like to delete the section and account assignments. Highlight the Adjustments to Net Assets Section. Click to delete the Adjustments to Net Assets Section. Click OK to indicate that you would like to delete the section and account assignments. Highlight the Ending Net Assets Sections. Click to delete the Ending Net Assets Section. Click OK to indicate that you would like to delete the section and account assignments. Click Save and Close to exit the format Sage Software, Inc. Student Curriculum 71

76 Reinforcement Exercises Sage 100 Fund Accounting 2. Create Report Setup Navigator: Accounting > Report Manager > Process Manager-Reports > Financial Statements > Statement of Activities Classic View: Accounting > Reports > Financial Statements > Statement of Activities Setup Tab Report Name: Expense Classification Print Name In: Footer Page Footer: Included Balances Dates: Account Balances Begin: 01/01/2008 Current Reporting Year Begins: 01/01/2008 Current Period Dates: Date Items: Custom Opening Balances: 01/01/2008 Ending Balances: 12/31/2008 Financial Statement Format: Exp Classification Content Tab Item(s) by Page & Combining Column: Selected Items: Progr Group Code Sort: Asc Type: Column Report Body: Filter Tab Selected Filter GL Code Compares To: > (Greater Than) Criteria 1: Student Curriculum 2012 Sage Software, Inc.