If there is more than one category defined, you must select the category into which you want the new report to reside.
THE FOLLOWING MENU WILL DISPLAY AT THE BOTTOM OF THE SCREEN.
Exit Enter 'E' to exit the program without selecting.
Select Enter 'S' to choose the category where the new report will be found.
NEW REPORT
Enter a unique number for the report you wish to create. The system will automatically generate a report number and display it as the default. The system supports the creation of 999 user-defined reports within a category.
Entry of <CR> will exit the program.
#1 - BASIC PARAMETERS
01 = REPORT CATEGORY
Enter 3 characters to define the category. This category must be unique within BPS and BAS.
02 = REPORT TYPE
<CR> at this field. The system will insert the default 'BPS'.
03 = REPORT NAME
Enter up to 36 characters to describe the report. This description is used on the menu displaying the reports available to run.
04 = EXTERNAL FILE NAME
Enter 6 characters to name the external file (Table). Use of this option replaces the use of 'Selection Criteria' and 'Default-Dictionary Level', etc. You must use an external file to produce a report using sub-ledger accounts. All external file names are in the format 'BAEX##' where '##' is the number provided to CREATE EXTERNAL FILE program .
05 = DETAIL TYPES [B/I/N/D/*/S/ALL]
You may print Budget Transaction detail entries in your report to support the summarized data. If nothing is entered, no types are reported.
B = Base Budget Modification
I = Increase Budget
N = New Budget Money
D = Deleted Budget
* = Comments
S = System Generated
ALLS = Selects all, including System Generated
ALL = All except System Generated
06 = NUMBER OF LEVEL BREAKS [00-36/NA]
This element defines the number of forced control breaks to be created in the report. For example, if you have 5 levels in your account code the normal report would produce total breaks for each level. If you want only the grand total enter 01. This would force the report writer to ignore all other level breaks. NOTE: This should be used when defining report level breaks.
When using external files, it is imperative that you indicate the number of level breaks. This number must correspond to the number of sub-total levels you are creating in the external report.
00-36 = the number of control breaks (not using external file).
00-99 = the number of total levels when total accounts are to be created within an external file (99-lowest level, 1-highest level).
12 = ZERO SUPPRESSION [Y/N]
A detailed reporting line is zero suppressed if all the fields that are defined for that record are zero. NOTE: It is imperative when using detailed journal entries (Field 3 above) that zero suppression not be invoked. The combination of detailed journal entries and zero suppression causes illogical reporting of information in some circumstances
13 = TEMP BUDGET TYPES [TPF/ALL]
You may print temporary budget transactions in your report to support the summarized data. You may choose any combination of 'P'rovisional, 'T'emporary and 'F'inal transactions.
Enter 'P' to select those entries containing provisional transactions. Enter 'T' to select those entries containing temporary transactions. Enter 'F' to select those entries containing finalized transactions.
Enter 'ALL' to select all 3 transaction types.
14 = SELECT PAGE WIDTH
Establishes the maximum width of the printing on a page. The entry of fields and totals to be described later are verified against this maximum page width. The default is shown in <132>.
Use of this parameter allows you to specify and print reports wider than the standard 132 columns. To do this, you must have a printer capable of compressed print (e.g. LA100, LA210, LG01, LG02).
15 = SELECT PAGE LENGTH
Establish the maximum length of the page. A default of 60 lines is established by the system.
16 = GRAND TOTAL CONTROL [S/N]
Enter 'S' to suppress the printing of grand totals on this report. Enter 'N' to print the grand totals on a new page.
17 = SECURITY CODE
Security has not been implemented in this release.
18 = USE DICTIONARY DESCRIPTIONS [Y/A/N]
You have the option to use the GL account dictionary on your report. The default is 'Y'.
19 = EMAIL DELIVERY OPTION [N/D/A] <N>
Enter 'N' to Enter 'D' to Enter 'A' to
FIELD # TO CHANGE
If any information displayed is incorrect, enter the appropriate field number(s). If no changes are required, enter <CR>.
Exit Enter 'E' to exit the program and save your report.
Modify Enter 'M' to change any of the fields on the parameters screen.
Headings Enter 'H' to enter header information for the report.
Levels Enter 'L' to enter level information for the report. Criteria Enter 'C' to enter criteria information for the report. Fields Enter 'F' to enter field information for the report.
Totals Enter 'T' to enter total information for the report.
emAil If field #19 is defined as 'Email Address', define the email address(es) this report should be sent to. These email addresses should include the full email address (option to not include the domain name is not applicable)
To define a default email reply address, subject, message, and default overlay, go to General System Appendix N 'Global Email Profile'.
19= EMAIL DELIVERY OPTIONS [N/D/A] <N>
Use <FIND> to select one of the following options:
None Do not use the email features with this report
Dictionary Use the email addresses defined within the dictionary codes with this report. This supports splitting the report by dictionary code grouping and emailing separate sections of the report to different email recipients (Ex. If the report is grouped by location code, the report for each location would be sent to the email address(es) defined for each location). The dictionary level that will be used is the level that uses 'NP'(new page) or 'TP'(top of page) as the page breaking option in the 'Levels' section of the report.
If a dictionary code within the report does not have any defined email addresses, these sections of the report will print, based on the settings in the print queue.
The filename will be the report category followed by the report number followed by the dictionary code that represents the section of the report emailed to the recipient. (ex. BAS001_90.PDF)
Email Address Use the email addresses defined for this report (maximum 99). The entire report will be sent as a PDF attachment to all email recipients.
NOTE: When using the email options, the report should be run in batch, with the log file being saved to disk, or printed. The log file contains an email delivery summary to allow you to double check the email recipients and to ensure the reports were sent without an error status.
FIELD # TO CHANGE
If any information displayed is incorrect, enter the appropriate field number(s) or, if no changes are required, <CR>.
#2 - HEADING MAINTENANCE
The HEADING MAINTENANCE block of the report writer consists of the definition of all information to be printed at the top of every page in the report. A report may include up to 9 lines of header information, with each line made up of a maximum of 8 sections. The width of a header line cannot exceed the maximum established on the basic parameters of the report. Each header describes the printing of one line on the report. The LINES AFTER prompt (relates to the last item for each header) describes the spacing that will take place between one header and the next.
##
Enter the title line number. A report may include up to 9 lines of title information, with each line made up of a maximum of 16 sections.
Enter <CR> to terminate entry.
PRINT POSITION
Enter a valid print position from l - maximum. Be sure that you take into account the length of the field that is to be printed immediately after this print position. The print position number will cause the printer to move to that location in the report line and begin printing the information included in the title.
HEADER INFORMATION
The header information may be either a literal as defined by the user or a key word as defined by the system. <FIND> will display the valid key words.
THE FOLLOWING ARE THE KEY WORDS AS DEFINED BY THE SYSTEM:
DATE$(9) The current date stored in the computer. XX-MMM-YYYY
NAME$(36) This is the name that is stored in the profile record for the user and is displayed on top of the menus of the BAS System. Blanks are automatically inserted within the 36 character name field to give a move effective report title.
PAGE$(5) Numeric page number (ie. PAGE ####). Includes the word PAGE.
PERIOD$(3) The period number entered by the terminal operator when running the report.
COMMENT$(20) & REPORTDATE$
An arbitrary message that can be printed on the report. The content of this comment field is established when the report is run. Typically this is used in conjunction with PERIOD$ to translate the period into an actual alpha/numeric month (ie. 903 for a period number could be accompanied by the comment September 30 YYY). (Also called REPORTDATE$ in previous releases. This name can still be used, but you should use COMMENT$).
TIME$(5) The time at which the report was started taken from the computer.
REPORTNO$(15) The number of the report (REP#: CCC – NNN).
CCC = Category and NNN = Report Number
##CODE$ (Length of defined level from profile)
##DESCRIPTION$(30) The ## related to both the CODE$ and DESCRIPTION$ relates to a sort selection sequence number which will be defined later in the report. The key word CODE$ relates to the actual value of that element in the GL/ALIAS. The DESCRIPTION$ relates to the description from the dictionary for that specified element in the GL or ALIAS. The typical usage of either one or both of these key words is in placing the description of an element of the GL or ALIAS in the report headings of a report. For example, if you are creating a report which is to be produced in location order, then with these two key words you can print in the title section of the report the number and/or name of each location.
LINES AFTER
Enter a value (0–9). This specifies the number of lines to skip after printing the title information. Entry of the first non zero value ends the current title line.
THE FOLLOWING MENU WILL DISPLAY AT THE BOTTOM OF THE SCREEN:
Accept Enter 'A' to save the header lines entered and proceed to User Defined Report Maintenance Screen.
Cancel Enter 'C' to proceed to the User Defined Report Maintenance Screen without saving the header lines entered.
Insert Enter 'I' to insert a new header line above the line currently highlighted.
Modify Enter 'M' to modify the header line currently highlighted.
Delete Enter 'D' to delete the header line currently highlighted.
Replace Enter 'R' to replace the entire header section with the header section from another report. The User Defined Report Selection screen will display allowing you to select the desired report.
#3 - LEVEL MAINTENANCE
ELEMENT
Enter the element number of the GL account, Account or Budget Alias you wish to report. The report will be generated in the same order the elements are displayed on this screen.
Press <FIND> to choose from valid GL or Alias levels. Use the <UP> <DOWN> arrows to select the level or <CR> to terminate entry.
SIZE
You may alter the size of any of the level numbers. When you do so, the size of the field is re-defined beginning from the left side of the field. If a level number was previously 4 characters and you alter it to 2, the program will control the summary for the element based on the 2 characters of that level. To produce a description for this newly defined level size, the program will extend the size of the revised level with zeros to the right up to the full size of the original level, in this case 4. It will then attempt to find a description for this value in the dictionary. This implies that the dictionary contains the appropriate descriptions.
SKIP BEFORE
This indicates the number of lines to skip prior to printing the heading. The use of 'TP' results in top of page break whenever this level changes. The use of 'NP' results in a page break with the numbering beginning at 1 again. Values from 0-66 will cause the specified number of lines to be skipped before the designated printing takes place.
SKIP AFTER
This operates in a similar fashion to SKIP BEFORE with the exception that it now defines the activity after having printed the heading.
DICTIONARY LEVEL
Enter 'Y' for yes, 'N' for no.
'Y' indicates that you want this dictionary level description printed as a part of the heading. NOTE: It is imperative that at least the last level has the dictionary level prompt be 'yes' and the total dictionary value responded to as 'yes'.
ACTION RELATED TO PRINTING TOTALS
TOTAL LEVEL
Enter 'Y' for yes, 'N' for no. 'Y' indicates that you want the totals printed based on the changing of this level.
TOTAL BEFORE
This indicates the number of lines to skip prior to printing the associated total.
TOTAL AFTER
This indicates the number of lines to skip after printing that total.
A RESPONSE OF <CR> TO THE CHANGE PARAMETER IN LEVEL PROMPT CAUSES THE SYSTEM TO DISPLAY THE ADJUSTED REPORT LEVEL BREAKS AND ASK:
DICTIONARY VALUE
Enter 'Y' for yes, 'N' for no.
'Y' indicates that you want to have the dictionary value printed along with the associated title (description).
LEVEL NAME
The name of the GL account or Alias element entered will display.
THE FOLLOWING MENU WILL DISPLAY AT THE BOTTOM OF THE SCREEN
Accept Enter 'A' to save the level lines entered and proceed to User Defined Report Maintenance Screen.
Cancel Enter 'C' to proceed to the User Defined Report Maintenance Screen without saving the level lines entered.
Insert Enter 'I' to insert a new level line above the line currently highlighted.
Modify Enter 'M' to modify the level line currently highlighted.
Delete Enter 'D' to delete the level line currently highlighted.
Replace Enter 'R' to replace the entire level section of this report with the level section from another report. The User Defined Report Selection screen will display allowing you to select the desired report.
#4 - CRITERIA MAINTENANCE
The screen allows you to specify certain sets of GL accounts, Account or Budget Alias to include in the report. The system manages the selection through a collection called a set. The set is used to identify what grouping of elements is to be considered to be a logical entity. You may enter a maximum of 36 sets of Selection Criteria per report.
SET #
Enter a number to identify the set relationship being defined. You can specify up to a maximum of 36 sets per report. Entry of <CR> will terminate entry.
E#
Enter the GL, Account or Budget Alias level number to be used for selection. An element number of '00' indicates that the selection is going to be based on a complete GL account number.
Press <FIND> to select from a list of valid GL, Account or Budget Alias levels.
NAME
The program displays the name of the GL Account or Budget Alias element selected.
START CODE
Enter the starting value for selection based on the GL, Account or Budget Alias element selected above.
END CODE
Enter the ending value for selection based on the GL, Account or Budget Alias element selected above.
THE FOLLOWING MENU WILL DISPLAY AT THE BOTTOM OF THE SCREEN:
Accept Enter 'A' to save the criteria lines entered and proceed to User Defined Report Maintenance Screen.
Cancel Enter 'C' to proceed to the User Defined Report Maintenance Screen without saving the criteria lines entered.
Insert Enter 'I' to insert a new criteria line above the line currently highlighted.
Modify Enter 'M' to modify the criteria line currently highlighted.
Delete Enter 'D' to delete the criteria line currently highlighted.
Replace Enter 'R' to replace the entire criteria section of this report with the criteria section from another report. The User Defined Report Selection screen will display allowing you to select the desired report.
#5 - FIELD MAINTENANCE
The FIELD MAINTENANCE program describes the content for each column to be printed in the body of the report and can contain information from the GL record or Journal Entry records.
The system allows you to define up to 99 fields related to a specific detail account number or summary. This may result in the creation of more than one screen of report field definitions.
PPS
Enter the starting print position for the field. If the field is a calculation that is not to be printed, you must provide a print position that is at least one greater than the previous field on the report. Although the program will not print this field, it must have a valid print position.
Entry of <CR> will terminate entry.
FIELD DESCRIPTION
Press <FIND> to select from a list of valid keywords defined by the system. The keywords are grouped, as text or numeric and you must choose the proper category before selection.
PRINT MASK
Enter a valid print mask for the field selected above. Valid print masks are defined in Appendix H. The most commonly used ones are shown in the included examples. If the report field content describes a field that is to be calculated but not printed, the print mask must be blank.
NOTE: Enter as many report field description records as you need for the columns set up on the report. These report field descriptions can define print formats that take multiple lines on a report. An example of this would be a format that printed the opening balances for a GL account, then listed the Journal Entry detail and then closed with the final line displaying the closing balance for the GL account.
TABLE OF REPORT FIELD KEY WORDS
There are a number of report elements that may be used individually or in combination to produce the desired report results.
NON-FINANCIAL SYMBOLS
CODE The account number specified as the default account number to run this report (up to 36 characters).
CODE## A specified segment of the account code where ## is the account segment number relative to the account sequence defined during report creation. In the example, see record type 3, if you wanted to print the code for the object you would use the symbol CODE03.
DESC The GL account description or the description from the dictionary if you requested the use of dictionaries for the report run.
GLACCT The full GL Account number separated by dashes. GLDESC The full GL Account description.
LITERAL/ This key word allows the user to insert any special wording or notation they wish within the report. Whatever follows the slash in the report field content will be printed on the report in the location specified in the print position number. There is no print mask involved with this key word. This can be used for such things as noting CUR for current or YTD for year to date. Alternatively it may be used to add some formatting to the report like including a set of dashes or periods to indicate the totaling of a column of figures.
FINANCIAL SYMBOLS
#EEEE
Where '#' represents a fiscal year number, use the '#' to refer to the current year (based on the period number entered when you run the report) or the digits 1 - 9 to refer to a prior year. When you use digits 1 - 9 they specify a prior year relative to the current year. For example:
1 = the year immediately prior to the current year 2 = two years prior to the current.
EEEE represents a valid report field key words as shown in the table below.
NOTE: Valid keywords are listed below on the left of the page, meanings on the right.
Budget Planning File Key Words
BUDGETS
ACBU This is the actual budget for the specified year. ORBU This is the ORiginal BUdget for the specified year.
ACEX This is the ACtual EXpenditures for the specified year. BUBA This is the BUdget BAse for the specified year.
BUNE This is the BUdget NEw money for the specified year. BUDE This is the BUdget DEleted for the specified year.
BUIN This is the BUdget INcrease for the specified year YEAR The year being referenced by the '#'.
UNIT Units associated with the specified account.
FA01 The first Work Factor defined in the Budget GL account. FA02 The second Work Factor defined in the Budget GL account. FA03 The third Work Factor defined in the Budget GL account.
BUVA Budget Variance.
TEBU Temporary Budget Amount.
PROV Provisional Budget Amount.
BAS EXPENDITURES
OPNE The opening balance as stored in the GL file. This is the sum of the accounting periods that have been closed to date, plus any balance brought forward from prior years in the case of asset and liability accounts.
CEXP The current expenditure balance from the GL. The term current means all transactions that have been entered into the system but have not participated in month end processing.
EX## Expenditures for the period selected at report request run time.
EX?? Expenditures for a specified period(s). Where ?? is replaced with the number of the actual period desired, if you want accounting period 01 expenditure balance you would enter EX01.
BAS COMMITMENTS
OPNC Opening balance for commitments. This is the sum of the accounting periods that have been closed to-date.
CCOM The current balance for commitments.
CO## Commitments for the period specified at report run time.
CO?? Commitments for specific period(s), where ?? is replaced with the number of the actual period to be processed. For example, CO01 will obtain the commitment balance for the first accounting period.
BPS COSTING
BCPE The input Period budget cost.
BCTD The Year to Date budget cost including input Period.
BCFC The forecast Budget Cost starting after input period up to year end (Will only produce a forecast for periods that have been projected).
BC?? Budget cost for specific period(s), where ?? is replaced with the number of the actual period to be processed. For example, BC01 will obtain the budget cost for the first accounting period.
BFPE The input Period budget FTE.
BFTD The Year to Date budget FTE including input Period.
BFFC The forecast Budget FTE starting after input period up to year end (Will only produce a forecast for periods that have been projected).
BF?? Budget FTE for specific period(s), where ?? is replaced with the number of the actual period to be processed. For example, BF01 will obtain the budget FTE for the first accounting period.
Other Financial Codes
XX## The contents of a previously defined calculation field where ## is replaced by the field number. You will notice on the examples of the screens that each report field description has a number. When you want to refer to a balance that is the result of a calculation of another field use the field number as shown in these headings.
TEMPORARY BUDGET SYMBOLS
TEMPACCOUNT The original budget file GL account number.
TEMPDOC The document number of the temporary budget transaction. TEMPTYPE The (2) digit type code.
TEMPDATE The date of the temporary budget authorization.
TEMPAUTH The name or initials of the person who authorized the temporary transaction. TEMPDESC The description associated with the temporary budget.
TEMPAMOUNT The temporary budget amount. FINALDATE The finalization date.
FINALAUTH The person authorizing the finalization of a temporary budget. FINALDESC The description associated with the finalization.
FINALAMOUNT The amount of the temporary budget finalization.
TRANSACTION DETAIL SYMBOLS
ACCOUNT The original budget file account number.
REFERENCE The 30 character description that is stored on each Budget entry. BATCH The batch number.
AMOUNT The budget transaction amount for each budget entry. QUANTITY The budget transaction budget quantity for each budget entry. UNITS The budget transaction units for each budget entry.
TYPE The budget transaction type. TBUDGETID The Budget ID.
PHASE The Phase ID. POSITION The Position ID.
Table Of Valid Arithmetic Symbols
SYMBOL MEANING
+ Addition
- Subtraction
* Multiplication
/ Division
NOTE: The report writer supports only basic elements of mathematics and does not support the use of ( ) to indicate order of operation. It is necessary if one wants to calculate a percentage to first of all multiply the numerator of the percentage by a factor of 100 before carrying out the division.
THE FOLLOWING MENU WILL DISPLAY AT THE BOTTOM OF THE SCREEN:
Accept Enter 'A' to save the fields entered and proceed to User Defined Report Maintenance Screen.
Cancel Enter 'C' to proceed to the User Defined Report Maintenance Screen without saving the fields entered.
Insert Enter 'I' to insert a new field above the line currently highlighted. Modify Enter 'M' to modify the field currently highlighted by the cursor. Delete Enter 'D' to delete the field currently highlighted by the cursor.
Replace Enter 'R' to replace the entire field section of this report with the field section from another report.
The User Defined Report Selection screen will display allowing you to select the desired report.
#6 - TOTAL MAINTENANCE
The TOTAL MAINTENANCE program provides the ability to produce report totals for any or all columns of numeric information.
If no report total descriptions are included in the report, the system will accumulate and produce totals for every dollar based report description field defined.
If, however, the intention is to report only certain totals or to report totals based on percentage calculations, then the definition of total descriptions must be included in the report. It is only necessary to describe those fields that one wants to have included on the total line.
The defined totals included in this section will be printed for all level breaks indicated in the level break control total information previously defined. As a result of this previous definition, it is possible to skip some sub-totaling within the report.
PPS
Enter the starting print position for the total or <CR> to terminate entry.
TOTAL DESCRIPTION
Enter the keyword related to the total field you wish to print. Press <FIND> to select from valid keywords defined by the system. The keywords are grouped as text or numeric and you must choose the proper category before selection.
PRINT MASK
Enter a valid print mask (defined in Appendix H) for the total selected above. The most commonly used ones are shown in the included examples.
REPORT TOTAL DESCRIPTION SYMBOLS
NON-FINANCIAL SYMBOLS:
CODE Prints the whole account number as defined for the report.
CODE## Prints the segment of the 'Defined' account code for the report. For example, CODE01 will print the first level of your defined account number for the report.
DESC The description of the account. If Dictionaries = 'NO' the description is from the GL Account. If 'YES' the description is from the long form in the dictionary.
LITERAL/ As defined in report field descriptions above.
FINANCIAL SYMBOLS
FLD## The total of a field defined in the report field descriptions where ## represents the field number for that report description field.
XXX## The contents of a previously defined total calculation field where ## is replaced by the total field number.
Having completed the definition of or modification to a user-defined report, it is advisable to return to Option #3 on the user report menu headed Print Report Parameters and print out the content of your report parameters for review with the subsequent running of the report. A user defined report can be modified as many times as is necessary to allow you to come up with the report format desired.
THE FOLLOWING MENU WILL DISPLAY AT THE BOTTOM OF THE SCREEN:
Accept Enter 'A' to save the totals entered and proceed to User Defined Report Maintenance Screen.
Cancel Enter 'C' to proceed to the User Defined Report Maintenance Screen without saving the totals entered.
Insert Enter 'I' to insert a new total above the line currently highlighted. Modify Enter 'M' to modify the total currently highlighted by the cursor. Delete Enter 'D' to delete the total currently highlighted by the cursor.
Replace Enter 'R' to replace the entire total section of this report with the total section from another report.
The User Defined Report Selection screen will display allowing you to select the desired report.