User Defined Report Addition
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. Entry of <Enter> exits the program.
#1 - Basic Parameters
Report Name
- This description (maximum 36 characters) is used to display on the menu the reports available to run.
Report Type
- 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.
Journal Entry Detail
You may print Journal Entries in your report to support the summary data. If you select journal information you must add journal entry filed names to the fields section of the report. If you select but don't print journal entries processing time will be wasted.
- A = All Journal Entries
- B = Budget Journal Entries
- E = Commitment & Expense Journal Entries
- C = Commitment Journal Entries only
- X = Expense Journal Entries only
- N = Don't Print Journal Entries
Note: External Files (Field 02 above) specify the location for printing detailed journal entries. When you do not use an external file but use option 'A', 'B' or 'E' the system displays all the journal entries for that account at that location in your reporting sequence. This is covered in detail during the step related to record fields.
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 five levels in your account code, the normal report will produce total breaks for each level. If you want only the grand total, enter 01. This will force the report writer to ignore all other level breaks. Note: This should only be used as an override to the totals defined in the Levels section.
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).
Include Budget Items
This answer causes the selection program to include/exclude GL accounts that are marked as Budget Accounts.
- Enter 'Y' to select Budget accounts
- Enter 'N' if you do not want to select Budget accounts.
Include Expense/Revenue Items
- Enter 'Y' to select all GL accounts marked as Revenue/Expense
- Enter 'N' if you do not want to select Revenue/Expense accounts.
Include Locked Accounts
- Enter 'Y' to include locked accounts
- Enter 'N' to exclude locked accounts from the report.
Include Soft Deleted Accounts
- Enter 'Y' to include accounts that are soft deleted
- Enter 'N' to exclude all soft deleted accounts from the report.
Include Other Accounts
- Enter 'Y' to select all other GL accounts (i.e. Asset/Liability)
- Enter 'N' to exclude all other GL accounts.
Zero Suppression
- A detailed reporting line is zero suppressed if all the fields defined for that record are zero. If using detailed journal entries (Field 3 above) and zero suppression the report writer will not suppress an account that is zero if the account contains journal entries in the selected range of periods.
Select Page Width
- This 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, Laser).
Select Page Length
- This establishes the maximum length of the page. A default of 60 lines is established by the system.
Grand Total Control
- Enter 'S' to suppress the printing of grand totals on this report
- Enter 'N' to print the grand totals on a new page.
Security Code
Security has not been implemented in this release.
Use Dictionaries
You have the option to use the GL account/alias dictionary on your report. The default is 'Y'.
- Enter 'Y' if you want to use the primary dictionary description in your report.
- Enter 'A' to use the alternate dictionary description on your report.
- Enter 'N' to use Account descriptions from the General Ledger accounts on the report. DO NOT use this option if you intend to summarize one or more GL's in your report detail.
Grand Total Control
Security Code
Use Dictionary Descriptions
- Enter 'Y' to use the description from the dictionary code
- Enter 'N' to use the description from the GL description (same description as what displays in the GL inquiry)
Email Delivery Options
Use Look-up 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 (E.g., 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 '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 to all email recipients. The emailed report will be sent as a PDF attachment. |
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 that the reports were sent without an error status.
Save | Click Save to exit the program and save your report. |
Headings | Click Headings to change header information for the report. |
Levels | Click Levels to change level information for the report. |
Criteria | Click Criteria to change criteria information for the report. |
Fields | Click Fields to change field information for the report. |
Totals | Click Totals to change total information for the report. |
Click E-mail to 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 the 'Global Email Profile'
Heading Maintenance
The Heading Maintenance block of the report writer consists of the definition of all information which is 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.
Print Position
- Enter a valid print position from l - maximum. Be sure to consider 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. The Look-up key 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$(5) | The numeric page number (i.e. Page xxxxx). This includes the word Page. |
Period$(3) | The period number entered by the terminal operator when running the report. This keyword will present the right 3 digits from the period (YYYYPP) |
ST_PER$ | The start period entered by user running the report. |
EN_PER$ | The end period entered by user running the report. |
Comment$(20) | An arbitrary message that can be printed on the report. The content of this comment field is established when the report is run. Typically, this is used in conjunction with Period$ to translate the period into an actual alpha/numeric month (i.e.. YYYY03 for a period number accompanied by the comment September 30 YYYY). (Also called REPORTDATE$ in previous releases. This name can still be used, but you should use Comment$). |
TIME$(5) | The time the report was started taken from the computer. |
REPORTNO$(8) | The number of the report (BAS#XXX). |
##Code$ | (Length of defined level from profile) See below for ##. |
##Description$(30) | The ## related to both the Code$ and Description$ relates to a sort selection sequence number which is defined in the Level section of 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 be skipped after printing the title information. Entry of the first nonzero value ends the current title line.
The following menu will display at the bottom of the screen:
Insert | Click Insert to insert a new header line above the line currently highlighted by the cursor. |
Modify | Click Modify to modify the header line currently highlighted. |
Delete | Click Delete to delete the header line currently highlighted. |
Replace | Click Replace to replace the entire header section of this report with the header section from another report. The User Defined Report Selection screen will be displayed allowing you to select the desired report. |
Level Maintenance
ELMT (Element)
- Enter the element number of the GL account or Alias you wish to report. The report will be generated in the same order the elements are displayed on this screen.
Press Look-up to choose from valid GL or Alias levels. Use the <UP> <DOWN> arrows to select the level or <Enter> to terminate entry. GL element numbers are 1 to 16 and Alias element numbers are 17 to 46.
Name (level name)
- The name of the GL account or Alias element entered will be displayed.
Size
You may reduce the size of any level. 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 long and you alter it to 2, the program will control the summary for the element based on the left 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 means the dictionary must contain the appropriate description and entry.
Blank BEF (Skip Before)
This indicates the number of lines to skip prior to printing the heading. The use of a 'TP' results in top of page break whenever this level changes. Using '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.
Blank AFT (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 Description
The following 3 items describe the options which control dictionary printing on the report.
PRN (Dictionary Description)
- Enter 'N' if you do not want the dictionary description for this element printed on control breaks.
- Enter 'Y' to indicate you want this dictionary description printed as a part of the report titling.
Note: You must have at least the last level of your defined dictionary structure set to yes.
Format (Dictionary Description)
This field provides an option for control of formatting and construction of the description to be printed. This option only applies to the last level in this version. The text entered to give you the extended format control is longer than the available space on the screen. This is accommodated using a scrolling window. When you enter the field the '>' on the right indicates there is more data than is visible. When you move to the right in the field the left side of the field displays a '<' indicating more data that is hidden (see example below).
Using the sample screen above the following shows the full formatting instruction and it's meaning.
'001/04:S:16&03:001-999|02,S:16'
'PPP/LL:T:CC&L1:Rr-RR|L2,T:CC'
In the example above, printing of the description will begin in position one of the description area. It will print using the level 04 dictionary description using 16 characters of the short form (abbreviation). It will also print level 03 dictionary description if the value of the level is in the range 001-999. The description source and number of characters is taken form ',T:CC' following level 02. If the value of the level 03 is not in the specified range (e.g.: 000) then the description will be taken from level 02 (the level following the '|').
The following presents the syntax rules for use of this format option.
The new description is created using a specific template format.
The overall format is 'PPP/___S1___&___S2___'
'___S1___' and '___S2___' consist of one of the following two sub-formats:
'LL:T:CC' or 'L1:Rr-Rr|L2,T:CC'
Where:
PPP - Print Position (Horizontal Tab)
LL,L1,L2 - GL or Alias Account Levels [01-46]
T - Description Text Type: (P)rimary, (A)lternate, (S)abbreviated
CC - Number of characters description text to use [1-34]
Rr-Rr - Account Level value Range
The 'LL:T:CC' sub-format uses 'CC' characters of description type 'T' from the current account level value of level 'LL'.
The 'L1:Rr-Rr|L2,T:CC' sub-format allows two different levels to be used depending on a range of account level values. If the current L1 account level value is within the range, 'CC' characters from description type 'T' of level 'L1' are used. Otherwise, 'CC' characters from description type 'T' of level 'L2' are used
The following is a list of valid template formats:
- 'PPP/LL:T:CC'
- 'PPP/L1:Rr-Rr|L2,T:CC'
- 'PPP/LL:T:CC& LL:T:CC'
- 'PPP/LL:T:CC &L1:Rr-Rr|L2,T:CC'
- 'PPP/L1:Rr-Rr|L2,T:CC& LL:T:CC'
- 'PPP/L1:Rr-Rr|L2,T:CC& L3:Rr-Rr|L4,T:CC'
VAL (Dictionary VALUE)
Enter 'N' if you do not want the value of the dictionary level to print on the report (e.g.: 110 Teacher Salaries).
Enter 'Y' if you want the dictionary value printed along with the associated title (description).
Action Related to Printing Totals
Print Total
- Enter 'N' to suppress printing a total for this level.
- Enter 'Y' to print a total on the change of the value for this level.
Blank Bef (Skip Before)
This indicates the number of lines to skip prior to printing the associated total.
Blank Aft (Skip After )
This indicates the number of lines to skip after printing the total for this level.
The following menu will display at the bottom of the screen
Insert | Click Insert to insert a new level line above the line currently highlighted. |
Modify | Click Modify to modify the level line currently highlighted. |
Delete | Click Delete to delete the level line currently highlighted by the cursor. |
Replace | Click Replace to replace the entire level section of this report with the level section from another report. The User Defined Report Selection screen will be displayed allowing you to select the desired report. |
Criteria Maintenance
This screen allows you to specify certain sets of GL or ALIAS accounts 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 a logical entity. You may enter up to a maximum of 36 sets of Selection Criteria per report or 96 lines, whichever is greater.
Set #
- Enter a number to identify the set relationship being defined. You can specify up to a 36 sets per report.
<Enter> to terminate entry. The logic between set numbers is 'or' logic. This allows you to use multiple sets of criteria to obtain the collection of accounts you want included in a report. The accounts do not need to be in contiguous ranges to allow you to select them. Within a set each part of the set must match the characteristics of a GL account (and logic) for it to be selected.
E#
- Enter the GL or 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. You will not be allowed to use the same level more than once in a set.
Press Look-up to select from valid GL or Alias levels.
Name
The program will display the name of the GL or Alias element selected.
Start Code
Enter the start value for selection based on the GL or Alias element selected.
End Code
Enter the end value for selection based on the GL or Alias element selected.
The following menu will display at the bottom of the screen
Insert | Click Insert to insert a new criteria line above the line currently highlighted. |
Modify | Click Modify to modify the criteria line currently highlighted. |
Delete | Click Delete to delete the criteria line currently highlighted. |
Replace | Click Replace to replace the entire criteria section of this report with the criteria section from another report. The User Defined Report Selection screen will be displayed allowing you to select the desired report. |
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 General Ledger record or Journal Entry records.
The system will allow 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 which is not to be printed, enter 'CAL' to tell the system that this is a calculation only and will not be printed.
Field Description
- Enter a string of one or more valid keywords pertaining to the general ledger master file, detailed journal entry file, or literal text.
Press Look-up to select from valid pre-defined keywords. 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 (CAL in PPS) 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 which take multiple lines on a report. An example would be a format which printed the opening balances for a GL account, 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 several report elements which 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 to run this report (max 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 want 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. |
GLDESC | The GL account dictionary abbreviations |
GLACCT | The full GL Account number separated by dashes. |
ALIAS | The full Alias code separated by dashes. |
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 noting CUR for current or YTD for year to date. Alternatively, it may be used to add some formatting to the report by including a set of dashes or periods to indicate the total of a column of figures. |
SLACCT | The full sub-ledger account number. |
Financial Symbols | |
|---|---|
#EEEE | Where '#' represents a fiscal year number, use the '#' to refer to the current year (based on 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 with meanings listed on the right. |
General Ledger File Key Words
Budgets | |
|---|---|
BUOR | The original annual budget entered to the account. In the budget entry operation, the first budget entered to an account is the original budget, and this balance does not change once established on the first entry. All other entries that take place to the account subsequent to that are adjustments and represent the current budget. |
BUan | Annual budget produced by adding dollar values distributed over the accounting period 01 - 13. |
BUTD | Budget to date. If you are running a report for the fourth accounting period, the use of this symbol would result in the addition of the dollar values placed in accounting periods 1, 2, 3 and 4. The range of accounting periods included always begin at 01 and includes the number of the accounting period supplied by the terminal operator when the report run request was submitted. |
PROV | The Provisional Budget amount. |
BU## | The budget for the period selected at report run request time. |
BU?? | Budget for a specified period(s). Where ?? is replaced with the number of the actual period to be processed. For example: If wanting the budget for the first accounting period, use BU01. |
TEBU | Temporary Budget Amount |
BUSP | The budget balance as at the beginning of the start period entered. |
BUCF | A run time value calculated by reading the budget transactions for the current year and searching for 'C/FWD' in the budget transaction description. Transaction amounts are accumulated and stored in this variable. You must do the report arithmetic to remove this amount from the total budget for the account or to present this and other budget values so that the report is not misleading. Use this variable if you bring forward budgets and need to show them separated on your financial reports. |
| 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 which have been entered into the system but have not participated in month end processing. | |||
EXan | The sum of the expenditure buckets from 01 - 13. | |||
EXTD | Expenditures to date, that is the sum of the expenditures from the first accounting period up to and including the accounting period which was specified at report run time. | |||
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. | |||
EXSP | The expenditure balance as at the start period entered. | |||
COMMITMENTS | ||||
Opening balance for commitments. This is the sum of the accounting periods that have been closed to-date. | ||||
CCOM | The current balance for commitments. | |||
COan | Annual commitment balance as calculated by adding the values for accounting periods 01 - 13. | |||
COTD | Commitments to date. The sum produced by adding the balances for accounting periods 01 up to and including the accounting periods specified at report run time. | |||
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. | |||
COSP | The Commitment balance as at the start period entered. | |||
PEnd | The Pending Requisition amount. | |||
EDCP | The value of educational capital entries if you are using the EDCAP subsystem. | |||
Other Financial Codes | |
|---|---|
FA01 | The first factor defined in the GL account. |
FA02 | The second factor defined in the GL account. |
FA03 | The third factor defined in the GL account. |
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. To refer to a balance that is the result of a calculation of another field use the field number as shown in these headings. |
Journal Entry Detail Symbols | |
|---|---|
Account | The original GL account number. |
REFERENCE | The 27-character description stored on each Journal Entry. |
COMMITMENT | The commitment amount for each Journal Entry. |
Expense | The expense amount on the Journal Entry. |
Budget | Budget amount for budget type journal entries. |
SOURCE | The data entry module source code, for example 'IE' for Invoice Entry, 'PO' for PO Entry. |
PONUMBER | The PO number on the Journal Entry, or the budget reference number for budget transactions. |
JENUMBER | The Journal Entry or invoice number on the Journal Entry, or the Budget Reference Number on a budget transaction. |
BATCHNUMBER | The BAS Batch number used to enter the Journal Entry. |
JEDATE | The date the transaction was entered in the system. (DD-MMM-YYYY) |
PAIDDATE | The date the cheque was issued. |
CHEQUE | The cheque number relating to the journal entry. |
INVREF | The first 50 characters of the invoice reference field. |
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 to calculate a percentage to first multiply the numerator of the percentage by a factor of 100 before carrying out the division.
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 report totals based on percentage calculations, then the definition of total descriptions must be included.It is only necessary to describe the fields 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.
Total Description
- Enter the keyword related to the total field you wish to print.
Press Look-up to select from valid pre-defined keywords. 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 total selected above.
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' then the description is from the GL Account. If 'YES' then 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 or modification to a user-defined report, it is advisable now to return to Option #3 on the user report menu titled 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.