GL> Reporting Tools> Reporting Manager

Reporting Manager - Create a template

 

Summary

 

The Reporting Manager tool is used to create customized reports that are modifications of standard General Ledger reports, for example, the trial balance, revenue versus expense, revenue analysis and expense versus budget report. The columns that display on the report are pre-programmed, but you can change the sorting and grouping options of the reports, as well as filter the GL accounts that are included on the report. Reporting Manager Reports can also include journal entry level detail. Reports generated using the Query Manager do not display journal entry level detail.

 

Reporting Manager reports are generated by creating a template on the Reporting Tools palette (GL> Reporting Tools> Reporting Manager), and then using that template to generate a report using the Reports palette (GL> Reports> Reporting Manager). This document covers creating a reporting manager template Once the template has been created, you can use it to generate a report using the Reports palette (GL> Reports> Reporting Manager).

 

Related Links

 

Click here for an overview on the Reporting Manager.

Click here for information on generating a Reporting Manager report.

Click here for an overview on the Reporting Tools palette.

 

Step by Step

 

1     View the report templates that have already been created. 

 

  • Open the Reporting Manager Selection window (GL> Reporting Tools> Reporting Manager).
  • The Reporting Manager Selection window displays all of the report templates that have been created in the application.
  • Select a report template and click DELETE to delete the selected report.
  • Select a report template and EDIT to modify an existing report template.
  • Click the Create Report button to create a new report template. This will open the Reporting Manager Maintenance window.

 

2     Create or maintain a report template. 

 

  • Enter the name of the report in the Report Name field. When a report template is used to generate a report, the report will be selected from a drop-down menu using the report name entered in this field.
  • The upper Report Type drop-down menu determines if the report will display journal entry line items.
    • Select Summary if you would like journal entry line items to be totaled by GL account on the report.
    • Select Detail if you would like the journal entry line items to display on the report.
  • The lower Report Type drop-down menu determines the columns that display on the report and filters the GL accounts that can display on the report by ALFRE designation (asset, liability, fund balance, revenue). For example, only revenue and expense GL accounts will display on the revenue versus expense report.
    • Select Trial Balance if you would like the GL account number, GL account description, budget amount, beginning balance, debit this period, credit this period and YTD amount to display on the report. All ALFRE designations can be included on the Trial Balance Report.
      • If you set up the report to display detail information, the Trial Balance report type will also display the journal entry date, module, fiscal period, journal entry number, journal entry description (generally the batch number that generated the journal entry), debit this period and credit this period amounts for each journal entry line item included on the report.
    • Select Revenue vs Expense if you would like to display the GL account number, GL account description, budget amount, period amount (net debit and credit journal entry line items), YTD amount, YTD variance (compares the YTD amount to the budget amount), budgeted amount (the budget amount distributed equally to each period) and expended percentage (YTD amount/budget amount). Only revenue and expense ALFRE designated GL accounts will display on the report.
      • If you set up the report to display detail information, the report will include the journal entry date, module, fiscal period, journal entry date, journal entry description and journal entry line item amount of each journal entry line item included on the report.
    • Select Revenue Analysis if you would like the report to display the GL account number, GL account number description, budgeted revenue (budget amount on GL account), period revenue, YTD revenue, uncollected balance (budgeted revenue less YTD revenue) and percentage received (YTD amount/budgeted revenue). Only revenue ALFRE designated GL accounts will display on the Revenue Analysis report.
      • If you set up the report to display detail information, the report will include the journal entry date, module, fiscal period, journal entry description and journal entry line item amount for each journal entry line item included on the report.
    • Select Expense vs Budget if you would like the report to display the GL account number, GL account description, budgeted amount, period amount, YTD amount, YTD variance (budgeted amount less YTD amount), encumbered amount (GL accounts attached to PO line items), available (budgeted amount less YTD amount less encumbered amount) and percentage available (available/budgeted amount). Only expense ALFRE designated GL accounts will display on the Expense versus Budget report.
      • If you set up the report to display detail information, the report will include the journal entry date, module, fiscal period, journal entry number, journal entry description, journal entry line item amount, check number and vendor number for each journal entry line item on the report.
  • Check the Include uncommitted journal entries toggle if uncommitted journal entries should be included on the report.
  • Check the Include inactive accounts toggle is inactive general ledger accounts should be included on the report.
    • General ledger accounts are set up as inactive using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> General tab> Account is Active toggle).
  • The Sorts fields are used to select how the report will sort and group. For example, if you only sort the report by ALFRE designation and generate the report in summary format, the report will display a single line item for each ALFRE designation (assets, liabilities, fund balance, revenue and expense). Add the Full Account sort option to the report if each GL account should display as a separate line item on the report. Select a sort option in the Available sorts section and click the right arrow ˃ to move the sort to the Selected sorts section. Once a sort has been added to the Selected section, use the up arrow ˄ and down arrow ˅ to order the sorts or the left arrow ˂ to remove the sort.
    • If you would like to generate the report in detail format you will have to add the Full Account sort option to the report.
    • The Account Type sort option is used to sort the GL accounts by the account type attached to the GL account (GL> Maintenance> Chart of Accounts> General tab> Account Type field).
    • The ALFRE sort option is used to sort the GL accounts by ALFRE designation. ALFRE designations are attached to account types, and GL accounts inherit an ALFRE designation when the account type is attached to it (GL> Maintenance> Chart of Accounts> General tab> Account Type field).
    • The Full Account sort option is used to sort the GL accounts by the entire GL account number.
  • The Sort Options field is used to select how the sort option will display on the report. Highlight a sort option in the Selected sorts field and check the toggles that apply in the Sort Options field.
    • Check the Header toggle if you would like the sort option to display above each grouping. For example, if the report is sorted by ALFRE designation, Asset will display above all of the asset GL accounts that display on the report.
    • Check the Footer toggle if you would like the sort option to display information on the report. For example, if the report is sorted by the ALFRE designation, checking this toggle will display the journal entry line items totaled by ALFRE designation on the report.
      • No information will display on the report if you do not check the Footer toggle for at least one of the sort options on the report.
    • Check the Double Space Footer toggle to include a space after the footer.
    • Check the Page Break toggle if you would like to insert a page break for each sort option included on the report. For example, if the sort option groups the report by fund, each fund included on the report will create a page break.
    • Check the Underline toggle if you would like to insert a line under the selected grouping to separate the report. For example, if the report is grouped by fund and the Footer toggle is checked, you can check this toggle to include a fund total that is underlined on the report.
  • Click the Save button when complete to save the report template. Once the report template has been saved, you can generate a report using the report template in the Reporting Manager window (GL> Reports> Reporting Manager). Click here for information on generating a Reporting Manager Report.