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Create Statement Format Buttons

Overview of the Create Statement Formats Process

Create Statement Formats

Using Segment Substitution

General Ledger Checklists

General Ledger FAQs

Create Statement Formats - Assign Accounts Tab

Access this tab using Reports>Financial Statements>Create Statement Formats.

Use this tab to assign specific general ledger accounts to the Section Title selected on the Create Outline tab. Each general ledger account may be selected for only one Section Title.

This tab is only available if the selected Section is at the lowest level and can have accounts assigned to it.

Note: The statement format must be assigned at least one General Ledger account code in order to run any Reports>Financial Statements or Allocation Management reports.

If you have selected a Statement Type of B/S or S/P and selected the Include Encumbrance Accounts check box on the Select Format tab, the RV and EN accounts are available for selection. These two accounts—EN for Encumbrance and RV for Reserve for Encumbrances—reflect the net of the encumbrance subledger; EN is the debit, (typically used in the Unrestricted fund Balance section), while RV is the credit (typically used in the Temporarily Restricted fund Balance section).

 

Section Title: The system displays the Section title (the selected Section on the Create Outline tab). To assign accounts to a different Section, return to the Create Outline tab and select that Section.

Print Balance for GL Account, Segment selected at report time: Indicate to use the balances from the general ledger segment or another segment. (Other segments are indicated later, when printing this statement.) If you choose to print balances for a segment selected at report time, you determine the segment at the time the report is printed.

As an example of segment substitution, assume you have a segment called Program, and for the Statement of Activities you want to print total Expenses and Losses for each Program rather than for each specific general ledger account. If you selected "Segment selected at report time," and select the Print Detail check box for the selected accounts, you have the choice of printing either general ledger accounts or any other segment of your choice. When you actually print the report, choose to substitute Programs on the Options tab, and select the general ledger account code on the Contents tab. You can see totals by Program for these general ledger accounts on the financial statement. Regardless of your choice, associated general ledger accounts must be formatted. Remember, this choice is made for each individual Section as general ledger accounts are assigned.

GL Accounts Available Items, Selected Items: Select the general ledger-type account to be assigned, and then click the Mover ( > ) to move it to the Selected Items box. Only unassigned general ledger accounts display in the Available Items list. Accounts that have already been assigned to other Sections in the current financial statement format are not available.

Print Detail: Select this check box to print the selected account title and balance on its own line. Leave the box unchecked, so that the account title does not print and the balance accumulates within the Section as follows:

  • If all the assigned accounts in a Section do not have the Print Detail box selected, then the balances of all accounts accumulate into one total with the Section Title.
  • If some assigned accounts in a Section have the Print Detail box selected while others do not, then the balances of those accounts that do not have the detail boxes selected accumulate into one total. They display at the end of the Section with a title of "Other" Section Title.