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Create Statement Format Buttons

Overview of the Create Statement Formats Process

Create Statement Formats

General Ledger Checklists

General Ledger FAQs

Create Statement Formats - Select Format Tab

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

Use this tab to specify the type of financial statement, the name of the format, and the title of the statement.

If a statement format has already been created, select the Statement Type and Format Name, and then you can print it. Keep in mind, a format cannot be printed until it has been saved.

Certain requirements must be followed for the Financial Statement Format when running the Statement of Activities and any Statement of Revenues and Expenditures type report. This will ensure that the Fund Balance/Net Assets section totals correctly. See Requirements for the Financial Statement Format for specific information about these requirements.

Statement Type: Select a valid Statement Type from the drop-down list. Choose from one of the following:

  • S/P (Statement of Financial Position)
  • S/A (Statement of Activities
  • B/S (Balance Sheet)
  • R/E (Statement of Revenues and Expenditures)
  • C/F (Statement of Cash Flow)

Format Name: Enter a new format name, or select an existing one from the drop-down list. (The Format Name is different from the Statement Title. The Format Name describes and identifies the format outline, while the Statement Title prints on the actual statement.) We recommend limiting your report name to strictly alphabetic (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols.

When you created your chart of accounts (Maintain>Chart of Accounts Codes), if you selected a Designation Code (other than N/A), the system automatically updated <Default> formats based on those account codes and their designations. (For more information on how designation codes affect financial statement formats, see Designation Codes and How They Apply to Statement Formats.) The drop-down list displays this predefined, account-specific <Default> format. You can copy the <Default> format to make changes to the Section Titles; however, you must do so after the chart of account codes are saved with the designation. Additionally, this <Default>format is available for selection in the Financial Statement Format field on the Reports>Financial Statements>Statement of Financial Position, Statement of Activities, Balance Sheet, Combining Balance Sheet, Statement of Revenues and Expenditures, Combining Statement of Revenues and Expenditures, Statement of Revenues and Expenditures by Period, and Statement of Cash Flows>Setup tabs.

Statement Title: Enter the name to appear on the actual statement.

Include Encumbrance Accounts: Select this check box to include an Encumbrance (EN) and/or Reserve for Encumbrances (RV) section in the format. These accounts will reflect the net of the encumbrance subledger—EN is the debit, (normally in the Unrestricted fund Balance section), while RV is the credit (normally in the Restricted fund Balance section). You must select a Statement Type of B/S or S/P and have the Encumbrances module installed for this check box to be available.

To ensure that you have not missed an account, use Print or Print Preview to view the statement format.