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On this tab the following fields can be viewed:

 

hmtoggle_plus1All Rows

When this option is selected, all the rows in the grid are displayed including empty rows.  This setting is saved with the report.

hmtoggle_plus1Clear Row Button

When the  button is clicked, a check is performed to ensure that the row to be cleared is not being referenced by another row.

 

If referenced by another row, the user is warned accordingly.  When the  button is clicked, the currently selected grid row is cleared.

hmtoggle_plus1Delete Row

When the "Delete" button is clicked, the row currently selected in the grid will be deleted.

 

The system checks that the row to be deleted is not referenced by another row.

hmtoggle_plus1Delete Report

When the "Del Rep" button is clicked, the report currently loaded from the database will be deleted from the NPE Reporting table.

hmtoggle_plus1Description Column

Enter a description describing the row.  The system regards a space entered, as a row with an item.  It is an alphanumeric field with a maximum length of 255 characters (optional).

 

The system defaults the description by indicating whether it is a non posting entity (NPE) or account code (CODE) and showing the description of the non posting entity/account code.

 

You can change it to something more descriptive.

hmtoggle_plus1Division/Cost Centre

This is a company tree structure that populates with all divisions with no parents as the first level.

 

You can search up or search down on any division by double clicking on the division.  To select a division/cost center to be included in the report, click it.   A check mark will appear on the left.  To unselect it, click on it again.

 

If you want to include (or exclude) a division and the whole structure below it, hold down the shift key while clicking on it.  It doesn't matter whether the structure is exploded or not.

 

Only accounts for the selected division(s) and cost center(s) will be included in the calculations.

 

[D] indicates a division

[C] indicates a cost center

hmtoggle_plus1Financial Period

You must select the "From" and "To" financial periods i.e. the start and end financial period for which results must be calculated.

 

From

It is populated with the financial periods from the Financial Year and Financial Period tables where the financial year on the Financial Year table is equal to the financial year on the Financial Period table.

 

Should you select any of the Summation Options that will start with an 'Opening Balance', it may be a good idea to define the from period as the period immediately prior to the financial period from which you actually want to see report.

 

To

It is populated with the financial periods from the Financial Year and Financial Period tables where the financial year on the Financial Year table is equal to the financial year on the Financial Period table.

hmtoggle_plus1Formula Column

It can consist of numeric constants, for example 10.2, references to a non posting entity or account code, for example [10200], or a cell reference, for example [#200].

 

Round brackets can be used to enforce the order of preference when performing a calculation, for example:

 

([N equal to 10200] + [C equal to 10201] + [#200]) * 1.14 + 10 - 10/4

 

When only positive or negative values for non-posting entity codes must be applied, a minus or plus sign must be added at the back of the code, for example:

 

([N equal to 10200] + [C equal to 10201+] + [N equal to 10202-] + [#400]) * 1.14 + 10 - 10/4

 

Non-posting entity:                10200   equal to use all values

                                                         10201+ equal to use only positive values

                                                         10202-  equal to use only negative values, including zero.

                                                         #400 equal to use row number 400

 

"N equal to" indicates a non posting entity "C equal to" indicates a code.

hmtoggle_plus1Insert Button

When the  button is clicked, the selected non posting entity code or account will be inserted into the formula cell of the currently selected grid row.

hmtoggle_plus1Insert Row

When the "Insert" button is clicked, a blank row is inserted before the currently selected row.

hmtoggle_plus1Move Down Button

When the  button is clicked, the currently selected grid row is moved one position down.

hmtoggle_plus1Move Up Button

When the  button is clicked, the currently selected grid row is moved one position up.

hmtoggle_plus1Negative Button

When the  button is clicked, the non posting entity code or account selected, will be inserted into the formula cell of the currently selected grid row.

 

A minus sign is added at the end of the code to indicate that, if a negative value (credit) is calculated, it will be used in subsequent calculations (else 0 will be used).

 

POSSIBLE USE: Refer to Positive Button

hmtoggle_plus1Non Posting Entities/Accounts

It is populated with the non posting entity codes and the descriptions from the Non Posting Entity table where the class is Balance Sheet "B" or Income Statement "I" and it is not a sub component of another Non Posting Entity.

 

 

It is also populated with all the account codes from the Account Codes table.

 

[CODE] indicates an account as defined on the Account Codes function.

 

[NPE] indicates a non posting entity as defined on the Non Posting Entity function.

 

Whenever a non posting entity/account code is selected a check mark is shown to the left of its name.

hmtoggle_plus1Positive Button

When the  button is clicked, the non posting entity code or account selected, will be inserted into the formula cell of the currently selected grid row.

 

A plus sign is added at the end of the code to indicate that, if a positive value (debit) is calculated, it will be used in subsequent calculations (else 0 will be used).

 

POSSIBLE USE:

 

If a loan account has a positive balance, show it as an asset.  If the loan account has a negative balance, do not show it since it can not be seen as an asset. If negative you can decide to show it somewhere else in the report under liabilities.

 

You can thus show the loan account twice, once as a asset ('positive') and once as a liability ('negative').  You can now create two rows for "Bank Balance" (i.e. for the non posting entity code /account code called Bank Balance (asset) by using this  button and Bank Balance (liability) by using the  button placing the first one under the total "Assets" and the second one under the total "Liabilities".

 

All liabilities can be shown as positive values by putting a minus sign in front of the code or formula.

hmtoggle_plus1Recalculate

You must select at least one division or cost center before clicking the "Recalculate" button.

 

NOTE:  The caption on this button will change to "Cancel" when calculating.  This allows the user to stop the calculation.

hmtoggle_plus1Report Set

This is the primary key of the Report Set table.

hmtoggle_plus1Rows With Items

When this option is selected, only rows where a description or formula cell has been entered in the grid will be displayed (even if only a space was entered).  This setting is saved with the report.

hmtoggle_plus1Save Report

When the "Save Rep" button is clicked, the current report is saved.  Only the rows that contain a description or formula will be saved to the NPE Reporting table.

 

The rows will be renumbered in increments of one hundred and all row references will be automatically updated.

hmtoggle_plus1Sum

If the formula column has a value(s) in it, and the user clicks on this column, a drop down list is displayed allowing the user to select the way in which the calculation is to be performed.

 

The latest / approved budget selection will use the latest budget, and if it is zero, it will then use the approved budget.  The following examples refer to actual values, but can be applied to the approved budget or latest / approved budget.

 

If the option "Cumulative -greater than Actual Values" "R" is selected, it will calculate a cumulative total, starting from zero, per financial period for the specific row.

 

EXAMPLE:

 

If a value of 10 is entered in the "Formula" column, the first financial period will display a value of 10, the next financial period will display a value of 20 etc.  The value for a financial period is calculated as (the value of the previous financial period + the value of the current financial period).   POSSIBLE USE: Showing the monthly closing balance I.E. sales per month cumulative for a financial year.

 

 

If the option "No Summation -greater than Actual values" "N" is selected the value per column is displayed (non-cumulative).

 

EXAMPLE:

 

If a value of 10 is entered in the "Formula" column, the first financial period through to the last financial period will display a value of 10.

 

 

The "Opening Balance -greater than Actual Values" "H" option implies that all the historic values before the "From" financial period will be added to the first financial period column of the relevant account/non posting entity code (implies opening balance).

 

EXAMPLE:

 

For the above scenario, where a value of 10 is entered in the "Formula" column, and a historic value of 5 exists, the value of 5 will be added to 10 to display 15 in the first financial period. The second financial period through to the last financial period will display a value of 10.  POSSIBLE USE: Retained earnings as history with net profit/loss per month.

 

 

The option "Cumulative With Opening Balance -greater than Actual Values" "B" implies that all the historic values will be added to the "From" periods first financial period and the rest of the values will be cumulative from that value.

 

EXAMPLE:

 

For the previous scenario, where a value of 10 is entered in the "Formula" column, and a historic value of 5 exists, the value of 5 will be added to 10 to display 15 in the first financial period.   The second financial period is calculated as (15 (value of first financial period) + 10 (value entered in formula column)).   POSSIBLE USE: Retained earnings as history with net profit/loss added to it per month cumulative.

 

 

Sum Option

 Formula

 -04

 -05

 -06

Cumulative

 

 

 

 

No Summation

 

 

 

 

Opening Balance (value of 5)

 

 

 

 

Cumulation With Opening Balance