GL-F  Print Financial Statements

Purpose of Program

Use this program to print the financial statements based on the information entered in AM-E  Format Standard Financial Statements.  Initially you will be asked which type of statement you wish to print: income, balance sheet, or cash flow.

(To print financial statements created in AM-I, Format Custom Financial Statements, you must use GL-N, Print Custom Statements.)

If you are using multiple companies and you used AM-G  Consolidate Financials to create a consolidated chart of accounts, you are offered the option of printing a consolidated statement from those combined records.

Field Explanations

Statement Type

This is the statement type chosen in the opening screen.  It will say either INCOME STATEMENT, BALANCE SHEET, or CASH FLOW.  This field is displayed automatically and cannot be edited.

Column Fields:

Up to four columns of comparative information from different financial periods can be included on your financial statement.  The following are the fields available within each column.

Which Amounts

This field lets you specify the year (or budget) from which you want to print.  The choices display in a window and include: C=Current Year Amounts, B=Budget Amounts, 1=One Year Past Amounts, 2=Two Years Past Amounts, 3=Three Years Past and so on up to 6 years past.  When you reach column 3, you also have the choice of D=Subtract Col 1 from Col 2.

Beg Month (Income Statement & Cash Flow Only)

The number of the first period to be printed in the statement.  For example, if you wanted the range of months to be from April through June, the Beg Month would be 4, and the report would include data from April 1.  The month number is the fiscal period number and the dates are displayed on the screen for clarification.

End Month (Income Statement & Cash Flow Only)

The number of the last month to be printed in the statement.  Using the same example above,  the End Month would be 6 and the report would include data through June 30 The month number is the fiscal period number and the dates are displayed on the screen for clarification.

Print as of end of this Month (Balance Sheet Only)

On the balance sheet selection screen you do not specify a beginning and ending month.  Instead you specify a specific month.  The program will print account balances on the balance sheet as of the last day of the month specified.  For example, if you enter a 6, you will get a balance sheet as of June 30.  The month number is the fiscal period number and the dates are displayed on the screen for clarification.

Print %? (Income Statement Only)

Enter Y if you want percentages included to the right of each GL account amount.  Including percentages increases the width of each column and may limit you to less than four columns (you will receive a warning message if you've exceeded the maximum printing width).  

OTHER PRINT OPTIONS

Beg Dept Code

This field, plus End Dept Code (see next) allows you to limit the report to GL accounts that include one or a range of GL department codes.  Leave this field and End Dept Code blank if you want to include all GL accounts on your statement regardless whether they contain department codes or not.   range in order to look at only a part of your business at a time.

End Dept Code

This field is the ending department code is you are limiting your statement to GL accounts with department codes.  See Beg Dept Code above.

Print Department Detail

Enter Y if you want amounts printed for each department along with the total for the GL account.  Enter N if you want only the account totals printed.

Print Accounts Codes? [Y/N]

Enter Y if you want the GL account codes to print on the statement along with the account descriptions.  If you enter N, the program will print the descriptions only.

Print Amounts That are Zero? [Y/N]

Enter N if you want to exclude GL account codes with no activity in the date range specified.  Enter Y if you want to include all accounts.

General Program Operation

From the opening window you must first choose which type of statement you wish to print: Income Statement (Profit and Loss), Balance Sheet, or Changes in Financial Position (Cash Flow).

At the entry screen you will see the statement type (INCOME STATEMENT, BALANCE SHEET, or CASH FLOW) displayed at the top of the screen.

If you have consolidated your charts of accounts for multiple companies using AM-G  Consolidate Financials you will initially be offered the choice of printing a consolidated report.  Otherwise, the financial statement will be printed from the current company's chart of accounts.

Now specify the information you want in each of the four potential columns you can include on your report.  Select a Which Amounts code from the automatic window by highlighting your choice and clicking on it or pressing <Enter>.  Enter a Beg Month and End Month (Income Statement and Cash Flow) or a Print as end of this Month (Balance Sheet).  For Income Statement, enter Y in the Print% field if you want percentages to print; whatever you enter in column 1 will be the default for the remaining columns (but can be overridden).  When you are finished making entries for this column, the Which Amounts selection window displays and you can make entries for the next column.  

Be aware that when you reach column 3 you have the special option (D) of displaying the difference between column 1 and column 2.  This is very helpful when trying to compare last year to this year, or current to budget, etc.

When you are finished selecting columns (up to four columns are available but you are not required to define more than 1), click on Exit (or press <Esc>) when the Which Amounts window displays for the next column.  This moves the cursor from the column entry portion of the screen to the Beg Dept Code on the right side of the screen.

Enter a range of departments (if applicable) and then indicate whether account codes are to be printed or not and whether zero amount accounts should be included.

After completing the Print Account Codes? field you are taken to a second screen where you can customize the column headings of your printed statement.  You are given two lines per heading.  Uses the left hand column (which is slightly wider) if you have specified percentages to print; use the right hand if you did not specify percentages to print.