Customizing Codes

1. When you select DEFINE FORMATTING CODES from the selection window, the following fields appear on the screen. You will use these fields to describe and build the layout of your report format.

• ID – A two digit alphanumeric code you use to reference this report format in the system.
• Name – The name you wish to assign to the report format.

• Code – The code assigned to a line on the report.

• Description – The description for the line.
• Acct Level – Select Y (Y=Yes) if ledger accounts will be assigned to this line; select N (N=No) if this line is a total or subtotal only.
• Print Detail – Select Y (Y=Yes) to print totals for the individual accounts assigned to this line; select N (N=No) to print a summary of all accounts assigned to this line.
• Force Total – Select Y (Y=Yes) to print a total (even if the sum is 0); S select S (S=Suppress) to suppress the subtotal from displaying; select N (N=No) to keep the line from printing (if the sum is 0).

 

Use the definitions above to build your list of line codes as follows:

 

2. At the ID field, enter in a two-character identification code for this alternate Balance Sheet format. If you enter an ID that has been used on another report, the message line displays “ID already used !!! Press Space Bar to Continue”.

3. At the Name field, enter a title, name or short description for this report format.

4. At the Code field, enter a numeric or alphanumeric reference code to be associated with the line you are currently working on.

This code is a series of digits (alphanumeric) that describe how the line items in the report will be grouped and totaled or subtotaled together. The first digit groups the lines at the highest level. Each line or sub-section that is to fall within that primary level must begin with the same first digit, but may have its own second digit to define its sub-grouping. In this fashion, a "tree" is defined, grouping lines of like sections together and providing for group subtotals and report grand totals.

Example: Say you want to group your report into two sub-sections with one grand total at the bottom. You'll have one primary group (everything that adds up to the grand total) and two secondary groups (all the various lines in each sub-section). In this coding scheme, every line code would have a "1" in the first digit location so they all aggregate to the grand total. Then, all of the line codes in the first group would have a "1" in their second digit location, while all line codes in the 2nd sub-section would have a "2" in their second digit location.

In this fashion, you will use the digit locations to group lines together into separate sections of the report. You can make as many sub-sections as you like, but you are limited to a 6 digit code.

 

Note: When you define your line codes in Net•Yield, you work from the bottom of the report to the top, not from the top down. For example, the first line you define might be a grand total to appear at the bottom of the report. Then, work your way up to the top of the report, defining a new code for each line item.

Note: The code for each new line added must be greater than the previous line, so plan ahead.

5. At the Description field, enter the description you want to appear on this particular line of the report. This is a required field.

6. At the Account Level field, if you select Y (Y=Yes), this indicates that the line is going to show ledger account type information. If you select N (N=No), this indicates that the line will be designated as a total or subtotal line.

7. The next field only applies if you selected Y (Y=Yes) at the Account Level field. At the Print Detail field, if you select Y (Y=Yes), the system will print the totals for all individual accounts assigned to this line. If you select N (N=No), the system will provide a summary of all accounts assigned to this line.

8. At the Force Total field, if you select Y (Y=Yes) and the total equals zero, the system will print the zero total. If you select S (S=Suppress), the system will suppress the subtotal from the report display. If you select N (N=No) and the total equals zero, the system will not print the zero total.

9. The following command options will appear:

• Add – Select Add to add a new line to the report format.
• Insert – Select Insert to insert a line between two existing lines.
• Change – Select Change to make edits to the attributes of an existing line.
• Delete – Select Delete to delete an existing line.
• Header – Select Header to make edits to the ID and Description fields in the header section.
• Update – Select Update to save and update the current format configuration.

Note: After you have saved and updated a format, you will not be able to make edits to the format in the ADD option any more. You will need to select the format from the second Select An Option window and then choose the DEFINE FORMATTING CODES option. This option contains the same message line commands as the Add option, but is only meant for previously defined formats.

• Void – Select Void to void the format’s configuration, deleting it entirely.
• Exit – Select Exit to exit this option without saving or updating the format’s configuration.
  
  

1. When you select DEFINE FORMATTING CODES from the selection window, the following fields appear on the screen. You will use these fields to describe and build the layout of your report format.

• ID – A two digit alphanumeric code you use to reference this report format in the system.
• Name – The name you wish to assign to the report format.

• Code – The code assigned to a line on the report.

• Description – The description for the line.
• Acct Level – Select Y (Y=Yes) if ledger accounts will be assigned to this line; select N (N=No) if this line is a total or subtotal only.
• Print Detail – Select Y (Y=Yes) to print totals for the individual accounts assigned to this line; select N (N=No) to print a summary of all accounts assigned to this line.
• Force Total – Select Y (Y=Yes) to print a total (even if the sum is 0); S select S (S=Suppress) to suppress the subtotal from displaying; select N (N=No) to keep the line from printing (if the sum is 0).
• Revenue/Expense – Select R (R=Revenue) to treat this line as revenue; select E (E=Expense) to treat this line as an expense.
• Schedule – Select Y (Y=Yes) to produce a schedule of the detail for the section on a separate page when printed; select N (N=No) to not produce this schedule.

 

Use the definitions above to build your list of line codes as follows:

 

2. At the ID field, enter in a two-character identification code for this alternate Income Statement format. If you enter an ID that has been used on another report, the message line displays “ID already used !!! Press Space Bar to Continue”.

3. At the Name field, enter a title, name or short description for this report format.

4. At the Code field, enter a numeric or alphanumeric reference code to be associated with the line you are currently working on.

This code is a series of digits (alphanumeric) that describe how the line items in the report will be grouped and totaled or subtotaled together. The first digit groups the lines at the highest level. Each line or sub-section that is to fall within that primary level must begin with the same first digit, but may have its own second digit to define its sub-grouping. In this fashion, a "tree" is defined, grouping lines of like sections together and providing for group subtotals and report grand totals.

Example: Say you want to group your report into two sub-sections with one grand total at the bottom. You'll have one primary group (everything that adds up to the grand total) and two secondary groups (all the various lines in each sub-section). In this coding scheme, every line code would have a "1" in the first digit location so they all aggregate to the grand total. Then, all of the line codes in the first group would have a "1" in their second digit location, while all line codes in the 2nd sub-section would have a "2" in their second digit location.

In this fashion, you will use the digit locations to group lines together into separate sections of the report. You can make as many sub-sections as you like, but you are limited to a 6 digit code.

 

Note: When you define your line codes in Net•Yield, you work from the bottom of the report to the top, not from the top down. For example, the first line you define might be a grand total to appear at the bottom of the report. Then, work your way up to the top of the report, defining a new code for each line item.

Note: The code for each new line added must be greater than the previous line, so plan ahead.

5. At the Description field, enter the description you want to appear on this particular line of the report. This is a required field.

6. At the Account Level field, if you select Y (Y=Yes), this indicates that the line is going to show ledger account type information. If you select N (N=No), this indicates that the line will be designated as a total or subtotal line.

7. The next field only applies if you selected Y (Y=Yes) at the Account Level field. At the Print Detail field, if you select Y (Y=Yes), the system will print the totals for all individual accounts assigned to this line. If you select N (N=No), the system will provide a summary of all accounts assigned to this line.

8. At the Force Total field, if you select Y (Y=Yes) and the total equals zero, the system will print the zero total. If you select S (S=Suppress), the system will suppress the subtotal from the report display. If you select N (N=No) and the total equals zero, the system will not print the zero total.

9. At the Revenue/Expense field, if you select R (R=Revenue), the system will treat this line as a revenue (therefore showing revenue accounts as a positive value and expense accounts as a negative value). If you select E (E=Expense), the system will treat this line as an expense (revenue accounts would appear as negative value and expense accounts would appear as a positive value).

10. At the Schedule field, if you select Y (Y=Yes), the system will produce a schedule of the detail for the section on a separate page when printing. If you select N (N=No), the system will not produce this schedule.

11. The following command options will appear:

• Add – Select Add to add a new line to the report format.
• Insert – Select Insert to insert a line between two existing lines.
• Change – Select Change to make edits to the attributes of an existing line.
• Delete – Select Delete to delete an existing line.
• Header – Select Header to make edits to the ID and Description fields in the header section.
• Update – Select Update to save and update the current format configuration.

Note: After you have saved and updated a format, you will not be able to make edits to the format in the ADD option any more. You will need to select the format from the second Select An Option window and then choose the DEFINE FORMATTING CODES option. This option contains the same message line commands as the Add option, but is only meant for previously defined formats.

• Void – Select Void to void the format’s configuration, deleting it entirely.
• Exit – Select Exit to exit this option without saving or updating the format’s configuration.