Executing Structured Reports

Structured reports calculate balances for each entity in the selection. GL calendar years are closed per entity, so the last closed GL calendar year can be different for each entity.

If the time period you specify in the selection criteria does not match the GL calendar periods (or a multiple), the report data is prorated on day basis.

If you run the reports with a Topic Level of 3 and the structure has five levels, then the report shows output for three levels; topics 4 and 5 are hidden.

The Financials Statement ProForma Report (25.15.5.3) lets you print a hierarchical design of a report structure. The report lists the topics across all levels in an indented format to indicate child levels. It also lists the COA elements linked to each topic level.

The purpose of the report is to enable you to determine if the report structure has been implemented correctly.

The Balance Sheet Report (25.15.5.4) runs based on report structures implemented using the Budget function. Budgets provide item breakdown through the use of topic levels.

The Balance Sheet report calculates the balance of all profit and loss GL accounts from the start of the GL calendar year up to the end of the selected time frame. You can run the report for either actuals or budgets.

The system constructs the Balance Sheet based on the accounts you specify in the report structure. All other accounts are excluded.

Typically, Balance Sheets are constructed from the following information:

• Balances of all asset accounts, such cash accounts, accounts receivable, and prepaid expenses

• Balances of all liability accounts, such as accounts payable, and unmatched invoices accounts, bank loans, and income tax liabilities

The system compiles the balance sheet for the most recent GL calendar year that is not closed to transactions. The balance sheet always contains data from the first day of the GL calendar year up to the end date you specify.

The Multi-Column Balance Sheet Report (25.15.5.6) lets you include up to a maximum of 15 data and calculation columns in the report. This lets you view monthly or quarterly comparisons for actuals and budgets, and calculate variances and percentage variances for each period.

This report is created in the same way as the Balance Sheet Report (25.15.5.4). The system derives data for the report from a user-defined report structure, in which you create levels and topics, and link subtotals and COA elements to the topic hierarchy. In addition to GL accounts, you can define sub-topics for sub-accounts, cost centers, and projects.

You can use the following criteria for each column:

• Budget. The budgeted balance at the end of the time period. Budget data is retrieved from the report structure for the given period.

• Variance. The variance calculated between the two previous data columns. A common balance sheet would include columns for actuals and budget for the given period, followed by a comparison between these balances.

• % Variance. The variance between the two previous data columns as a percentage.

You set the To Date parameter for data columns to define the time period. The start of the period is the start of the accounting year.

You must define the first column in the report, and you define multiple columns consecutively. For example, you can only define column 5 if you have already defined columns 1 – 4. You must complete the To Date and content fields for data columns, and content fields for calculation columns. Columns that have not been defined are not displayed in the report output.

Note: You can also create Balance Sheet reports using Financial Report Writer, which provides you with the flexibility to create financial statements tailored to the presentation needs of your organization. Financial Report Writer is QAD’s recommended approach for creating financial statements. See Financial Report Writer.

Use the Regional Balance Sheet report (25.15.5.8) to run structured reports with the output organized based on a multi-level alternate COA structure; for example, a Chinese Balance Sheet.

As with the non-regional balance sheet and income statement reports, you specify the report structure using Budget Create. You then specify the alternate COA group on which to base the report using the Alternate COA Group field in the COA Link tab of the Topic Properties window.

When you run the report, you specify the COA cross-reference for the alternate COA structure on which to base the report output. The system uses the cross-reference to retrieve the corresponding mappings and, consequently, the relevant alternate accounts.

The Income Statement Report (25.15.5.5) is used to track revenues and expenses so that you can determine the operating performance of your organization over a specific period of time.

Income statements help investors and suppliers determine the past performance of the organization and predict future performance.

The Income Statement typically includes figures from income and expense accounts, such as sales and rent revenue, and cost of goods sold, selling expenses, and overhead expenses.

The Multi-Column Income Statement Report (25.15.5.7) also provides up to 15 columns of reporting, in which you define the From and To Dates and the content criteria for the Income Statement. The Multi-Column report provides greater flexibility when generating summaries and forecasts for monthly or quarterly periods and is easily exported to spreadsheet format for analysis.

Use the Actual, Budget, Variance, and % Variance options for the income statement report. You also use the % Income option in calculation columns, which calculates the percentage income for the period.

Note: You can also create Income Statement reports using Financial Report Writer, which provides you with the flexibility to create financial statements tailored to the presentation needs of your organization. Financial Report Writer is QAD’s recommended approach for creating financial statements. See Financial Report Writer.

Use the Regional Income Statement report (25.15.5.9) to run structured reports with the output organized based on a multi-level alternate COA structure; for example, a Chinese Income Statement. The structure and alternate COAs are retrieved as described in Regional Balance Sheet.