Creating Financial Statement Headers
by Kyle Zeigler, Sage Senior Certified Consultant
Provide clarity to your financial statements
When your Sage 300 CRE system was first implemented, the basic financial statement designs were likely created in the Financial Statement Designer module, including a Balance Sheet, Income Statement, and Trial Balance. These may have been modified over time or copies made so that custom versions could be created. When Sage 300 CRE users print financial statements using General Ledger > Reports > Financial Statements, these financial statement designs are accessed and used to create the printed document.
Designate entities or divisions
When the user’s Sage 300 CRE general ledger structure includes GL prefixes to accommodate either multiple fiscal entities or multiple GL divisions (departments, cost centers, etc.), printing financial statements for a single entity or division requires some additional settings. Financial statements can be printed in detail, showing every general ledger account in the system for a selected GL prefix or group of GL prefixes, or in consolidated form for all GL prefixes or a specified group of GL prefixes. To provide clarity for the reader of the statements, then, it may be important to include appropriate headers indicating the entities or divisions included in the statements.
To access the header fields of a particular financial statement, use Financial Statement Designer to open the statement design. Once open, select View from the menu bar at the top of the window and then select Header.
Most users will want to indicate the type of financial statement and the period being reported. Each line in the header is an Instruction. Plain text can be typed on the line and new lines can be added by pressing Enter. Instructions can be deleted or cleared using Edit. The font and alignment of the text can be formatted by clicking on the line and using Design > Instruction Options. Adding fields from GL settings, such as the period end date or company name, is done by using Design > Text Field.
When Design > Text Field is selected, a list of available fields is presented to the user. Selecting the appropriate text field can be tricky, however, and sometimes requires a little trial and error. Read on for some tips on which field to select to achieve the desired results.
Help with text fields
The fiscal entities (companies) or divisions to be included in financial statements are selected at the time the financial statements are printed, but are defined in Financial Statement Designer > Tools > Prefix Groups. Depending on how the prefix groups are set up, different results will be achieved with different Text Fields in financial statement headers:
- Any Text Field that includes a period, quarter, or fiscal year end date or period number will retrieve that information from the fiscal settings for the company. If you are consolidating multiple companies in the prefix group, all of the companies must have the same period, quarter, or fiscal year end dates in order for this information to be printed on the financial statement.
- Company (fiscal entity) information such as company name, address or Federal ID number will likewise be retrieved from the company setup in GL. This information will not print on financial statements when multiple companies are included in the prefix group selected at the time the statement is printed.
- When consolidating multiple companies or divisions in financial statements, the Prefix Group Description is the best field to use to indicate the companies or divisions included in the statements. If that field is insufficient, the financial statement designs can be copied for each group, and the text information typed in the header Instructions so that the same information prints every time the statements are printed.
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