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Reporting - Creating a Report

To create a new report navigate to the Reports screen in Reportance. From here you can click on + New Report to create the default report or select the drop-down arrow to select another type of report.

Reportance has three standard reports:

  • Special Purpose Financial Report - Simple
  • Management Report
  • Special Purpose Financial Report AASB


For more information on create, firm standard report see the Admin Guide - Reporting. New firm defaults can only be created by a user with administrator privileges. 



After selecting the appropriate report a user will be presented with the report settings page. There are three sections on this page. 

  • General - General settings for the report, names, footers etc. 
  • Columns - The columns that will appear in the financial section of the report
  • Pages - The settings for each individual page, including the layout of financial information. 


General

The general settings fields are outlined here:. 

FieldDescriptionValidation
Template NameThis is the name given to the template if you save the template so it can be used later. This is only saved to the local client file, not any other files. Required - Text
Report TitleThis is the title of the report which will be displayed on the index page. Required - Text
Default Footer (Dropdown box)This is the default footer which will be applied to all pages within the report. Options:
- Compilation
- Internaluse



Columns

In the columns section, a user can update and change the column layout for the report. Below is a summary of the different fields and how they can be used. 

FieldDescriptionValidation
Dataset (Dropdown Box)Select the dataset from which the data will be displayed.
Note: It is possible to have multiple columns with the same dataset. This is useful for reporting different divisions.
Required - Select from the available datasets
Columns Header x 3These three headings will appear at the top of each financial page. By default, this will be the year and $ sign. These can be changed. Useful when a user wishes to distinguish between actual and budget data.
Spread By (Dropdown box)This will create new columns based on the frequency selected here. Therefore reducing your need to create multiple columns and filter by a specific date, division etc.
Useful for creating quick filters for reports.
Options:
- Division
- Trading Account
- Month
- Quarter
Filters 
By Start Date (Date Picker)Only displays transactions after and including this dateSelect a Date within the Dataset dates
By End Date (Date Picker)Only displays transactions before and including this dateSelect a Date within the Dataset dates
By Division (Dropdown box)Filters the Data shown to a single division. For more information on Divisions see the article Accounts - Divisions.Pick from the list of divisions for this client. 
By Trading Account (Dropdown box)Filters the Data shown to a single Trading Account. For more information on Trading Accounts see the article Accounts - Trading Accounts.Prick from the list of divisions for this client. 


Below is a sample of a completed column layout. The report will display only Brisbane Office division across two columns, each for 6 months of data.



Pages

In the pages section, a user can update and change the default settings for each of the pages. There are three types of pages which have different customisations: 

  • Presentation pages - Index, Home page, etc
  • Financial pages - Profit and Loss, Balance Sheet, etc
  • Notes to the Financial Statements


To add a new page select + Add Page at the bottom of the screen and select the required page. 

To remove a page from a report select the x button located at the right-hand side of the report. 

The customisations are broken into sections below:


Presentation Pages

Presentation pages can only have title customised. To customise the title click on the blue Customise button and then on the grey Customise button and type the desired name. If you wish to revert back to the previous name click on the Revert button (this will appear after customising the text).


Financial Pages

The financial pages have many settings to customise the layout of the report. 


Customise Title

To customise the title click on the blue Customise button and then on the grey Customise button and type the desired name. If you wish to revert back to the previous name click on the Revert button (this will appear after customising the text).


Separate the Trading Accounts from the Profit and Loss

To separate the trading account from the profit and loss check the box Separate Trading Account. This will ensure trading accounts are printed on a separate page, for each trading account.
They will still inherit the column layout applied under the column section outlined above.


Creating Custom Columns 

To maximise flexibility you can create different columns within a page template then you can for the overall report template. This is particularly useful when you want to show a higher frequency of profit and loss and only a yearly balance sheet comparative. To do this click the blue button Click to create Custom Columns.


This will display a column layout exactly the same as the column layout options mention in the Columns Section above. This column layout and Dataset selection will override the selection made above in the columns section. 


Warning

Ensure that the correct datasets are used.
If you use different datasets, divisions or filters for the profit and loss and the balance sheet the financial statements may be out of balance.


To revert the columns back to the original columns select the button Revert to standard report columns


Layout

The layout of the report can be changed. Row headers can be expanded or collapsed to change the amount of information which is shown in the report. To expand or collapse an account click on the arrow next to the account. 


Note: By default, all account headers will be expanded. if you wish to change the default settings of a report see the knowledge article Admin Guide - Report Masters.


Sub Header accounts can be shown in the Notes to Financial Statements when they are collapsed by checking the checkbox in the "Show in Notes" column.


The following example shows both the collapsed and expanded options. 




Notes to the Financial Statements

The Notes to the Financial Statements page has many settings to customise the notes which appear.  


Customise Title

To customise the title click on the blue Customise button and then on the grey Customise button and type the desired name. If you wish to revert back to the previous name click on the Revert button (this will appear after customising the text).


Choose an alternative Policy Suit

Reportance has two standard policy suits by default. 

  • SPFR - AASB
  • SPFR - Simple

For more information on creating custom firm notes see the Admin Guide - Reporting - Notes.
A different set of notes can be selected by choosing from the dropdown menu as shown below.

Selecting Accounting Policies

By default, automatically select accounting policies is checked. This uses a set of assigned rules to check which policies to display. To manually override these rules uncheck the tick box as shown below:


After unticking the checkbox a list of available notes will be displayed. These notes will change depending on the selection from the Policy Suit dropdown box.
Next to each note in the 'include?' column, a user can change the display status to one of the following:

  • Yes - Note will always be displayed
  • No - Note will never be displayed
  • Auto - Note will use rules to determine if it should be displayed. 


If more than one variant is available for a particular note then you can select which variant you want to display from the dropdown box in the variant column, as shown below: 



Generating and Saving Report Template

Generate a Report

There are three options when generating a report

  • View in Browser (Default) - Select Generate Report
  • Export to PDF - Select the arrow beside the Generate Report button and select Excel
  • Export to Xlsx - Select the arrow beside the Generate Report button and select PDF




Saving a Report Template

There are two options 

  • Save Only (Default) This will override the currently selected report settings for the current client
  • Save as...  - this will allow a user to save the report as a new template for this client only. 



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