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Reporting - Creating a Report

This article will take you through the process of creating financial reports in Reportance by looking at the following topics:



Creating a New Report

To create a new report navigate to the Reports screen in Reportance. From here click on + New Report to select the type of report you want to create.

Reportance has three standard reports (as well as the ability to create your own from an Empty report):

  • Special Purpose Financial Report
  • Accountants Report with Disclaimer
  • Management Report


For more information on creating a firm standard report see the administration 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: 

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



1. General

The general settings fields are outlined below:


FieldDescriptionValidation
Template NameThis is the name given to the template. It 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
Style
(dropdown menu)
This will determine the look of the report. Styles can be created in the Admin Centre. For more information see the knowledge article: Reporting - Styles. 
Default Footer (dropdown menu)This is the default footer which will be applied to all pages within the report. Options:
- Compilation
- Internal use
- Those created in the Admin Centre
Use Report Dates from First Column
(checkbox)
When ticked the cover page and financial titles will display the report dates used in the first column.



2. 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 menu)
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 or time periods.
Required - Select from the available datasets
Columns HeaderThese three headings will appear at the top of each financial page. By default, this will be the year and $ sign. These can be changed. This is useful when you wish to distinguish between actual and budget data.
Spread By
(dropdown menu)
This will create new columns based on the frequency selected, reducing your need to create multiple columns and filter by a specific date, division etc. This is 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 date.Select a date within the dataset dates
By End Date
(date picker)
Only displays transactions before and including this date.Select a date within the dataset dates
By Division
(dropdown menu)
Filters the data shown to a single division. For more information on divisions see the knowledge article: Accounts - Divisions.Pick from the list of divisions for this client
By Trading Account
(dropdown menu)
Filters the data shown to a single trading account. For more information on trading accounts see the knowledge article: Accounts - Trading Accounts.Prick from the list of trading accounts for this client

Below is a sample of a completed column layout. The report will display only the Brisbane Office Division with six months of data for each column and the variance between the two.




3. 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: 

  1. Presentation pages - Index, Home page, etc
  2. Financial pages - Profit and Loss, Balance Sheet, etc
  3. 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. 



i. Presentation Pages

Presentation pages can only have the 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).



ii. Financial Pages

The financial pages can be customised in a number of ways to alter the layout: 


Customising the 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).



Changing the disclosures display 

Click on the drop-down menu of 'Disclosures' to optionally show:

  • Normal - this will display any linked disclosures as normal in the Notes pages with both relevant text and financial information
  • Link Only - this will only display the relevant text of a disclosure in the Notes pages with no financial information
  • Disabled - this turns off all disclosures so that none are shown in the Notes pages



Changing the page layout

You are able to customise the layout of financial pages in the Admin Centre using Labels to tag accounts. This is useful for creating concise Profit and Loss reports. If any layouts have been created by an administrator they will be available in the 'Page Layout' drop-down menu. For more information see the administration guide: Reporting - Page Layouts (coming soon).



Changing the profit display in the Profit and Loss

Click on the drop-down menu of the Profit and Loss 'Display Option' to optionally show:

  • Profit before Income Tax
  • Profit after Income Tax
  • Combined Profit and Loss with Statement of Comprehensive Income


Separating the trading accounts from the Profit and Loss

To separate the trading account from the profit and loss check the Separate Trading Account box. This will ensure each trading account is printed on a separate page. Each trading account 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 separate from the overall report template. This is particularly useful when you want to show a higher frequency of profit and loss but only a yearly balance sheet comparative. To do this click the Click to create custom columns button. 



This will display a column layout exactly the same as the column layout options mentioned in the Columns section above. This column layout and dataset selection will override the selection made for the overall report. This gives you the flexibility to create multiple Profit and Loss pages to display various financial information.


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 Revert to standard report columns button.



Layout

To customise the layout of the report, row headers can be expanded or collapsed to change the amount of information displayed. 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 administration guide: Reporting - 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 Note' column. The following example shows both the collapsed and expanded options, as well as putting the detail of 'Other Expenses' into a Note.



You are also able to further customise the layout by turning the visibility of a header and it's associated total on or off. To do this click on the eye icon to the right of the header (see the Depreciation header above). This is useful for tidying up System Headers that only contain one account. The top image below shows the Depreciation header turned off, the bottom image is with the visibility turned on.



iii. Notes to the Financial Statements

The Notes to the Financial Statements page can be customised in a number of ways:  


Customising the 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).



Choosing an alternative policy suite

Reportance has three standard policy suites by default:

  • Simple
  • 2021 GPFR Tier 2
  • 2020 SPFR


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



Selecting accounting policies

The Automatically Select Accounting Policies box is checked by default. 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 policies will be displayed. The policies available will change depending on the selection from the Policy Suite dropdown box. 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: 



The methods described above for Accounting Policies also apply to adding Disclosures to the Notes pages. It is also possible to manually add Disclosures in the Profit and Loss and Balance Sheet by using the Click to Link option. This will bring up a dialogue screen with a drop-down menu of disclosures available for the chosen Reporting Suite.



For more information on Accounting Policies and Disclosures see the knowledge articles: Reporting - Accounting Policies and Reporting - Disclosures.



Generating a report template

There are four options when generating a report:

  • View in Browser (Default) - Select Generate Report button. Once opened in your browser you also have the option to export to Excel, PDF or Word
  • Export to PDF - select the arrow beside the Generate Report button and select PDF
  • Export to Excel - Select the arrow beside the Generate Report button and select Excel
  • Export to Word - select the arrow beside the Generate Report button and select Word.



Viewing a report in Excel

Unlike many other systems, Reportance is able to maintain the formatting and layout of your report when you export it to Excel. The Reportance add-in provides a formatting function that optimises row heights and page breaks. After exporting the report to Excel, click on the Format Report button of the Reportance Cirrus add-in in the Home ribbon of Excel. You will get a pop-up (as well as a message at the bottom of the screen) indicating that the report is being formatted.



If you have not already done so you can download the Excel add-in directly from Microsoft AppSource by clicking here. Alternatively, follow the installation details that will appear after creating the data source as shown in the Installation knowledge article. 



Saving a report template

Once you have customised the pages and layouts of your report it is possible to save the report template for that client so it can be used again in the future.


WARNING: If you leave the Reports page to navigate to any other area in Reportance, any changes to your report layout will be lost unless you save the template first.


WARNING: If you make changes to a generated report (see the next knowledge article: Report Content Editor) these changes will not be saved to the report template and can only be saved to that particular report if you export it to Excel/PDF/Word and save from there.


To save a report there are two options: 

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




Next article: Report Content Editor

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