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Financial Statement Designer student guide

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Financial Statement Designer 3

Contents Goals of this session ........................................................................................... 4

What you will learn ............................................................................................. 4 About this document ........................................................................................... 4

Reporting entities ................................................................................................. 5 Creating reporting entities .................................................................................. 5

Organizational levels (complex firms only) ....................................................... 6 Creating organizational levels ............................................................................ 6

Organizational levels and reporting entities ..................................................... 7 Creating reporting entities with organizational levels ......................................... 7

Financial Statement Designer overview ............................................................ 9 Worksheet design ............................................................................................... 9 Select, define, and view ................................................................................... 10 Defining with properties (and text).................................................................... 11 Month-End Date property ................................................................................. 12 Rows and columns ........................................................................................... 12

Working with a statement design ..................................................................... 13 Opening a template .......................................................................................... 13 Working with rows ............................................................................................ 14 Working with columns ...................................................................................... 19 Working with cells ............................................................................................. 22 Setting workbook properties ............................................................................. 25

Working with formatting options ...................................................................... 28 Using the toolbar .............................................................................................. 28 Right-clicking in the worksheet ......................................................................... 29 Using the Workbook Properties sheet .............................................................. 29

Adding information in a design ........................................................................ 33 Column Setup row ............................................................................................ 33 Amounts row ..................................................................................................... 35 Total row ........................................................................................................... 36

Exporting and importing ................................................................................... 37 Exporting a statement to Excel ......................................................................... 37 Exporting a design for another database ......................................................... 37 Importing a design from another database ...................................................... 38

Working with the print layout ........................................................................... 39 Inserting page breaks ....................................................................................... 39 Creating headers and footers ........................................................................... 39 Repeating column headings ............................................................................. 39

Printing a statement........................................................................................... 40

Suggested exercises ......................................................................................... 41

4 Financial Statement Designer

Goals of this session In this session, you will learn how to use the Financial Statement Designer. The designer contains a simple spreadsheet format that you can use to add cells, rows, and columns of information to your design. With the designer, you can create financial statements tailored to your firm’s needs.

If you have ajeraComplete or the Departments add-on, you will also discover how easy it is to restrict rows, columns, or the entire statement to a specific department or to groups of departments called reporting entities. You can then create statements with different levels of detail, as needed.

What you will learn This session will introduce you to:

Reporting entities and organizational levels (ajeraComplete or Departments add-on only)

Financial Statement Designer window Financial statement templates

You will also learn how to: Change a template design Add new information to a design Export a design or statement Print a statement

This session assumes that you have experience with common spreadsheet programs.

About this document This document provides an overview of the Financial Statement Designer, reporting entities, and organizational levels.

For more information about any of these features, please see Help > Contents > Reporting entities or Help > Contents > Reports > Financial Statement Designer.

Reporting entities


Reporting entities ajeraComplete or the Departments add-on only

If you are using departments and want your financial statement to report on divisions in your firm that consist of multiple departments, you can group together these departments into reporting entities.

For example, you might create reporting entities for branch offices by grouping together all the departments in each branch.

By themselves, reporting entities provide no information in Ajera. You must add them to your statement design in the Financial Statement Designer.

Creating reporting entities 1. Review your department names to ensure they are detailed enough to identify

when creating reporting entities in the Reporting Entity window.

2. Click Company > Financials > Reporting Entities > New button to open the Reporting Entity window.

3. Provide a descriptive name for the reporting entity and select the departments to include in the entity.

4. Click Save.

A reporting entity can consist of as many departments as you want, and you can create as many reporting entities as you need.

After you add the reporting entities to your financial designs in the Financial Statement Designer, the financial information in the selected row, column, or worksheet is restricted to those entities.

For more information, from the Contents in Help, click Reporting entities.

Notice how the Reporting Entity window displays all the departments and how their names are self-explanatory.

In this example, the Eugene entity consists of all the Eugene departments: Eugene Interiors and Eugene Landscape.

Organizational levels


Organizational levels (complex firms only) ajeraComplete or the Departments add-on only

If your corporate structure is complex or consists of multiple layers, you may want to use organizational levels to create your reporting entities. Organizational levels are labels that reflect the structure of your company and make it easier for you to set up and maintain reporting entities on multiple levels.

By themselves, organizational levels provide no information in Ajera. You use them only to create reporting entities.

Creating organizational levels 1. Click Company > Financials > Organizational Levels to open the

Organizational Levels window.

Company and Department are always the highest and lowest levels. You cannot add levels above or below them, respectively.

2. Enter the names of the levels in your corporate structure between Company and Department.

3. Click Save.

For more information, from the Contents in Help, click Reporting entities > Organizational levels.

Organizational levels and reporting entities


Organizational levels and reporting entities ajeraComplete or the Departments add-on only

You then create reporting entities in the Reporting Entity window by identifying the entities with a specific organizational level.

Creating reporting entities with organizational levels Start by creating entities for the lowest organizational level you created.

1. Click Company > Financials > Reporting Entities > New button to open the Reporting Entity window.

2. In the Description field, provide a descriptive name for the reporting entity.

3. In the Organizational Level field, click the button, which opens the Organizational Level List window. Select the lowest level displayed in that window.

4. In the Reporting Entity window, select the departments to include in the entity.

5. Click Save.

6. Repeat until you have created all reporting entities for the lowest organizational level.

Organizational levels and reporting entities


The next step is to create reporting entities for the second-lowest organizational level.

When you select the second-lowest level in the Organizational Level List window, only reporting entities from the lowest level appear in the Reporting Entity window. You create reporting entities for the second-lowest organizational level by grouping together reporting entities from the lowest organizational level.

Working upward, level by level, you repeat this process to create reporting entities in your corporate structure.

The advantages of using organizational levels to create reporting entities are:

For the higher levels, instead of selecting individual departments, you select reporting entities that already contain the groups of departments you want.

If you add another department to a reporting entity at the lowest level, all higher-level reporting entities related to that reporting entity automatically update to contain that department.

If you delete or inactivate a department from a reporting entity at the lowest level, all higher-level reporting entities related to that reporting entity automatically update to omit or inactivate that department.

For more information, from the Contents in Help, click Reporting entities > Organizational levels.

For more step-by-step instructions, from the Contents in Help, click Reporting entities > Creating reporting entities.

When you create State entities in this example, only entities from the preceding level (City) appear in the table for selection.

If no entities appear, confirm that you have set up reporting entities for the preceding level.

Financial Statement Designer overview


Financial Statement Designer overview The Financial Statement Designer gives you the tools you need to design the financial statements you want.

You can create and print balance sheets, profit and loss statements, statements of cash flow, company budgets, key ratios, and other financial statements, as needed.

You can customize your statement design with different degrees of detail. For example, you can specify different departments or reporting entities for rows or columns in comparative statements.

Worksheet design The Financial Statement Designer uses a simple spreadsheet format for designing statements. The grid of cells in the worksheet gives you great control over the design process. You can define the contents and appearance of individual cells, entire rows, or entire columns with a few clicks of the mouse.

The designer contains a simplified toolbar for formatting your statement, and supports basic spreadsheet formulas and functions. To perform other spreadsheet tasks, you can export the statement to Excel.

For more information, from the Contents in Help, click Reports > Financial Statement Designer.

Simplified toolbar

Basic worksheet

Properties area for defining the contents of the statement



Select, define, and view With the Financial Statement Designer, the basic actions are select, define, and view.

You select cells in the worksheet on the Design tab.

Then, you use properties or manually enter text in the worksheet to define the selection. After you define a selection, the design settings appear on the Design tab.

To view your statement with values from your Ajera database, click the Preview tab.

The designer makes it easy for you to move constantly between the Design and Preview tabs. With a click of the mouse, you can view either tab quickly and see what you need.

For more information, from the Contents in Help, click Reports > Financial Statement Designer.

Preview of design on previous page



Defining with properties (and text) Using properties to define a cell, row, or column makes the statement design more flexible. For example, if you add a Reporting Entity property to a design, you can use the same design for all your different reporting entities.

The Financial Statement Designer offers different types of properties to define the pieces of your statement:

This property type

Defines this And is found here

Contents Contents of the selection in the worksheet Properties area on the Design tab

Formatting Appearance of the selection in the worksheet Toolbar on the Design tab

Global (for statement)

For each statement:

Settings for printing

Settings for how certain items (for example, zeros, currency, negative values, symbols) display when printed

ajeraComplete or Departments add-on only. Settings for whether the contents apply to the company or are limited to a department or reporting entity

Workbook Properties sheet on the Design tab

Global (for workbook)

For all statements in the workbook:

Workbook name

Accounting basis

Date format

Month-end date

Workbook Properties sheet on the Design tab

If a property does not meet your information need (for example, a statement description or a formula), you can enter it directly into a cell. Ajera supports common spreadsheet formulas.

With formulas, you can reference cells from other worksheets. If you want, you can create an input worksheet that is referenced by formulas in other statements in the workbook.



Month-End Date property The Month-End Date property on the Workbook Properties sheet is particularly significant. This is the date on which the Financial Statement Designer determines the time period for the financial information in all the statements in the workbook. Almost all the contents properties that reference a date or time period are based on this date.

For example, if you choose the [For N MonthsEnded MonthEndDate] property on the Design tab, and you select February 28, 2010, as the month-end date on the Workbook Properties sheet, the Preview tab displays For 2 Months Ended February 28, 2010 in the statement.

For more information, from the Index in Help, type month-end date.

Rows and columns The contents properties in the properties area on the Design tab change according to what you select in the worksheet: a cell, a row, or a column. For example, when you select a row, properties related to defining rows appear in the properties area. When you select a column, properties related to defining columns appear.

In financial statements, rows typically display the accounts in the statement and columns filter the account amounts according to parameters such as time period, department or reporting entity, or amount type (for example, balance, budget, or activity amount).

Consequently, the row-definition properties are related to accounts and the column-definition properties are related to ways of filtering account information.

Working with a statement design


Working with a statement design The Financial Statement Designer provides templates for the following:

Balance sheet Profit and loss statements Statement of cash flow

The templates give you a starting point and are not comprehensive. You can select a cell, row, or column and change its properties and information. Or you can change global properties for a worksheet or a workbook, as needed.

You must save the design with a new name. You cannot change or overwrite a template.

Opening a template

Let’s open the profit and loss statement template.

1. Click Reports > Financial Statement Designer.

2. Click the Open button to open the Financial Statement Design window.

3. Click Template – Profit and Loss Statement and click the Select button. The design appears in the worksheet on the Design tab.

4. If the design does not fit in the window, expand the window or click the Zoom Out button in the toolbar.

5. Take a moment to examine the rows and columns in the statement.

Zoom out

The columns filter the account information by parameters such as time period.

The rows specify which accounts to include in the statement.



Let’s learn about the Financial Statement Designer by exploring this template design. By focusing on pieces of the design, you’ll learn the basic building blocks for designing your own financial statements.

Working with rows The rows in the template design relate to the accounts that you want to display in the statement.

Selecting rows

1. Click the 100% button in the toolbar so you can see the design more clearly.

2. The first column is unlabeled and shaded. You click in this column to select a row. Click Row 4 to select it.

3. Row Type buttons appear in the properties area. You use these buttons to define the purpose of the selected row:

Button Description

Column Setup

Defines the contents of cells in a column.

Amounts Specifies the accounts you want amounts for.

You can specify an account range, ID range, account group, or account type.

Total Sums the values in the amount cells in each defined column, from the preceding Total or Column Setup row to the current row.

Page Break Prints the information in the following rows on another page.

Note: Column headings do not repeat at the top of the following pages.

Zoom to 100%

Row-selection area

Row-definition buttons



Viewing Amounts row properties

The first column displays row definitions of the template design.

1. Click the first Amounts row (Row 8) to see what the designer displays.

2. In the properties area, you see that:

The account filter is by Account Type.

The account type is Income.

The Income accounts are grouped as itemized amounts so that the statement will list so the amount for each account individually. Had the Summarized button been selected, the statement would list the amounts of the accounts as one amount.

The Reverse sign check box is selected, which means that negative values will appear as positive and positive values will appear as negative.

The row is not filtered to limit it to a department or reporting entity, which means the financial information is for the whole company.

You can click any Amounts row and view the account filter, account, grouping, positive and negative, and row filters for that row.

Row 8 is selected.

Properties area displays additional design details.



Changing Amounts row properties

Now that you know where to find the design settings for Amounts, Column Setup, and Total rows, let’s see how easy it is to change them.

1. Click the first Amounts row (Row 8).

2. In the properties area, change the account filter. You can do any of the following:

Click this Account Filter button

And do this

Account Range

In the From field, click the button and select an account that represents the first account in the range.

In the To field, click the button and select an account that represents the last account in the range.

For example, you might select Bank Account – Checking in the From field and Petty Cash in the To field to specify your range of Cash accounts.

ID Range In the From field, enter the numeric identifier for the start of the range. The number does not need to be associated with an existing account.

In the To field, enter the numeric identifier for the end of the range. The number does not need to be associated with an existing account.

For example, you might enter 1000 in the From field and 1999 in the To field to specify your range of Cash accounts.

Account Group

In the Account Group field, click the button and select an account group. All accounts assigned to the account group will be included.

Account Type In the Account Type field, click the button and select an account type. All accounts assigned to the account type will be included.

This is the recommended option to ensure that all your accounts are included in your ranges.

3. In this example, click the Account Group button.

4. In the Account Group window to the right, click the button. The Account Group List window appears.

5. Click Services Revenue and click Select.



6. In the properties area, you can specify more than one range, account group, or account type per row. If you do, however, all accounts in the ranges, groups, and types print together and produce one subtotal. You do not get separate subtotals for each range, group, or type.

In the Account Group window to the right, click the button. The Account Group List window appears.

7. Click Services Write-off and click Select.

8. In the Grouping section, click the Summarized button, and in cell A8 change [AccountDescription] to Total Service Revenue.

Best Practice: When summarizing Amounts rows, change the account description to reflect the summary information.

9. Leave the Reverse sign check box selected.

10. ajeraComplete or Departments add-on only. In the Row Filter section, click the

button in the Department field and select Architectural.

11. Make sure you change the row headings to reflect these changes:

Double-click cell A7 and type Architectural Income.

Double-click cell A9 and type Total Architectural Income.

12. Click the Preview tab to view the results of these changes.

For more information, from the Contents in Help, click Reports > Financial Statement Designer > Setting up Amounts rows.

Row 8 is selected.

Different options in the properties area are selected to change the definition of Row 8.

The row headings are changed, accordingly.



Viewing Column Setup and Total rows properties

When you click a Column Setup or Total row, no additional information appears in the properties area. That’s because the design settings are all displayed in the worksheet.

Changing column headings Column Setup rows define how columns filter the account information in the Amounts and Total rows. The Column Setup row is shaded and does not appear on your statement.

Beneath each Column Setup row is a Column Headings row. In the Column Setup row, if you define a column with a property, Ajera automatically enters the property name in the Column Headings row. If you define the column with manually entered text (such as a formula), the cell in the Column Headings row remains blank.

To change or enter information in the Column Headings row:

1. Double-click a cell in the Column Headings row.

2. Enter a new heading. If the heading exceeds the column width, drag the column edges.

Changes in the Column Headings row do not affect the properties that define the contents of the column.

Changing Total rows Total rows use the SUM function formula to sum the values of all the amount cells between the current row and the preceding Total or Column Setup row for each column defined by a property.

The SUM formula appears in the cell in the worksheet where the row and defined column intersect, unless manually entered text (such as a formula) defines the column. In that case, the entered text appears.

To change a Total row:

1. Double-click a formula or text in the Total row.

2. Change the formula or text. Ajera supports common spreadsheet formulas.

3. Label the changed cell accordingly.

For more information, from the Contents in Help, click Reports > Financial

Statement Designer > Setting up totals.

The SUM formula appears, unless a column is defined by manually entered text.

All the details about the Column Setup and Total rows are in the worksheet.



Resizing, inserting, and deleting rows

To Do this

Resize a row Drag the row edges.

Insert a row Right-click a cell and click Insert > Row.

Right-click a row and click Insert.

Delete a row Right-click a cell and click Delete > Row.

Right-click a row and click Delete.

With the right-click menu, you can also copy, cut, paste, and hide rows, as well as apply borders to them.

Working with columns The columns in the template design relate to ways of filtering the Amounts and Total rows in the statement.

Best Practice: Notice that the defined columns have a blank column between them. Blank columns give you greater control over the spacing between columns of information.

Selecting columns

To select a column using the Column Setup row:

1. Click a cell in the Column Setup row. Notice how all the cells from that row down to the next Column Setup row are highlighted in the column.

2. The properties area displays any filters applied to the column. It does not display the property because the property label already appears in the worksheet.

You can select an option in either of the Column Filter fields to restrict the information in the column to a department or reporting entity.

You can select only one defined column at a time.

The property label ([ThisMonth]) displays in the worksheet.

The properties area displays any filters applied to the defined column.



To select columns using the column letters at the top of the worksheet:

1. Click the letter at the top of a column. All the cells in the column are highlighted.

2. The properties area displays any filters applied to the column.

If you select an option in either of the Column Filter fields, it overrides any column filters already applied in the selected column.

You can select multiple columns, which makes it easy to apply the same column filter to all of them.

Changing column setup definitions

Column Setup rows help you set up columns easily. In these rows, you select properties that define how to filter your Amounts and Total rows. Ajera enters the data you define in the current row and continues down the column until you define another Column Setup row.

Note: You can define columns without using a Column Setup row, but will have to define each cell in the column individually.

To change or add column setup definitions:

1. Click a property in the Column Setup row.

2. In the properties area, click a Contents List button and double-click an option:

Click this button

To display this The information comes from

Account

Information from the chart of accounts

Options: Account Description, Account ID, Account Group, Account Type, Account Normal Debit Balance, Account Allows Journal Entry, and so on

Company > Financials > Chart of Accounts

Activity Account activity for a specific time frame, excluding closing entries

Options: This Month, Last Month, 2 Months Ago, 3 Months Ago , and so on

Month-End Date field on the Workbook Properties sheet

If you select a column filter, it overrides column filters applied to any defined columns in the highlighted column.

Click a column letter to select a column.



Click this button


Balance Account balances at a specific point in time, including all previous closing entries

Options: Current Balance, Balance Last Quarter, Balance Last Year This Quarter, and so on


Budget Budget amounts for a specific time frame

Options: Budget This Month, Budget Last Month, Budget Annual, and so on


Cash Flow

Credit or debit account activity for a specific time frame

Options: This Month Debit, This Month Credit, Last Month Debit, Last Month Credit, and so on


The label for the new property appears in the Column Setup row.

3. The Column Headings row automatically displays the names of the new properties. Change them, as needed.

4. If you want, you can select column filters in the properties area.

To reproduce the example above, do the following:

a. Click cell B5.

b. In the properties area, click the Activity button and double-click the Last Month option. Leave the Column filter fields blank.

c. Click cell F5.

These two columns were changed from This Month to Last Month.



d. In the properties area, click the Budget button and double-click the Budget Last Month option. Leave the Column filter fields blank.

e. Double-click cell F6 and type Last Month’s Budget. The column heading exceeds the column edges.

f. Drag the column edges.

For more information, from the Contents in Help, click Reports > Financial

Statement Designer > Setting up columns.

Working with cells As just discussed, you can click a cell in a defined row or column and change it. For example, you can change the formula in a Total row or change the contents definition of a column setup.

You can also select an empty, undefined cell and define it using properties or manually entered text. The properties that appear in the properties area are different from those that appear when you select a defined cell in an Amounts row or a Column Setup row.

Let’s use the statement title of the design template to explore this.

Selecting cells in the title

1. Notice the pieces of information provided by the title:

Who the information represents (the company name)

A description of the statement (profit and loss statement)

The time period covered by the statement (for number of months)

The accounting basis of the information in the statement (report basis)

When the statement is printed or generated (print date)

The cells in the title are also merged and centered so they span the statement contents.

2. If you click any cell in the statement title, only the Company contents options appear in the properties area.

That’s because none of the cells is defined by an Amounts or a Column Setup row, which means that the contents are not related to accounts or ways of

When you click a cell in the title, only the Company options appear for selection.

Typical information found in statement titles



filtering account information. Consequently, the only contents properties that are relevant are the Company options.

3. Some of cells in the statement title are defined by properties (indicated by the brackets) and some are not.

There is no property for statement description, so that information must be entered manually.

Changing cells in the title

Let’s change the title so that it includes the department name:

1. Right-click Profit and Loss Statement and select Insert > Row. A blank row appears.

2. Click cell A2 and double-click the Department Description option in the properties area. If you want, you can experiment by selecting other options:

Double-click this option


Company Name Name of your company Company > Preferences > General tab > Company Name field

Company Address

Address of your company Company > Preferences > General tab > Address tab > Company Address fields

Month Start Date

First day of the current month


Month End Date Last day of the current month


For N Months Ended MonthEnd Date

The number of months since the first day of the fiscal year to the last day of the current month

For example: For 3 Months Ended March 31, 2010


For the N Quarter Ended QuarterEndDate

The quarter in which the current month falls and the last day of the quarter

For example: For the 1st Quarter Ended March 31, 2010




Double-click this option


Fiscal Year Start Date

First day of the fiscal year Company > Preferences > General tab > Fiscal Year fields

Fiscal Year End Date

Last day of the fiscal year Company > Preferences > General tab > Fiscal Year fields

Reporting Entity Description

Name of reporting entity ajeraComplete or the Departments add-on only

Reporting Entity Filter field on the Workbook Properties sheet

Department Description

Name of department Department Filter field on the Workbook Properties sheet

Report Basis Accounting basis of the statement

Applicable if you are using both Cash and Accrual accounting methods.

Report Basis field on the Workbook Properties sheet

Print Date Date the statement is printed

Useful if you print statements often.

System settings on computer

3. Click cell A2, press the Shift key, and click cell I2 to select multiple cells.

4. Click the merge button and center button in the toolbar.

5. Click a font size and style in the toolbar. For example, select 14 point and bold-face:

For more information, from the Contents in Help, click: o Reports > Financial Statement Designer > Setting up a statement title. o Reports > Financial Statement Designer > Setting up a cell.

Use the toolbar to apply formatting properties to your design.



Setting workbook properties Let’s now look at the Workbook Properties sheet to see how to filter the information in the statement for a specific department. The name of the department will appear in the Department Description cell you just added to the statement title.

1. On the Design tab, click the Insert Worksheet subtab to add another worksheet to the workbook.

2. Click the Workbook Properties subtab to view the global properties for all worksheets in the workbook.

The global properties are divided into four sections: worksheet display properties, worksheet print properties, worksheet contents properties, and workbook contents properties.

Insert Worksheet subtab

Workbook Properties subtab

Global properties for all worksheets in the workbook

Worksheet display properties

Worksheet print properties

Worksheet contents properties

Workbook contents properties



3. We’ll look at the worksheet and workbook contents properties now, and look at the worksheet display and print properties later.

Worksheet contents properties determine whether the information in the statement is limited to a department or reporting entity or whether it applies to the entire company:

Field Description

Department filter ajeraComplete or the Departments add-on only

The department to which the worksheet is restricted.

If this field and the Reporting Entity Filter field are blank, then financial information for the whole company prints.

Reporting entity filter

ajeraComplete or the Departments add-on only

The reporting entity to which the worksheet is restricted.

If this field and the Department Filter field are blank, then financial information for the whole company prints.

Workbook contents properties primarily determine the date and accounting basis Ajera bases the financial information in all the statements in the workbook:

Field Description

Workbook name The name of the workbook.

Month-end date

The date on which the Financial Statement Designer will determine the time period for the financial information in the statements in the workbook.

Date format The format used to display dates on the statements in the workbook.

Report basis

The type of accounting method used in the statements in the workbook: accrual or cash.

Applicable only if your firm is using both accrual and cash accounting basis in Ajera.

4. For the Income Statement sheet, select:

Architectural in the Department field.

December 31, 2009, in the Month-End Date field.

Cash in the Report Basis field.



5. Click the Preview tab to see the effects of these changes on the statement.

For more information, from the Contents in Help, click Reports > Financial Statement Designer > Setting up workbook properties.

See how the changes to the workbook properties appear in the statement

The financial information is now based on the month-end date of December 31, 2009.

Working with formatting options


Working with formatting options As you work on the statement design, you also format it so that the statement looks the way you want. You can select formatting properties by doing any of the following:

Clicking a button in the toolbar Right-clicking in the worksheet Selecting an option on the Workbook Properties sheet

Using the toolbar You can select a cell, row, or column in the worksheet and click a button in the toolbar to apply formatting to the selection.

The formatting options include the following: Font family, style, size, and color Borders (for total or heading underlines, for example) Horizontal and vertical alignment Cell indentation Merge and split cells Content format Numbering precision

These options are similar to those in other spreadsheet or word-processing programs. Experiment with the toolbar as needed:

1. Select a cell, row, or column in the worksheet.

2. Click a button in the toolbar to apply a formatting option to the selection.

You can also select a row or column and click the Hide Row or Hide Column button in the toolbar so that it does not appear on the Preview tab or print on the statement. The row or column does appear on the Design tab, but is shaded to indicate it does not print.

For more information, from the Index in Help, type Financial Statement Designer toolbar.

A border separates column headings from the columns.

Formatting options for font family, style, size, and color and horizontal alignment make this information stand out.



Right-clicking in the worksheet You can also right-click a cell, row, or column in the worksheet and do the following to format your design:

Apply a border (for total or heading underlines, for example) Insert a row or column Delete a row or column

These options are similar to those in other spreadsheet programs. Experiment with the right-click options as needed:

1. Right-click a cell, row, or column in the worksheet.

2. Select an option in the menu that appears.

For more information, from the Index in Help, type right-clicking in the worksheet.

Using the Workbook Properties sheet You can also choose the following worksheet display properties in the Workbook Properties sheet that define how certain elements display in a statement:

Field Description

Display zeros as The format used to display values equal to zero on the statement.

For example: 0.0, 0.00, -0-

Remove rows with no value

Whether rows with no values do not print on the statement.

If Yes is selected, they do not print on the statement.

Display negative numbers in red

Whether negative numbers print in red on the statement.

If Yes is selected, they print in red.

Applies only to numbers that have the Number option selected in the Number Format field on the toolbar.

When you right-clicking a cell, row, or column, options appear that allow you to change the statement design.



Field Description

Display commas Whether commas in numbers print on the statement.

If Yes is selected, they print on the statement.

Applies only to numbers that have the Number or Currency option selected in the Number Format field on the toolbar.

Non-currency negative format

The format used to display negative numbers on the statement. Format options include parentheses, regional preference, symbol before the number, or symbol after.

Applies only to numbers that do not have the Currency option selected in the Number Format field on the toolbar.

Currency negative format

The format used to display negative numbers on the statement. Format options include parentheses, regional preference, symbol before the number, or symbol after.

Applies only to numbers that have the Currency option selected in the Number Format field on the toolbar.

Currency symbol The symbol used with numbers that have the Currency option selected in the Number Format field on the toolbar.

Percentage symbol The symbol used with numbers that have the Percent option selected in the Number Format field on the toolbar.

Display symbols How currency symbols are displayed in currency cells.

For example: In all currency cells, first Amount row only, Total rows only, first Amount row and totals, or first Amount row and Total rows

Notice that the options for numbers, currency, and percentage apply to cells that have the Number, Currency, or Percentage option selected in the toolbar.

You view the results on the Preview tab, not the Design tab.



For example, let’s change some default settings in the Workbook Properties sheet:

1. On the Design tab, click the Workbook Properties subtab.

2. On the Workbook Properties sheet, select or enter the following in these fields:

Display Zeros As: -0-

Display Negative Numbers: Yes

Display Commas: Yes

Display Symbols: First amount row

3. Click the Preview tab to view the results:

The currency symbol displays only in the first amount row.

Negative values display in red type.

Zeros display as -0-.

Commas display in the numbers.



The worksheet print properties determine the print settings of each statement and are similar to print settings found in other spreadsheet or word-processing programs:

Field Description

Printing orientation

Whether the statement prints in portrait (taller than wide) orientation or landscape (wider than tall) orientation.

Top print margin

The amount of blank space (in inches) between the information on the worksheet and the top edge of the printed page.

Bottom print margin

The amount of blank space (in inches) between the information on the worksheet and the bottom edge of the printed page.

Left print margin

The amount of blank space (in inches) between the information on the worksheet and the left edge of the printed page.

Right print margin

The amount of blank space (in inches) between the information on the worksheet and the right edge of the printed page.

For more information, from the Contents in Help, click Reports > Financial Statement Designer > Setting up workbook properties.

Adding information in a design


Adding information in a design Exploring a design template has introduced you to some of the basic concepts in designing a statement in the Financial Statement Designer.

To build on that, this section discusses how to add a discrete section of financial information, either in a design template or a blank worksheet. Most of the concepts are similar to what has been already discussed, but they are approached in a slightly different way.

To add information to a design, set up rows in this order:

Column Setup Amounts Total

Column Setup row To set up a column, select a row and define the contents.

2. Click the Column Setup button, and the Column Setup and Column Headings rows appear.

1. Select a row in the worksheet. Options appear in the properties area for defining the row.

3. Click a cell in the Column Setup row. Options appear in the properties area for defining the cell contents of the column.

The options that appear in this area depend on which Content List button you click.



For more information, from the Contents in Help, click Reports > Financial Statement Designer > Setting up columns.

4. If you double-click an option, a label for the property appears in the worksheet. If you enter a formula to define the column, the formula appears in the worksheet.

You can click the cell in the Column Heading row and change the heading.

5. You can click a column and limit the information to a department or reporting entity.



Amounts row To set up an Amounts row, select a row and define the contents.

For more information, from the Contents in Help, click Reports > Financial Statement Designer > Setting up Amounts rows.


2. Click the Amounts button, and the Account Filter buttons appear in the properties area.

3. Click an Amount Filter button to select an account for the row.

The options that appear in this area depend on which Account Filter button you click.

You can also choose how the information in the row is grouped and filtered.



Total row To set up a Total row, select a row and apply the SUM formula.

For more information, from the Contents in Help, click Reports > Financial Statement Designer > Setting up totals.

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2. Click the Total button and a SUM formula appears in all columns not defined by a formula.

Exporting and importing


Exporting and importing If you want to share a design with someone using a different database or work on the statement in another program, you can export it.

You have two export options:

You can export a financial statement to Excel. You can export a financial design for use in another database.

Exporting a statement to Excel If you want use a different spreadsheet program, you can export the statement to Microsoft Excel 2003. The statement exports as an .xls file and contains the formulas and financial information from the database that you specified in the design. The exported file is not linked to the Financial Statement Designer.

In the other spreadsheet program, you can customize the statement as you want; for example, you might generate graphics or create additional formulas.

You must be on the Preview tab and click the Export button to export to an .xls file.

To export a financial statement:

1. Open the statement you want to export, if needed.

2. On the Preview tab, click the Export button.

3. Browse to the location where you want to export the statement, and click Export. The file name includes a file extension of .xls to indicate that it is a Microsoft Excel spreadsheet document.

Exporting a design for another database If your firm is using only one database, financial statement workbooks that you create automatically appear in the Financial Statement Design window for employees whose security settings allow them access.

You need to export a workbook only when you want to share it with others who are using a different database. When you export a workbook, it exports with a file extension of .fsd to indicate it is an Axium Financial Statement Design file.

You must be on the Design tab and click the Export button to export to an .fsd file.

To export a financial statement workbook:

1. Open the workbook you want to export, if needed.

2. On the Design tab, click the Export button.

3. Browse to the location where you want to export the workbook, and click OK. The file name includes a file extension of .fsd to indicate that it is an Axium Financial Statement Designer spreadsheet document. Email or share the document with others.

Exporting and importing


4. An employee with access to the other database must now import the workbook into that database. It then appears in the Financial Statement Design window for all employees with security access to it.

Importing a design from another database You need to import a workbook only when another person (such as your consultant) creates the workbook in a different database and then exports it for your use.

To import a financial statement workbook:

1. Save the workbook you want to import to a location accessible to you.

2. From the Reports menu, click Financial Statement Designer. A blank worksheet appears in the designer.

3. On the Design tab, click the Import button.

4. Browse to the location where the workbook is stored. An exported workbook has a file extension of .fsd to indicate that it is an Axium Financial Statement Designer spreadsheet document.

5. Select the workbook and click Open. The workbook appears in the Financial Statement Designer.

6. Click Save or Save As to save the workbook. The workbook appears in the Financial Statement Design window for all employees with security access to it.

Working with the print layout


Working with the print layout Ajera does not automatically repeat column headings or print headers or footers, such as page numbers, on each page of a financial statement. You can add these before or after page breaks in your statement design.

Inserting page breaks You can insert page breaks into a financial statement design so that the statement is divided the way you want over multiple pages:

1. On the Design tab, click the Print button. The Print Preview window appears.

2. Click the page forward or backward buttons to view the entire statement and determine where to insert page breaks.

3. Click the Close button to close the Print Preview window and return to the Design tab.

4. Click a row where you want to insert a page break, and click the Page Break button in the properties area.

5. Click the Print button to view the results in the Print Preview window.

6. Repeat these instructions for each page, as needed.

Note: If you want a page break in the middle of a group of accounts, you must set up two Amounts rows with the appropriate ranges in each row and insert a page break between the two rows

Creating headers and footers You can manually enter headers and footers into the worksheet so that they print at the top and bottom of the page:

1. On the Design tab, enter footer information into a cell before a page break in the worksheet.

2. Enter header information after the page break.

3. Use the toolbar to do the following, as needed:

Merge cells if the footer or heading information spans more than one cell.

Format the information, such as changing the font style, size, color, or border.

4. For the following pages in the statement, copy the footer or header and paste it into a cell before or after a page break, respectively.

Repeating column headings You can copy and paste column headings into the worksheet so that they print at the top of the page.

1. On the Design tab, copy the Column Setup and Column Heading rows preceding a page break in the worksheet.

2. After the page break, paste the rows into an empty row. If there is no empty row, right-click a row and click Insert.

3. Repeat these instructions for each page, as needed.

Printing a statement


Printing a statement When you print a financial statement, only the current worksheet prints. Use the worksheet subtabs to print other financial statements in the workbook.

Both the Design and Preview tabs contain Print buttons; you can print from either tab.

When you print from the Design tab, a Print Preview window appears. If you want, you can close that window, make changes to the design, and click the Print button again and view the preview. You then print from the Print Preview window.

When you print from the Preview tab, no Print Preview window appears.

Before printing, click the refresh button on either tab to ensure the information in the statement is up-to-date.

To print a statement:

1. If the design you want to print is not already open, open it:

a. From the Reports menu, click Financial Statement Designer.

b. Click the Open button at the bottom of the designer. The Financial Statement Design window appears.

c. Select the workbook and click the Select button. The design appears in the worksheet.

2. On the Design tab, click the Workbook Properties subtab and verify that the Month-End Date field correctly specifies the time period for the financial information in your statement.

3. Change the other global properties for the statement on the Workbook Properties sheet, as needed. For example, you can choose to filter by department or reporting entity or change the report basis.

4. If needed, click the Preview tab to view the statement with values from your Ajera database.

5. If needed, you can change the design on the Design tab.

6. The statement will print at the scale selected in the zoom section of the toolbar. If

you want to print at actual size, click the 100% zoom button.

7. To print, do one of the following:

On the Design tab, click the Print button, which displays the Print Preview window. The Print Preview window shows how the statement breaks over multiple pages. If you want:

o Click the page forward and backward buttons to view the entire statement. You can change page breaks, headers and footers, and column headings, as needed.

o Click the print button.

On the Preview tab, which does not show the page breaks. Click the Print button.

Suggested exercises


Suggested exercises Now that you understand the basics, try some of these exercises on your own:

Using sample data, create departments for offices in different cities, states, and regions. Then:

o Create organizational levels and use them to create reporting entities.

o Create reporting entities for department groups that do not fit in the organizational-level structure.

Save a copy of a template design and change the formatting, using the toolbar, right-click options, and workbook properties. For example:

o Change font styles, colors, sizes.

o Change or apply borders.

o Select multiple rows or columns and format them.

o Change print margins.

o Change how currency symbols or negative values are displayed in the statement.

o Insert page breaks.

o Create headers and footers.

o Repeat column headings.

In a copy of a template design, change the contents of parts of the statement. Use the properties area, manually entered text, right-click options, and workbook properties. For example:

o Delete or add columns or rows.

o Copy or cut columns or rows, and paste them in the worksheet.

o Make comparative rows or columns by using row or column filters.

o Select a cell, row, or column and change its definition. Make sure the row or column heading reflects the changes.

In a copy of a template design, change the contents of the worksheet. Use the workbook properties. For example:

o Add a [DepartmentDescription] property to the statement title and select a department in the Workbook Properties sheet to limit the information in the statement to a department.

o Experiment with the Month-End Date field. Change it and notice how it affects the information in the statement. Select a different time period or date, and see how it interacts with the month-end date.

Print a statement template and try to re-create it using a blank worksheet.

If you get stumped, select parts of the statement and view the properties in the worksheet, properties area, toolbar, and Workbook Properties sheet.

Print one of your firm’s statements and try to re-create it.

Create a statement with formulas that reference an input worksheet. Change the fixed values in the input worksheet and view the changes in your statement.

Create formulas such as current ratio, debt to equity, and others needed by your firm.

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