Column Maintenance

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Use this form to specify what you want to display horizontally on the report, for example column headings. You must define your own column format to use with each financial report. The older, pre-defined formats are no longer supported.

If you select the Transpose option on the Report Maintenance form, this can become the row format and will go down the page rather than across the page as columns.

Pre-Defined Formats

Do not use the formats found under the Fixed Columns option. They are no longer supported.

User-Defined Formats

Code

Type a code which indicates what columns are in this format.

Description

Type a description which fully explains the columns in this format.

In Development

Tick this box to enable you to edit a column format that is used on published reports, existing published reports are deleted. If you don't want to delete existing published reports, then copy the format and create a new one.

Active

Check this box to enable this column format to be used on Financial reports. Deselect this option if you want to prevent people using this format on any new reports.

User-Defined Columns

Select the User Defined Columns option and a table containing the options below displays on the form.

Column No

The system will automatically increment the column numbers by 10, enabling room to insert more columns in the future as required, ie. you can override the column number manually to reposition or insert new columns.

Column Type

Select a column type from the list.

All values and calculations apply to the accounts selected in your row format. This could be, for example, be a single general ledger account for a total value of all accounts assigned to a tree branch.

• Actual Value LC - actual value in local (system) currency for the report period (see below)
• Actual Value FC - actual value in the account currency for the report period (see below)
• Actual Qty - sum of the quantities entered on transactions
• Budget Value LC - budget as entered in Greentree in local (system) currency - which budget to use is specified on the report or can optionally be changed when you run the report
• Budget Value FC - budget in the currency of the account
• Budget Qty - budget quantity
• Calculation - enables you to add or subtract any other columns or column/row combinations defined previously in this format
• Actual Value LC TCode - actual values in local (system) currency for a specific TCode - transaction analysis tree branch
• Budget Value LC TCode - budget value in local (system) currency for a specific TCode
• Account Notes - will display any notes within Greentree associated with the detailed Account (drilled down level)
• b - will display sticky notes of the defined type associated with the detailed GL Account
• Commitments - Value of any purchase orders coded to the specified GL account - doe snot work for inventory or job cost.
• Blank - leaves a blank column.
• Actual/Budget LC - actual value in local (system) currency up to the date the report is run for then budget ( would be used for 12 month reporting)
• Actual/Budget FC - actual value in foreign currency up to the date the report is run for then budget ( would be used for 12 month reporting)
• Actual/Budget TCode LC - actual value in local (system) currency for a specific TCode up to the date the report is run for then budget ( would be used for 12 month reporting)
• Actual/Budget Quantity - actual quantity up to the date the report is run for then budget ( would be used for 12 month reporting)
• Comment - Type in a comment. Would be used where you then Transpose the columns to rows - refer to Report Maintenance.

You can use special headings for the actual or budget headings.

Heading 1 and 2 use a special type to print differently, depending on whether an actual or budget is displayed.

The syntax is:

{ACTUAL:the actual heading,BUDGET:the budget heading}

Here are some example headings:

{Actual:February,BUDGET:Budget February}

Or

{ACTUAL:March,BUDGET:Budget March}

The part before semi colon is not case sensitive.

Or you can switch them around

{BUDGET:Budget March, ACTUAL:March }

Or

{ BUDGET:Budget February,Actual:February }

Report Period Range

The figures reported in the financial reports relate to a period range. The Start Period is the first period reported and the End Period is the last period. Periods are derived from the calendar specified in GL Module Control.

You can select Opening Bal, which reports YTD values. Select Date Entered to specify a date at the time the report is run. You can apply Relative field to use periods relative to a specific date.

Example:

YTD

Start Period = Opening Bal, Relative is blank or 0, End Period = Date Entered, Relative is blank or 0.

Last 3 Months

Start Period = Date Entered, Relative is -3, End Period = Date Entered, Relative is blank or 0.

12 months across the page

Start Period = April, Relative is blank or 0, End Period = April, Relative is blank or 0. Here you would specify twelve columns and for each of them select the different months.

Rolling twelve months

Start Period = Date Entered, Relative is blank or 0, End Period = Date Entered, Relative is blank or 0

then

Start Period = Date Entered, Relative is -1, End Period = Date Entered, Relative is -1, etc. up to -11.

Style

Select Decimal or Percentage as the style in which to display the values.

Captions/Headings

Type in the caption(s) to display for the column on the web page and within Greentree.

Calc

Enter a calculation. This must be associated with a Calculation column type and relate to columns previously defined. For example look at Column 30 and 40:

A calculation can refer to a specific row and column value — for example, C30/C20R10 uses the value from the specific call of row 10 and column 20. This can be useful when you are trying to display a value per quantity — if you have kilometres display on one row then you want to calculate the spend per kilometre.

You can do multiple part calculations and make the intermediate steps not Visible if required.

Override Company

Type a company code if you want a specific company only to be reported in the column. this could be used where you have multiple companies and want them displayed across the page.

Account Mask

This is the same as the search parameter gtGLActBal. Use it to design financial reports with departments across the page. Every row in the report is based on a tree and branch that you select in Row Maintenance, but you can further filter it using the Account Mask. Enter the account masking you require into this column — 10.*.* or 20.*.*

Visible

Select this option to make the column visible on the web page. Use Invisible columns where a value is required for a calculation but doesn't actually must be displayed.

Width

Specify the width required for this column

Style

Select a style only if you want this column to display differently to the other columns on this row. The system uses a column style. If it's not found, WebView uses the row style. A column style takes precedence over a row — for example, if both set background colour it will use the colour from the column.

Note Type

If this column displays sticky notes, select the sticky note type to display, You can only display one type per column.

Override TCode

If you want different TCode values displayed in different columns, then specify the specific transaction code for this column. Use this to report on salespeople or vehicles across the page.

Override GL Budget

If you want this column to report a specific budget which is different to other columns or the report default, then specify the budget code here.

Excel Width

Specify the width for the column when exported to Excel.

Excel Heading 1

Type the words to appear on the top row of the column headings when exported to Excel. If the same wording is placed in consecutive columns, the wording will be centered over those columns.

Excel Heading 2

Type the words to appear on the second row of the column headings when exported to Excel.

If you leave both Excel headings blank, the same headings are used as when displayed in Greentree.

Print Only if Budget

Check this box if you only want the column to show a value if it is a budget - would be used with the combined Actual or Budget column types.

Comment

Enter a comment to display if a column is transposed to a row.

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