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Column Maintenance

Use this form to specify a financial report's column headings. You must define your own column format to use with each financial report. On the Report Maintenance form, select the Transpose to change the row format and go down the page rather than columns across the page.

User Defined Formats

Code

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

Description

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

In Development

Select this option to edit a column format 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

Select this option to use this column format with financial reports. Deselect this option to prevent people using this format with new reports.

Select the User Defined Columns option to display the user-defined columns on the form.

Column No

Greentree increments the column numbers by 10, giving you room to insert more columns in the future. You can change the column number to reposition or insert new columns.

Column Type

Select a pre-defined column type.

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

  • Actual Value LC - Actual value in the local (system) currency for the report period.
  • Actual Value FC - Actual value in the account currency for the report period.
  • Actual Qty - Sum of the quantities entered on transactions.
  • Budget Value LC - Budget entered in Greentree Desktop in the local (system) currency. The budget to use is specified on the report or can you can change it 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 other columns or column/row combinations defined previously in this format.
  • Actual Value LC transaction code - Actual values in the local (system) currency for a specific transaction code.
  • Budget Value LC transaction code - Budget value in the local (system) currency for a specific transaction code.
  • Account Notes - Displays any notes for the account.
  • Sticky Notes - Displays sticky notes of the defined type of the detailed general ledger account.
  • Commitments - Value of any purchase orders coded to the specified general ledger account. This does not work for inventory or job cost
  • Blank - Leaves an empty column.
  • Actual Qty transaction code - Sum of quantities for the specified transaction code.
  • Budget Qty transaction code - Sum of quantities entered for the specified budget and transaction code.
  • Reporting Budget LC - Budget value in the local (system) currency for the report period. This includes budget values at a more detailed level — for example, it includes the transaction code even if it is not specified.
  • Reporting Budget LC transaction code - Budget value in the local (system) currency for the report period. This includes budget values at a more detailed level — for example, it includes transaction code sub branches.
  • Reporting Budget FC - Budget value in the currency of the accounts for the report period. It includes budget values at a more detailed level — for example, it includes the transaction code even if it is not specified.
  • Reporting Budget Qty - Budget quantity for the report period. This includes budget quantities at more detailed level — for example, it includes the transaction code even if it is not specified.
  • Reporting Budget Qty transaction code - Budget quantity for the transaction code for the report period. This includes the budget quantity at a more detailed level — for example, it includes transaction code sub branches.
  • Actual/Budget LC - Actual value in the local (system) currency up to the date the report runs for then budget. This is used for 12 month reporting.
  • Actual/Budget FC - Actual value in the foreign currency up to the date the report runs for then budget. This is used for 12 month reporting.
  • Actual/Budget transaction code LC - Actual value in the local (system) currency for a specific transaction code up to the date the report runs for the budget. This is used for 12 month reporting.
  • Actual/Budget Quantity - Actual quantity up to the date the report runs for then budget. This is used for 12 month reporting)
  • Actual/Budget Qty transaction code - Actual quantity up to the date the report runs for the budget for the transaction code. This is used for 12 month reporting.
  • Comment - Type a comment.

Special headings are available for the Actual/Budget headings.

Heading 1 and 2 can use a special type so that they can print differently, depending on whether it is an Actual or Budget that is being displayed.

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 }

The syntax will be:

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

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 on the General Ledger Module Control form.

Select:

  • Opening Bal, to report YTD values.
  • Date Entered, to specify a date when the report runs. The Relative field can be applied to use periods relative to a specific date.

Example

YTD

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

Last 3 Months

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

12 months across the page

Start Period = April, Relative is empty or 0, End Period = April, Relative is empty 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 empty or 0, End Period = Date Entered, Relative is empty or 0

then

Start Period = Date Entered, Relative is -1, End Period = Date Entered, Relative is -1, and the like. up to -11.

Style

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

Captions/Headings

Enter the captions to display for the column on the web page and within Greentree Desktop.

Calc

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

A calculation can see a specific row and column value — for example, C30/C20R10 — and use the value from the call of row 10 and column 20. Use this when displaying a value per quantity — for example, if you have kilometres display on one row then to calculate the spend per kilometre.

Note: You can do multiple part calculations and make the intermediate steps not Visible.

Override Company

Enter a company code to report on only a specific company. Use this if you have multiple companies and want them displayed across the page.

Account Mask

Use this field to design financial reports with departments across the page. Every row in the report is based on a tree and branch selected within Row Maintenance, but you can filter it further using the Account Mask. Enter the account masking you require into this column — for example, 10.*.* or 20.*.*

Visible

Select this option to make the column visible on the web page. Use Invisible columns if a value is required for a calculation but doesn't need to 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. Greentree Desktop uses a column style and if not found uses the row style.

A column style takes precedence over a row for example, if both set background colour it uses the colour from the column.

Note Type

If this column displays Sticky Notes then select the sticky note type to display, you can only display one type per column.

Override transaction code

If you want different transaction code values displayed in different columns, then specify the transaction code for this column. You can 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 is 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 both Excel headings are left empty the same headings is used as when displayed in Greentree Desktop.

Print Only if Budget

Select this option if you only want the column to show a value if it is a budget.

Comment

Enter the comment to display. This is used when column is transposed to a row.

See Also