Specify the year and the fiscal period for the report.

You can print financial reports as of any past period for which you have data in General Ledger.

You can choose to include the following information when you print statements using the G/L Print Financial Statements screen:

• Report Options

  When you select Report Options, the first page of the financial statement displays the following information:

  • Statement name
  • Fiscal year and period
  • Report type (actual or provisional)
  • Account processing and sorting order
  • Account selection ranges
• Drilldown Information

  Note: The Drilldown Information option is available only after you select File or E-Mail in the Print Destination area of the screen.

  The recipient of an e-mailed statement must be using the same database, with General Ledger installed, to drill down to underlying transactions in the report.

For Financial Reporter statements, you use the Print Destination settings on the Print Financial Statements screen. (These statements do not use the destination selected for other Sage 300 ERP reports from the File > Print Destination menu on the desktop.)

At print time, you select one of the following destinations:

• Printer. Print to a physical printer.
• Preview. Display the report on your computer screen.
• File. Save the report as a file.
• E-mail. Send the report as an attachment in an e-mail message.

If you select File as the print destination:

• You specify whether to save the file in Excel format or in text format. Financial Reporter then saves all the values in the report's Print range in that file format.

• When you print, Financial Reporter assigns new file names based on the original Financial Report spreadsheet name, followed by a sequence number. For example, if the spreadsheet was named BALANCE.XLS, the print file spreadsheet would be named BALANCE.001 or BALANCE.001.xls, depending on the format you chose.

  If statement printing generates a series of reports (for example, a departmentalized report), the separate reports will be numbered BALANCE.001, BALANCE.002, BALANCE.003, and so on.

You can print a single, consolidated report, or you can print separate reports for different account number segments. For example, if one of your account number segments is a department code, you can print a separate report for each department.

Note: Before you can select Separate, you must select Segment and specify a segment that is not the Account segment.

To print separate reports, you must print by any segment except the account segment. In other words, if you have three segments in your account numbers, Region, Department, and Account, you must sort by the Region segment or the Department segment.

Tip: To print separate reports by Region and Department, you choose the Region or Department segment for the Sort by selection, then, in the segment table, choose Separate for the other segment.

When using the Print Financial Statements screen to print financial statements, the report is generated for each account segment code, printing each separate report in turn.

Financial Reporter allows you to print one of two groups of data:

• Actual. Includes only amounts that have been permanently posted to general ledger accounts.
• Provisional. Includes amounts that have been provisionally posted to general ledger accounts, as well as permanently posted amounts.

This option affects only formulas that are not explicitly set as Actual or Provisional in the statement specification.

The report specification can also have the following effects at print time:

• Prefixes used for NET and BAL determine the fiscal set. NET and BAL can have a prefix A, P, Q, QA, QP, 1, 2, 3, 4 or 5, to indicate Actual, Provisional, Quantity, Actual Quantities, Provisional Quantities, or any of the five budget sets. For example:
  • ABALP provides the actual balance at the current fiscal period.
  • 1BALP provides the balance from budget set 1 for the current fiscal period.
  • BALP provides either the actual balance or the provisional balance, depending on the report type you select at print time.
• If you do not specify a prefix or if you select Q, the default is either actual or provisional, depending on the report type.

You can order accounts on financial statements by account number, by a particular segment of the account number, by the account broup, or by account group sort code.

You may then specify a range for the item by which you are ordering the report.

The sort order you select does not override account sorting orders that are specified in the report. If the sorting order is crucial to the contents of the report, you should build it into the report specification.

Note: To print separate reports, you must print by any segment except the account segment. In other words, if you have three segments in your account numbers, Region, Department, and Account, you must sort by the Region segment or the Department segment before you can select Separate for the Report as option.

Sorting order affects the order in which accounts within a range will appear on a financial report, and it affects the report processing efficiency.

For more information, see About Account Order in Financial Statements.

Use the From and To fields to restrict the accounts included on a financial statement to:

• A range of account groups (unless the report is ordered by account group).
• Ranges of account segment codes (such as a range of departments and/or range of regions).

You can also print separate reports by account number segments. For example, to print separate reports for each department in each region of your company, you select Sort by Region, and then when selecting accounts in the table, select Report as Separate (by double-clicking Consolidated).