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Report Designer

Add account balances and profit information to a letter

Add account balances and profit information to create more personalized and informative letters for your clients, showing them key financial data directly in your communication.
Follow these steps to add account balances and profit figures to a letter.

Add an account balance

  1. Select
    File
    , then
    Report Designer
    .
  2. Select the
    +
     next to the Letters folder.
  3. Double-click the letter you want to edit.
  4. Save a backup (recommended):
    1. Select
      File
      , then
      Save As
      .
    2. Give your letter a new name.
  5. Select where you want the balance to display.
  6. Select
    Insert
    , then
    Formula
    .
  7. Expand
    Chart of Accounts Activity
    Core
    .
  8. Select the
    Amount
     variable to insert
    [ChartofAccountsActivity.Core.Amount]
     in the Formula pane.
  9. Select
    OK
    .
  10. In Cell Properties, select the following:
    • Grouping type:
      Accounts
    • Grouping content: Enter the account number (for example, 101)
    • Period:
      CY
       (Current year-to-date)
    • Amount type:
      BA
       (balance)
    • Basis:
      RPT
       (report)
  11. Select
    OK
     to save.

Add the year-to-date net profit amount

  1. Select where you want the profit to display.
  2. Select
    Insert
    , then
    Formula
    .
  3. Expand
    Chart of Accounts Activity
    Core
    .
  4. Select the
    Amount
     variable to insert
    [ChartofAccountsActivity.Core.Amount]
     in the Formula pane.
  5. In Cell Properties, select the following:
    • Grouping type:
      Account Classification
    • Grouping content: INC (Income)
    • Period:
      CY
       (Current year-to-date)
    • Amount type:
      BA
       (balance)
    • Basis:
      RPT
       (report)
  6. Select the plus (+) Operator button.
  7. Select a Grouping content value to include in the formula, then the plus (+) Operator button. Repeat this step for each of the following Grouping content values:
    • OI (Other Income)
    • COS (Cost of Sales)
    • EXP (Expense)
    • INT (Interest)
    • TAX (Tax)
  8. Select the multiply (*) Operator button, the minus (-) Operator button, then enter
    1
     in the
    Amount
     field (for example, *-1).
  9. Select
    OK
     to save the formula.
The formula displays in the letter as follows:
Your current YTD profit is:
$[(Variable(ChartofAccountsActivity.Core.Amount,Grouping:Account Classification(INC),CY,BA,RPT) + Variable(ChartofAccountsActivity.Core.Amount,Grouping:Account Classification(OI),CY,BA,RPT) + Variable(ChartofAccountsActivity.Core.Amount,Grouping:Account Classification(COS),CY,BA,RPT) + Variable(ChartofAccountsActivity.Core.Amount,Grouping:Account Classification(EXP),CY,BA,RPT) + Variable(ChartofAccountsActivity.Core.Amount,Grouping:Account Classification(OE),CY,BA,RPT) + Variable(ChartofAccountsActivity.Core.Amount,Grouping:Account Classification(INT),CY,BA,RPT) + Variable(ChartofAccountsActivity.Core.Amount,Grouping:Account Classification(TAX),CY,BA,RPT)) * -1]

Add the month-to-date net profit amount

You can change the formula to month-to-date income by repeating the previous steps and changing the period from CY (current year) to
CP
 (current month).
The formula displays in the letter as follows:
Your current MTD profit is:
$[(Variable(ChartofAccountsActivity.Core.Amount,Grouping:Account Classification(INC),CP,BA,RPT) + Variable(ChartofAccountsActivity.Core.Amount,Grouping:Account Classification(OI),CP,BA,RPT) + Variable(ChartofAccountsActivity.Core.Amount,Grouping:Account Classification(COS),CP,BA,RPT) + Variable(ChartofAccountsActivity.Core.Amount,Grouping:Account Classification(EXP),CP,BA,RPT) + Variable(ChartofAccountsActivity.Core.Amount,Grouping:Account Classification(OE),CP,BA,RPT) + Variable(ChartofAccountsActivity.Core.Amount,Grouping:Account Classification(INT),CP,BA,RPT) + Variable(ChartofAccountsActivity.Core.Amount,Grouping:Account Classification(TAX),CP,BA,RPT)) * -1]

This article applies to:

  • Product: Accounting CS,Workpapers CS
  • Subject: Reports

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