How financial statement layouts are constructed

The following is a list of columns, which are available in Report Designer for you to use in financial statements.

Columns	Description
Total this month	This column displays the value of accounts in a specified category for the current period.
Total this year to date	This column displays the value of accounts in a specified category for the year, up to and including the current period.
Last year's closing balance	You can add this column to show the value of the accounts in a specified category, as at the last year end, provided: You have completed at least one year end in Sage 200. If this is your first year, you have entered last year's balances using Previous Year Journal Entry.
Year before last's closing balance	If you have completed at least two year ends in Sage 200, you can add this column to show the value of the accounts in a specified category at the year end prior to the last one.
Budget this month	This column displays account budget in a specified category for the current period. This is designed to be used with the total this month column.
Budget discrepancy this month	This column displays the difference between this month, and budget this month, for accounts in a specified category.
Total last year to current month	This column displays the value of accounts in a specified category for the equivalent period last year.
Budget year to current month	This column displays the account budgets in a specified category for the year, up to and including the current period.
Budget discrepancy this year to current month	This column displays the difference between year to date, and budget year to date, for accounts in a specified category.
Total this year to prior month	This displays the value of accounts in a specified category from period one (1), to a specified period for this year. For example, if you entered period three (3), the values for periods 1 to 3 would be added together. You can only enter a period up to and including the current period.
Total last year to prior month	This displays the value of accounts in a specified category from period one (1), to a specified period for last year. The period required is specified when the report is produced. For example, if you entered period five (5), the values for periods 1 to 5 would be added together.
Total this year in prior month	This displays the value of accounts in a specified category, for a specified period for this year. The period required is specified when the report is produced. For example, if you entered period five (5), the value alongside period five (5) would be printed.
Total last year in prior month	This displays the value of accounts in a specified category, for a specified period for last year. The period required is specified when the report is produced. For example, if you entered period two (2), the value alongside period two (2) would be printed.

Each column is available with six variations. The first three as values, the remaining three as percentages.

Value	Percentage
Value as left column	Percentage as left column
Value as right column	Percentage as right column

For example, if you take the first column named total this month, this is available for selection six times.

Total this month	Total this month %
Total this month (left)	Total this month % (left)
Total this month (right)	Total this month % (right)

There are several line types you can use:

• Text.

  Use text lines, together with heading styles to:

  • Specify a title heading to summarise a section of the layout. This is illustrated in Example: using subtotals in your Balance Sheet layout. Text lines are used for headings: Fixed and Long Term Assets, Current Assets and Long Term Liabilities and Current Liabilities.
  • Add blank lines to the report. This can improve the readability of the report.
  • Apply an underscore in the report.

• Subtotal.

  Use subtotals to:

  • Show the balance of a group of nominal accounts.
  • Calculate totals in a report, such as gross profit or net assets/liabilities.

  You can add a title caption to identify the subtotal, if required.

• Account group.

  Use this line type to apply values from nominal accounts to the financial statements.

  The value can represent one or several nominal accounts. It depends on how you assign category codes in the layouts. Nominal accounts with the same category code are accumulated into one total and included in your report.

  You can add a title caption to identify the account grouping.

  Note: To use the cash flow report, group budgets should not be used for any income and expenditure nominal accounts to be reported on.

• Current period profit.

  Use this line type to specify the net profit/loss for the period in the Balance Sheet layout.

  The category code defaults to an asterisk (*). This accumulates a balance from all the Profit and Loss accounts. When printed, this represents the profit/loss for the period.

The following examples show how category codes can be used in financial layouts to group nominal accounts.

Example 1: using a single category code

This example uses three separate nominal account codes. All are assigned the same category code.

Account reference	Nominal account code description	Category code
25100	Purchase Ledger control	25
25200	Sundry creditors	25
25300	Purchase Ledger retentions	25
If you specify category 25 on one line of your Balance Sheet layout, it will group together all balances belonging to that category and print them as one balance.

Example 2: using a range of category codes

To show balances for nominal accounts as one total, select the Multiple Account Group Type. This lets you select a number of category codes you want to group balances for.

For example, category codes 22, 94 and 95 are selected for the Reserves section of the Balance Sheet report.

Use heading styles to introduce different styles of print to each of your text line titles. You can assign up to nine (1-9) heading styles to text lines.

Use heading styles, for example, to change font size, embolden or underline text. This is illustrated in Example: using subtotals in your Balance Sheet layout. A bold heading style is applied to Fixed and Long Term Assets.

The heading style is derived from the layout file in Report Designer. If you need to establish the format for each heading, use the Report Designer. For more information, see the Sage Report Designer help.

Use subtotals to group the balance of nominal accounts together. You can calculate report totals, such as total fixed assets, total liabilities and the cost of sales and net profit.

You can use a subtotal level that can be any number ranging between 1-9.

Subtotals are calculations; they do not use category codes and are not associated with a nominal account. You apply subtotals to your layouts using account group lines.

Example: using subtotals in your Balance Sheet layout

This example shows how subtotals can be used in Balance Sheet layouts. It also shows a bold heading style applied to the title, Fixed and Long Term Assets.

Fixed and Long Term Assets
Freehold Property	105,000
Long Lease Property	142,000
Plant and Machinery	88,000
Fixtures and Fittings	238,000
Total Fixed Assets	573,000		(subtotal level 1)
Subtotal level 1 adds all preceding asset figures.
To accumulate the current assets, use the same subtotal level.
Current Assets
Stock and Work in Progress	46,000
Bank Account	62,500
Debtors	32,000
Prepayments	115,500
Total Current Assets	256,000		(subtotal level 1)
If a higher number is used, it would include the value for Total of Fixed Assets.
To add the two subtotal lines, use the next highest subtotal number.
Total Assets		829,000	(subtotal level 2)

Long Term Liabilities
Mortgages	(20,000)
HP Agreement	(4,000)
Total Long Term Liabilities	(24,000)			(subtotal level 1)
To accumulate the Long Term Liability figures, use subtotal 1.
To accumulate the Current Liabilities, use the same subtotal level.
Current Liabilities
Creditors	(18,000)
Accruals	(5,000)
Dividends	(2,500)
Employment Liability	(3,750)
Total Current Liabilities	(29,250)			(subtotal level 1)
To add the two subtotal lines, use the next highest subtotal number.
Total Liabilities		(53,250)		(subtotal level 2)
To achieve an overall total, use the next highest subtotal number.
Total Assets Less Liabilities		775,750		(subtotal level 3)

Example: using subtotals in your profit and loss layout

Sales
UK Sales	760,000
Export Sales	550,000
Total Sales	1,310,000				(subtotal level 1)
To accumulate the Sales Figures, use subtotal 1. To accumulate the Trading Expenses, use the same subtotal level.
Trading Expenses
Cost of Sales	(220,000)
Direct Labour	(150,000)
Total Trading Expenses	(370,000)				(subtotal level 1)
If a higher number is used, it would include the value for Total Sales. To add the two subtotal lines, use the next highest subtotal number.
Gross Profit			940,000		(subtotal level 2)
Overheads
Rates, Rent	5,000
Salaries	75,000
Manufacturing Overhead	700
Vehicles	5,000
Travel	2,000
Carriage Inwards	550
Power	3,500
Office Expenses	6,000
Total Overheads			97,750		(subtotal level 1)
If a higher number is used, it would include the value for Total Trading Expenses. To arrive at the total Net Profit figure, use the next highest subtotal number.
Net Profit			842,250		(subtotal level 3)

Use the Base column to apply percentages to your layouts.

You can express actual values as a percentage based on one subtotal in the layout.

For example, to express all values in the Balance Sheet as a percentage of total assets, set the Base column for total assets to Yes in the layout.

To use percentage base columns in your layouts, you need to do the following:

• Specify at least one percentage column in Report Designer, for example, total this year to date as a percentage.
• Specify one subtotal in your layout as percentage base, for example, total assets.

Example: using base in a balance sheet layout

Total Assets is set to Yes in the base column. This means all actual values will be expressed as a percentage of the Total Assets value in the final printed report.

To show net profit/loss in the Balance Sheet, you must specify the type current period profit. The category code automatically defaults to an * (asterisk), which represents the value for profit or loss calculated from your Profit and Loss nominal codes.

When you have prepared the layout, check the category codes are valid, linked to a nominal account and appear only once in the layout.

• You can do this by selecting Validate.

Messages are displayed by the routine to warn you if anomalies are found.

• You can view the format of the report by selecting Preview.
• You can print the layout from the Report Layout Details window.