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Reports, Accounts, User-defined Report Writer

The “User-defined” report writer enables you to create entirely new accounting reports, as well as to edit the layout and content of the four standard reports for the “Profit & Loss”, “Trial Balance”, “Balance Sheet” and “Basic Solvency”. If you haven’t read the sections on these four reports please do so before proceeding. All new reports and revisions can be saved and re-run later.

To use the “User-defined” report writer, starting from the “Accounts Menu”…

  • Click the “Reports” button
  • Click the “User defined” button
  • EITHER to re-select and edit an existing report use the “Report name” drop-down (e.g. to re-select “Trial Balance”, as shown above)
  • OR to start a new report type its name in the “Report name” field (e.g. “Office Overheads”)
  • In the “Headings” box you’ll now see your report’s title, with one or more sub-headings
  • o TO ADD A HEADING (e.g. “TRIAL BALANCE”), click any other heading at that level, then click “Add heading” button

    o TO ADD A SUB-HEADING (e.g. “Balance Sheet items”), click the heading above, then click the “Add sub heading” button

    o TO EDIT a heading or sub-heading, click it, then edit its text in the “Edit heading” field, below (e.g. “Sales”)

    o TO DELETE a heading or sub-heading, click it, then click the “Delete heading” button

  • Use the four “Move heading” buttons to adjust the sequence of headings, as required
  • Click any heading and then use the “Add nominals” drop-down to add bank, nominal and control accounts to it
  • For example, to produce a new user-defined report that looks like the “OFFICE OVERHEADS” one shown below….

  • Click the “Starburst” button to start a new report
  • Type “OFFICE OVERHEADS” in the “Report Name” field
  • Click on “Heading 1” in the “Headings” box
  • In the “Edit heading” field below, change “Heading 1” to “Costs”
  • Use the “Add nominals / controls / banks” dropdown to select “Purchase ledger”
  • Double-click each purchase nominal that you want to include under the “Costs” heading…
  • o Note that the unwanted nominals remain in the “Available” list, while the wanted ones go to the “Selected” list

  • Click the “Save” button to save your new report
  • Click “File / Print / Report / OK” to print your new report
  • Refining The Report

    When first created, each new report is automatically set-up to…

    1. Have no totals

    2. Exclude nominals with zero totals

    3. Hide nominal code

    4. Include opening balances

    5. Display the nominal accounts in the order selected

    Use the options listed under the “Signpost” button to change these standard (or “default”) settings, then click the “Save” button to retain your choices. Note that a tick in the “Signpost” button list indicates that the setting in question has been selected for the current report. For example, if there’s a tick to the left of “Hide nominal code” then this report will show each nominal’s long name but exclude its code (e.g. include “Lloyds bank A/C”, but exclude “BNK1”). Simply click any line in the “Signpost” menu to switch that line’s tick on or off again.

    Note too that you may request totals at more than one level, though typically you’ll only require “Grand totals”. Excluding nominals with zero totals generally clarifies reports. Hiding the nominal codes makes reports look more attractive. If you don’t include opening balances then on-going accounts, like bank accounts, will only show entries in the current year. For example, if you’ve just deposited £5,000 in a bank account that had £10,000 deposited in it the year before, then with opening balances the account would show £15,000, while it would only show £5,000 without opening balances. Finally, the report writer will display accounts in the order selected unless you specify that they should be displayed alphabetically.

    Year Or Month For Report

    Click “File / Print / Report” to run the report, at which time you can select which financial year to show, via the “Print year” drop-down, and whether to show the whole year or just a given month, via the “Print period” dropdown. If you specify a month, then you can subsequently select the report for just that month, or from the start of the year up to the end of that month.

    Output To Printer & Other Systems

    As with all the reports produced by Durell, you can also specify which printer to use, which pages to print, and the number of copies. Alternatively, if you use the “Envelope” button on the report preview screen, you can convert the report into a file for further editing in Microsoft Word, Excel or HTML for publishing on a web site.