Maintaining Financial Reports

Maintaining Financial Reports - data package

Maintaining Financial Reports is a set of consolidated financial reports generated to enable verification and analysis of data. This page allows you to customize the report structure based on the input criteria provided.

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To create a consolidated financial statement

Select the “Manage Consolidated Financial Statements” link under the ”Reports - Book Keeping” business component.

The “Manage Consolidated Financial Statements” page appears.

Enter the following field in the “Report Criteria” group box:

Data Package ID

The system generated code identifying the registration of the request made for generation of a consolidated financial statement. (Alphanumeric, 50).

The system generates a data package id in the format,”'DP-YYYYMMDD-00” in the “Data Package Id” field, in the “Report Criteria” group box.

Help facility available.

Report Type

Use the drop-down list box to select the type of the consolidated financial statement you want to generate.

One-Time – Select this option to indicate that the consolidated financial statement must be generated only once.
Recurring – Select this option to indicate that the consolidated financial statement must be generated at repeated intervals.

Note that the report information cannot be modified:

If the report is specified as a “One Time” report.
If the report has been processed already.

Status

Use the drop-down list box to select the status of the consolidated financial statement you want to generate.

Fresh - Select this option to save the modifications made to the consolidated financial statement.
Active - Select this option to save the modifications and initiate the generation of a consolidated financial statement report.
In-Active - Select this option to indicate that you do not want the report to be processed after initiating the processing.

The system displays the following:

Company

The code identifying the login OU company.

Enter the following field in the “Report Criteria” group box:

Simulation Run #	The number identifying the simulation run. Ensure the following: The value entered in this field is a valid simulation run number. Report Type must be other than “Recurring”. The “Reporting Structure” field must be left blank. Note: The system does not generate Cost Center report if a value is entered in this field.
Reporting Structure	The description of the reporting structure for which you want to generate the consolidated financial statement. (Alphanumeric, 40). Data entry in this field is mandatory if you want to generate the following reports: Income Statement (Finance Book-Cost Center Level) Income Statement (Cost Center Level) Consolidated Income Statement - Budget Vs. Actuals Ensure that the value specified in this field is an “active” CC structure. Note that reports will be processed and displayed only for those cost centers defined for the specified CC structure. Help facility available.
CC Structure ID	The code identifying the cost center structure for which you want to generate the consolidated financial statement. (Alphanumeric, 40). Ensure that the value specified in this field is an “active” CC structure. Data entry in this field is mandatory if you want to generate the following reports: Income Statement (Finance Book-Cost Center Level) Income Statement (Cost Center Level) Consolidated Income Statement - Budget Vs. Actuals Note that reports will be processed and displayed only for those cost centers defined for the specified CC structure. Help facility available.
CE Structure ID	The code identifying the cost element structure for which you want to generate the consolidated financial statement. (Alphanumeric, 40). Data entry in this field is mandatory if you want to generate the following reports: Income Statement (Finance Book-Cost Center Level) Income Statement (Cost Center Level) Consolidated Income Statement - Budget Vs. Actuals Ensure that the value specified in this field is an “active” CE structure. Note that the system displays the reporting layout based on the value specified in this field.
No. of Periods	The number of periods for which the consolidated financial statement must be run. Mandatory. (Integer) You can specify only a maximum of 15 periods. Note that the system processes a Trial balance report only for a single period irrespective of the number of periods entered in this field. Ensure that the number specified here is not less than the number specified in the “Summarize By (in periods)” drop-down list box.
Include Allocation	Use the drop-down list box to indicate whether you want the consolidated financial statement to include the amount of allocations made by / to other cost centers. You can select from “Yes” or “No”. The system displays “Yes”, by default.
Allocation Method	Use the drop-down list box to select the method of allocation to be used for inclusion of allocation values. The system lists all the allocations methods defined for the login OU. Note that the allocation methods will be available for selection in this field only when the “Include Allocation” field is specified as “Yes”.
Balance Sheet Layout ID	The ID of the balance sheet structure / Cash flow layout in which you want to generate the consolidated financial report. (Alphanumeric, 40) Ensure that you specify an “active” Balance Sheet Layout ID / Cash Flow Layout ID. Data entry in this field for Balance Sheet Layout ID is mandatory if you want to generate the following reports: Balance Sheet (Finance Book Level) Consolidating Balance Sheet including eliminations Consolidated Balance Sheet including eliminations (Finance Book Level) Balance Sheet (Finance Book Level) with Budget / Budget (Adj. Actuals) Consolidated Balance Sheet including eliminations with Budget / Budget (Adj. Actuals) Data entry in this field for Cash Flow Layout ID is mandatory if you want to generate the following reports: Cash Flow Statement Schedule for Cash Flow Statement Help facility available
Income Statement Layout ID	The ID of the income statement layout structure in which you want to generate the consolidated financial report. (Alphanumeric, 40). Ensure that you specify an “active” Income Statement Layout ID Data entry in this field is mandatory if you want to generate the following reports: Income Statement (Finance Book Level) Consolidating Income Statement including eliminations Consolidated Income Statement including eliminations (Finance Book Level) Help facility available.
Comparison Basis	Use the drop-down list box to specify the basis on which you want the financial statements to be compared. The system lists the following options: Not Required - Select this option to indicate that you do not wish to compare the financial statements, with the data relating to any other period. Previous Periods - Select this option to indicate that you wish to compare financial data relating to the reporting period range with the data immediately preceding the period range. Previous Year - Select this option to indicate that you wish to compare financial data relating to the reporting period range with the data relating to the same period range of the previous year. Comparison Date - Select this option to indicate that you wish to compare financial data relating to the reporting period range with the data as on the comparison date specified. The system displays "Comparison Date" by default in this field.
BS - Budget #	Enter the number identifying the budget whose details need to be compared with the actuals. (Alphanumeric, 40). Mandatory. The budget must be of type “Cost Center-Cost Element”, and must be a valid budget. Ensure that the value specified in this field: Is of definition type Cost Center – Cost Element. Is a valid budget number defined in the “Cost Budget” business component. Is of type “Value” or “Quantity and Value” Data entry in this field is mandatory if you want to generate a “Consolidated Income Statement – Budget Vs. Actuals”report. Note that the Budgeted Value column in the report will be left blank if no value is specified in this field. Help facility available.
Version #	Enter the number identifying the version of the BS - budget, (Decimal). Mandatory. Ensure the following: The value entered here exists for the budget number, and is in “Active” status as defined in the “Cost Budget” business component. A value is entered, in this field if the Budget number is specified. Data entry in this field is mandatory if you want to generate a “Consolidated Income Statement – Budget Vs. Actuals” report: Help facility available.
Comparison Date	The date to which financial data belongs with which financial statements is to be compared. Data entry in this field is mandatory if “Comparison Date” is selected as the “Comparison Basis”. Ensure that the date entered in this field is earlier than the Report Date.
BS - Budget # (Adj. Actuals)	The number identifying the budget to retrieve the following values: Actual Data for the selected Financial Year from the start of the Financial Year for all the financial periods till the previous month of Report Date. Budget Data for the Financial Year (of Report date) from the Financial Period of the report date till the end of the Financial Year (of Report date). Help facility available.
Version #	The number identifying the version of the budget (with Adjusted Actuals).

Enter the following fields in the “One Time Report Information” group box:

Report Date

The date upto which you want to generate the consolidated financial statements.

Data entry in this field is Mandatory if the Report Type is specified as “One Time” while creating a new Data Package report.

Note: If the Cash flow Layout ID is entered in the Balance Sheet Layout ID field, then ensure that the Report date is the period End Date. i.e. the month end date or the year end date.

The system displays the following:

Processing Status	The processing status of the consolidated financial statement which can be “Processed”, “In-progress” and “Pending”.
File Name	The name of the file relating to the consolidated financial statement that you wish to generate.

Enter the following fields in the “Recurring Schedule Information” group box:

Report From	The date of the report from which you want to generate the consolidated financial statement. Data entry in this field is mandatory and the date should be a period or year end date if the report type is specified as “Recurring” while creating or modifying a consolidated financial statement. Leave this field blank if the report type is specified as “One Time”. Note that the value is this field cannot be modified if the run has already been processed or is in the “In-progress” status for recurring data package reports.
Run Every	Use the drop-down list box to specify the frequency with which the consolidated financial statement must be run. The system lists the following options: Period – Indicates that the financial reports will be processed at the end of each period, against a Run Instance #. Year – Indicates that the financial reports will be processed at the end of each year against a Run Instance #. Data entry in this field is mandatory if the report type is specified as “Recurring” while creating or modifying a consolidated financial statement. Ensure that this field is left blank if the report type is specified as “One Time”.
Run For	The number identifying the number of periods / years (integer), for which the recurring financial report must be processed. Example. Data entry in this field is mandatory if the report type is specified as “Recurring” while creating or modifying a data package report. Leave this field blank if the report type is specified as “One Time”.
Process Run After	The number of days after which the process must run the scheduler to generate the consolidated financial statement (Integer). Data entry in this field must be 0 to 30 and is mandatory if the report type is specified as “Recurring” while creating or modifying a data package report. Leave this field blank if the report type is specified as “One Time”.

The system displays the following:

Next Run Date Time	The date in which the scheduler will run next to generate the consolidated financial statement.
Last Run Date Time	The date in which the scheduler was run last to generate the consolidated financial statement.

Enter the following fields in the “Recurring Schedule Information” group box:

Run Instance

The instances in which the scheduler will be run for the particular data package ID. The system lists the run instances for the given data package ID.

Note that the system will process each run under only one Run Instance #, irrespective of the number of runs set for a Data Package ID.

Note that the system will display the Run Instances generated under a particular Data Package ID, however if the Run Instance # is modified, the system will display the name of the report in excel format against the Run Instance # along with its processing status.

The system displays the following:

Processing Status	The processing status of the consolidated financial statement which can be “Processed”, “In-progress” and “Pending”
File Name	The name of the file relating to the consolidated financial statement that you wish to generate.

Click here to know the reports displayed when the login OU Company is a Parent Company.

Click here to know the reports displayed when the login OU Company is not a Parent Company.

The system displays the types of reports in the “Report Information” group box.

Check the “Select” check box to select the reports you want to view in the consolidated financial statement report..

Note: Ensure that at least one report is selected in the multiline to initiate processing.

Click the “Save” pushbutton, to save the modifications made to generate the consolidated financial statement.

Click the “Confirm & Initiate Report” pushbutton to process data to generate the consolidated financial statement.

The system computes the output for the Company / Finance Book selected.

To modify a consolidated financial statement

Ensure that the “Status” field is specified as “Fresh, for the consolidated financial statement.

Note that modification of reports in ‘Active’ status can be done only if ‘Recurring’ is specified as the “Report Type”, and the processing status of the report is not ‘In-progress’.

Enter the data package Id in the Data Package ID field. Ensure that the value specified in this field is a valid number for the “Report Type” selected.
Press <Enter>
The system retrieves input values last saved, against the particular data package ID entered.
You can modify the following fields:

Retrieves the input values last saved, against the particular data package ID entered.

Updates the consolidated financial statement, when you click, when you click the “Save” pushbutton at the bottom of the page.

Note: Ensure that the value specified in this field is a valid number for the “Report Type” selected.

To view a Consolidated Financial Statement

Enter the data package identification number in the “Data Package ID” field in the “Report Criteria” group box.
Press <Enter>

On specifying the Data Package ID, the input criteria of which you want to view, the system retrieves the input values last saved, against the particular data package ID entered. Note that the number specified in this field must be a valid number for the “Report Type” selected.

The system displays the following:

Created By	The login ID of the user who created the consolidated financial statement.
Created Date	The date on which the consolidated financial statement was created.
Modified By	The login ID of the user who made the last modifications.
Modified Date	The date on which the consolidated financial statement was last modified.

Manage Consolidated Financial Statements - An overview

This activity consists of a set of consolidated financial reports that are generated to enable verification as well as analysis of data as on a given date for the report type set by you; the report, could be a one-time report or a recurring report in Excel format. It consists of trial balance, income statement, and balance sheet. You can process records for multiple Finance Books across different cost centers, as per your requirement.

This page allows you to have additional entries in the reports, based on additional inputs given. In addition, this activity allows you to set the criteria for generating reports as a one-time report. Alternatively, a set of reports can be selected to be generated at a particular frequency (periods), as per the monthly or yearly schedule prefixed by you in this page.

The system also gives schedules to income statements and balance sheets that are generated.

Click here to know more on "managing consolidated financial statements"