This training provides individuals with the knowledge and skills to build basic and advanced financial statements using Management Reporter.

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CHAPTER 3: DETAILED TRIAL BALANCE
Objectives
The objectives are:
• Create a detailed trial balance row definition
• Define a current and year-to-date column definition
• Build the trial balance report definition
• Review the generated report in Report Viewer
Introduction
One of the most basic and essential types of financial reports is a trial balance. A
trial balance generally shows all general ledger activity for a specific time frame
and is a starting point for analyzing and reconciling account balances and
activity.
In this course, students create the row, column, and report definition, then save
and generate the report in Report Designer. The report is then reviewed using
drill down to the transaction level in the Report Viewer.
FIGURE 3.1 DETAILED TRIAL BALANCE
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Create a New Row Definition
A row definition is a template that specifies the content of each row in a
Management Reporter report. Basic row definitions can be used in multiple
report definitions while more advanced designs may be specific to a single
report. Generally, the row definition is built on the natural or main account
dimension. However a combination of dimensions can also be defined.
Open a new row definition. Click New and then click Row Definition.
Designers add dimensions manually or through the Edit menu using the Insert
Rows from Dimensions option.
Insert Rows from Dimensions
Users can add rows based on the dimensions defined in the general ledger.
On the Edit menu, click Insert Rows from Dimensions. Active dimensions
display in the structure overview.
By default, the natural account dimension displays ampersands (&&&) and
remaining dimensions display the number sign (###). The number of characters
displayed is determined by the design of the source system.
The following characteristics apply when you are using the Insert Rows function:
• Rows are inserted based on the dimension(s) that are displaying the
ampersand character.
• The number of characters for each dimension is variable.
• The asterisk (*) acts as a wildcard. For example 4* in the account
dimension inserts all accounts that begin with 4, regardless of their
length.
• To build on a specific range of accounts enter the start and end
range. These do not have to be existing accounts.
• Leave the start and end range blank to insert all accounts.
• The starting row code defaults to the active row code in the row
definition and can be changed as you want.
• By default, subsequent row codes are incremented by 30.
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Demonstration: Complete the Trial Balance Row
After adding dimensions from the source system, which are displayed in column
J, Link to Financial Dimensions—users can fine-tune the row definition.
1. Notice some rows display a C in the Normal Balance column. The C
flips the sign of the data display and is not desired for a trial balance.
Place the cursor in column F, press the Shift key, and then press
Page Down to highlight the column. Press the Delete key to clear all
the Cs.
2. Place the cursor on row code 1510 and double-click the Format
Code column to display a list of available codes. Select ---
(Underscore amounts).
3. Place the cursor in column B of row code 1540 and type "Total
Debits and Credits" in the Description column.
4. Stay on row 1540 and select the format code TOT (Total of other
rows).
5. In column D of the same row, type the formula "100:1510" - this
totals the range of row codes 100 through 1510.
6. On row 1570, select the format code === (Double underscore
amounts).
7. Click the Save icon. Type the name "TB_Dtl" and description
"Detailed Trial Balance".
NOTE: Some source systems may include statistical accounts or a posting account for
current year earnings. These type of accounts must be deleted or the trial balance will
not balance (add to zero).
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FIGURE 3.2 TB_DTL ROW DEFINITION
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Create a New Column Definition
Like row definitions, a basic column definition can be used in multiple reports. In
this lesson, users create a column that displays both current and year-to-date
financial information.
On the File menu, point to New, and then click Column Definition.
Column Types
A column type is a required component when defining the column definition and
is typically the first aspect added to the definition.
1. In column A, double-click the Column Type row and then click
DESC (Row descriptions). Notice that a default column width of 30
characters is also displayed.
2. In columns B and C, select the FD (Amounts from Financial
Dimensions) item. Notice that the default column width is 14
characters.
By default, financial data columns display ACTUAL for the Book
Code/Attribute Category. Additional options appear as they are defined in the
source system, typically budget or statistical options.
Fiscal Year, Period, and Periods Covered
Both the Fiscal Year and Period fields default to BASE when you are defining
financial data (FD) type columns. Base in the column definition relates to the
base period and base year assigned in the report definition. The report definition
date information determines what displays in the generated report.
Both date related fields include options to report future information, for example
BASE+1, or previous information, such as BASE-1. Year and period information
can also be hard-coded. The Period field also supports ranges. A range is
specified through use of the colon (:), for example 1:3.
NOTE: In fiscal year source systems, period 1 relates to the first period in the fiscal
calendar. In calendar based source systems, period 1 is January.
The Periods Covered component of financial data type columns determines if
data is displayed for a single period or is a year-to-date total. The beginning
balance of a period or beginning balance of a year can also be selected.
1. Double-click the Periods Covered cell in column C.
2. Select YTD (Year-to-Date).
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Column Headers
Column headers are an optional component in the column design. However,
some type of text is generally included. Headers options include custom hard-
coded text, AutoText options, or a combination of both. AutoText options work
in combination with the Fiscal Year and Period fields.
1. Double-click the Header 1 row in column B.
2. Click the Insert AutoText button and select @CalMonthLong to
insert the month name.
3. Notice that the default header options include Underline and Center
justification. Click OK.
4. Place the cursor between columns B and C, and then double-click to
auto-size column B. This function adjusts the display only; it does
not affect the generated column width of 14 characters.
5. Place the cursor in the Header 1 row of column C and type "YTD".
If the Column Header dialog box is opened, the hard-coded text is
displayed.
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The completed column definition must be saved before it can be associated with
a report definition.
1. Click the Save icon. Type the name "CUR_YTD" and the
description "Current and Year to Date".
2. Click OK.
FIGURE 3.3 CURRENT AND YTD COLUMN DEFINITION
Create the Trial Balance Report Definition
After defining the required row and column definitions, you will combine them
in a report definition. At this point, you will also define additional aspects of the
definitions, such as the detail level and report date, and then you will save and
generate the report.
On the File menu, click New, and then click Report Definition.
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Detail Level
Management Reporter offers three levels of detail reporting: financial, account,
and transactions. However, depending on how data is stored in the source system,
transaction details may not be available in reports.
Click the Detail level drop-down arrow and select Financial, Account, and
Transaction.
Date Information
Date information in the report definition is related to the Default base period.
By default, a new report definition displays the code S-1. The S codes are related
to the system date on the computer. So S-1 as the default base period displays a
report date as of the last day, of the last period defined in the source system
calendar. Many users save the S-1 setting for their reports.
Another option available for the default date is CUR or the C codes. These
options are related to the current active period in the source system.
The final option is to hard-code a specific period as the default. In this option, the
reporting year is in sync with the source system.
Date information that is saved with the report definition can be overridden while
the report definition is open. This allows users to generate the report for a
different time frame without changing the Default base period. Date information
not saved with the report definition includes the following:
• Base period - displays in relation to the Default base period unless
updated. If it is required, select an override from the drop-down list.
• Base year - same as the Base period, except years display.
• Period covered - by default, the text Month or Months Ending is
used with date-related header codes. The period covered text can be
altered through the entity dialog box.
Complete the Trial Balance Report
The following steps complete the design of the detailed trial balance.
1. Click the Default base period drop-down and select Cur. Notice
that the date information converts to 1/31/2011.
2. Click the Row drop-down and select TB_Dtl.
3. Click the Column drop-down and select CUR_YTD.
4. Click the Save icon. Type the name TB_Dtl and description
Detailed Trial Balance. Notice that the Management Reporter title
bar displays the report name and the navigation pane is updated.
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NOTE: If the view pane is minimized, as shown in the "TB DTL Report Definition"
image, the report name displays on the Report Definition title bar.
FIGURE 3.4 TB_DTL REPORT DEFINITION
Output Type
Click the Output and Distribution tab.
The default output type in Report Designer is Management Reporter. With this
setting, a generated report opens in the Report Viewer's Report Library. The
output name defaults to the report definition name, though it can be overridden.
This step is required when you are using the Save As option, or if users prefer a
more detailed output name, such as when they are generating multiple versions of
a report.
Additional output options include the following:
• Microsoft Excel
• XBRL Instance Document
These other options are explored later in this course.
Click Generate Report. The report queue status dialog box displays the
processing activity and when complete, opens the Report Viewer.
View the Trial Balance
When you are generating a report to the Management Reporter output type, the
Report Queue Status window displays the report queue, queue items details,
and any messages that need to be relayed. By default, the window closes when
the report generation is completed wtihout any errors or warnings.
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Default Formatting
The detailed trial balance is displayed as designed, with individual rows for each
dimension's financial activity for the base period, in this case January, in addition
to year-to-date balances for all accounts.
FIGURE 3.5 DETAILED TRIAL BALANCE
Notice that the display includes a navigation pane with buttons labeled Report
Library and Report Data. In reports designed later in this training, the reporting
tree details are displayed under report data. For the detailed trial balance, which
does not use a tree, only the report name is displayed.
A new report definition automatically displays three rows of header text, as
shown in the "Detailed Trial Balance" image.
These rows of AutoText are defined in the report definition, on the Headers and
Footers tab.
NOTE: A blank row for spacing purposes can be added with the @BLANK code.
The default numeric presentation is no rounding and displaying blanks for zero
amounts. These options are defined in the Report Definition, Settings tab.
Because the trial balance is in balance and amounts to zero, the total row also
displays a blank.
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Modify the Headers and Footers
The report definition is effortlessly changed to add additional spacing to the
header of the report.
1. On the File menu, click Exit. Report Designer is once again the
active program. If it is necessary, click Management Reporter in the
task bar.
2. Click the Headers and Footers tab.
3. Click the first blank row in the center section, and then click Insert
AutoText.
4. Point to Other, and then click Blank line.
The code @Blank is displayed as the fourth row of header text.
FIGURE 3.6 INSERT BLANK LINE AUTOTEXT
Modify the Settings
Report formatting continues with modification of the settings.
1. Click the Settings tab.
2. Clear the Other formatting option, Display blanks for zero
amounts.
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3. Save the report definition using the icon, keyboard shortcut, or menu
option.
4. Notice the Generated on icon to the left of Generate Report icon is
active. Click this icon to start the previous version of the report.
Click Generate Report to re-generate the report with its updated
formatting.
FIGURE 3.7 SETTINGS TAB
Drill into Details
Because the report definition includes a detail level of financial, account, and
transaction, report recipients can drill down for additional details.
1. Place the pointed finger cursor over the Inventory row. Notice that
the blue highlight appears over the text or numeric amounts.
2. Double-click to access the dimension level which includes
Inventory-Denver and Inventory-S.F., the two fully qualified
accounts that make up account 1310.
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3. Double-click Inventory-Denver to display the transactions for this
account. Notice that the cursor has changed from a pointed finger to
the standard display.
4. Exit the Report Viewer and Close All definitions in the Report
Designer.
FIGURE 3.8 FINANCIAL, ACCOUNT, AND TRANSACTION LEVELS
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Summary
This part of the course introduced students to defining basic row and column
definitions and bringing them together in the report definition for a monthly and
year-to-date detailed trial balance. Students were also introduced to some basic
report settings, in addition to how to insert AutoText options.
Students were able to explore the completed report, drilling down to account and
transaction details in the Report Viewer.
In the "Detailed Income Statement" lesson, students build on their report design
knowledge by creating a detailed income statement.
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Test Your Knowledge
Test your knowledge with the following questions.
1. The Insert Rows from Dimensions option in the Row Definition is found
under which menu?
( ) File
( ) Edit
( ) View
( ) Format
2. Which character is used to define the dimension(s) for inclusion when you
are using Insert Rows from Dimensions?
( ) Plus sign (++++)
( ) Question mark (????)
( ) Ampersand (&&&& )
( ) Number sign (####)
3. Which of the following are valid entries in the Period field of an FD type
column in the column definition? (Select all that apply)
( ) BASE
( ) BASE-1
( ) 1:3
( ) 1+3
4. When you are defining the date information saved in a report definition,
which option synchronizes the report date with the current operating system
date?
( ) Sys
( ) Cur
( ) Enter specific period
( ) The saved date cannot be synchronized
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Quick Interaction: Lessons Learned
Take a moment and write down three key points you have learned from this
chapter
1.
2.
3.
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Solutions
Test Your Knowledge
1. The Insert Rows from Dimensions option in the Row Definition is found
under which menu?
( ) File
(•) Edit
( ) View
( ) Format
2. Which character is used to define the dimension(s) for inclusion when you
are using Insert Rows from Dimensions?
( ) Plus sign (++++)
( ) Question mark (????)
(•) Ampersand (&&&& )
( ) Number sign (####)
3. Which of the following are valid entries in the Period field of an FD type
column in the column definition? (Select all that apply)
(√) BASE
(√) BASE-1
(√) 1:3
( ) 1+3
4. When you are defining the date information saved in a report definition,
which option synchronizes the report date with the current operating system
date?
(•) Sys
( ) Cur
( ) Enter specific period
( ) The saved date cannot be synchronized
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