Mr20 enus 10-Report Design in Management Reporter 2.0 for Microsoft Dynamics® ERP

Chapter 10: Balance Sheet Reporting
10-1
CHAPTER 10: BALANCE SHEET REPORTING
Objectives
The objectives are:
• Construct a balance sheet row definition
• Design a year-to-date column definition
• Associate the building blocks in a report definition
• Review the design of a sample balance sheet
Introduction
Balance sheets are a primary component of the monthly financial reporting
package. Typically, a balance sheet contains year-to-date results, though a
working version that displays monthly changes can also be defined.
Balance sheets verify the total of all accounts in the general ledger balance,
including those used in the income statement.
NOTE: In some source systems, there is a specific account that tracks year-to-date
income. This account can be used instead of the income and expense accounts when your
are defining the net income row of the balance sheet.
Designing a balance sheet is similar to designing an income statement: the row
definition typically defines the various account categories and the column defines
the type of data being presented. Because rounding may cause balance sheets to
become unbalanced, users can add a rounding adjustment to the row design.
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Report Design in Management Reporter 2.0 for Microsoft Dynamics®
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10-2
Create a Balance Sheet Row Definition
The balance sheet row designed in this part of the training displays a combination
of detailed and summarized accounts.
Practice the following design concepts when building the row:
• Inserting rows from dimensions
• Defining a range of accounts in a row
• Adding header and total rows
• Defining and linking to a dimension set
• Reviewing the rounding adjustment options
• Renumbering the row codes
FIGURE 10.1 COMPLETED BALSHEET ROW DEFINITION

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Define the Assets Section
The row definition is populated with asset accounts in the following steps:
1. On the File menu, point to New and then click Row Definition.
2. In column B of row code 100, type "Assets". In column C, select the
LFT format code. The descriptive text is aligned with the left margin
of the report, regardless of the placement of the description column.
3. Click any field on row code 130.
4. On the Edit menu, click Insert Rows from Dimensions.
NOTE: By default, ampersands (&) are listed in the natural dimension. Ampersands
activate the dimension and build the row based on any start and end dimensions. If the
dimension range is left blank, all dimensions in the active dimension are built into the
row definition.
5. Click the Dimension Range Start for the Natural dimension and
type "1000". Type "1999" in the Dimension Range End. Notice that
the starting row code is 130 and each row is incremented by 30.
6. Click OK.
The insert row function lists each account dimension within the range on a
separate row. Some accounts, such as cash, are summarized as the design is fine-
tuned.
1. Double-click column J, row code 130, to open the Dimensions
dialog box. Click 1100 and press the F2 key to edit. Type "11??" to
summarize all cash accounts beginning in 11.
2. On the second row, type "1600" and then click OK. All cash
accounts are presented on row code 130.
3. Click column B on row code 130 and update the description to Cash.
4. Click column B on row code 160 and press the Delete key. Repeat in
column J. In column C, select the DES format code to print a blank
row.
5. On row code 190, double-click column J. Double-click 1200. Click
the To (range) field and type "1205".
6. Click OK. In column B, update the description to read Accounts
Receivable, Net.
7. Click the row selection button to the left of row code 220. The
complete row is highlighted. Right-click and select Delete Row.
8. Click any cell on row code 370 and press the Insert key three times.
Three blank rows are inserted above row 370.

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9. On the first of the three blank rows, row code 355, select the
underscore (---) format code.
10. On the second new row, type the description "Total Current Assets".
Select the total (TOT) format code and type the formula "160:340".
11. On the third new row, select the DES format code to display a blank
row.
Fixed assets are presented in a summarized manner and the asset section is
completed in the following steps:
1. Click column B, row code 370, and delete Leasehold Improvements.
Type "Fixed Assets" in its place. In column J, update the dimension
link to "15?0". All fixed asset accounts are summarized with this
account code.
2. On row code 400, update the description to read "Accumulated
Depreciation". In column J, update the dimension link to "15?5". All
accumulated depreciation accounts are summarized with this code.
3. On row code 430, clear the description and the dimension code.
Select the underscore (---) format code.
4. On row code 460, type the description "Net Fixed Assets". Clear the
C normal balance and account 1525. Select the TOT format code
and type the formula "370-400".
NOTE: An alternative display is to remove the C from the normal balance of
accumulated depreciation and sum the two rows.
1. On row code 490, clear the description and account code. Select the
DES format code to present a blank row.
2. Delete row codes 520 and 550 from the row definition.
3. On row code 610, select the underscore (---) format code.
4. On row code 640, type the description "Total Assets". Select the
format code TOT and type the formula "130+363+460+580".
5. On row code 670, select the double underscore (===) format code.
Define the Liabilities and Equity Section
The balance sheet is completed with the addition of the Liabilities and Equity
accounts.
1. On row code 700, select the DES format code.
2. On row code 730, type the description "Liabilities and Equity", and
then select the left (LFT) format code.
3. Place the cursor on row code 760 and then click the Edit menu.
Click the Insert Rows from Dimensions menu item.

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4. In Dimensions Range Start for the Natural dimension, type "2000".
In Dimensions Range End, type "3999". Verify that the starting row
code is 760 and then click OK.
NOTE: Revenue and expense accounts are added through a dimension set later in the
exercise.
5. Click row code 910 and insert three blank rows.
NOTE: Insert Row options are available through the Edit menu, the right-click menu, or
the toolbar icon. The Insert key may also be pressed. As rows are added the new row
codes are automatically numbered in sequence with the existing rows.
6. Complete the three inserted rows as shown in the table:
Description Format Code Related Formula
---
Total Liabilities TOT 730:880
DES
Demonstration: Dimension Sets
Dimension sets are an optional method of defining groups or ranges of
dimensions that are used in row, column, and tree definitions. When you are
designing multiple row definitions that use the same grouping of accounts,
consider defining a dimension set. Dimension sets are maintained independently
of the building block definition that they are assigned to, so maintenance
performed on the dimension set is applied to any building block definition that
uses the dimension set. This enables allowing for streamlined maintenance.
The equity section is completed with the addition of year-to-date income. Notice
that account 3400 is listed; however, the demonstration data does not store a
balance in this account. Instead, all revenue and expense accounts need to be
summarized for the row. A range of dimensions can be defined for the row
(4000:9999) or a dimension set can be created to summarize the required
accounts.
1. On the Edit menu, click the Manage Dimension Sets menu item.
2. Click New and type the name "Net Income". Type the description
"YTD Income".
3. On the first blank row, in the From field, type "4000". In the To
field type, "9999" and then click OK. The dimension set is now
available for use.

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4. Click Close.
FIGURE 10.2 DIMENSION SETS
Complete the Row Definition
The row definition is completed in the following steps:
1. In column F, Normal Balance, insert a C on the Treasury Stock
and YTD Income rows.
2. On row code 1030, double-click column J to open the Dimensions
dialog box. Then, double-click 3400.
3. Select the Dimension Set button. Notice that the Dimension Set
Name and Manage Dimension Sets options are now active.
4. Double-click the ellipsis button (...) to open the Natural Sets dialog
box.
5. Click Net Income in the listing, and then click OK. Notice the
Manage Dimension Sets box. Existing dimensions sets are changed,
or new dimension sets are created through these buttons or through
the Edit menu.
6. Click OK.

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7. Complete the row definition by adding underscore and total rows as
shown in the table:
Description Format Code Formula
---
Total Equity TOT 910:1030
---
Total Liabilities and Equity TOT 903+1060
===
Row codes are renumbered to organize the design before you save them.
1. On the Edit menu, click the Renumber Rows menu item.
2. Verify that 100 is displayed as the starting row code and then click
OK. Notice that all row codes, including those referenced in column
D, are updated in the row definition.
3. Save the row definition with the name BalSheet and the description
Balance Sheet.
Rounding Adjustments
Rounding adjustments may be necessary if the report is generated in whole
dollars or one of the other rounding options available in the report settings.
Report display is also affected by the processing order of calculations in relation
to rounding.
If calculations are performed before rounding, the balance sheet may balance, but
not foot. If rounding is performed before calculations, the balance sheet will foot.
However, the two sections (assets compared to liabilities and equity) may not
balance.
FIGURE 10.3 ROUNDING EXAMPLES

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To resolve this issue, a rounding adjustment is added to the row definition. The
rounding adjustment compares the two section totals and adjusts the rounding
adjustment row as needed.
1. On the Edit menu, click the Rounding Adjustments menu item.
2. In the Rounding adjustment row, type "880" to report any rounding
on the suspense account row.
3. On the Total assets row, type "640".
4. On the Total liabilities and equity row, type "1240".
5. Accept the adjustment limit of zero. If rounding occurs during report
generation, the user is notified of any amount greater than zero.
6. Click OK.
7. Save the changes to the row definition.
FIGURE 10.4 ROUNDING ADJUSTMENTS
Create Balance Sheet Column Definitions
Balance sheets typically report year-to-date results as of a specific date, however
comparative balance sheets are also a common design. Two column definitions
are created in the following exercises. The first is a single year-to-date format,
the second compares year-to-date with the prior year end results.
YTD Column Definition
A column definition determines what type of data is being reported and how it is
presented.
1. On the File menu, point to New, and then click Column Definition.
2. In column A, double-click the Column Type and select FILL. Fill
columns are designed to place characters (entered in the quotes) or
additional space into a column. These additional spaces work in
combination with the left (LFT) format code in the row definition to
shift the left margin of the report.

10-9
3. In column B, double-click the Column Type and select DESC.
4. Double-click the Column Width field. Notice that AutoFit is an
option; however for the balance sheet, a wide column is hard-coded.
Type "60".
5. In column C, double-click the Column Type and select FD.
6. Double-click the Periods Covered field and select YTD.
7. Save the column definition with the name "YTD" and description
"Year-to-date only - for balance sheet".
FIGURE 10.5 YTD COLUMN DEFINITION
Comparative YTD Column Definition
A second column definition is created to display prior year-end results.
1. On the File menu, click the Save As menu item.
2. Type the name "YTD_PY" and update the description to "Year-to-
date and prior year end - for balance sheet".
3. Click column B, Column Width and type "45".
4. Click column C, Fiscal Year and press the F2 key to edit the cell.
Modify the year to read "BASE-1".
5. In the column C Period field, type "12". Column C is now hard-
coded to display prior year-end results.
6. In column D, double-click the Column Type and select FD.
7. Double-click the Periods Covered field and select YTD.
8. Double-click column C, Header 1 to open the Column Header
dialog box.

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9. In the Column header text field, type "Year End" and then click the
Insert AutoText button. Select the Fiscal Year (@FiscalYear)
code.
10. Accept the format and spread options and then click OK.
11. In column D, Header 1, select the Fiscal Year (@Fiscal Year)
AutoText code and then click OK.
12. Save the completed column definition.
FIGURE 10.6 COMPARATIVE COLUMN DEFINITION
Create the Report Definition
As in all reports, the row and column definitions are associated through the report
definition. The report settings, rounding and processing order, are explored as the
balance sheet is generated. By default, calculations are performed before any
rounding is applied.
Define the Balance Sheet
The balance sheet is defined in the following steps:
1. On the File menu, point to New, and then click Report Definition.
2. Click the Default base period and type "7". The report date is
updated to 7/31/2011.
3. Click the Row drop-down arrow and then select BalSheet.
4. Click the Column drop-down arrow and select YTD.
5. On the File menu, click Save.
6. Type the name "BalSheet" and the description "Balance Sheet".
7. Click OK.

10-11
8. Click the Output and Distribution tab.
9. Click the Report library location ellipsis button (...) and expand the
Library. Click the Balance Sheets folder and then click OK.
10. Return to the Report tab to verify the Output and distribution
summary information.
The date format and rounding options are defined in the following steps:
1. Click the Headers and Footers tab.
2. Click the third row of the center section and update the code to
@DateShort.
3. Click the Settings tab.
4. Select Whole Dollars in the Rounding precision field.
5. Save the updates and then click Generate Report.
FIGURE 10.7 BALSHEET REPORT DEFINITION

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Review the Completed Report
The balance sheet is filed in the report library, within the Balance Sheets folder.
1. Double-click the Balance Sheets folder.
2. Double-click the BalSheet report.
The completed report is displayed, as shown in the "Balance Sheet"
image. Notice that the report is in balance, however not all totals foot.
Also notice that the suspense account row, assigned to the rounding
adjustment, is blank.
3. Close the Report Viewer to return Report Designer.
FIGURE 10.8 BALANCE SHEET

10-13
Adjust the Processing Order
When you adjust the processing order, the total rows display slightly different
amounts.
1. On the Settings tab, click the Processing order, Apply rounding
option and then click Move Up.
2. Save the change and then click Generate Report. Notice that the
Report Queue Status window displays the warning: Rounding
adjustment of -1.000 exceeds limit set of 0.0000.
3. Click Close to close the window.
Review the Adjusted Report
The completed report balances and foots because of a rounding adjustment
assigned to the suspense account row.
1. Double-click the Balance Sheets folder.
2. Double-click the BalSheet report.
3. Notice that the Suspense Account row displays negative one (1), the
result of the rounding adjustment.
FIGURE 10.9 BALANCE SHEET WITH ROUNDING ADJUSTMENT

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Comparative Balance Sheet
The comparative balance sheet design includes results as of the prior year end. If
both versions of the balance sheet are run as part of the monthly financial
package, it is good practice to create a report definition for each design.
However, for class purposes, the current balance sheet definition is updated with
the alternate column definition.
1. In the BalSheet report definition, click the Report tab.
2. Click the Column drop-down arrow and select YTD_PY.
3. Save the change and then click Generate Report.
4. Open the Balance Sheets folder to review the updated design.
FIGURE 10.10 COMPARATIVE BALANCE SHEET

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Sample Balance Sheets
How the balance sheet is formatted is a matter of personal choice. Report design
formatting considerations include not only fonts and color, but can also include
the placement of accounts based on their current balance. For example,
intercompany accounts may display in the asset section when you are displaying
a debit balance or the liability section when you are displaying a credit balance.
This part of training returns the FW company to the Demo Reports building
block group and explores some design options included in the sample balance
sheet.
Reset the Building Block Group
The Fabrikam, Inc. company is reset to the Demo Reports building block group
to review the sample balance sheet report.
1. On the File menu, click Close All.
2. On the Company menu, click the Companies menu item.
3. Click the Modify button.
4. Click the Building block group drop-down arrow and select Demo
Reports.
5. Click OK.
6. Click Close.
BalSheet Sample Row Definition
The Demo Reports building block group also contains a row definition by the
name BalSheet. Aspects of the row definition design are reviewed in the
following steps:
1. Click Row Definitions on the navigation pane.
2. Double-click BalSheet.
The following design concepts are used:
• Row code 160 - account 1110 is deducted from a wildcard range.
• Row code 340 - the Intercompany account is nonprinting and
referenced in row codes 370 and 1000 If/Then/Else CAL formulas.
• If row code 340 is greater than zero, then display the result on row
code 370. If row code 340 is less than zero, then multiply the result
by negative one, and display on row code 1000.
NOTE: The at symbol (@) is required when your are referring to row codes in CAL
formulas.

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• Row codes 850 and 1660 - the LINE5 format code displays two
lines: a thin line followed by a thick line. The Column Blue style is
also applied to the rows.
• Row code 1510 - the XD print control suppresses drill down to
details when you are generating a report with a financial and account
or financial and transaction detail level.
FIGURE 10.11 SAMPLE BALSHEET ROW DEFINITION

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Sample Balance Sheet
The BalSheet row definition is associated with the BS sample report definition
that is reviewed in the following steps:
1. Click Report Definitions on the navigation pane.
2. Double-click BS.
3. Click Generate Report. The report opens directly in the library.
4. Close the Report Viewer to return to Report Designer.
FIGURE 10.12 SAMPLE BALANCE SHEET
Summary
This part of the training examined designing a balance sheet row definition and
generating it with two alternate column designs. One report included year-to-date
results, while the second design displayed year-to-date and prior year-end results.
The training introduced two new concepts when building the row definition:
dimension sets and rounding adjustments. Additionally, the training reviewed an
If/Then/Else calculation in the sample balance sheet row definition.
The "Statements of Cash Flow" chapter shows students how to design statement
of cash flow reports.

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Test Your Knowledge
Test your knowledge with the following questions.
1. Options that relate to rounding are available in which of the following
building blocks? (Select all that apply)
( ) Report definition
( ) Row definition
( ) Column definition
( ) Reporting tree definition
2. Which format codes are If/Then/Else conditional formulas used with?
( ) TOT
( ) CAL
( ) NP
( ) None of the above
3. How do you open Dimension Sets? (Select all that apply)
( ) From the settings tab of the report definition
( ) From the edit menu of the row definition
( ) From the link to financial dimensions in the row definition
( ) From the building block groups window

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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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10-20
Solutions
Test Your Knowledge
1. Options that relate to rounding are available in which of the following
building blocks? (Select all that apply)
(√) Report definition
(√) Row definition
( ) Column definition
( ) Reporting tree definition
2. Which format codes are If/Then/Else conditional formulas used with?
( ) TOT
(•) CAL
( ) NP
( ) None of the above
3. How do you open Dimension Sets? (Select all that apply)
( ) From the settings tab of the report definition
(√) From the edit menu of the row definition
(√) From the link to financial dimensions in the row definition
( ) From the building block groups window

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