Report Designer: Showing the total of multiple accounts

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In the Report Designer, you are able to display the total amount for a subset of accounts as well as the detail for the other accounts. For example, you can display the total for all of the cash accounts and details for the other current asset accounts in the Balance Sheet - Current Year financial statement.

Show report

The first image shows the Balance Sheet - Current Year without any modifications, where there are two cash accounts listed separately.

All assets listed

The following screen displays the modified Balance Sheet - Current Year with the two cash accounts shown together as one total.

Cash accounts totaled

Use the following steps to set up a financial statement to display totals for all cash accounts and detail for other current asset accounts.

  1. Choose File > Report Designer and click Financial Statements section button in the lower left of the Reports frame.
  2. Double-click the Balance Sheet - Current Year financial statement to open it in the design grid.
  3. Add two rows between rows 4 and 5. For details, see Adding or removing columns and rows.
  4. Rows 5 and 6 may be grouped together. To ungroup rows 5 and 6, you can right-click row 5 and choose Ungroup from Repeating Level. For details about repeating elements, see Repeating elements in a report.

    Show report

    Correct groups

    Note: If the rows are not grouped together, you can right-click the row in which the variable is to be inserted (row 6 in our example) and choose Group into Repeating Level.

  5. Right-click row 5 and choose Row Height.
  6. Enter 0.00 and click OK.
  7. Right-click cell A4 and choose Delete Cell Contents.
  8. Enter Cash Accounts in cell A4.
  9. Select cell B4 and change the Grouping content of the cell to CA : CASH in the Cell Properties section of the Design Tools frame and mark the Print total amount checkbox.

    Show screen

    Cell Properties for cell B4
  10. Select cell A6 and insert the [ChartofAccountsActivity.Core.GLAccountDescription] variable. (For details, see Working with variables.)
  11. Select cell B6, and insert the [ChartofAccountsActivity.Core.Amount] variable.
  12. Select row 6, and in the Row Properties section of the Design Tools frame, choose Account Classification as the Grouping type.
  13. Click the Formula button next to Grouping content field and choose Clear Formula in the lower left of the Formula dialog.
  14. Select the following codes in the Account Classifications list and click the Add operator button after each selection.
    Code Description
    CA: No subcode Current Assets: No subcode
    CA: MS Current Assets: Marketable Securities
    CA: AR Current Assets: Accounts Receivable
    CA: INV Current Assets: Inventory
    CA: PE Current Assets: Prepaid
    CA: OCA Current Assets: Other Current Accounts

    Show dialog

    Insert formula dialog

  15. Select the appropriate Period, Amount type, and Basis in the Design Tools frame.

    Note: The Adjusted basis is used when the Basis field in the Row Properties section of the Design Tools frame is blank.

  16. Select cell B8. The formula in this cell needs to be adjusted to account for the new row. In the example, it should be [B4 + B6]. You may also need to adjust the formatting of the inserted cells. For details, see Format Cells dialog.

The following screen displays the applied changes in the appropriate sections of the design grid for the Balance Sheet - Current Year statement.

Modified report

See also: Reporting and Report Designer: Procedures

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