In this section of the properties box, you enter the information that defines how the currently selected row behaves in the statement and what sort of information it will accommodate. To select a row, either click the row number/description button, click in a cell in the appropriate row and click the row mode button, or type the row number in the Row field. You must be in Row mode for the Row Properties section to be displayed
Typically, when setting up a new Financial Statement, you would define the properties of a row first, then define the properties for each cell in the row, where applicable.
If you select an individual cell (rather than an entire row), you must define a valid formula for that cell (in the Contents field), along with a default period indicator and amount type - otherwise no data will appear on the statement.
See also: Editing financial statements, overview
Fields
The following are field-by-field descriptions of the Row Properties section of the Properties box.
Specify the row type for the current row by selecting it from the drop-down list. Depending on the selection, different fields in the Row Properties section will become enabled.
- Description (default): Choose this option to place text in a row that will have no amounts or accounts assigned to it. For example, you might enter a description of "Current Assets," or "Cost of Goods Sold" to describe the row(s) that follow.
- Accounts: Choose this option to display each account in a certain Account Group or range of accounts in the current row. On the printed report, each account will appear on a separate line. When you define a row as an Accounts row, the application automatically enters the text "Account Description" into whatever you define as the Text Column but the actual account name will appear on the statement when you print or preview it. The text can be formatted in the same manner as text in any other cell, and the formatting will apply to all of the account descriptions.
Before an amount can actually appear in the row, you must first define the Period for the appropriate cell(s).
- Totals: Choose this option to display the total amount of the selected account group(s) or formula. No text is automatically entered, so if you would like a description to appear, you need to enter it in the Description field for the selected row.
- Storage Name: Choose this option if you wish to define a formula before using it in a selected row. Simply define the formula in the Amounts field and then assign a storage name to that row. To use the same storage name in another row, type that name into the Amounts field of an Accounts or Totals type row, or choose it from the Formula dialog.
- Heading: Choose this option to define a row that will be used for column descriptions After assigning the Heading row type, you may then enter the desired heading text in the cells of each column for that row.
Note: Heading rows flow automatically to the next page only if there is a natural page break in the worksheet. When you insert a manual page break, be sure to insert new heading rows for any subsequent pages.
For an Accounts, Totals, or Storage Name row only, and only for a Trial Balance CS client
Specify whether the formula for the selected row is to be based on account groups or on a selected grouping schedule. This selection determines whether account groups or grouping codes are available in the drop-down list for the Amounts field for the selected row(s).
For an Accounts, Totals, or Storage Name row only.
Specify the amounts to appear in the selected row by doing any of the following:
- Enter a single account or range of accounts using the format act(###) or act(###:###).
- Enter the name of the appropriate Account Group, or choose it from the drop-down list.
- Enter the name of the appropriate Additional Amount in the format Amount ##. The word Amount is not case sensitive. There must be a space between the word Amount and the 2-digit numeral. All numerals must be 2 characters long, with those under 10 preceded by a 0 (for example, 01, 02, and so forth).
- Choose Edit > Formula to define and insert a custom formula.
The items that appear in the Amounts drop-down list are Account Groups which may be defined by choosing Setup > Account Groups or by transferring them from another client with a similar Chart of Accounts structure.
After you enter the amount(s), nothing actually appears on the editing worksheet until you define the Period for the appropriate cell(s). Then, 9,999,999.99 appear(s) as a placeholder(s), and the actual amount(s) will appear when you print or preview the statement.
For a Description, Totals or Storage Name row only.
Type the desired text in the Description field. This text will then appear on the editing worksheet.
To format the text, click in the cell and choose the desired formats by using the toolbar buttons or the Format > Cells command.
For Accounts, Description, and Totals rows only.
While in Row Mode, enter the Column letter in the Text Column field of the Row Properties box to specify in which Column and cell of the specified row you wish to insert a text description.
Defining rows
For Accounts, Storage Name or Totals type rows only.
If the row(s) define a formula or range of accounts in the Amounts field, you may assign a storage name for that formula or range so that you will not have to redefine it if you need to use it again later. Simply type a storage name in this field, and the selected formula or range of accounts will be saved under that name.
Note: To retrieve a stored formula or range of accounts in the Row Properties/Amounts field of an Accounts or Totals type row, either type the storage name or choose it from the list of storage names in the Edit > Formula dialog.
Tip: You can create a formula out of two or more storage names and then save that formula under a new storage name.
For an Accounts row only.
Choose the desired sort order for the accounts specified in the Amounts field to be sorted:
- Account number
- Description
- Amount ascending
- Amount descending
For an Accounts row only.
If you choose to sort by ascending or descending amount, you may choose a dominant column for sorting. The dominant column will be the only one sorted in the specified manner, and all other columns will simply follow the same order as the dominant column.
For Totals and Accounts rows only.
Mark this checkbox to change the sign of the amounts in the current row.
For an Accounts row only.
To include the account number next to each account description, mark this checkbox.
For an Accounts or Totals row only.
To have the statement include accounts with zero balances, mark this checkbox.
If this checkbox is not marked, zero-balance accounts will not appear on the statement when you print or preview it.
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