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When using cell mode in the Financial Statement Editor, open the Variables dialog to insert variables pertaining to amounts, text, dates, periods, additional amounts, locations, or departments into the statement. Variables allow you to use one statement for many clients instead of having to create a new statement for each client. By inserting a text variable such as client name or statement date when you print statements for your clients, instead of having to type that information on each document, you can just print the statement and the appropriate information will be automatically inserted for you.
To insert a variable in the selected cell, choose the appropriate variable type, highlight a variable in the list, and click OK. Special options exist for several of the variable types and are displayed below the list of variables.
From the Financial Statement Editor window, highlight one or more cells and then choose Insert > Variables or press CTRL+I.
Note:You first need to define certain types of variables that can then be inserted using the Variables dialog.
- To define Amount variables, choose Setup > Account Groups.
- To define Text variables, choose Setup > Text Variables.
- To define Additional Amounts, choose Setup > Additional Amounts.
Special information
Using variables
Creating and editing financial statements
Editing financial statements, overview
Fields & buttons
Begin by selecting the type of variable that you want to insert into the selected worksheet.
- Amount. To insert an account that has previously been defined in the Account Groups dialog. You may select a period from the drop-down list at the bottom of the Variables dialog, and you can also choose to reverse the sign of the amount by marking the Reverse sign checkbox.
- Text. To insert pre-defined text (as specified in the Setup > System Configuration > Text Variables).
- Date. To insert either Date Printed (which prints the current system date) or Statement Date (which prints the statement date based on the period indicator and format selected at the bottom of the Variables dialog).
(Optional) For date variables, the period indicator CC can be selected from the drop-down list in the Period field at the bottom of the Variables dialog. This allows you to define the period indicator in the cell in which the variable resides in the Financial Statement, which in turn enables you to define the period indicator in a particular column or columns in the Financial Statement. The date variable displays the statement date that corresponds to the data being displayed in that column. If you choose to insert a Period variable, also choose the desired format from the drop-down list in the Date Format field.
- Period. To insert a period variable into your financial statement. You may select a single period such as Months in Period, or a year-to-date period such as, Months in YTD, and so on.
- Additional Amounts. To insert Additional Amounts into your financial statement. You may select any amount from the list pane that has already been set up. See also: Setting up additional amounts.
- Locations. Available only if the Chart of Accounts mask includes an L for locations and one or more locations descriptions have already been set up. To add, edit, delete a department, press F3 from the Setup > Chart of Accounts window.
- Departments. Available only if the Chart of Accounts mask includes a D for departments and one or more department descriptions have already been set up. To add, edit, delete a department, press F3 from the Setup > Chart of Accounts window.
Displays the variables for the selected type. To insert, highlight the list item that you want to insert into your worksheet, and press the ENTER key or click the OK button at the bottom of the Variables dialog. The variable will be placed into the currently selected cell in the worksheet.
This field is available for the Amount and Date variables only. Choose the desired period by selecting it from the F4 drop-down list.
This field is available for the Amount variables only. Enter the basis (Adjusted, Unadjusted, Tax, Report, or Other) or select it from the drop-down list.
This option is available only when the Amounts variable type has been selected. To reverse the sign of the amount variable highlighted in the Variables list pane, mark this checkbox.
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