Report formulas enable editing accounting reports according to the company’s needs.
Report formulas view can be accessed through Accounting > Accounting reports, by clicking on Report formulas button.
Report formulas can be used, for example, for editing the company’s income statement and balance sheet to a different format than the one specified in Procountor’s default formula. The formulas can also be used for creating different kinds of margin calculations, or a report containing only certain accounts, depending on the company-specific needs.
Creating report formulas
Report formulas view can be accessed by clicking on Report formulas button found at the top of Accounting reports view. On Report formulas view, a new report formula can be created using New report formula button and an existing report formula can be edited using Edit report formula button. If necessary, an existing report formula can be deleted using Delete report formula button.
New report formula button opens the Select default formula to be used template window, where a default formula (to be used as a template for defining the new formula) is selected.
Options for the template are the following:
- A – Income statement by account groups (before 2016 changes)
- Balance sheet for graphical reports
- B – Income statement by accounts (before 2016 changes)
- Income statement for graphical reports
- Income statement for graphical reports (association)
- Income statement for graphical reports (real estate)
- Ledger accounts
- Income statement
- Income statement (associations)
- Income statement (real estate)
- Cash flow
In older Procountor environments, these options will be displayed when selecting Version 2 in the Report formula example window that opens first after clicking on New report formula button.
A company can have an unlimited amount of their own report formulas. In addition to these, Procountor’s standard formulas Income statement, Balance sheet, General journal and General ledger are always available for use. The company’s own report formulas can be selected in the Accounting report type menu on Accounting reports view. In the menu, company's own report formulas are listed under the dash line.
Report formula’s name and number signs
- Report formula’s name is entered in the Name field. Report formula should always be named so that it’s easily recognized among other accounting reports.
- By default, the number signs are changed in reports, i.e. checkbox Signs - Change number signs for account values? is ticked by default.
- Normally, the number signs on the income statement need to be changed, because the credit entries in accounting have a minus sign and for example in the income statement, revenues are usually shown with a plus sign and expenses with a minus sign.
- In the balance sheet formula, changing the signs is not recommended, but the signs in the Account number field are changed so that the amounts are shown with the right sign both in assets and liabilities. The result of the fiscal year can be included in the balance sheet e.g. by adding a sum row Profit for the fiscal year, which includes the total income statement (1/300).
Structure of the formula and edit functions
The report formula automatically enables report versions brief, default, all account groups and all accounts, and certain rows are by default marked to be shown in bold or to to be hidden as zero. Default formula and its row-specific settings can be edited to suit the company’s needs.
Above report formula, there are the following buttons that can be used for editing the rows:
- Add row button enables adding rows to the report formula.
- Delete row button can be used for deleting rows from the formula.
- Move up and Move down buttons enable moving the rows upwards or downwards in the formula
- Select accounts button enables determining the accounts for a specific row.
- In the window that opens from the button, the left hand side selection box is for selecting the accounts and account groups to be included on the formula row.
- Sign selection box enables selecting the accounts or account groups on which the sign will be changed on the formula.
- Show graphical report KPI selection adds a KPI column to report formula’s editing view, which enables selecting the KPI’s to be shown on graphical Management reporting.
The rows of the formula contain the following information:
- Name - The free text to be shown in the title or sum rows
- Level - The level of the account group, the amount of indentation of the report row
- Type - The row type
- Bolded row – Enables setting the row to be displayed on the report as bolded
- Hide as zero - Enables setting the row to be hidden from the report when its value is zero
- Short formula - Enables setting the row to be included in the report, if the Report length option Brief is selected as report length
- Account no. - The account number or account group that is included in the report. The sign of a single account can be changed by entering the desired sign in front of the number (for example +1160).
The following row types can be used in the report formula:
- Title - Row in text format, without number value
- Sum - Total of several rows, i.e. sums up several rows and shows their total sum on the report
- Balance - The balance of the selected account group or account, also lists the accounts of the selected account group or the single selected account in the report
- Percentage - Calculates the proportion of the previous row to the first row in the formula
- Percentage (prev. row/2nd prev. row) - Calculates the proportion of the two previous rows in the formula and then removes the rows. This enables showing indicator values only.
An example of an edited report formula: chart of accounts of an association
By default, the income statement of an association is divided into the following sections:
- Actual operation
- Income from actual operation
- Expenses of actual operation
- Fund raising
- Income from fundraising
- Expenses of fundraising
- Investment- and financing activity
- Income from investment and financing activity
- Expenses of investment and financing activity
Associations may have a need to present the income statement in a form that specifies more actual operation sections than just one. In this imaginary example, the need of dividing and presenting actual operation is the following:
- Actual operation A
- Income from actual operation A
- Expenses of actual operation A
- Actual operation B
- Income from actual operation B
- Expenses of actual operation B
- Actual operation C
- Income from actual operation C
- Expenses of actual operation C
The default presentation of actual operation on the income statement is the following:
The default form of actual operation on income statement’s report formula is the following:
When the structure of the chart of accounts is examined in Chart of accounts view (Management > Accounting info > Chart of accounts), it can be seen that all income accounts used in this example belong to the account group 300. Please note that the default chart of accounts is in Finnish in this example and English names have been changed for the accounts that are used in this example:
In this simple example, the needed alterations to the income statement’s report formula are the following:
- The following account is included in Income from actual operation A
- 3016, Income from actual operation
- The following account is included in Expenses of actual operation A
- 8616, Expenses of actual operation
- The following account is included in Income from actual operation B
- 3076, Rental return
- The following account is included in Expenses of actual operation B
- 7200, Expenses of premises
- The following account is included in Income from actual operation C
- 3086, Income from member events
- 3096, Subsidies and grants
- 3116, Membership fees
- The following account is included in Expenses of actual operation C
- 5000, Normal wages during working hours
- 6100, Pension insurance fees
Because all income accounts presented above belong to account group 300, the report formula cannot include a straight reference to the account group: if there was a reference to the account group 300 in a report formula row, this row on the income statement would include all accounts under account group 300. Therefore, separation of these five income accounts to actual operations A, B & C has to be done by referring to individual accounts on the report formula row.
Expense accounts of different actual operation sections (A, B & C) can be divided into these sections in a similar way compared to income accounts. Some of the expense accounts are in different account groups, so the report formula could also refer to these account groups instead of individual accounts. However, for clarity reasons, individual account numbers are used to refer also to the expense in this example.
If the report formula includes references to individual accounts, it has to be noted that possible new accounts (that are created after the report formula) have to be added also to the report formula rows manually. Therefore, it is most efficient to first make necessary edits to the chart of accounts. If the report formula is created only after all edits to the chart of accounts have been made, it is not needed to return editing the report formula later. However, if there is a reference to an account group in the report formula, all new accounts added later under this specific account group will be visible in the printable report without any changes to the report formula.
Based on the need of actual operation division presented above, the report formula is edited to this kind of form:
Content of the report formula’s section of actual operations as text is the following:
Actual operation A;1;title;false;true;;;true
Income from actual operation A;2;sum;false;true;3016;;false
3016, Income from actual operation;6;row;true;false;3016;;false
Expenses from actual operation A;2;sum;false;true;8616;;false
8616, Expenses of actual operation;6;row;true;false;8616;;false
Profit/accrued expense (A);1;sum;false;true;3016+8616;;true
Actual operation B;1;title;false;true;;;true
Income from actual operation B;2;sum;false;true;3076;;false
3076, Rental return;6;row;true;false;3076;;false
Expenses of actual operation B;2;sum;false;true;7200;;false
7200, Expenses of premises;6;row;true;false;7200;;false
Profit/accrued expense (B);1;sum;false;true;3076+7200;;true
Actual operation C;1;title;false;true;;;true
Income from actual operation C;2;sum;false;true;3086+3096+3116;;false
3086, Income from member events;6;row;true;false;3086;;false
3096, Subsidies and grants;6;row;true;false;3096;;false
3116, Membership fees;6;row;true;false;3116;;false
Expenses of actual operation C;2;sum;false;true;5000+6100;;false
5000, Normal wages during working hours;6;row;true;false;5000;;false
6100, Pension insurance fees;6;row;true;false;6100;;false
Profit/accrued expense (C);1;sum;false;true;3086+3096+3116+5000+6100;;true
In the end, the printable income statement presents the different actual operation sections as follows:
Editing report formula as text
Report formulas can also be edited in text format by using Edit as text function. In the Edit as text window, the row information is in the following order with a semicolon (;) separating the fields:
- Name;Level;Type;Hide as zero;Brief formula;Account no;;Bolding
- Name; in text format
- Level; account group level, amount of indentation of the report row
- Type; title, row, sum or percent
- Hide as zero; true or false
- Short formula; true or false
- Account no.; account group or account number to be included in the report
- Bolding: true or false, true meaning bold row and false not bold row
Using the Edit as text function, report formulas can also be exported and copied between Procountor environments. Copying between environments can be done as follows:
- In the environment, from which the report formula is supposed to be copied, export the content of the formula by copying the content of the Edit as text window.
- In the environment, to which the formula is supposed to be copied, click on New report formula button, and then Edit as text button on the view that opens.
- In the window that opens, empty the default content, paste the data copied from the other environment into it and click on Save.
After these steps, the report formula can be edited normally.
Report formulas in Swedish language
Formulas in Swedish language are found in the links below. These formulas can be used in Procountor environments in the Finnish country version.