Report formulas allow you to edit the reports, which are based on the accounting accounts, according to your needs. You can access the report formulas in the Accounting reports view by clicking the button Report formulas.
You can e.g. use the formulas to edit your 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 margin calculations. You can also create a report containing the essential accounts for your company only.
Editing and using the report formulas
You can edit the report formulas in the Accounting reports view by clicking the Report formulas button. In the view, you can create a new formula by clicking the New report formula button or edit an existing one by clicking the Edit report formula button or delete a formula by clicking the Delete report formula button.
New report formula button opens up a window where you can select the default template for creating the report formula. The options for the template are the following:
A - Tuloslaskelma tunnusluvuilla, B - Tuloslaskelma tileittäin, Ledger Accounts, Cash Flow
The handling of accounts that have been manually added to the chart of accounts depends on which default template is used for creating the report formula. If the report formula is created using the template A - Tuloslaskelma tunnusluvuilla, the manually added accounts are automatically added to the report formula.
If the template chosen for creating the report formula is B - Tuloslaskelma tileittäin, the manually added accounts need to be added manually also to the formula. When using this template, the accounts are determined to the report formula one by one.
A company can have an unlimited amount of own report formulas. In addition, Procountor’s standard formulas Income statement, Balance sheet, General journal and General ledger are always available. You can select your own report formulas in the Accounting reports view from the Accounting report type drop-down list.
General information on report formulas
You should always name the report so that it is easy to recognise. By default, the number signs are changed in reports, which is the reason why the box Change number signs for account values? is ticked by default.
Normally, you want to change the number signs in the income statement, 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 you get the amounts with the right sign both in the assets and in the liabilities. You can get the result of the fiscal year in the balance sheet e.g. by adding the sum row Profit for the fiscal year, which includes the total income statement (1/300).
The structure of the formula
The report formula automatically enables report versions brief, default, all account groups and all accounts, and marking rows to be shown in bold and rows to be hidden as zero. The report formula is composed of a group of rows. There are several different row types. The Add row button allows you to add rows to the report formula. The Delete row button can be used for deleting rows from the formula. You can move rows upwards or downwards in the formula by the Move up and Move down buttons. You can select a row to the formula by using the Select accounts function.
The rows 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
Hide as zero selection whether to hide or show the row as zero
Short formula the row is included in the report, if the Report length option Brief is selected
Account no. the account number that is brought to the report or the account group/account number. You can change the sign of a single account by entering the desired sign in front of the number (for example +1160).
You can use the following row types in the report formula:
Title text format row without number value
Sum total of several rows, i.e. it totals the sums of several rows to show the total in the report
Balance, row the balance of the selected account group or account, it also lists the accounts of the selected account group or the single selected account in the report
Percentage (prev. row/1st row.) 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.
In the Select accounts function view
- You can select accounts to the formula. Tick the box if you want to have the account or account group in the formula row.
- Tick the Sign box if you want to change the sign of the account in the report.
- The Account column shows the account groups and accounts in the chart of accounts
- The Account no. column shows the number of the account group that the account belongs to and the account number
Report formulas can also be edited in text format by using the Edit as text function. The row information is in the following order with a semicolon (;) separating the fields:
- Name;Level;Type;Hide as zero;Brief formula;Account no.
- 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 number to bring to the report or account group/account numbert
Report formulas can be saved or copied between companies through the Edit as text function.
Report formulas in Swedish language
Here you can find report formulas in Swedish language. These formulas are made to be used in Procountor environments in Finland.
- Income statement in Swedish for limited company
- Balance sheet in Swedish for limited company
- Income statement in Swedish for real estates
- Income statement in Swedish for unions