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.
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.
- 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
Ussing 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 contect of 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.