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Training Tidbit: Is there a way to run an expenditure report for more than one fiscal year at a time?

Did you know that you can create a flexible financial report in General Ledger that prints the total activity (total amount of entries) for account numbers for a specified date range, including a date range that can cross fiscal years?

To setup a flexible financial report to print the total activity for a date range, create a flexible financial report as normal and select the Activity field as a column on the report. By including the Activity field on the report, the total of all entries from the Beginning Month up to and including the Processing Month (months specified when generating the report) will be printed for each account.

In the example below, the Total Activity in a Date Range Report is defined in the Flexible Financial Report Setup option to print the Account Number, Account Description, and Activity as columns on the report (in the Detail section). The sorts (groups) are also shown in the example below using South Dakota lab data, but the sorts can be defined according to your preferences.

When printing the flexible financial report including the Activity field, enter the beginning month and the ending month for the date range to print in the Beginning Month and Processing Month parameters. If desired, the specified months can be within different fiscal years (i.e. June through December).

A sample of the Total Activity in a Date Range Report is shown below. The sample report was generated using South Dakota lab data for the date range of May 2017 through January 2018.

 

For your convenience, we have provided a complimentary template of the report sample shown above – the Total Activity in a Date Range Report – to download from our website and import into the Flexible Financial Report Setup option. Refer to the steps below for detailed instructions.

Downloading the Report Template:

  • Click the link to access the report template file: https://docs.su-inc.com/training/images/FFTemplate4.exe
  • A message will appear prompting to run or save the file; click the Run button.
    Note: Depending on the security settings of your Internet browser, an additional prompt may appear after clicking the Run button stating the publisher could not be verified; if the additional message appears, click Run to continue (or if needed, click Actions, More Options, Run Anyway).
  • When prompted for the location in which to save the unzipped file, specify a location and then click the Unzip button. The system will default to save the file on your C: drive, but that can be changed if desired. Be sure to note the location you select for where to save the unzipped file.
  • Once the file has been unzipped, a message will appear stating the process was successful; click OK.
  • Then click the Close button to close the screen.
  • There will now be a file called Wizard.xml containing the report template in the location you specified above.

Importing the Report Template into the Flexible Financial Report Setup Option:

  • In General Ledger, select the Maintenance menu and then Flexible Financial Report Setup.
  • At the Flexible Financial Report Setup screen, select the Options menu and then Import Report.
  • When prompted, select the location of the Wizard.xml file (as noted above); then click Open.
    Note: If a report with the same name already exists, the system will prompt asking to replace the existing file; click Replace to copy over the existing report, or click Rename to import the file under another report name, or click Cancel to keep the existing report and not import the new one.
  • The Total Activity in a Date Range Report will now be available, and the imported setup for the report will appear on the Flexible Financial Report Setup screen.

Note: For step-by-step instructions on setting up a new flexible financial report, see the Adding a Flexible Financial Report Setup topic in the Help File, or click here to request a recording of the Flexible Financial Report Setup webinar.