The Financial Formula Table
CAPITAL GL Controller provides several options that will assist you in producing financial statements. If you have decided to use one of the sample charts of accounts provided with this program, you may simply wish to use the standard reports provided. Even if you have made changes to the chart of accounts you may still be able to use the standard reports.
The factor that will determine whether you wish to use the provided reports or create your own depends on whether you are happy with the overall structure of the standard reports. If you wish to create multi-departmental financial statements, consolidated statements, quarterly reports or wish to change the arrangement of the information presented in the standard reports, you may have to use the quick report writer or the report designer/editor to create new reports.
You can use the standard reports provided, if:
You have not changed the chart of accounts that came with CAPITAL GL Controller.
You have made changes, but have kept your changes within the account code ranges originally specified. For example, you have kept your revenue/income accounts within 10000-19999 and your expenses within 20000-29999, etc.
You have retained the same overall chart structure. For example, you have decided to use the opening stock/purchases/closing stock method of determining your cost of sales.
You may be able to continue to use the standard reports, if:
You have retained the same overall structure even though you have added accounts or deleted accounts that are outside the assumed ranges or as a result of a deletion you have changed an assumed starting point. By editing the financial formula table you will be able to specify new ranges that the pre-defined reports will then be able to work correctly with.
The financial formula table serves two main purposes. It allows you to specify the account code ranges used by the financial report printing system, and it will allow you to keep tabs on the totals of groups of accounts without having to print reports to get at these figures. For example, you may wish to set up a series of table entries that will calculate your net profit for the period.
Another common use is to introduce sub-totals into your reports.
The following screen which displays the financial formula table and its pre-defined standard account code ranges. From the main menu select "maintenance" then "financial formulas" to access the table.
Select add to add new account groups, edit to edit or delete to delete the currently highlighted group.
When adding or editing group ranges the following fields must be entered:
Group code
The code that will identify the report group. It can be up to 12 characters in length and can only be made up of letters. Punctuation and numbers are not allowed. You may enter more than one entry with the same group code if you wish. If this is done, all account code ranges with the same group code are treated as belonging to the one group.
Reporting Rank
This number is optional and is used to determine the order in which groups appear in the financial formula table. The lower the number, the closer to the top of the list it will appear, relative to other group code rankings.
Description
The name/title of the group.
Other Group
A group may be specified as an account code range or as a reference to another group. See below for further explanation.
From Account
The first account code in the range to include as being part of the group.
To Account
The last account code in the range to include in the group.
Debit or Credit
Whether the group should be added up as a series of debits or credits. Tick either debit or for credit. See below for further explanation.
If groups are added, edited or deleted, you will need to perform a recalculation afterwards by selecting recalculate for the totals to be calculated again. If necessary, CAPITAL will automatically recalculate group balances before printing financial statements.
There are two types of account group that can be defined in the financial formula table. The first and most common is referred to as real and the second compound. In almost all cases you will only need to work with real groups when using the financial report writer.
Tutorial - Creating Sub-Account Groupings
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