Report Generator

The Report Generator process is used for creating reports based on the balance tables in the database. It has access to the balance table for the general ledger, the balance table for project accounting, and the balance table for budget versions. The general ledger balances and the project accounting balances can be handled in accounting currency, original currency, and third currency, and also separated into debits and credits. The reports are generated and printed via IFS/Info Services, i.e., the module that is used for printing reports by several products in IFS Applications.

Several report templates are created automatically when IFS/Report Generator is installed. These can be used as examples of reports. The user can modify these report templates or create new ones. A report template consists of a column template and a row template. One or several columns are defined for the column template. One or several rows are defined for the row template. The column templates, row templates, and report templates can be copied to other companies in the same domain. They can also be exported to companies in other domains, as well as companies in other data bases.

The IFS/Report Generator is integrated with IFS Financials. Via the hold table in IFS/Accounting Rules and the updating routine in IFS/General Ledger, the financial information is stored in the balance tables. IFS/Accounting Rules also handles the connection between users and user groups. In IFS/General Ledger the authority rules are defined for the user, i.e., the authority to view all of the information in the balance tables or just part of it. Structures, that are defined in IFS/General Ledger, can be used as selection terms in IFS/Report Generator. Before you start using the IFS/Report Generator check the activities in the Define Financial Basics main process and the activities in Basic Data Requirements (BDR) for Report Generator.

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1. Report Templates - Standard Templates

2. Create a Report - Short Description

3. Transaction Rows - Short Description

4. Comparison Column - Short Description

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1. Report Templates - Standard Templates

Several report templates are created automatically when IFS/Report generator is installed. The templates are based on the account of charts EU BAS 97. It is possible either to change and adjust the templates or to copy them as a base for your own reports. The report templates can be used as examples on reports that can be created in IFS/Report Generator.

The report templates below are created automatically:

This balance sheet includes the opening balance of the year, the opening balance for the current period, the changes in debit, credit, and total for the current period, as well as the closing balance for the current period. Presentation is on account group level.

This balance sheet includes the opening balance of the year, the opening balance for the current period, the changes in debit, credit, and total for the current period, as well as the closing balance for the current period. Presentation is on account level and account group level.

This balance sheet includes the outcome, budget, and budget difference for the current period, as well as the corresponding information accumulated from the beginning of the year. Presentation is on account group level.

This balance sheet includes the outcome, budget, and budget difference for the current period, as well as the corresponding information accumulated from the beginning of the year. Presentation is on account level and account group level.

The trial balance for the chart of accounts includes the opening balance of the year, the opening balance for the current period, the changes in debit, credit, and total for the current period, as well as the closing balance for the current period. Presentation is on account level.

The profit and loss statement includes the outcome, budget, and budget difference for the current period, as well as the corresponding information accumulated from the beginning of the year. Presentation is on account group level.

The profit and loss statement includes the outcome, budget, and budget difference for the current period, as well as the corresponding information accumulated from the beginning of the year. Presentation is on account level and account group level.

The profit and loss statement includes the outcome, comparison percent, budget, budget difference, and previous year comparison for the current period, as well as the corresponding information accumulated from the beginning of the year. Presentation is on account group level (in 000s).

The profit and loss statement includes the outcome, comparison percentage, budget, budget difference, and previous year comparison for the current period, as well as the corresponding information accumulated from the beginning of the year. Presentation is on account level and account group level (in 000s).

The tax report includes sales and tax information for the current period. The selection of the accounts in the row template 'IFSRT8' needs to be modified to adjust the chart of accounts that is used in the company. Presentation is on account level.

2. Create a Report - Short Description

Below is a step by step description on how a report is created.

Before you create a report in the report generator, it is recommended that you make a sketch of the report format. Draw the columns and the rows with applicable groupings, and write the various headings you want on the report.

When creating a report in the report generator, you normally start by creating a column template where you define the contents of all columns in the report. The column can be a data column, calculation column, comparison column, or a text column. A data column is used to retrieve data from the database. A column template must contain at least one data column. The retrieved data can be general ledger balances, project balances, or budget balances.

In a data column, you define either a fixed or a relative time interval. A fixed time interval is used for reports that always contain the same periods, e.g., 9901 - 9903. A relative time interval makes the report flexible and does not require you to change the period in the data column at ordering time. When you order a report, you specify a period in the ordering window. Then, the time interval given in the data column will be relative to that period.

Specify the other columns in the column template. A calculation column consists of calculations between other existing columns or between existing columns and constants. A comparison column is used to present a percentage comparison between values in another column, e.g., to see a detail line’s contribution to a summary line. A column can also be a text column that contains a fixed text, e.g., a percent (%) sign.

For each type of column, there are default values for the layout. These default values can be changed. It is possible, for example, to specify if the information is left or right justified in the column.

An existing column template or a single column can also be copied and modified within one company or between companies in the same data base. A column template can also be exported/imported to/from a company in another data base.

After a column template has been created, a row template is created where you define the contents of all rows in the report. A row can be a data, calculation, text, row template, separator, or a transaction row. A row template must contain at least one data row. The data sources can be general ledger balances, project balances, or budget balances.

In a data row, you can specify the information you want to retrieve from the data source. This is done via the objects code part, account group, consolidation account, structure, attribute, account type or balance amount. A selection is defined by using operators, e.g., < or >. For each selection, you specify whether the information matching the criteria is to be included or excluded.

For a data row, you can also define a detail level specification (DLS), i.e., define if a data row is to be printed as one row or as one row per each unique combination of account and cost center or other criteria. If several detail levels are specified, you can define if each level is to be printed on a separate line, together with the description, or if all levels are to be printed on one row without a description. You can specify up to three detail levels per data row.

Specify the other rows in the row template. A calculation row is used to calculate a result. With a text row, you can define headings that are not page headings. With a row template row, you can include another complete row template within your row template. A separator row is used to draw a line in the report for visual organization. A transaction row is used to print the voucher rows that has generated the presented balance.

For each type of row, there are default values for the layout. These default values can be changed. It is possible, for example, to specify if the row is to be printed with indentation.

An existing row template or a single row can also be copied and modified within one company or between companies. A row template can also be exported/imported to/from a company in another data base.

Define a specific report template by combining a row template with a column template and by adding overall information about the report.

In the report template, you can specify the information you want to retrieve from the data source. This is done via the objects code part, account group, consolidation account, structure, attribute, account type or balance amount. A selection is defined by using operators, e.g., < or >. For each selection, you specify whether the information matching the criteria is to be included or excluded.

In the report template, you can also define superior grouping levels (SGL) if you want one complete report printed for each level. A superior grouping level can be a code part, a structure level within a structure, an account type, an account group, an attribute, a consolidation account or a balance amount. For example, if you define 2 superior grouping levels, level 1 = code part C (product) and level 2 = cost center; you receive a complete report per cost center within each product. You can define up to 10 SGL levels per report.

If there is a need to suppress the printing of values, for example small values, then the information on this can be entered in the report template. If a transaction row is entered in the row template then the presentation of the transactions rows can be modified in the report template.

An existing report template can also be copied within one company or between companies. A report template can also be exported/imported to/from a company in another data base.

After creating the report template, you can order the report. The execution of the report is performed via Info Service. It is possible to change the reference to the column template but not the reference to the row template. The selection of data, the grouping of data, and the suppression of printing information can be modified at ordering time. If a transactions row is specified in the row template, then also the printing of vouchers rows can be modified. It is also possible to define a schedule for the report to be generated. After ordering, you can print the report on screen or on paper. You can also print the report to a file that can be included in a spreadsheet, e.g., in Excel. A title page is printed automatically. A successfully generated report can be printed again via Archived Reports.

3. Transaction Rows - Short Description

The row type transaction row is used to break down a balance in a data column into the voucher rows that has generated the presented balance. The transactions rows (=voucher rows) are printed on separate pages after the data row. The definition for printing the transaction rows is done in the row template, column template, and in the report template.

3.1 Create a column template including a data column.

3.2 Create a row template including a data row.

3.3 Create a report template.

3.4 Order the report and check the contents.

3.5 Open Row Templates. In the Fixed Column Template box, use List of Values to enter the column template identity.

3.6 Open Row Template. Add the row type transaction row in the row template. In the Data Row field, use List of Values and enter the data row identity. Mark the Print Grouping Totals box.

3.7 Open Column Template. Mark the Transaction Column box for the column that is to be used. Note! The column must be a data column!

3.8 Open Report Template. Select the Transaction tab. The columns from GL Voucher Rows Analysis window in IFS/General Ledger are displayed in All Columns and Selected Columns. Default values are displayed in Selected Columns. Add/remove columns in Selected Columns, if appropriate. If you want to print more information on the transaction rows, then mark the line for the appropriate information in All Columns and use the Add button. The information is moved to the Selected Columns. Use Up/Down button to change the row order in Selected Columns. If you want to print less information on the transaction rows, then mark the line for the appropriate information in Selected Columns and use the Remove button. The information is moved to All Columns.

3.9 Open Order Report. Find the report that is to be executed. Check that the Print Voucher Rows box is marked. Order and preview the report. The transactions rows (=voucher rows) are printed on separate pages after the data row.

4. Comparison Column - Short Description

The column type comparison column is used to compare detailed rows with a summary row in order to see the percentage.

4.1 Create a column template including a data column.

4.2 Create a row template including a data row. Enter information in the DLS tab.

4.3 Create a report template.

4.4 Order the report and check the contents.

4.5 Open Column Template. Find the column template and add the column type comparison column. Use List of Values and enter the data column identity in the Column field.

4.5 Open Row Template. Find the row template. Check the Use as Comparison box for the data row.

4.6 Open Order Report. Find the report that is to be executed. Order and preview the report.