Adding Lines to a Financial Statement Spec. ("FINS")

From inside a Financial Statement Spec., the Lines tab is where all the lines for a Financial Statement Spec. can be found. This is also where all of the work will be done to make the report present the way it should, as well as where data should be pulled from (i.e. GL Accounts) and in what order.

What is a FINS Line? A FINS line is what physically prints on a report. Each line in the report has specific fields (that you will populate) that hold the format or data source for that given line. Each line is considered its own record.

Fields on a Line Record Accessible from the Grid

Field Name

Field Purpose

Field Tips/Notes

Description
  • This field is used to specify the description of the line which will be printed on the report. This field will not print anything if left blank. To add a blank space in a FINS report, leave this field blank and change the “Type” to “Header”.

GL Account
  • This field is used to specify a GL Account to link to the line. When this field is populated, it tells report to pull the data from that specific GL Account on that line. The magnifying glass icon can be used to search for a GL Account from within the grid. This cannot be populated if one of the Account Type fields is populated on the same line.

Cost Center
  • This field is used to specify a cost center for a line. Populating this will pull data from only GL Accounts linked to that cost center. Any GL Account not connected to that cost center will print as a 0. This should be left as “none” unless specifically needed so that all data is pulled in the report.

Account Type
  • This field is used to specify an Account Type for a line. The Account Type works like a “grouping” line for all GL Accounts that are linked to a given Account Type. This cannot be populated if another Account Type field or the GL Account field is populated on the same line.

Account Type 2
  • This field is used to specify an Account Type 2 for a line. The Account Type 2 works like a “grouping” line for all GL Accounts that are linked to a given Account Type. This cannot be populated if another Account Type field or the GL Account field is populated on the same line.

Account Type 3
  • This field is used to specify an Account Type 3 for a line. The Account Type 3 works like a “grouping” line for all GL Accounts that are linked to a given Account Type. This cannot be populated if another Account Type field or the GL Account field is populated on the same line.

Format
  • This field is used to specify the format for how the numbers should print on the report. This field is used override the number format for ALL columns for that line record.

  • Print Exact: #,##0.00;(#,##0.00)
  • Print Rounded to the Nearest Dollar: #,##0;(#,##0)
  • Print Rounded to the Nearest Thousand: #,##0,;( #,##0,)
  • Print as Percent (Exact): #,##0.00%;(#,##0.00%)
  • Print as Percent (Rounded to Nearest Whole Percent): #,##0%;(#,##0%)
  • Print w/ Dollar Sign (Exact): $#,##0.00;($#,##0.00)
  • Print w/ Dollar Sign (Rounded to Nearest Dollar): $#,##0;($#,##0)
  • Print w/ Dollar Sign (Rounded to Nearest Thousand): $#,##0,;($#,##0,)
Indentation
  • This field is used to specify the indentation of the line. Indent lines in increments of 5 for a noticeable difference between lines.

Type
  • This field is used to specify the function of the line.

  • The three-line Types are:
    • Actuals: This will print the value of the data being pulled from a specific line.  
    • Header: Restricts the printing of numbers. Used for section headers that shouldn’t be printing data. To print a blank line, use this line Type with an empty description field.
    • Total: This will total data from the above lines based on the Total Level (see “How to use Total Levels”).
Operator
  • This field is used to specify how the data should print.

  • This field is defaulted to “+”, which prints the balance of an account(s) as its value. If you need to create a calculation within the FINS lines, such as for Net Profit/(Loss), a “-“ operator can be used, which will turn the account balance negative (or positive if it was already negative) within the report, which allows it to be subtracted. A negative operator can also be used when netting sections of a balance sheet. Be careful when using this and be sure to check the totaling afterwards to make sure the desired outcome is achieved.
Total Level
  • This field is used to specify the total level of a line.

  • See the “How to use Total Levels” for more detail. 
    • 0: Setting the total level to 0 will still allow the data from the line to be totaled, but the line description and data won’t be printed on the report.
    • 1 & Up: Setting the total level at 1 or higher will print the line and its data on the report.
Sort Key
  • This field is used to specify the sort key for the line. The sort key determines the order the lines print in the Financial Statement Spec.

  • Be very careful when changing these, as the way they appear on the “Lines” tab is the order they will print when running the report. See “Reassigning Sort Keys” for more detail.
Underline
  • This field is used to specify if the line should be underlined.

  • Check the box if you want to print a solid line underneath the line.
Bold
  • This field is used to specify if the line should be printed in bold. Checking the box will print the line and all printed data in that line in bold.

New Page
  • This field is used to specify if the line should start a new page. Checking the box will print the line and subsequent lines on a new page. This adjustment will not appear in the preview of the report but will show in the downloaded version of the report.


Additional Fields within a Line Record

To view a line record in a FINS report, click on either the Description field of the line or the "pop-out" button for the line in the last column of the grid view.

Field Name


Field Purpose


Field Tips/Notes


Base Account 1
  • This field is used to specify the first base account number in a range of base accounts that the line will “group” together when printing the data. Combined with the “Base Account 2”, the line will group and print the total of all GL Accounts with a base account within the range specified.

Base Account 2
  • This field is used to specify the last base account number in a range of base accounts that the line will “group” together when printing the data. Combined with the “Base Account 1”, the line will group and print the total of all GL Accounts with a base account within the range specified.

GL Fund
  • This field is used to specify a fund for the line. Populating this field will only print data from GL Accounts linked to the specified fund. This field must be used in conjunction with an Account Type or GL Account in order to print data.

Exclude GL Fund
  • This field is used to specify if the fund specified in the “GL Fund” field should be excluded from the grouping. Toggling this field to yes will cause all GL Accounts with funds that are NOT the specified fund to print data.

Suppress Printing Zero Line
  • This field is used to specify if the line should be suppressed if the line would print a 0. Toggling this field to “Yes” would suppress the line from printing on the report if the total of the data it would print in ALL columns is 0.

Ignore for Integrity
  • This field is used to specify if the GL Accounts being pulled by the line should still appear in the “Missing GL Accts” tab. Toggling this field to “Yes” will cause all GL Accounts being used in the line to remain in the “Missing GL Accts” tab.

Override FINS Column 1-10
  • These fields are used to override the type of data that prints in a column. Populating these fields will result in the line printing the type of data specified from the dropdown menu. This field only overrides the line itself, not the entire column.

  • There are 10 different fields for column override, one for each possible column. Each is separate but functions the same.
  • This is useful when a single line needs to pull a different type of data, such as one line printing a beginning balance with the rest of the column printing ending balances.

Adding a New Line Using the "Add Record" Button

  1. From the Lines tab of a Financial Statement Spec., click the green “Add Record” in the top left-hand corner. This will open a small window with the new line record.
  2. Fill in the desired fields as needed.
  3. Click the green “Add Financial Statement Line” button.

Creating a Copy of an Existing Line

  1. From the Lines tab of a Financial Statement Spec., scroll to the line you want to duplicate. On the second to last column, click the open record button, which links to the record for that line. Right click it and open it in a new tab.
  2. Click on the Organize button (white plus sign next to action menu button) and select “Copy Record”.
  3. This will open a new FINS Line Record, where you can make the changes needed. Once finished, click “Add Financial Statement Line”.
    1. This record will not be added until you click “Add Financial Statement Line”.
    2. Don’t forget to change the sort key!

Adding Lines in Bulk Based on Account Types or Cost Centers

  • In the History tab, there are three fields named “GL Cost Center”, “Account Type”, and “Account Type 2”, which can be used to add lines in bulk from the Missing GL Accts tab. If the GL Account already exists as a line in the Financial Statement Spec., it will NOT be printed a second time. The lines will print at the very bottom of the Spec.
  • Only one of these criteria can be used at a time.
  • Ex: Using the Account Type 2 criteria, I can add all the Asset GL Accounts that are missing from the Financial Statement Spec. by selecting “Assets” from the Account Type 2 dropdown menu.
  1. From the History Tab, specify the GL Accounts you want to add from the Missing GL Accts tab by putting in a criterion. Then, click update.
  2. Click on the Action Menu button, then select “Add GL Account Lines.”
  3. Confirm this action by clicking the green “Add GL Account Lines” button. Once this action is finished, the lines will be added in the Lines tab.
  4. From the History tab, set the criteria fields back to “none” and click update.

Return to Creating a Financial Statement ("FINS")

Return to Maintaining and Editing a Financial Statement ("FINS")