GL - Multi Company Income Statement (TASS.web Enterprise Only)

Overview

This program will produce a 'Group' Income Statement that consolidates multiple companies (schools) into a single Income Statement.

This Income Statement program has extensive options that can be activated via run-time settings. These settings can be saved as a report 'Configuration'.

You can save more than one 'Configuration'. As an example, you might save different configurations including:

Formats with a different set of 'Included Companies'.
A detailed version of the multi-company Income Statement.
A consolidated version of the multi-company Income Statement etc.

Click here for more information on Saving Configurations.

To use a previously saved report configuration, select it from the 'Use a Previously Saved Configuration' picklist and click 'Next'.

The 'Use a previously saved configuration' picklist will only be available if a saved configuration exists.

To create a new configuration, click the 'Next' button without selecting an option from the 'Use a Previously Saved Configuration' picklist.

Enter your runtime options for the program.

To save the runtime options that you have entered as a re-usable report configuration, enter a meaningful description into the 'Save this Configuration as' field on the 'Process' or 'Print' tab.

You can delete a report configuration by selecting it from the picklist, clicking the 'Next' button, and then clicking the 'Delete' option.

You can modify an existing configuration by selecting it, making the necessary changes to the run-time options, then clicking 'GO' on the 'Process' or 'Print' tab. You need to ensure the 'Save this Configuration as' field is populated with the report configuration name. This field is populated automatically when an existing configuration is selected.

Prerequisites

Some of the underlying assumptions for this to work for your 'group' of schools are listed below:

One company in your group (and only one company) must be set up as a 'source' company.

To set up a source company, log into the appropriate company and use program Finance > General Ledger > Setup Information > Company Information.

Tick the 'Is this the Source Company for Multi-Company financial reports?' box.

The source company is very important because the multi-company Income Statement is based on the GL setups for that company:

The chart of accounts and reporting codes used on the report are taken from the source Company Code (not the company code of the logged-in user).
The Company Name and Logo are taken from the source Company.

Income Statement

Use this option to produce a single income statement for multiple companies (schools).

All companies that are to be included in this report must have:

Matching Chart of Accounts. This means that the income and expense account codes in the companies that you are including in your multi-company Income Statement must also exist in the source company.
Identical Account Types. This means that the account type for the income and expense accounts must match the account type on the same account code in the source company.
Same Number of Periods. This means that the year and periods for the companies that you are including in your multi-company Income Statement must be identical to those in the source company.

Important!

The use of reporting codes in separation or consolidation functions is determined by the setup in the source company.

General Tab

Company Selections	Source Company	This is a display only field. One company in your group (and only one company) must be setup as a 'source' company. Click here to view an Administrator Note. To set up a source company, log into the appropriate company and use program Finance > General Ledger > Setup Information > Company Information. Tick the 'Is this the Source Company for Multi-Company financial reports?' box.
	Included Companies	Companies that have been set up to be included in multi-company financial reports will be available here for selection. You can select/deselect the companies that you want to include in this report. Click here to view an Administrator Note. To set up whether a company appears in this list, log into the appropriate company and use program Finance > General Ledger > Setup Information > Company Information. Tick the 'Is this Company to be included in Multi-Company financial reports?' box.
Layout Selections	Report Layout	Check the 'Income Statement' radio button.
	Report On	Month Actual (pre-selected with 'Income Statement' Report Layout). YTD Actual (only available when 'Income Statement - Landscape' Report Layout is selected). Month Budget (only available when 'Income Statement - Landscape' Report Layout is selected). YTD Budget (only available when 'Income Statement - Landscape' Report Layout is selected). Annual Budget (only available when 'Income Statement - Landscape' Report Layout is selected).
Selection Criteria		Select the 'Year', 'Period' and 'Budget' (number) for your report.

Print Tab

Formatting Options	Adobe® PDF viewer. Microsoft Excel®. Microsoft Word®. Screen with hyperlinks.	Choose the 'destination' of the report. The 'Screen with Hyperlinks' format is best if you need to 'drill-down' to further information. To enable this option, tick the Multi-Company Option 'Include Detailed Line for each Company' (see below) so you can 'drill-down' to the account records once the report has been generated.
	Show Table Borders and Alternative Row Colours	The 'Table Borders' and 'Alternate Row Colours' options can enhance the readability of the report, but are not available if the listing destination is Excel®.
Report Options	Include Forecast Column	When this is checked, the Income Statement layout will include an additional 'Forecast' column after the 'Year to Date Variance' column. The amounts will be calculated by summing the 'Year to Date Variance' Amount and the 'Annual Budget' Amount.
	Print Account Codes	Check this box if you want to include the account code on your Income Statement.
	Include Accounts with Zero Balances	Leave unchecked to exclude zero balance accounts from the report.
	Consolidate Trading Entities on Reporting Code 5	When this is checked, the Income Statement will report each Trading Entity as one net total amount, i.e. All income and expense accounts with Reporting Code 5 will be summed. Therefore these accounts will not be shown elsewhere on the Income Statement. This 'Trading Entities' group will be shown at the end of the Income section as per the following sample. The heading description ('Trading Entities' in above example) is taken from the description of Reporting Code 5. Each line item description ('Uniform Shop', 'Book Shop' and 'Stationery Shop' in the above example) will be taken from the description of each Reporting Code 5 (ordered by reporting code). Important! This program uses the reporting codes setup in the source company.
	Separate by Reporting Code 2	Reporting Code 2 (Financial Statements - Separation Codes) has been reserved to separate the Income Statement into distinct reporting sections such as 'Operating' and 'Non Operating'. Within each section you get a separate income statement and then an overall consolidation at the bottom of the report. 'Operating Surplus or Deficit' + 'Non-Operating Surplus or Deficit' = 'Net Surplus or Deficit' Hence, Reporting Code 2 is used for a higher level of break in the data than Reporting Code 3. Reporting Code 2's are setup using a similar methodology as outlined in this documentation for setting up Reporting Code 3's.
	Group By	The default for the Income Statement is to group accounts based on 'Reporting Code 3'. Reporting Code 3 (Financial Statements — Grouping/Consolidation Codes) has been reserved to classify the individual income or expense items into distinct subheadings within the Income Statement. Income Section Example: Tuition Fees. Boarding Fees. Government Grants. School Shops. Sundry etc. Expense Section Example: Tuition Salary. Other Tuition. Boarding Salaries. Other Boarding. Administration Salary. Other Administration etc. Refer to the guide How to setup Reporting Code 3 for use in Income Statement. Alternatively, you can elect to group by reporting codes 1 or 4.
Consolidating Options	No Consolidation	This is the default for the program and the report will show all accounts separately.
	Consolidate on Chart Code	When checked, this option will consolidate the line items shown, based on the 'Chart' section of the GL structure within each account code. The description for each line item will be taken from the account description from the first account code used in the consolidation. In the example below, consolidation would occur at the '1000' chart level: 01-1000-01-00 01-1000-02-00 01-1000-03-00 This option is not able to be checked when the 'Consolidate on Reporting Code 3' box is checked and vice versa.
	Consolidate on Reporting Code N	You would use this option where you need consolidation to occur based on a different reporting code to the one that you chose above to 'Group By'. This documentation refers to this as 'Mid or Custom' level consolidation. Example You have used Reporting Code 3 to break the income section into the headings suggested in the example in the 'Group By' field above. Income Section Example: Tuition Fees. Boarding Fees. Government Grants. School Shops. Sundry etc. However, you do not want to consolidate on these headings but need to consolidate several accounts within some of these headings. To achieve this you have attached either Reporting Code 1 or 6 to the relevant accounts. Therefore you elect to: 'Group By' — Reporting Code 3. 'Consolidate By' — Reporting Code 6.
	Consolidate on Reporting Code 3	This will set the consolidation for your report to Reporting Code 3 level.
Multi-Company Options	Include Detailed Line for each Company	Check this box if you want to include a separate line for each company for each account displayed on the report. Use this option with Formatting Option 'Screen with Hyperlinks'.
Report Title		This defaults to 'Multi Company Income Statement as at...' and can be overridden with a different title.
Report Sub Heading		This defaults to print the companies selected on the 'General' tab directly under the 'report' title, e.g. Companies 10,11,12. You can override this with a different subheading of up to 200 characters.
Save this Configuration as		To save the settings that you have entered as a re-usable report configuration enter a meaningful description in this field.

Period Actuals Report

This produces a report in a landscape format that includes the annual budget, actual figures for each period (usually 1 – 12), and the year total.

All companies that are to be included in this report must have:

Matching Chart of Accounts. This means that the income and expense account codes in the companies that you are including in your multi-company Income Statement must also exist in the source company.
Identical Account Types. This means that the account type for the income and expense accounts must match the account type on the same account code in the source company.
Same Number of Periods. This means that the year and periods for the companies that you are including in your multi-company Income Statement must be identical to those in the source company.

General Tab

Company Selections	Source Company	This is a display-only field. One company in your group (and only one company) can be set up as a 'source' company. Click here to view an Administrator Note. To set up a source company, log into the appropriate company and use program Finance> General Ledger > Setup Information > Company Information. Tick the 'Is this the Source Company for Multi-Company financial reports?' box.
	Included Companies	Companies that have been set up to be included in multi-company financial reports will be available here for selection. You can select/deselect the companies that you want to include in this report. Click here to view an Administrator Note. To set up whether a company appears in this list, log into the appropriate company and use program Finance> General Ledger > Setup Information > Company Information. Tick the 'Is this Company to be included in Multi-Company financial reports?' box.
Layout Selections	Report Layout	Check the 'Period Actuals Only' radio button.
	Report On	Month Actual (pre-selected with 'Income Statement' Report Layout).
Selection Criteria		Select the 'Year' and 'Budget' (number) for your report.

Print Tab

Because you have elected to run this report as a 'Period Actuals Only' on the 'General Tab', the options that are available on this tab are limited.

Formatting Options	Adobe® PDF viewer. Microsoft Excel®. Microsoft Word®. Screen with Hyperlinks.	Choose the 'destination' of the report. The 'Screen with Hyperlinks' format is best if you need to 'drill-down' to further information. To enable this option, tick the Multi-Company Option 'Include Detailed Line for each Company' (see below) so you can 'drill-down' to the account records once the report has been generated.
	Show Table Borders and Alternative Row Colours	The 'Table Borders' and 'Alternate Row Colours' options can enhance the readability of the report, but are not available if the listing destination is Excel®.
Report Options	Print Account Codes	Check this box if you want to include the account code on your 'Period Actuals' report.
	Include Accounts with Zero Balances	Leave unchecked to exclude zero balance accounts from the report.
Consolidation Options	No Consolidation	This is the default for the program and the report will show all accounts separately.
Multi Company Options	Include Detailed Line for each Company	Check this box if you want the report to have a separate line for each company for each account included. Use this option with Formatting Option 'Screen with Hyperlinks'.
Report Title		This defaults to 'Multi Company Period Actuals for YYYY' and can be overridden with a different title.
Report Sub Heading		This defaults to print the companies selected on the 'General' tab directly under the 'report' title, e.g. Companies 10,11,12. You can override this with a different subheading with up to 200 characters.
Save this Configuration as		To save the settings that you have entered as a re-usable report configuration enter a meaningful description in this field.

Income Statement - Landscape

Use this option to produce a single income statement for multiple companies in an Excel® format only (it is too wide to produce a report in PDF). In the spreadsheet, it creates a column for each school and a final consolidated total column.

The underlying logic for this layout is distinctly different from the two other layouts ('Income statement' and 'Period Actuals Only') in that it does not check that GL account codes in the selected group schools/companies exist on the master Chart of Accounts in the source company. Instead, this layout generates the report irrespective and includes additional line items where there are GL account codes or reporting codes not set up in the source company.

All companies that are to be included in this report must have:

Matching Reporting Codes. This means that the reporting codes in the companies that you are including in your multi-company Income Statement must also exist in the source company. The reporting codes affected will those that you select on the 'Print' tab and could include:
1. The Separation reporting codes … Reporting Code 2.
2. The Group By reporting codes … usually Reporting Code 3 but the user can select.
3. The any alternate 'Consolidation Options' reporting codes.
Same Number of Periods. This means that the year and periods for the companies that you are including in your multi-company Income Statement must be identical to those in the source company.

General Tab

Company Selections	Source Company	This is a display-only field. One company in your group (and only one company) must be set up as a 'source' company. Click here to view an Administrator Note. To set up a source company, log into the appropriate company and use program Finance> General Ledger > Setup Information > Company Information. Tick the 'Is this the Source Company for Multi-Company financial reports?' box.
	Included Companies	Companies that have been set up to be included in multi-company financial reports will be available here for selection. You can select/deselect the companies that you want to include in this report. Click here to view an Administrator Note. To set up whether a company appears in this list, log into the appropriate company and use program Finance> General Ledger > Setup Information > Company Information. Tick the 'Is this Company to be included in Multi-Company financial reports?' box.
Layout Selections	Report Layout	Check the 'Income Statement – Landscape' radio button.
	Report On	Month Actual or YTD Actual By default, the Excel® file will include 'Month Actual' figures only. You can change this to include year to date figures only. Month Budget, YTD Budget or Annual Budget You would use one of these options to check budgets across schools in your group.
Selection Criteria		Select the 'Year', 'Period' and 'Budget' (number) for your report.

Print Tab

Formatting Options	Microsoft Excel®	Microsoft Excel® is the only option available for an 'Income Statement – Landscape' option.
Report Types	Income Statement	Check this radio button to run the report using the 'Income Statement' format.
	Trading Entity Statements	Check this radio button to generate Income Statements for the trading entities only. A separate Income Statement will be generated for each Trading Entity. Trading Entities are setup using Reporting Code 5. Examples could be 'School Shop', 'Borders Shop', 'Uniform Shop' etc. The subheading at the top of each Trading Entity Income Statement will be taken from the description of each Reporting Code 5. When checked, this option will automatically uncheck the 'Consolidate Trading Entities (uses Reporting Code 5) option in the 'Report Options' section of this tab.
Report Options	Include Forecast Column	This option is not available for an 'Income Statement – Landscape' option.
	Print Account Codes	Check this box if you want to include the account code on your Income Statement.
	Include Accounts with Zero Balances	Leave unchecked to exclude zero balance accounts from the report.
	Consolidate Trading Entities on Reporting Code 5	When this is checked, the Income Statement will report each Trading Entity as one net total amount i.e. All income and expense accounts with Reporting Code 5 will be summed. Therefore these accounts will not be shown elsewhere on the Income Statement. This 'Trading Entities' group will be shown at the end of the Income section as per the following sample. The heading description ('Trading Entities' in example above) is taken from the description of Reporting Code 5. Each line item description ('Uniform Shop', 'Book Shop' and 'Stationery Shop' in the example above) will be taken from the description of each Reporting Code 5 (ordered by reporting code). Important! This program uses the reporting codes set up in the source company.
	Separate by Reporting Code 2	Reporting Code 2 (Financial Statements - Separation Codes) has been reserved to separate the Income Statement into distinct reporting sections such as 'Operating' and 'Non-Operating'. Within each section, you get a separate income statement and then an overall consolidation at the bottom of the report. 'Operating Surplus or Deficit' + 'Non-Operating Surplus or Deficit' = 'Net Surplus or Deficit' Hence, Reporting Code 2 is used for a higher level of 'break' in the data than Reporting Code 3. Reporting Code 2's are set up using a similar methodology as outlined in this documentation for setting up Reporting Code 3's.
	Group By	The default for the Income Statement is to group accounts based on 'Reporting Code 3'. Reporting Code 3 (Financial Statements - Grouping/Consolidation Codes) has been reserved to classify the individual income or expense items into distinct subheadings within the Income Statement. Income Section Example: Tuition Fees. Boarding Fees. Government Grants. School Shops. Sundry etc. Expense Section Example: Tuition Salary. Other Tuition. Boarding Salaries. Other Boarding. Administration Salary. Other Administration etc. Refer to the guide 'How to Set Up Reporting Code 3 for Use in Income Statement'. Alternatively you can elect to group by reporting codes 1 or 4.
Consolidation Options	No Consolidation	This is the default for the program and the report will show all accounts separately.
	Consolidate on Chart Code	When checked, this option will consolidate the line items shown, based on the 'Chart' section of the GL structure within each account code. The description for each line item will be taken from the account description from the first account code used in the consolidation. In the example below, consolidation would occur at the '1000' chart level: 01-1000-01-00 01-1000-02-00 01-1000-03-00 This option is not able to be checked when the 'Consolidate on Reporting Code 3' box is checked and vice versa.
	Consolidate on Reporting Code N	You would use this option where you need consolidation to occur based on a different reporting code to the one that you chose above to 'Group By'. This documentation refers to this as 'Mid or Custom' level consolidation. Example You have used Reporting Code 3 to break the income section into the headings suggested in the example in the 'Group By' field above. Income Section Example: Tuition Fees. Boarding Fees. Government Grants. School Shops. Sundry etc. However, you do not want to consolidate on these headings but need to consolidate several accounts within some of these headings. To achieve this you have attached either Reporting Code 1 or 6 to the relevant accounts. Therefore you elect to: 'Group By' – Reporting Code 3. 'Consolidate By' – Reporting Code 6.
	Consolidate on Reporting Code 3	This will set the consolidation for your report to Reporting Code 3 level.
Landscape Layout Options	School Region in Header	Use this option to include each schools' region at the top of the respective column in Excel®. Click here to view an Administrator Note. 'School Regions' are set up using program Finance > General Ledger > Setup Information > Company Information. They are assigned against each school/company using program Finance > General Ledger > Setup Information > Company Information on the 'Company' tab.
	Company Code in Header	Use this option to include either the TASS company code or the Diocese/Group code for each school at the top of the respective column in Excel®. Check the box 'Include Company Name in Header'. Diocese/Group code are assigned against each school/company using program Finance > General Ledger > Setup Information > Company Information on the 'Company' tab.
Report Title		This defaults to the 'source' company name and can be overridden with a different title.
Report Sub Heading		This defaults to 'Income Statement – [Mode selected in the 'Report on' section on the 'general tab.] for the period ending DD/MM/YYYY' and can be overridden with a different title.
Save this Configuration as		To save the settings that you have entered as a re-usable report configuration enter a meaningful description in this field.