BalanceWare Help v2.315
Statement Writer Dashboard

The StatementWriter Dashboard provides a format-flexible platform for designing balance sheets, income statements, cash flows, statements of retained earnings, departments, divisions, schedules, supplementary information, and special-purpose financials. If you plan on using Statement Writer for the first time, please read this entire Help topic before designing your statements.

In This Topic

Feature List

Videos

A video on this Help Topic is available on our Video Page.

 Statement Writer Tab Overview

 Statements Tab (Collapsible)

Add, copy, print, delete, and PDF statements. Includes a page-width Title field and an additional 3-levels of headers on sub-tabs, as follows:

Statements Tab

Statements Tab

Headers and the footer are multi-line, extending beyond the limits of the field on the dashboard. Use the Enter key to create a new line. Use multiple line-feeds in the Statement Header to create a page-centered title page for a group of financials.

To enter a variable into a title, header, footer or line, click on the Variables button and select a variable. Define an optional format for the selected variable and then click on the Copy to Clipboard button, or press Ctl-C. A sample of the evaluated result is displayed in red. The formatted variable also is displayed, which consists of a variable name enclosed in square brackets preceded by a formatting code in parenthesis.

 

After copying the variable to the clipboard, return to the Statement Writer dashboard and paste the clipboard contents into the appropriate field. Rich text formatting can be applied to variables. You can also type the variables into the text box.

 Statement Lines Tab (Collapsible)

Edit, add, delete, and move lines in the top half, or "Lines Section" of the Statement Lines tab. The bottom half, or "Edit Section" is inactive until the Edit button is selected for a line.

Edits define the line-type and if the line-type is the Amount type, the columns are also defined during an edit. See the section below for more information on editing lines and columns.

The Lines Section will display lines in a single-line-mode or an expanded 3-line mode. The single line mode displays the line text only. Expanded mode displays the line text, editable percentage calculations for each column and real-time amounts.

Lines can also be filtered by the Print Line and Accumulator settings.

Statements can also be sent to MS Word, printed or PDF'd from this tab which enables on-the-fly results while editing - even better with multiple displays or a super-wide monitor. 

Statement Lines Tab

Statement Lines Tab

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 Statement Groups Tab (Collapsible)

Add, delete, print and PDF groups of statements from the Statement Groups tab. Use the Control-Key and or Shift-Key in conjunction with the mouse the select multiple statements.

After selecting statements for a group, the statement print order can be adjusted with the up and down arrows located to the right of the Statement Order window.

Groups Tab

Groups Tab

Statements with 3-columns or less will print in portrait orientation. A landscape orientation statement will be produced if columns 4, 5 or 6 are used. When printing mixed orientation groups of statements, two print files will be created, one for each orientation. The page numbers will comply with the defined statement order.

Printing to PDF is similar, but dependent upon your computer configuration. If Adobe DC is installed on your computer, one print file will be created with a mix of orientations, in the proper order. BalanceWare uses Adobe DC to accomplish a mixed orientation group of statements.

If Adobe DC is not installed on your computer, then two PDF files will be created; one for each orientation. Like the print process, the page numbers will comply with the defined statement order.

 Named Selections Tab (Collapsible)

Add and delete named selections on this tab. A named selection is a group of accounts. Any number of accounts can be a member of a named selection. The period is not defined with the named selection, but instead on the Statement Lines tab when editing a column. This feature allows the use of a named selection for any period when configuring a column on the Statement Lines tab.

The current period, year-to-date, prior year current period, and year-to-date balances for accounts selected for each named selection is displayed below the group name. 

Below the selection period balances is a list of statements utilizing the named selection. 

Named Selections Tab

Named Selections Tab

 Statement Review Tab (Collapsible)

Designing custom statements can be a daunting task, therefore BalanceWare provides several methods to review and adjust the design from the Statement Review tab.

Statement Review Tab

Statement Review Tab

Select a column on any line to start a review process. After selecting a column on a line, the details for the amount are displayed on the right half of the the tab. For named selections, external statements, differences and accumulators, the information displayed on the right side of the tab is available. Edits to these types of amounts are accomplished on the Statement Lines tab only, ie column configurations.

For "Acct(s)"  and "Sel" (named selection) columns, the View Accounts button will display, and allow edits to, the accounts selected for the line-column. 

In addition, there are two methods to analyze statements using Excel. The Reconcile to Chart of Accounts Excel file includes all accounts in the Chart of Accounts, the column and line they are assigned to and the period assigned.

Reconcile to Chart of Accounts

Reconcile to Chart of Accounts

The Analyze Column Amounts Excel file is similar to the above but uses the actual amounts instead of a counter.

Analyze Column Amounts

Analyze Column Amounts

Notice that the hierarchy of the two reports is slightly different. The Reconcile to Chart of Accounts is sorted by the Chart of Accounts and displays the line number and column each account is assigned to, if any.

The Analyze Column Amounts is sorted by statement line number and displays the accounts and amounts assigned to each line and column. Both reports are invaluable tools offered to assist in the review of custom statements. 

 Orphan COA's Tab (Collapsible)

This tab displays accounts in the Chart of Accounts that are not represented on any statement. The tab is a handy tool to monitor chart changes. Current and prior year balances are included with the account number and description.

The bottom half of the Orphan COA's tab contains totals from the BalanceWare standard financial statements. These totals can be handy when reviewing, as many of these same totals will appear on StatementWriter statements.

Orphan COS's Tab

Orphan COS's Tab

Editing Lines and Columns 

Edit lines and create columns on the Statement Lines tab. Either the "line" section at the top of the dashboard will be active, or the "editing" section at the bottom. In the line section, available tools include the Edit, Add and Delete line buttons as well as the Print and PDF statement buttons.

To activate the editing section, select the Edit button. The available tools are the Cancel and Update buttons at the bottom of the dashboard as well as a couple dozen editing tools,

Quick-start video link ..... 

 Getting Started With StatementWriter

 Editing Line Types and Columns (Collapsible)

Line Types

Column Edits

When editing an existing column, the method and all of the other controls will be populated for the column's configuration. When editing a column for the first time, nothing will be populated. There is however an exception to this general rule, and that is Column Differences.

A large statement can have a large number of column differences. On a new column configuration for the difference method, BalanceWare takes an educated guess at the difference and makes a selection for you.

This eliminates the need to scroll through possibly thousands of different combinations. Please be sure this selection is proper. If not, you will at least be positioned in the "neighborhood" of the desired selection.

For example, a statement with 40 print lines with column amounts in all 6 columns has 4,278 possible column difference combinations in the list box.

If a column has not been assigned to a valid method, it will not be included in the list box. Obviously then, we recommend populating the difference columns towards the end of the design process, with the additional option of auto-filling. 

If a column is configured for a column difference and the reference is to a line that is subsequently deleted, the statement will show an incorrect amount. If one of the columns in the difference calculation exists, the statement will show that balance. If neither columns exist, the statement will show a zero. Edit the column to define a new difference calculation or an entirely new method.

All column methods, i.e. Accounts(s), Selection, Statement, Accumulator, and Difference, return debits and credits. For instance, if using an accumulator to sum a sales category of accounts, the accumulator value when used in a column will require the reverse flag.

The Account(s) and Selection methods also require a period setting, i.e. Current, Year-to-Date, PY Current and PY YTD.

Remember to check all of the controls when editing a new line. The editing controls do not have a default value. They are set by editing existing controls or by you, the user. For instance, if editing an existing line and one or more columns, all of the controls for that edit will populate. Those controls will remain the same after the edit terminates. A newly created line will inherit the formatting, print flag, accumulator flag, and period from the previous edit.

The Expand Wizard button will be visible when the Account(s), Statement and Difference methods are selected during an edit, or when editing a percentage calculation. The wizard behaves differently depending on the edit item, as follows:

Double clicking on the edit control will also open the wizard, as follows:

The Clear Column Button

The Clear Column Button will reset a column configuration to a completely un-configured state. If the Update button is pressed to terminate the edit, the column will not appear on the statement. If the Cancel button is pressed to terminate the edit, the column configuration will remain as it was prior to the edit.

The Copy Column Button

The Copy Column Button will copy the selected column configuration to the next selected column. A little helper box will appear with instructions to select the destination column. If you don't select a different column with the next mouse click, the copy is canceled silently.

The Sort Starting Character Combo Box

If you happen to be designing statements from a structured chart of accounts, this tool will be handy. This digit-selector sorts the chart of accounts list by the starting character position selected in the combo box.

The Update and Cancel Buttons

Terminate an edit using the Update or Cancel button. If updating, all changes made to all columns during the edit process are saved. If canceling, all changes are disregarded.

 Best Practices

We recommend these guidelines to make the statement design process as simple as possible:

  1. Be sure to read this entire help topic. Become familiar with the available tools and perhaps open a the Sample Statement Writer Company to explore a variety of custom statement formats.
  2. Determine how many statements you are designing ultimately, how they might be grouped and how statements might be able to reference one another. There is a rule with statement referencing you must consider, i.e. a statement that references another statement, cannot be referenced. For instance, if a balance sheet references an income statement, a likely scenario, then the balance sheet cannot be referenced by any other statement. BalanceWare will not display referencing statements in the list of available choices when the Statement method is selected.
  3. Create any statements that are referenced before statements referencing. For example, if a balance sheet references an income statement, create the income statement before creating the balance sheet.
  4. If creating similar statements with different periods, create the statement with the least amount of columns and then copy and edit the copied statement. When editing, use the column copy feature to create amounts in additional columns.
  5. When creating statements, follow these steps:
    • Create printed lines first.
    • If the printed lines include columns with the Account(s), Selection, or Statement methods, complete the column edits as well.
    • Edit lines with column differences and configure the difference. Auto Fill if appropriate. There is a rule that must be considered with column differences. An accumulator amount cannot be included in a column difference. BalanceWare will not display columns that include accumulator values in the list of available choices.
    • Add accumulator lines.
    • Edit lines and configure columns for accumulator values as necessary.
    • Configure percentage calculations and auto fill if appropriate.
    • Configure column headers on the Statements tab.
    • Print and/or PDF statements interactively every few edits.
    • Use the tools on the Statement Review tab to locate errors.
  6. Add completed statements to a group on the Statement Groups tab, and order the pages using the Statement Order arrows. Just one group is typical for a client. However, you may have "utility statements" that are not part of a group. Another possibility is an interim group and an annual group.

Using Accumulators

There are 24 accumulators, four for each of the six columns. Interaction with accumulators is facilitated within two different areas of the editing sections of the Statement Lines tab, as follows:

Two Accumulator Interactions

Two Accumulator Interactions

The accumulator dialog also displays the selected accumulator and the balance in the selected accumulator in the upper right-hand corner of the dialog.

There are some circumstances where you may want to turn off accumulators temporarily. To turn all accumulators off or on use the check box above the line text box in the edit section of the Statement Lines tab. It may be helpful to create amounts on a statement which do not print and you may not want to accumulate these amounts. It is likely you will not require this feature. It is provided for those rare instances where it might be required.

Accumulator Example

Comparative Balance Sheet Accumulators

Comparative Balance Sheet Accumulators

Comparative Balance Sheet Lines

Comparative Balance Sheet Lines

For more examples on using Accumulators, please open the Sample Statement Writer Company where you will find a wide variety of statement formats.


Support Ticket 

 

Submitting a support ticket is the best way to expedite your issue. The support ticket automatically includes information we need to service your installation properly. By submitting a support ticket, we won't have to ask you all the preliminaries and, if you add a brief description, we will be better prepared to get to the heart of the matter ! We receive your ticket immediately upon submission and will respond ASAP; usually within minutes. Submit your support ticket from the About form on the Help tab.

 

 

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See Also

Client Tab