Creating Column Formats

Creating Column Formats

The Column Format record works with the Row record to determine what will print in each cell (the intersection of a Row and a Column) on your statement. You can use this record to determine the following for your statements:

• Which period to reflect on the statement. For example, if there are two columns, you can decide that the Month to Date Actual amount will print in the first          column, and the YTD Actual amount will print in the second column. You can also choose whether to present current or year-to-date values.
• Whether Actual or Budget figures will be used.
• Whether the GL value should reflect a specific Fund category (range of Division, Class, Type, or Sub Type codes).
• If the column should print a calculated value based on previous columns.

Each column is identified by a letter of the alphabet, like the column labels used in spreadsheet programs. Once a Column Format is defined it can be used with a variety of Row Formats to produce different reports. For example, if you define a Column Format that prints current information in column A and year-to-date information in column B, you could use it to produce a Statement of Financial Position or a Statement of Activities, depending on the Row Format that you use with it.

IMPORTANT: Do not skip any columns when you create your Column Format. Always work from left to right (starting with Column A), and make sure that the only blank columns are to the right of your active columns.

1. In the General Ledger module, click the Design Statements supertab, and then click the Column Format tab.

2. Click the Create/Copy Format button. The Create/Copy Column Format window opens.

NOTE: You can also access this window by clicking the New button on the far left-hand side of the toolbar.

NOTE: If you want to copy an existing Column Format, make sure that the desired record is open before you click the Create/Copy Format button. You can only copy the record that is currently open.

3. In the Enter New Column Format field, enter the name that you want to apply to your new Column Format.

4. Do one of the following:

• If you want to copy the Column Format record that is currently open, select the Copy Column Format checkbox.

  NOTE: The name of the current Column Format record appears to the right of the checkbox, in parenthesis.

• If you want to create a new Column Format from scratch, clear the Copy Column Format checkbox.

5. Click OK.