Financial Reports - Custom Reports

Overview

The Custom Reports tab allows you to search for and select a report name that you created using the Financial Statement Definitions process. Additionally, Financial Statement Definitions can be accessed directly from the Custom Report tab by selecting the Manage Report Definitions button. 

Custom Reports are reports that you create based upon Financial Statement Definitions, which you set up using Financial Statement Columns and Financial Statement Rows. The columns and rows allow you to determine the elements and dimensions to include on a report. Custom Reports work very well when using Consolidations, as you can include up to 12 columns (different Ledgers) on a single report.

Note: A Standard Financial Report can be cloned to be a Custom Financial Report. Standard Financial Reports that can be cloned as Custom include: Profit & Loss, Profit & Loss vs Budget, and Balance Sheet. For more information, refer to the Clone a Standard Report as a Custom Report article. 

For Balance Sheet GL Accounts, Custom Reports must be generated against a closed or first open Accounting Period. For Profit & Loss GL Accounts, Custom Reports can be generated against an open Accounting Period.

Note: If using Consolidations, all Custom Reports must be generated against a closed Accounting Period.

Important: If Multi-currency is enabled in your org (organization), all currencies must be configured in the Global Picklist. For more information, refer to Update Global Picklist Value - Currency. 

Financial Reporter Icons

When you initially access the Financial Reports - Custom Reports tab, the following icons are available on the upper-right portion of the screen.  

• Management Reports - provides access to the same reports that are available from the Accounting Home | Reporting | Management Reports link. This is a quick and easy way to access the Management Reports without having to return to the Accounting Home page. 
• Knowledge Base - provides access to this Financial Reports - Custom Reports knowledge article. If you have the Standard Reports tab selected, the Financial Reports - Standard Reports knowledge article displays when this icon is clicked. If you have the Report Settings tab selected, the Financial Reports - Reports Settings knowledge article displays when this icon is clicked.
• Dashboard - provides access to the same Accounting Dashboard that is accessible from Accounting Home |  Reporting | Dashboards.

To learn more about Custom Reports, click a link below:

• Generate and Run Custom Reports
• Foreign Currency Translation
• Run a Custom Report
• Rerun a Custom Report from the Report Viewer
• Export a Custom Report
• Delete one or more Custom Reports

Generate and Run Custom Reports

The Run button is available to generate and run a Custom Report. Whenever valid criteria is entered and Run is clicked, a message displays to indicate that the report generation is in progress. The report displays at the bottom of the screen in the Reports data grid with an initial status of “Running.” The status changes to “Complete” and the Report Number becomes a hyperlink once the report has been generated and is available to open in the Report Viewer.


Note: Click here to view the above image in full screen. 

Up to 25 reports per page can display in the Reports data grid. If more than 25 reports are available, you can click the next page number or click Next to view an additional page(s) of reports. 

The Reports data grid includes hyperlinks to other records such as the Accounting Period, Report Name (Financial Statement Definition record) and the User record in Salesforce for the person who created the report. 

All of the column headings on the Reports data grid are sortable. Click a column heading to sort it in ascending or descending order.

After you run a Custom Report and the report completes in the Reports data grid, you can click a Report Number hyperlink to display the actual report in the Report Viewer. The Report Viewer will display in a separate browser tab. 

When you view a report, you can click the More Information drop-down menu to display additional information such as Ledger, Starting and Ending Accounting Period, as well as who created the report. The More Information section includes hyperlinks to view detailed record information.

Note: The Starting Accounting Period and Ending Accounting Period in the More Information section on Profit & Loss Reports and on Balance Sheet Reports displays the same as the Starting and Ending Periods on the actual report. This is true for Standard Reports that you cloned as Custom Reports, as well as Custom Reports that you manually create.

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Note: The maximum number of cells that a Custom Report can have is approximately 7,000. To calculate the total number of cells, multiply the number of rows times the number of columns (rows x columns = total). If more than 7,000 cells exist on the report, it will be generated. However, it will display blank in the Report Viewer. If this happens, decrease the number of rows or columns to less than the 7,000 cell limit on the Financial Statement Definitions - Definition Criteria tab. Then, recalculate the total cells to make certain the number is under 7,000 before rerunning the report. 

Custom Reports - Consolidations

If you are using Consolidations and want to include more than one Ledger on a single report, refer to the Financial Statement Columns article to include additional Ledgers. The sample screens below show four different Ledgers on a single report. Up to 12 columns (different Ledgers) can be included on a single report.

Sample Profit & Loss Report


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Sample Balance Sheet Statement

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Foreign Currency Translation

At Accounting Seed, running Foreign Currency Translation is an automatic background process that is completed as part of Run Consolidations using exchange rates created in the Exchange Rates tab. After running Consolidations, you will be able to run Standard Financial Reports and/or Custom Financial Reports in the base currency of the Ledger, as well as in the Reporting currency (parent currency).

Multi-currency must be enabled to use Foreign Currency Translation. With Multi-currency enabled, the Custom Reports screen will include a Currency drop-down list. When you initially access a Custom Report, the Currency field defaults to the currency of the user’s default Ledger.  However, a different or the same currency can be selected. For example, you might want to run a report to view data in both Ledger and Reporting currency. In which case, you would run the report and select the Ledger currency and then run the report again and select the Reporting currency.


Note: Click here to view the above image in full screen. 

When you run a report, the Currency column is included in the Reports data grid. Additionally, when you select the report from the data grid to view it, the currency that was selected in the Currency drop-down list will be included in the Currency column in the More Information section. The selected currency will also be available on both the Excel spreadsheet and PDF versions of the exported report

As part of Foreign Currency Translation, the CTA (Cumulative Translation Adjustment) GL Account (plug) that was added to the Default GL Accounts screen will be available on reports.

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Run a Custom Report

1. Navigate to Accounting Home and click the Run Reports tab. Then, under the Custom menu, click Custom Financial Reports.
   Note: To view Financial Statement Definitions, click Manage Report Definitions.
2. From the Select Report lookup field, search for and select the Custom Report name (Financial Statement Definition) that you want to run.
   
   
   
   
3. Click the X to clear the default Accounting Period , if necessary. Then, search for and select a different period. 
   Note: For Balance Sheet GL Accounts, Custom Reports must be generated against a closed or first open Accounting Period. For Profit & Loss GL Accounts, Custom Reports can be generated against an open Accounting Period.  If using Consolidations, all Custom Reports must be generated against a closed Accounting Period.
   
4. The Currency drop-down list only displays if Multi-Currency is enabled. When you initially access a Custom Report, the Currency field defaults to the currency of the user’s default Ledger. You can click the Currency drop-down list to select the currency to include on the report. This provides a way to include the Ledger currency on the report, as well as data for the parent currency, which can be selected from this Currency drop-down list. Otherwise, you can select the same currency as the Ledger currency to only view data for the base currency.
5. The Suppress Zero Amount Rows checkbox defaults to selected. If you want to include rows with zero amounts, de-select this checkbox.
6. To include a subtitle, enter it in the Report Subtitle textbox. This will display in the Report Viewer under the title.
   Note: When the report displays in the Report Viewer, the subtitle can also be added/modified directly from the viewer by clicking the Pencil icon to edit.
   
7. Click Run. A message displays to indicate that the report is being generated and in the Reports data grid at the bottom, the status displays as “Running.” When the report generation completes, the status changes to “Complete” and the Report Number becomes a hyperlink.
8. Click the Report Number hyperlink to display it in the Report Viewer.
   
   A sample report displays below from the Report Viewer. On this sample report, More Information was clicked and Expanded All was clicked to view rows that were collapsed.
   
   
   Note: Click here to view the above image in full screen. 
   
   Amounts that display as hyperlinks identify totals for transactions that were posted during an Accounting Period and for a specific GL Account number. Click a hyperlink to access the Ledger Inquiry Report, and from there continue to drill-down directly into the related transactions.
   

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Rerun a Custom Report from the Report Viewer

After a report has been generated, you can rerun it to update the data with the very latest information. For example, you may have run a Profit & Loss Report last week. However, since that time, transactions have been updated and posted. Using this example, you can rerun the report to include the updated/additional data. By simply clicking the Rerun button from the Report Viewer, the report will be generated with the same filters, but will include the updated information. Using the Rerun button will be a timesaver to quickly and easily rerun a report. 

For existing Accounting Seed users, if the Rerun button is clicked for a report that was generated prior to the Winter ‘23 release upgrade, optional settings (Suppress Zero Amount Rows and Report Subtitle) that were included on the initial report will not be stored on the Financial Report Result. Therefore, these optional settings will be ignored when such a report is rerun.

Best Practice: Click Run from the Custom Reports screen to generate the report. Then, after this initial run, the Rerun button can be used to re-generate the report with all optional settings.

Rerun a Custom Report

1. From the Reports data grid, click the hyperlink to the report that you want to rerun.
   
   
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   The report displays in the Report Viewer.
   
   
2. Click Rerun.
   
   
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   The “Report generation is in progress” message displays.
   
   
3. When the report has been generated, the “Report generation is complete” message displays. Click the here hyperlink to view the updated version of the report.
   
   
   
   Note: The “Report generation is complete. View it here” message only displays for a few seconds. If you missed the message or did not have time to click the “View it here” hyperlink, the “rerun” version of the report will also be available at the top of the Custom Reports data grid, and can be clicked from the data grid to view the report.
   

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Export a Custom Report

A Custom Report that is displayed in the Report Viewer can be exported into Excel or a PDF version can be created. Exported reports are only exported in the expand-all view. 

1. From the Custom Reports tab, select a Report Number from the Reports data grid that displays at the bottom of the screen.
   
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2. Click the Export drop-down list and select one of the following:
   
   1. Excel - the file downloads. It can be opened and saved to a desired location.
   2. PDF - the file displays. View the information and save, as necessary.
      
      The sample screens below include an Excel file and PDF file, respectively.
      
      
      
      
      Note: Click here to view the above image in full screen. 

Delete one or more Custom Reports

Up to 25 reports per page can be deleted by selecting the checkbox that displays to the left of the Report Number column heading and clicking the Delete Reports button. Otherwise, if you do not want to delete all the reports on a single page, you can select the checkbox next to each individual report and then click Delete Reports to delete the selected report(s).

Note: Click here to view the above image in full screen. 

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