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CCC FRx 6 user manual

1. 11 1 11 1 3 Transactions missing from reported amounts 11 1 11 2 Reports out of balance 11 2 11 2 1 Balance sheet is out of balance 11 2 11 2 2 Net income is different on Balance sheet and I amp E report 11 2 11 2 3 Income amp Expense report does not add up 11 3 Database needs to be compacted n nnnenennnnenennnrnsrnrrrsrrrrnnnnrrrnnnnne 11 3 FRX freezes Up t 11 4 Missing unit warning E 11 4 Cannot open FRx or a report cceeeeeeccceeeceeeeeeeeeeeeeeeeeeeeeeeeeeeseaeaeeeeeeess 11 4 Run time error 3420 invalid object seeeseseseeseseeeeeeeee 11 4 For these features and all Solomon modules other than the General ledger please see the Solomon FRx manuals from the vendor or the on line FRx help Important related material covered in other CCC in house manuals installation and FRx set up see Installation manual back up see Installation manual Service packs see Installation manual flexkey see Solomon CCC General ledger user manual password protection see Solomon CCC General ledger user manual Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Introduction 1 1 1 INTRODUCTION 1 1 Introduction Solomon IV General Ledger comes with a report writer called FRx the Financial Reporting Extender It is a software p
2. 1 Select the report called Responsibility centre balance listing from the Catalog 1 Change the Report date point 2 3 2 if needed 2 Regenerate the tree point 2 3 4 if needed Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Basic CCC monthly reports 2 9 5 Generate the report This screen will appear FRx DrillDown Viewer ZCOLUMN FRV 3 File View Window Help Summary of All Units none Staff GCTC Campus Ce Community Drill down viewer Reporting tree Select File Print The following screen appears ia Print Selection EN Report Type x Detail Supporting Report Account Details Transaction Details Exception Report Page Setup Print Range Printer Setup Current Selection Current Reporting Unit Entire Tree Copies fX Collate Copies Print selection from Drill down viewer responsibility centre balance listing Select the options as shown Change the print selection options as shown Select Detail Account details and Entire tree Click OK to send the report to the printer Note This report cannot be successfully printed from the Drill down viewer It can be viewed in the Drill down viewer but it has to be printed as shown above 2 8 Responsibility centre reports See Report preparations point 2 3 above l 2 3 4 Select the Responsibility cent
3. Column Headers e c D t i laa 1 BALANCE SALARY SURPLUS 2 EXPENSE ORTFALL Column Detail GL CALC BUDGET3 BASE BASE YTD Po Calc Formule Column layout for staff salary vs support calculation In this example BUDGETS is the ledger with the staff salary expense levels Instead of a tree this report uses account filters that will limit the information to the fund balance accounts 3xxx in the staff nodes This example uses account filters instead of the reporting tree Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Troubleshooting 11 1 11 TROUBLESHOOTING For a more complete description of problems and solutions use the IFM Solomon resource CD 11 1 Incomplete reports 11 1 1 Branches missing from a tree FRx 6 builds the tree only for branches that have transactions or balances Therefore the tree will have to be generated any time a new responsibility centre is taken into use To generate a complete tree with all existing branches responsibility centres flexkey segments post a zero balance batch of transactions into all centres Enter all centres into the Solomon journal screen with a selected account e g internal transfers and set all transaction amounts and the control total to zero Release and post The tree will now be generated for all branches included in the journal 11 1 2 Centres with transactions missing
4. To delete an entire column layout go to File Delete Column from any FRx screen Select the column layout to be deleted If the column layout Is in use by a catalog report you will be asked to confirm that the deletion Exists in Catalog 3Cur YTD is used by a reporting catalog do you still want to delete the column layout Confirm deletion of a column layout Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Reporting tree 7 1 7 1 7 2 HEPORTING TREE What is a reporting tree As we saw in the Catalog screen the three Building blocks of a report point 4 6 are the Row format chapter 5 which roughly answers the question What which account what information the Column layout chapter 6 which answers the question When current period future period actual or budget year to date and the Reporting tree The tree determines Who which centres the report is for It determines the responsibility centres to be included in the report The following basic CCC reports use the Reporting tree the 7 column Income amp Expense report this report may also be built without a tree see point 6 3 15 above individual responsibility centre reports the list of responsibility centre balances The Balance sheet does not use the tree as all the information regardless of responsibility centres should always included Notes on the tree Whe
5. D E Fr G 0 E ClmnDeal ll LI 1l GL GL GL GL ACTUAL ACTUAL ACTUAL ACTUAL BASE BASE 1 BASE 1 BASE BASE 11012 1TO6 1TO6 YTD YTD YTD YTD Calendar year Balance sheet column layout for July December reports Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Additional reports 10 6 EA Column Headers B c D E F amp 1 CemnDeal l l 1 Y ype 6 Cae eis DESC GL ACTUAL Fiscal Year Period Code 1 TO BASE Current Per YTD YTD Cale Formula Column Width Extra Spaces Before Col Special Format Mask Print Control Calendar year Balance sheet column layout for January June reports Column A is reserved for descriptions Column B is to generate ending balances for all accounts other than the fund balance related accounts Column C extracts the total year to date balances of the previous fiscal year Column D extracts the year to date balances for the first six months of the previous fiscal year Column E calculates the difference between columns C and D in order to arrive at the year to date balances in J une as if the year had begun in January Column F extracts the year to date balances for the first six months of the current fiscal year Finally column G calculates the new year to date balances by adding columns E and F The result is year to date balances as if the year had begun in January of the pr
6. Save reporting tree Click OK Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Basic CCC monthly reports 2 6 2 4 Printing to the Drill down viewer 2 4 1 Generate report to Drill down viewer If Drill down viewer is selected as the Output option point 2 3 3 above in the Catalog screen the reports will be printed to the screen This is a useful option because it will allow you to view the report on the screen before sending it to the printer on many reports it will allow you to drill down on a line to see supporting detail individual accounts or transactions the report file may be attached to an E mail and sent to the AOA office to save postage and time After completing the Report preparations point 2 3 press the Generate report button The Drill down viewer will open Maximize the report by pressing the IO button in the top right corner of the report You can use the slide bars on the right and the bottom of the screen to view more of the report Report in the Drill down viewer 2 4 2 View the detail To view the detail that makes up the amounts you can double click on the amount with the drill Another screen will appear showing you the individual accounts that add up to that particular amount Balance Skant BALANCE SHEET Printed 14 1 2003 Campus Crusade for Christ International April 30 2000 Exchange rate ta LISD1 at abowe date
7. relationship between fiscal year and calendar year 10 2 1 Calendar year Income and Expense report The adjustments necessary for the calendar year Income amp Expense report are quite simple extract activity from the correct months To start copy the CCC 7 column Income amp Expense report into a new Catalog ID by pressing Clone in the Record control box in the Catalog screen The building block and other formatting information will be copied to an empty catalog Press File Save as and give the report a new distinct ID e g Calendar I amp E and description 10 2 1 1 Header footer Go to the Headers Footers tab point 4 8 2 and modify the header to say Calendar year Income amp Expense report You will also want to change the period code to one that does not include the statement for the x periods ending because it will not display correctly on this report Use TXTDATE to correctly include only the ending date of the report 10 2 1 2 Row format Open the row format press File Save as and give it a new ID and name e g Calendar year I amp E Then modify the new row format The row format is almost the same as the one you use for the CCC fiscal year It has to be modified only when there is an underline character either LNE or that is spread across the columns When you have completed the column layout 10 2 1 4 below make a note of the column letters and return to the row format to adjust the line lengths
8. see below A GTITLE inserts the name of the responsibility centre This comes from the tree itself If you have modified the branch name see point 7 4 3 Modify branches in a tree the title is the modified one the time frame of the report The following codes will insert this automatically and correctly TXTP D will insert the text For the xxx number of months months ending xxx period ending date as shown in the Report date window point 4 5 4 Use this for reports that contain year to date information e g the Income amp Expense report or responsibility centre reports QTXTDATE will include the last day of the reporting period e g on a Balance sheet You can insert the words For the month ending in front of it if the report contains information covering a month e g a list of transactions or As of if the report contains information on ending balances the currency the report is in the current exchange rate to the U S dollar for any reports sent to the AOA office The text can be entered in the header but the exchange rate has to be entered by hand on the printed report if hard coded into the report here it will be too easy to forget to change it current date i e date printed Insert this in the left column of the header using the code PDATE possibly the Catalog ID of the report for easier identification rerun The code CAT will accomplish that OCATDESC will inse
9. this will be your default printer as set up in File Print set up It is recommended that you first print to the Drill down viewer and select the printer from there A Excel spreadsheet see point 4 7 2 This is useful if you would like to use the data in other documents such as executive summaries especially if you would like to use it selectively or send them to people in electronic form Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Catalog of reports 4 7 Press F1 for context sensitive help Then place your cursor in any field in the help screen to get more information on the options for that field a 4 7 1 Output selections B N A N Building Blocks J Output Page Options Repot Options Cd Output Options Web Publishing DrillDown Viewer Options DrillDown Viewer WIN95 38 NT m File Name v Compress DrillDown File BALANCE SHEET FRZ x z Password Print and other Output Options are available within Viewer v Replace File Without Warning Prompt for Output Type at Run Time m Worksheet Options Delete File after Printing Viewing Sending KE Print Heading Print Immediately fit konnat Hows F P Chain to Catalog iD ES Iv Pint Underscaore Hows SE Restart Page Numbering apott Fomula Output tab suggested settings 4 7 1 1 Suggested output Select Drill down viewer as your output option unless you are printing to
10. 10 Cash 1010 0 000 Petty cash 100 00 1030 0 000 Zash checking 2 500 00 1040 0 000 Cash savings ABT bank 200 00 Total 10 Cash UU DU Drill down to account level If you double click the drill again the transactions will appear this assumes that there is a current period column in the Column layout point 6 3 6 though These options are available depending on the Detail level chosen on the Catalog screen see point 4 5 2 2 4 3 Print the report detail To print the report from the Drill down viewer select File Print The following screen will open Campus Crusade for Christ International January 2003 International Financial Management m Print Selection Report Type Detail Supporting Report Account Details Transaction Details Exception Report Print Range Current Selection Current Reporting Unit Entire Tree Copies X Collate Copies FRx 6 Basic CCC monthly reports Page Setup Printer Setup Print selection from Drill down viewer The level of report and detail to be sent to the printer can be selected here See below under individual reports as to how to select the appropriate detail See also Tree options point 4 9 3 Note If the report type chosen was Financial report the Detail option will not be available in the Print selection If Transaction details is chosen the account details will be included by default 2 4 4
11. 7 RC columns RC balance list List of RC balances RC report RC repart w budget comparison Rolling budget Rolling budget actual budget x Mark Related Rows Columns and Trees Select All Clear Catalogs Selected Rows Selected Columns Selected Trees Selected Export Cancel Select specification elements to be exported Catalogs On the first tab select the catalog IDs to be exported This will export such settings as output headers footers page set up etc i e report specific items that are not part of rows columns or trees Mark related rows columns and trees Check this if you would like to automatically export the rows columns and trees related to the selected reports Specific individual items can be deselected on any tab Other tabs rows columns trees If applicable select items from the other tabs as well After completing all selections press Export Create Export File 21x Save in Gips mj Si je ei File name rvesp te Save as type Export File tdb Cancel Zi Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Export import report specifications 9 3 The default IO Data directory will open suggesting a filename frxexp tdb FRx export temporary database file You can choose a different directory and a different filename but the file extension must remain as tdb Press Save 9 2 2 Import To import a sp
12. C gt 100 THEN C ELSE 0 where C is the column with the formula No prefixes plus or minus signs quotation marks etc are necessary in the formula 6 3 8 Column width The Column width option allows you to change the default column widths 30 spaces for Description columns 14 spaces for amount GL CALC columns 10 spaces for Fill columns blank columns If the above widths are fine for the report leave the option blank 6 3 9 Extra spaces before column This option allows you to add more spaces in front of a particular column than the overall number of spaces for the report If the spaces as defined in row format Formatting point 4 9 1 1 are fine for the column you can leave the option blank 6 3 10 Special format mask The special formatting mask allows you to use a different number format for your amounts or percentages than the ones defined in Number and date formats point 3 3 Otherwise leave the option blank Select a Format Then Modify as necessary H HHH HHO HHH HHO An HEH HHO SHE HHH DO H HHH HHO DOE OH HHO UU TH THER ERO DOCERE HEH HU UU Ux Column layout Special format mask The formats in parentheses indicate how negative amounts will be displayed Use this formatting option to change the format for individual columns If you would like to use a different number format for the whole report such as Rounding point 4 9 1 2 change the related options in the Catalog of reports poi
13. E E AC type o B Individual RC Reporting tree Add reporting units from chart of accounts Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Reporting tree 7 3 For the most common tree for basic CCC reports click OK and the tree will be automatically built The tree must be named and saved before it can be used Select File Save Specification Set STDFRXDEMO E Cancel Description FRXTREE Save reporting tree Give the tree a short code name and a longer description that will tell you how it was built Click OK 7 4 Build or modify a reporting tree You can build a tree from scratch see FRx manual from the vendor or you can modify the automatic tree point 7 3 above 7 4 1 Sub account structure and automatic tree The tree could be manipulated in such a way that you would be able to generate reports that summarize on a geographical basis rather than by type as the automatic tree does This is best illustrated by way of an example If a national ministry has defined their sub accounts in the standard CCC way their responsibility centre structure could look as follows The sub account would be two segments The first segment one digit would indicate the type or the column on the Income amp Expense report 1 Staff 3 GCTC Training 4 Campus 5 MPTA 6 JF Coverage 7 Administration and 8 Other The second
14. EE 4 14 5 Ke lb edu TC 5 1 5 1 Biel 5 1 5 2 Access row format euoiissceeitsa coup tte eoa tein Rasa met EEEIER UU ER SUa uec Rd Mie du n c RE dERR 5 1 5 9 ROW format le Le 5 2 53 1 POW code Column A HT 5 2 5 0 2 Description COMIN EE 5 2 5 3 3 Format code Column C A 5 2 5 3 4 Related rows units Column DI 5 3 5 3 5 Normal balance Column EI 5 4 5 3 6 Print control Column E 5 4 9 3 7 COMMIT COMING Em 5 5 5 3 8 Link to General ledger Column HI 5 5 5 3 9 Rounding adjustment on Balance zheet 5 6 5 4 Building a new row format 5 7 5 4 1 Revise modify an existing row Jormet 5 7 5 4 2 Design a new row format esses seen 5 7 5 4 3 Inserting deleting and renumbering rous 5 8 5 5 Delete a row format 5 8 6 Column layouts uus de iecdiaiicr laxi dece Maxodacsdces dedic duc mnnn 6 1 6 1 Calm VS E 6 1 6 2 PECESS column layo T 6 1 6 3 Column layout options cccccccceseeeeeceeeeeeeeeseeeeeceeseeeeeeeeeeeeessaaeeeeeeeeeeeaaas 6 2 6 3 1 Column bheaderg eese enne rne sss nana anna nnns 6 2 6 3 2 ype GL Calc CLC m 6 3 6 3 3 Book code Attribute category UU edoer suus 6 4 RR Mace E 6 4 O29 le E ere o sssini n 6 4 6 3 6 Current period Year to date sss 6 5 UOS CAC TOMA TET TT MM 6 5 6 3 8 Column Width EE 6 6 6 3 9 Extra spaces before column 6 6 6 3 10 Special format make 6
15. If the column layout is designed as shown in point 10 2 1 4 below the lines in the row format should be extended across B TO Y and the double underline should be formatted to go to column AB See Modify an existing row format point 5 4 1 10 2 1 3 Reporting tree The normal Reporting tree chapter 7 you use for the CCC fiscal year is sufficient if you use the tree for the Income amp Expense report see also Account filter point 6 3 15 10 2 1 4 Column layout The column layout will be totally different from the layout used for the normal CCC fiscal year of July toJune The reason revolves around the need to use periods 7 to 12 January to June of the previous CCC fiscal year and 1 to 6 July to December of the subsequent year In addition there will be two different column layouts to be used depending on the time of the year Press File New Column When you are done creating one of the new column layouts Save it with a descriptive name and ID e g Calendar year I amp E July Dec Then open it again press Save as give it a slightly different ID and name e g Calendar year I amp E Jan June and make the necessary modifications Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Additional reports 10 3 Column Headers 4 8 ce D E F HTC K L Sc 2 GCTC TRNG Column Deta fs TYPE GL Calc etc GL CALC GL Actual or Budget ACTUAL ACTUAL BASE BA
16. and use the BO code blank zero in the row format Print control options point 5 3 6 to suppress zeros Display rows with no amounts You can choose for lines with no amounts to not print which tends to make for a more customer friendly and uncluttered report to the staff However to print a sample of a new report you would want all the rows to print so that you can see what a full report will look like You would also always want to check this and print rows with no amounts on the Balance sheet and Income amp Expense statement as that will remind people of what is missing and retain the standard format of the report You have a similar option under Column layout print control see point 6 3 11 Display reports with no active rows This option would print reports for all units responsibility centres whether or not they have any activity Usually you would not choose to do this Extra lines between rows Spaces between columns Blank lines and spaces can be added between rows and columns 0 and 2 respectively have proven to work well Max digits left of decimal This can be used to determine the maximum width of a column The program counts only numbers not commas parentheses etc 4 9 1 2 Rounding of amounts In the rounding option in the formatting screen you can choose to omit cents Round to whole dollars or to round to thousands or millions etc In rounding the zeros are dropped e g in rounding to thou
17. be printed Account Only Financial amp Account Transaction Only Financial amp Transaction Detail level options Financial report prints the report e g a Balance sheet Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Catalog of reports 4 3 Account detail allows you to drill down to and print the various accounts that make up the line on the report e g all individual cash accounts on the Balance sheet Transaction detail allows you to drill down to and print the individual transactions in the accounts This option will work only if there is a CUR rent period code in the Current period Year to date field point 6 3 6 in the column layout The Drill down viewer will always show all levels from the report down to the lowest chosen report type level The above selections determine what will or can be printed to the printer Suggested selections Report Required or suggested Comments level List of responsibility Account only Necessary for the report to work correctly centre balances Balance sheet Financial amp account Account is the lowest level that will work as the report does not have a CUR rent period code in the column layout Other reports Any option that includes Depends on expected level of need to drill down Financial report Please also keep in mind that the detail is easily available directly from Solomon This screen works in conjuncti
18. chain for those reports that come after this report in the chain will be generated If you answer No only the current report will be generated It is a little unclear as to how you can view the reports other than the last one in the chain in the Drill down viewer Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Catalog of reports 4 8 The chained reports will be generated with their current settings which is why you would like to make sure that the default period in the Report date box point 4 5 4 is used in a consistent and meaningful way 4 7 2 Printing to Excel To print to Excel click on the down arrow next to the first field Existing output options will be displayed DrillD own Viewer IWIMOD OO ANT DrillD own Viewer WIN 3 x HTML via Excel 2000 XML Export to Excel 5 ar above via OLE k1 Output options Select Export to Excel The file will be saved in the directory specified at Company Information as the Import Export path You can choose a different path and file name by entering them in the Filename field 4 8 Page options tab Press the Page options tab or select Catalog Page options from the menu bar The options deal with the looks of the printed page Press F1 for context sensitive help Then place your cursor in any field in the help screen to get more information on the options for that field 4 8 1 Page set up The Page set up tab allow
19. designed specifically for this report The report uses the tree and you can choose to print it for the whole ministry for an individual responsibility centre or for a node e g all campus ministries 10 2 Multiple fiscal years It is quite possible that you will face a situation where you need to be able to report on the basis of two different fiscal years for example the July to June Campus Crusade for Christ international fiscal year as well as the January to December calendar year to satisfy the local government It is possible to use FRx for reporting this way without changing anything about the Solomon General ledger set up Note Your fiscal year in Solomon should be set up to coincide with the reporting period for most of your reports n most cases this would probably be the July J une fiscal year in which case you can apply the principles below to design calendar year statements If the opposite is true you would need to slightly modify the instructions below but the principles remain the same This section assumes that the basic fiscal year is July to June The calendar year row formats column layouts etc are part of the CCC standard specification set on the IFM Solomon resource CD Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Additional reports 10 2 uly Dec JanJune July Dec Jan June July Dec Jan June July Dec 2000 2000 2004 20M 2002 FRx
20. from a new tree If the tree a new tree or a re generated tree does not fully appear branches or names appear to be missing when you generate it even though the responsibility centres have transactions or balances consider the following All sub accounts responsibility centres must be included in the Flexkey table in Solomon Shared information before they will be built into the tree Make sure your Flexkey table is up to date 11 1 3 Transactions missing from reported amounts FRx rebuilds the GL index only once a day Therefore it is possible that transactions posted today do not appear in the reports Make sure the Rebuild GL index box in the Report date window point 4 5 4 on the Catalog screen is checked Regenerate the report to see if it made a difference If the above does not help close FRx and go to Control panel Regional settings Change the system date to the following day tomorrow Close the Control panel open FRx FRx will now be tricked to think that it is the next day and the indexes will be rebuilt and updated Please remember to set the system date back to today s date Note that if this process has to be completed more than once a day you will have to add one day to the previous run of the reports i e the first time change the system date to tomorrow but the second time to the day after tomorrow Campus Crusade for Christ International January 2003 International Financial Management FRx 6 T
21. g 40 so that the row format does not need to be updated every time a new account is added Add up the total column manually It might be possible that some definition in the Related rows units Column D point 5 3 4 on the row format is incorrectly defined If this is the case adjust the definition and rerun the report At this point limit your attempts to the total column only and disregard the other columns Print the Trial balance from Solomon by account category i e local income CCC income income transfers expenses internal transfers The Trial balance selection Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Troubleshooting 11 3 should be by account group Account begins with 4 for local income or Account between 8 and 9 for internal transfers See CCC Solomon GL manual This will pinpoint the error to a certain account or row in the row format Print the Trial balance from Solomon by summary responsibility centre from Solomon and compare the totals with the FRx column totals The Trial balance selection should be by report column i e Sub account begins with 1 for the Staff centres and Sub account begins with 6 for the Coverage centres See CCC Solomon GL user manual This will pinpoint the error to a certain column 11 2 3 Income amp Expense report does not add up It is possible that the Income amp Expense report balances with the Balance
22. not want to change the specification set see point 9 2 make the desired changes save the modified record 5 4 2 Design a new row format To design an entirely new row format select Row formats from the FRx Control panel A dialog box with existing row formats will appear Column and E Activity by COA R C Rolling WTO budget comparison Balance Sheet Individual Responsibility Center Report Resp Center Balance list HAL repart with budget comparison Cancel Hem Create a new row format click New Click New and a blank row format screen will appear Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Row formats 5 8 mpany Link Options Admin Window Help ompany Lit ptions T P23 Ee Font Style Seen A B t 2 p E F G H Row Description Fmt R E Norm Print Column Link to Code Code ows Unit Bal Ctrl General Ledger 1 Luo E Blank row format You can also select File New Column from any FRx screen Enter the codes descriptions and links to the General ledger as desired Test the results by generating a relevant report that uses the row format You will want to confirm that your data is correct by checking the related information in Solomon 5 4 3 Inserting deleting and renumbering rows To add a row click on the bar to the left of Column A to highlight the row above which you would like to insert a row Choose Edit Insert row The
23. now shorter second segment which indicates location to be the first segment so as to build your tree with geographical nodes with specific ministries as the branches e g 10 44 and 10 55 for ministries in City A To do the above Click on the Combine button on the screen and place your cursor between the segments of the responsibility centre on the left of the screen called RC type and Individual RC in the above example The space between the segments will turn red and the cursor will become a horizontal arrow Pull the cursor to the right until it is where you want to split the second segment Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Reporting tree 7 5 Natural Account AL type Individual AL Release the cursor The segments will now look like this Natural Account P tupe Individual HC s HH Reporting tree resize segments in the bottom right corner of the screen limit the first segment range RC type to Campus Community and Coverage by indicating that you want accounts from 44 to 66 representing the new first segment content and the second segment range to actual geographical locations presumably your x00 does not indicate a location by indicating that you want 10 to 20 the only two locations in this example NE EE Cr ET Hanges ToAcct NN T Reporting tree limit segment ranges Note You can in principle use wild c
24. one is building this index please delete this file and try again Exit FRx and do what the above says Go to Windows Explorer open the folder where your Solomon is installed and find the FxX Sysdata folder The file name consists of your company database initials followed by 09 and the extension 932 Delete the file Close Explorer Reopen FRx You may suddenly get an error message that claims that there is an invalid object or the object is no longer set The only thing you can do is press OK FRx will exit Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Troubleshooting 11 5 FRx Desktop N Run time error 3420 Object invalid or no longer set Restart FRx Campus Crusade for Christ International January 2003
25. panel Be careful though to not have too many screens open FRx may not be able to handle that F8 in the Reporting tree screen opens the Reporting units window and enables editing of the tree F9 generates a report from the Catalog screen same as the Generate Report button 1 3 2 FHx toolbars Depending on the screen you are on you have various options buttons on the toolbar d HEE ES hal pn Generate Report FRx toolbar on the Catalog screen The first button on the left stands for New and allows you to build a new Row format Column layout Reporting tree or Catalog ID The second button stands for Open and allows you to open an existing Catalog ID on the Catalog screen an existing row format on the row format screen etc The next several buttons are common to most Windows programs and stand for Save Print Cut Copy and Paste The following buttons appear on the Catalog ID row format column layout and or reporting tree screens allows you to lock protect the contents of the current row format column layout Ed Catalog ID or tree ESI opens the row format of the current report on the Catalog screen Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Introduction 1 4 opens the column layout of the current report on the Catalog screen opens the reporting tree for the current report on the Catalog screen opens the row format column layout and re
26. point 1 3 4 To select a default company do the following from the FRx control panel or Select Company Information from the menu bar Click on the record control box until you see the information for the company you would like to use as your default company Press the button Set as default IM conpary Recods DMI fed ie cere See pue FRx Company Code ccc Company Name ccc Accounting System Solomoni 4s mg FRx System Information Specification Set STDFRXDEMO Import Export Path C PROGRAM FILESXSOLOMON IV EX io data ES Amount amp Date Format US EI United States of America Plural Description Period Description Month ending Months ending Company information Set default company The database log in window will appear Press OK to ignore it and close the Company information window On the FRx Control panel select Company Select default Campus Crusade for Christ International January 2003 International Financial Management FRx 6 FRx set up 3 2 Select Default Company Fw Demo Company Solomon Demo Company Version 1 x Solomon Demo Company Version 2 x SGLSOLDEMO Solomon SQL Demo Company Company Select default Highlight the desired default company and press OK The database log in window will appear Press OK to ignore it and close the Set default company window Note You may not be able to set the default company until the company has a chart of accounts and transacti
27. responsibility centre balances for Cash position report 2 8 2 8 Responsibility centre rePOrts cccccssseecceeeeeceeeeecseeeesseeeeesaeeeeenaeeeessaes 2 9 FAX SEMUD pP a 3 1 3 1 Ia AO EE 3 1 3 2 sue EE 3 1 3 3 Number and date formats ccccccseccceecseeeeeeeceeeeeeeeseeeeeeeseeeeeeeeeseaeeeeeseas 3 2 RE lee Be CT CC 4 1 4 1 PAE OCU CUO ME 4 1 4 2 CCC standard report formats 4 1 4 3 Creating a new report EE 4 1 4 4 Default ue E 4 2 4 5 General report options cccececcecccceeceeeeeeeeeceeeeeeeeeeeeeeeeesaeeeeeeeeeesaaeaeess 4 2 4 5 1 Catalog ID Report title Company 4 2 E RE M M 4 2 UON F 9 1 55 10 fc EE 4 3 4 5 4 Report date EE 4 3 L cd E 4 4 4 6 Building e eier CA Le BE 4 5 4 6 1 How format column J kout esses 4 5 462 e E 4 5 4 6 3 Reporting tree Starting unt 4 6 4 7 iei D 4 6 4 7 1 Output EE 4 7 4520 FING O EXCO EE 4 8 Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Table of contents ii 4 8 Page options FAD 4 8 e EE 4 8 4 8 2 Headers Footers Lab 4 8 4 9 Report options tabs c P eee 4 10 OT oque m 4 10 4 9 2 Account transaction detail sese 4 12 4 9 3 Tree options re 4 13 4 9A AVANCO
28. row contains a calculation of a total in column D CAL the row contains a more complex calculation in column D DES prints a description title or blank line on the row CBR change base row informs FRx of the base number to be used for percentage calculations prints a single underscore under amounts prints a double underscore under amounts LNE prints a thin line across all columns or those specified BXB BXC begins and completes a box around the amounts in the row s Unless limited to a particular column in column G the box will be around the whole row s included in the range REM the line contains remarks only the text does not print on the report In Column D next to these codes indicate a row number This makes the line conditional if a particular row prints has information then this description or this line would print otherwise not Example In the above example of an Income amp Expense report row format rows 370 LNE 400 and 490 DES with no description will print only if line 460 will print 460 is the related row in column D for each one of those rows If there is no local income line 460 will print only if the Display rows with no amounts option is checked under Report options Formatting point 4 9 1 Since most of the time there is at least some local income the description and the lines will be printed 5 3 4 Related rows units Column D Column D includes in
29. row format where it is important that the calculations in the column format are done first before the row calculations are completed I nclude amounts in future periods Select this if you generate reports for future periods and would like any amounts in future periods included This is neither a likely or necessary scenario for Solomon users Display report processing status recommended Select this When a report is being generated the screen will show the progress of the process Missing unit warning uncheck Leave this unchecked If it is selected some reports will display an error message of the following type FRx Reporting Engine Waring You have restricted a Row or Column to a Reporting Unit that is not one of the units selected for this report This row or column will be blank on the report Row Col Column H C Unit SUMMARY GCTC TRAINING Note This warning message may be suppressed by un checking the Missing Unit Warning box in the Advanced Options section of the Catalog Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Catalog of reports 4 15 This indicates that there are no transactions or balances for the responsibility centre listed in a certain column or row Press OK for the report generator to continue Since this is mostly informational only it is recommended that you leave the option deselected Exclude inactive accounts unch
30. sheet i e the net income amounts are equal but the individual columns do not add up to the Total column This is because by definition the Total column may not be the calculated total of the other columns This error may appear if the columns in the I amp E report are based on nodes on the reporting tree see Account filter point 6 3 15 The information for the individual columns comes from the seven or eight nodes of the tree The information for the total column comes directly from the General ledger Try the following Generate the tree point 7 3 again or build it if you use a customized tree see point 7 4 There may be new branches that were not included in the columns Rerun the report Go to the Income amp Expense report column layout Reporting unit line point 6 3 13 Click on the down arrow in the Staff column and select the appropriate tree Place your cursor on the Staff node and press OK Move to the GCTC Training column and make sure you select the GCTC node Continue through the eight columns This refreshes the references to the tree if you had changed the node names in the Flexkey table in Shared information the connection to the tree was severed This will fix that This error will not appear if your column definitions are based on the see Account filter point 6 3 15 11 3 Database needs to be compacted Compacting the database will solve various problems FRx claims that a row format column lay
31. the U S dollar The rate should be either on the Excel sheets or in the FRx report headers 8 1 2 2 Format The FRx reports must follow the international report formats with no column titles or descriptions changed other than translated into local language and no line items accounts changed added or deleted Information by account COA should be grouped to the 2 digit summary account e g cash totaled to one line item 10 Cash 8 1 2 3 Size Before sending the FRx report please check its size Large files may not transmit successfully Try selecting a Financial report level on the Catalog screen instead of Account and transaction detail it may or may not reduce the file size 8 2 Transmitting Excel files To send an Excel file attach it to an E mail message Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Transmit reports 8 2 If sending monthly financial reports to the AOA office or the World Headquarters please note that the reports must be ready to be printed Set the File Page set up selection for the Balance sheet Cash position report and Income amp Expense report to Fit to 1 page Set the File Page set up selection for the Income amp Expense report to Landscape All other reports should be Portrait The list of responsibility centres should not be more than one page wide when printed although it may be several pages long If the page co
32. the highest level e g Number and date formats point 3 3 Then restrict them on a lower level e g in the Catalog of reports options chapter 4 The strictest limitations or exceptions to the general rule should be indicated on the lowest level i e in the individual cells in row formats and column layouts When you design a report check it for accuracy by comparing the data with corresponding data directly out of Solomon To learn about FRx try modifying and building new reports and examine the resulting report Study existing reports to see how they are defined 1 6 How to learn about FRx The best way to learn about FRx is to become familiar and confident with generating the Basic CCC monthly reports chapter 2 study how the above reports are defined row format column layout tree catalog clone one of the basic reports and make changes to some of the features to see how they change the report Create a new report point 4 3 to see how your definition choices work On any screen look up the context sensitive help point 1 4 and learn more about the features Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Basic CCC monthly reports 2 1 2 BASIC CCC MONTHLY REPORTS The examples in this section assume that the basic CCC reports have been set up according to CCC standards This section can be used as stand alone instructions for personnel whose job it is to gener
33. them to ensure that they include 1 all the appropriate data 2 in a format that serves your ministry best 3 in your language and terminology 9 2 Via a specification set Reports are filed as specification sets within FRx A specification set consists of all row formats column layouts reporting trees and catalog Ds created for one database within the same specification set 9 2 1 Export To export a specification set from an existing database select Company Specification sets from the FRx control panel Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Export import report specifications 9 2 im Specification Sets mg Specification Sets Find Mame D efault Description D efault Spec Set Location BE olD ata FRe SysD atas AnA pts F32 Specification sets maintenance screen Press Export This will export the specifications in the above set normally Default as set up during installation to a temporary database file If you would like to export another set select it by scrolling the record control box until the set is displayed A screen to allow you to select the elements that you want exported ia Export Selection EN Catalogs Catalog ID Company Catalog Description 801 CCCA test Test Balance sheet Balance sheet Cal yr Bal sheet Calendar year Balance sheet Cal yr I amp E Cal yr I amp E report in 7 RC columns I amp E 7 column I amp E report in
34. to delete or the row above which you would like to insert a unit and select Edit Insert unit or Delete unit from the menu bar When you add a unit use the existing branches as your model to enter the account mask Column G for the new branch Note The Summary of all units node is the summary of the units in the saved tree It does not include any branches that are not displayed Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Transmit reports 8 1 8 TRANSMIT REPORTS 8 1 Methods 8 1 1 Methods The financial reports can be transmitted mailed sent in various ways They can of course be generated on paper and mailed as such See chapter 2 on how to generate the Basic CCC monthly reports They can be generated scanned and sent as Word or graphic files They can be printed to Excel and sent as attachments See point 4 7 2 They can be printed as drill down viewer files and sent as such See point 2 4 about printing to the drill down viewer and point 4 7 1 about Output selections 8 1 2 Standard for reports to CCC If reports are sent to other CCC offices the AOA office World Headquarters they must follow certain rules 8 1 2 1 Information Regardless of the report format the reports must have the following information name of ministry country period reported I amp E or period ending date balance reports Currency used exchange rate to
35. will be N A Use reporting tree Expense report units displayed Galat units Choose units of tree to be Use reporting tree H C reports included before tree is N A or Before each at run time displayed reporting unit Select Number of levels from the i 7 SSES number of starting unit processed for 1 No page breaks levels display 4 9 4 Advanced The Advanced tab contains several miscellaneous options Formatting Acct Tran Detail Tree Options Advanced O Exception Report r Calculation Priority Report Missing Accts Calculate Columns First Report Duplicate Acts Calculate Rows First m Rollup Basis Other Options Period Numbers Include amp mounts in Future Periods C Period Dates v Display Report Processing Status Missing Unit Warning T Exclude Inactive Accounts If Available a Disable Ledger Retest Report options Advanced Exception reports Leave both of these options unchecked The Missing accounts report will print a page one page per each report printed that lists the accounts that are not included in the report e g the net income loss account 3999 in a responsibility centre report or the Income amp Expense report The Duplicate accounts will report any accounts that are included twice on the same report Calculation priority The default value is to calculate Rows first There may be complex calculations in the
36. 6 OI FAN retiro MEE rcr 6 6 O g T2 COLEImnJTeslrellbIB EE 6 7 603 13 Ies UNI EE 6 7 6 3 14 Currency Code 6 8 RON ISP ACCOUNT TOT S 6 8 6 3 16 Start date End date ccc cccccccccccecccseceneeeceeceeeceseeseeeeeeeeneeseneesneceneess 6 9 ON FIMUM 6 9 6 4 Building a new column lA VOU EE 6 9 6 4 1 Revise modify an existing column layout sssesssssssss 6 9 6 4 2 Design a new column J vout esses 6 10 6 4 3 Inserting and deleting Columns eese nenne 6 11 6 5 Delete a column layout ccccecccecseeeeeseeeeeeseeeeeeeeeeeeseeeesseeeeesaeeeesaeeeenas 6 11 7 Reporung d 7 1 7 1 What is a reporting freed 7 1 7 2 NOLES ON ING IOO RENTE T 7 1 7 3 Generate the tree automatically eeessesseeeeeeneeeeeeeeee 7 2 7 3 1 Open and review existing Iree eene 7 2 7 3 2 Generate new free cieren ene E Era E ia 7 2 7 4 Build or modify a reporting tree ecccccceeeeeeeeceeseeeeeeeaeeeeeeeeeeeeeeeseeeeeeeeeas 7 3 7 4 1 Sub account structure and automatic free 7 3 7 4 2 Modify the tree to create a geographical tree example 7 4 7 4 3 Modify branches in a tree 7 6 Campus Crusade for Christ International January 2003 FRx features not covered in this manual A features unique to FRx Professional edition advanced reporting features International Financial Management FRx 6 Table of contents lii
37. 8 TRANSOM de e cid i2udacesu 2 uuo incon quoa q2 use EAEra 8 1 8 1 leede 8 1 ON NUN I ip e EE 8 1 8 1 2 Standard for reports to CC 8 1 8 2 Transmitting Excel les 8 1 8 3 Transmitting Drill down les 8 2 9 Export import report specifications 9 1 9 1 Idee leie RM HOEIE 9 1 9 2 Via a specification SOL EE 9 1 I TEDO EE 9 1 ced 810 RHET HOO 9 3 9 2 3 Select specification sei 9 3 9 2 4 Modify and test imported set 9 4 9 3 i d me P REA 9 4 9 3 1 EXPON TO EXCEl M 9 5 9 3 2 Import paste into Excel 9 5 10 Ee e Viel CR o e e CC 10 1 10 1 Rolling year to date budget forecast ccccccsseeeeeeeeeeeeeeeeeeeeeeeeeeaaeaeees 10 1 10 T EE 10 1 10 1 2 Building blocks esses seen nns 10 1 10 2 Multiple Tecalveare 10 1 10 2 1 Calendar year Income and Expense report 10 2 10 2 2 Calendar year Balance zcheet sessi 10 4 10 3 Support level salary need comparison sssssessennneereesrrntrerensrrr rreren 10 7 UR WEP ejs m 10 7 10 9 2 BUNOING elle 10 7 11 helle le ONIN sc cece cecs ese cce eee cereeas decce cee seeecwevcesreveusveceues 11 1 11 1 incomplete TEDOLTS E 11 1 11 1 1 Branches missing from a free 11 1 11 1 2 Centres with transactions missing from a new tree
38. Campus Crusade for Christ International Financial Management FRx 6 User Manual written for use by CCC ministries worldwide International Financial Management 100 Lake Hart Dr 2800 Orlando FL 32832 0100 U S A IFM Qccci org for internal use by Campus Crusade for Christ only International Financial Management FRx 6 Table of contents CCC FRX 6 USER MANUAL Table of contents SPT OGUIC UO E 1 1 1 1 Igiigels tle s PT 1 1 1 2 Log into the FRX module nennen 1 1 1 3 Navigating screens cccccceececceescecceeeeeceuseecceuseecseueeesseeesseaeeessaneeeseaeees 1 3 CNN FUNCUON EE 1 3 La FRX Eege 1 3 133 Record COMM Ee 1 4 1 3 4 Tool status edit Dar 1 4 1 4 pz EE 1 5 1 5 Keep in mind with EH 1 5 1 6 How to learn about Ex 1 5 Basic CCC monthly reports 2 1 2 1 ln ife etes QNM OO TE 2 1 2 2 Sequence of FRX reporting Loske 2 1 2 3 Reporting preparations esssssseseseeeeeeeeennnene nennen nnns 2 2 2 3 1 Catalog of reports button 2 2 Zee Repon dale PER ee 2 3 23 3 Output ele ie ODUONS BEE 2 3 2 3 4 Reporting free 2 4 2 4 Printing to the Drill down viewer 2 6 2 4 1 Generate report to Drill down viewer 2 6 2 4 2 View e dela see ese nsns S 2 6 2 4 3 Print the report dea eoe 2 6 2 4 4 Close Drill down viewer 2 7 2 5 Eiter 2 7 2 6 Income amp Expense report 2 8 2 7 List of
39. Close Drill down viewer To close the Drill down viewer click the X in the top right corner You will be returned to the Catalog screen 2 5 Balance sheet See Report preparations point 2 3 above 1 Select the Balance sheet report from the Catalog Change the Report date point 2 3 2 if needed 2 3 Regenerate the tree point 2 3 4 if needed 4 Generate the report This screen appears FRx DrillDown Viewer Report Balance sheet Printed 14 1 2003 Assets Current assets 10 Cash 12 Advances and receivables 13 Inventory 14 Other current assets Total current assets BALANCE SHEET Campus Crusade for Christ International April 30 2000 Exchange rate to USD1 at above date 2 800 00 300 00 3 100 00 5 From the menu bar select File Print and the following screen appears Report Type Detail Supporting Report Account Details Transaction Details Exception Report Print Range Current Selection Current Reporting Unit Entire Tree Copies Collate Copies Print selection from Drill down viewer Balance sheet Select the options as shown Campus Crusade for Christ International Ca Cancel Page Setup Printer Setup January 2003 International Financial Management FRx 6 Basic CCC monthly reports 2 8 Make sure the Financial report is selected as report type The print range does not matter since the report does not use th
40. Detail Tree Options Advanced o m Reporting Unit Selection Page Breaks Select Units at Run Time C Before Each Reporting Unit C Include All Units C No Page Breaks between Units C Include Specific Number of Levels Use Reporting Tree Levels Down from Starting Unit Restart Numbering with Every Unit Allow Rollup lt 1 Disable Tree Security Report options Tree options The left of the window determines the behavior of the reporting tree in the report generation On the right you can let the tree to determine where your page breaks will be The Number of levels down from starting unit are counted from the first node under the Summary of all units Therefore in a 2 segment responsibility centre structure 1 level down prints the information based on the main responsibility centre number segment 2 Reports using this option can be viewed on the Drill down viewer but they cannot be successfully printed from the viewed reports they must be printed from the screen displaying the tree see List of responsibility centre balances point 2 7 above Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Catalog of reports 4 14 Levels down Effect on display of tree from Page breaks starting unit Printing HEPORT selection Beete diet Include all N A report does not use No page breaks units a tree Income amp Include all All units on the tree
41. Excel File name The file name will appear automatically it can be changed The file location may also be changed in this window by including the whole path The default path is the one set up under Company Information Import Export path Replace file without warning Check the Replace file without warning box If the field is blank the program will ask you whether you want to replace an earlier file with the same name with this new report FRx for Windows Replace file C PROGRAM FILESXSOLOMON IV FxX io_data RC REPOR FRV Replace file without warning Since you would usually want to replace the file and since reports are easy to generate again it is recommend that you allow the program to replace the existing file without asking you 4 7 1 2 Chain to Catalog ID You can ask FRx to automatically print certain reports in a sequence without you having to prompt it This is done by chaining Catalog ID s to one another Choose the first report in the desired sequence and go to the Output tab In the Chain to Catalog ID field press on the down arrow and select the report that you would like to have generated automatically after this one Continue through the chain When you run a chained report you will see the following window FRx Desktop K This Catalog record has a report chained to it Do you wish to process chained report s Do you wish to print the chained reports If you answer Yes the whole
42. General Options Rounding of Amounts v Use For Negative Numbers Jus Bande v Display Commas in Amounts No Rounding x v Use Signs on Percentages be Use Rounded values for Calculations and Totals V Currency Symbol on 1st Row Display Blanks for Zero amp mounts I Falling Rounded Values inthe Iiee v Display Rows With No Amounts Display Reports With No Active Rows Allow Column Text Overflow o Extra Lines Between Rows E Spaces Between Columns Report options Formatting 4 9 1 1 General formatting options Use for negative numbers determines if negative numbers are shown with or with a minus sign This is mostly a matter of taste Display commas in amounts Use signs in percentages Currency symbol on first row recommended If checked these options will use the specific separator sign format and currency symbol format defined in the Number and date formats window See 3 3 It is recommended that you check them You can still determine that the currency symbol should appear in selected places besides the first row by entering the CS code currency symbol in relevant places in the row format Print control options point 5 3 6 Display blanks for zero amounts You can choose zero amounts to appear as blanks recommended for individual lines and columns On some reports you would like zeros to appear if the total of a column is zero In that case uncheck this box
43. Last Year CYBASE Current and YTD using Base Percentages Cancel New Create a new column layout click New Click New and a blank column layout screen will appear D File Edit Format Company Options Admin Window Help Font Style piat sl KE Column Headers a 8 C b E F c E Column Deta III Blank column layout You can also select File New Column from any FRx screen Enter the codes descriptions and links to the General ledger as desired Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Column layouts 6 11 Test the results by generating a relevant report that uses the column layout You will want to confirm that your data Is correct by checking the related information in Solomon 6 4 3 Inserting and deleting columns To add a column click on a column on the top bar to highlight it The column will be added to the left of the highlighted column Either press the Insert key or Choose Edit Insert column from the menu bar To add a column at the far right of the layout place your cursor in the layout and move it to the right Columns will be automatically added To add a blank column between columns insert a column see above and set its Type point 6 3 2 to Fill To delete a column click on the top bar to highlight the whole column Choose Edit Delete column or press the Delete key 6 5 Delete a column layout
44. Page options 4 8 and Report options 4 9 Save the record po SS XM EM 10 Generate the report to see whether it yields the information you desired Make any changes 4 4 Default settings The Catalog screen comes with four tabs and a number of different settings If you would like to set the settings to their default values press Catalog Use defaults in the menu bar 4 5 General report options The general report options are shown when the Catalog screen is displayed Open the Catalog screen and press F1 for context sensitive help Then place your cursor in any field in the help screen to get more information on the options for that field 4 5 1 Catalog ID Report title Company The Catalog ID title and company of the report are shown on top The company is owner of the report or the Default company point 3 2 You can change the company to run the report for a different company Click on the down arrow next to the company field The report can be generated correctly if the other company has the same account responsibility centre and flexkey structure as the original company Select a Company for this Record Francophone Africa 0060 ooo Campus Crusade for Christ International Filmorks Demo Filmworks Demo for Canada Solomon Demo Company Cancel Select a company for this record report 4 5 2 Detail level The Detail level determines how deep the Drill down viewer can drill what reports can
45. Press Clone in the Record control box in the Catalog screen The building block and other formatting information will be copied to an empty catalog Press File Save as and give the report a new distinct ID e g Calendar Balance sheet and description 10 2 2 1 Header footer Go to the Headers Footers tab point 4 8 2 and modify the header to say Calendar year Balance sheet 10 2 2 2 Row format Open the row format for the CCC fiscal year balance sheet and select File Save as to create a modified row format Give it a name that will indicate that it is the calendar year Balance sheet All rows that are linked to the General ledger other than the fund balance should be related to column B in the column layout Modify the fund balance section For the beginning fund balance and the net income the Related rows units Column D point 5 3 4 need to be linked to columns D and G in the Column layout point 10 2 2 3 below respectively A portion of the calendar year balance sheet will look as follows Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Additional reports 10 5 A B t B 2 F E F G H Row Description Fmt R aT Norm Print Column Link to Code Code ows Unit Bal Ctrl General Ledger Current Liabilities 1180 20 Accounts payable 21 Payroll items payable 22 Notes payable 23 Other current liabilities 1180 Total current abilities 1000 TO 1150 1180 1180 1180 Lo
46. Rate Pricing FRx Desktop FRx Professional Edition Solomon FRx module menu Note you may not see the full menu at a glance Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Introduction 1 2 Select FRx Desktop The following window will appear e Solomon IV Menu CE x FPx Desktop Lal IR Screen Reports Desiqner DirllDiown viewer Report Launcher FRx menu in Solomon Grab this floating menu by its title bar move it to the top right corner of the screen or any other place on the screen where you would like it and nail it down by pressing the thumbtack button This menu will now be available for you as long as Solomon is active and will not have to be reopened during the session Select Designer FRx will open and you will be asked for a company to work with Francophone Africa 0060 0070 Campus Crusade for Christ International Film works Demo Filmw orks Demo for Canada Solomon Demo Company Cancel Edit Select your company set up during installation from the existing list and press OK You will get a window requesting a password Database Login Login ID Helena Password Cancel FRx database log in window press OK Press OK to continue you should not be set up to require to enter a password beyond the regular Solomon password You will see the FRx Control panel FRx control panel You may see the message Readin
47. SE 1T06 1T06 CUR CUR HHHO HHHO NP NP NP NP SUMMARY SUMMARY STAFF SUMMARY SUMMARY GCTC Part of the column layout for a calendar year amp E report for July December reports The diagonal line indicates where the columns for Campus Community Coverage Administration Other and Control accounts should go Column Headers 8 C j D E F amp MH j 7 K YI STAFF GCTC TRNG TOTAL Column Detail II II LL LL GL GL TYPE GL Calc ete GL GL GL GL ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL Fiscal Y ear BASE BASE 1 BASE BASE 1 BASE 1 Period Code TO 12 1TO6 7012 1TO6 1TO6 Current Per YTD CUR CUR CUR CUR CUR Calc Formula Column Width xtra Spaces Before Co Special Format Mask HHHO HHHO Print Control NP NP NP NP Column Restrictions Reporting Unit Currency Code SUMMARY SUMMARY STAFF SUMMARY SUMMARY GCTC Fiscal Year Period Code Current Per YTD Cie Formula Column Width Special Format Mask Pint Control Column Restrictions Reporting Unit Currency Code Part of the column layout for a calendar year amp E report for January June reports The diagonal line indicates where the columns for Campus Community Coverage Administration Other and Control accounts should go FRx cannot extract a range that straddles fiscal years Therefore the prior year periods and the current year periods need to be shown in separate non printing colum
48. Select Tree for Lookup Seach 0 0 0 0 0 Lans Surin Summary Consolidation Dept GU Departments for Company 60 Natural Tree Natural Tree for Region How Regional tree Regional tree Strategy tree Tree by ministry strategy Cancel Column layout Reporting unit select tree Select the tree press OK The tree will appear w Units for Tree FARTAREE Select a Reporting Unit for Restriction E 5UMMARHY Summary of All nita none nona Lie main main Staff Staff Staff general 5taff general E Fred amp Sue Kim Fred amp Sue Em 2 John Fernandez John Fernandez GCTC GCTC LE GCTC Training GCTC Training Campus Campus LE Campus general Campus general Community Community Li Community genera Community general PoaCoverge JF Coverages lF Jesus Film Jesus Film zl I Aer zb me I karah iral Cancel Trees Column layout Reporting unit select node s to include Click on the node that should be included in the column Note This column option is one of the two ways to make the 7 column Income amp Expense report work each column contains information for one of the seven or eight main nodes in the tree for a normal CCC national ministry The node names are the names of segment 1 in the Flexkey table in Shared information in Solomon see Solomon General ledger manual It is therefore extremely important that you do not change the titles of segment 1 in the Flexkey table but if y
49. Use Reporting Tree With no tree partial account in row format produces company wide summary Strategy tree Strategy tree E EffectivEDBtes Starting Unit Al Departments FRx catalog screen Company shows the company for which the report will be done This should be your default company if it is not click on the down arrow next to it and select the correct company See further point 3 2 Set default company Report date The report will be generated with this ending date see point 2 3 2 below Output Use this button to determine where the report will be printed the printer the Drill down viewer an Excel spreadsheet See point 4 7 Output Generate report Press this button to generate the report Note Do not press the Drill icon to generate the report That button will give you a copy of the report the last time you generated it before any changes you might have made since Always use the Generate report button instead You can change to a different report by pressing the down arrow next to the Catalog ID and making your selection there 2 3 2 Heport date Click on the down arrow next to report date This screen below will appear Periods and Dates Base Period fi 0 This Information is not Saved with the Catalog Record Base Year 2000 Rebuild FRx GL Indexes Period Covered For the Ten Months Ending Report Date April 30 2000 Default Base Period C 1 This Information is Saved wit
50. ackage designed to be used both with Solomon and with other General Ledger programs See the Installation manual for instructions on installing and setting up FRx and the Solomon 2 CCC General ledger user manual for using the General Ledger module FRx is a very flexible reporting tool This manual is not intended to cover all the features of the software instead it is designed to enable the administrators and accountants of Campus Crusade for Christ ministries in various parts of the world to be able to generate the monthly reports for the ministry leadership and staff This manual covers FRx Desktop edition only For a more thorough description of all the available features and options please refer to the Solomon FRx manual from the vendor 1 2 Log into the FRx module Log into Solomon see Solomon General ledger manual To access the FRx program go to the Module drop down menu in the Solomon menu bar General Ledger Accounts Payable Accounts Receivable Cash Manager Financial Statement Translation Inventory Bill of Material Work Order Beta Order Management Purchasing Payroll Advanced Payroll Shared Information Multi Company Currency Manager Application Server Project Controller Allocator Time and Expense for Projects Employee Utilization Analyzer Communicator Flexible Billings Project Budgeting Contract Management Service Dispatch Service Contracts Equipment Maintenance Flat
51. activity repart ACTREPT Cancel Catalog selection window Catalog 1D the short name of the report Company the company within FRx that defined the original report Reports can be used by other companies if their related account and responsibility centre structures are the same Description a longer description of the report Row format shows which Row format was used to create this report chapter 5 Column layout shows which Column layout was used to design the report chapter 6 Reporting tree shows a report specific Reporting tree chapter 7 However since there is only one tree in the FRx Standard edition this information is rather meaningless Place the cursor on the report you wish to use and press OK or double click to select it The Catalog screen will appear Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Basic CCC monthly reports 2 3 ompany Catalog Options i AE ie rrr al Re Lal Generate Report Catalog ID Balance sheet Balance deg H Catalog Records D gt Dil Company lioc 3 s Camus Crusade for Christ Int Detail Level Financial amp Account bd Hepat Dus 3542000 s Provisional Use Posted Balances Ony e Building Blocks Row Format Balance sheet Lal Balance Sheet Effective Dates E Use Row komats and Worksheet Lt r Column Layout Balance sheet s Balance sheet Effective Dates m Reporting Tree
52. al Management FRx 6 Catalog of reports 4 9 The headers and footers operate the same way and a report page can have both Page Setup if Headers Footers let oo entered Ri 4 CAT Printed GPDATE COMP RUNIT TXTP D J Center Headers Footers on Page Codes f Page Headers Font Styles Tahoma 14 bold italic zl Edit Font Styles Clear C Page Footers Header footer Income amp Expense report In the bottom left corner click whether you are working with a header or a footer In the middle section of the tab you can select whether the text will appear in the left column of the page in the centre or to the right The headers and footers will be expressed in both words and codes 4 8 2 1 Information in a header The header should include the following information your company ministry name The code COMP will take this from Company Information the name of the report e g Income amp Expense report as the main title of the page the specific responsibility centre node branch of the tree that the report is for This should be included in individual responsibility centre reports and any other reports that may be printed for selected responsibility centres only There are two code options for this GRUNIT will insert the Company ID followed by the name of the selected node s as they appear in the Flexkey table regardless of any modifications done to the tree
53. alance transactions for the period or year to date amounts Select the Amount to Use Year To Date Amounts N Beginning of Period Balance Beginning of Year Balance Column layout Current period Year to date CUR includes activity for the period defined under Period code point 6 3 5 above without beginning balances If the period code is 1 to BASE then year to date activity is included If the period code is BASE then the activity for one month is included only YTD includes year to date activity for the fiscal year as defined under Fiscal year point 6 3 4 above The amounts include beginning balances CUR BB inserts the beginning balance for the period YTD BB inserts the beginning balance for the fiscal year Period code vs Current period Year to date What is the relationship between 1 TO BASE in Period code 6 3 5 above and YTD in the Current period Year to date codes If the latter is YTD the Period code can be either 1 TO BASE or BASE both yield the same result In this case the importance of the period code is to determine the last period to be included in the definition of year to date On the other hand in reports where the Period code is 1 TO BASE and the Current period Year to date code is CUR you will be able to drill down to all transactions in the year If the Period code is BASE you can drill down only to the transactions i
54. amounts above followed by a sign 1000 separator the separator between thousands and hundreds etc or or Decimal separator the separator before decimals or but not the same as the 1000 separator Report date format the date format in headers footers when a code with a date is chosen see Headers and Footers point 4 8 2 Short date format the date format on reports when a print date is displayed see Headers Footers tab point 4 8 2 Press Save after completing your entries To make FRx use these formats you will also need to go to the Company Information screen from the Control panel i Company Information x CF FRx Company Code Tec Company Name Campus Crusade for Christ Intemational Accounting System Solomon v 4 21450 ff FRx System Information Specification Set Default E Import Export Path Ic PROGRAM FILESSSOLOMON IV 4 5 FD io_data Amount amp Date Format pi Plura Period Description Month ending Months Company information select Amount date format to be used Press on the down arrow next to the Amount date format and select the new format you created above This format will now be used for all reports Note If Special format mask point 6 3 10 is used in for instance the column layout and it does not agree with your selected amount format undesired number formats may result e g 900 000000 instead 900 00 Campus Crusade for Christ International Januar
55. anagement FRx 6 Additional reports 10 7 10 3 Support level salary need comparison 10 3 1 Description In Solomon you have the option of using statistical ledgers These do not have to be balanced and the transactions are kept separate from your real actual transactions The statistical information can be monetary but it does not have to be You can create a statistical ledger for Salary levels As transactions enter the salary expense amounts for each staff member the total gross expense of a monthly salary i e the amount of money needed in the staff member s responsibility centre in order to pay them the full salary You can then create an FRx report for this 10 3 2 Building blocks 10 3 2 1 Row format The row format basically requires only one row with the sole purpose of making the report work The following format works for this report A B C SE f E F G H Haw Description Fmt n uy s Morn Print Column Link to Code Code owes Unit Bal Ctrl General Ledger EGRET 10 3 2 2 Column layout The column layout needs to have four columns Staff name responsibility centre number Staff account balance from Actual ledger gross salary expense from statistical Salary levels ledger difference calculated column If this amount is positive there is enough money to pay the full salary if negative it shows the amount by which the salary expense must be reduced due to lack of funds The following works
56. ancial Report Detail Supporting Report Account Details Transaction Details Exception Report Page Setup Print Range Printer Setup Current Selection Current Reporting Unit Entire Tree Copies X Collate Copies Print selection from Drill down viewer responsibility centre report Select the options as shown Change the print selection options as shown Set the print range setting to be Entire tree and the report type should be Financial report Selecting Current reporting unit as the print range will generate a report only on the responsibility centre that the cursor was on before you selected File Print 8 Click the OK button to send the report s to the printer Campus Crusade for Christ International January 2003 International Financial Management FRx 6 FRx set up 3 1 3 FRX SET UP 3 1 Installation For FRx installation see separate installation manual The installation should include the set up of Company information in FRx including FRx system information system specific information GL ODBC data source set up registration etc 3 2 Set default company FRx will build the tree and generate the report data based on the company database selected as the default company The Company ID of the default company will appear on the bottom of the screen in the status bar when FRx is open if you have chosen to display the status bar see Tool status edit bar
57. appropriate message summary on the Subject line and a short Message as a cover sheet Generate report Outlook will open and create the message as a sent message Make sure the attachment can be opened i e that it works You can naturally also write a normal E mail message and attach the Drill down file from the IO Data folder where FRx stored it Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Export import report specifications 9 1 H EXPORT IMPORT REPORT SPECIFICATIONS 9 1 Introduction You can create reports from scratch but you may also transfer report specifications or parts of them from one database to another CCC has created standard reports for your use You may use these as a template to create your own These are provided on the IFM Solomon resource CD You can also use report formats from another similar ministry If you use the CCC standard reports or import your reports from any other database you will need to make sure that the account responsibility centre and flexkey related definitions in the FRx reports agree with the corresponding fields in Solomon and are complete so that FRx can generate accurate reports for you The importing can be done using a specification set or via Excel Both versions of CCC standard reports are provided for you on the IFM resource CD You may have to modify the imported reports In every case you will have to test
58. ards in the above ranges e g 4 to 6 but they do not seem to yield the desired results change the segment hierarchy swap the order of the segments so that the tree will be based on geographical units rather than type In the bottom left corner of the screen left click on the Individual RC second segment and move it on top of the RC type first segment Segment Hierarchy Ei Individual RC Reporting tree change segment hierarchy Click OK to generate the tree The ENS tree will be displayed Standard FRx LP Untitled 1 B Campus 4 B Community 5 Summary of All Units 20 B Campus 4 Campus AAA AA10 B Coverage i g cmm B Campus 4 Campus 585 4 420 Community 5 Community amp amp 8 5 520 8 Coverage JF 5 Coverage JF amp amp amp 5 5 5b20 Reporting tree sample geographical tree In this example the 10 and the 20 are locations the last two segments of the sub account number Since they are not specific segments in the Solomon sub account or flexkey structure they have no automatic name Similarly the branches of the nodes do not have the Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Reporting tree 7 6 names of the responsibility centres since the name Is attached to the whole sequence e g 4 410 rather than a modified structure e g 10 44 Save the tree Since it is not a complete tree you would want to give it a name th
59. at indicates that fact e g Geography tree so that you would not accidentally use it in reports that require the full tree 7 4 3 Modify branches in a tree In the reporting tree screen the tree is shown in two formats tree format similar to the Windows Explorer format a list of centres their names and responsibility centre numbers This area can be used to further modify the tree Pepe ett a I LEE 1 100 ELEL 1 10 kis 1 102 Unit code Title description columns C and D These are names of the nodes Column C may be truncated column D is the full description as found in Flexkey You can modify this In the above example of the geographical tree you would want to include the location in the title etc Note Reports will use the branch names from Column D if the report header footer uses the code TITLE to insert the name If the code RUNIT is used the Flexkey titles are used See Information in a header point 4 8 2 1 Account mask column G shows the responsibility centre included in each node or branch You can change this use the exact format given Other columns The other columns allow further sophistication of the report such as specifying a different row format for a node or specifying the E mail address where a report should be printed if this option is used all reports must be printed to E mail You can Add or Delete branches Highlight the row of the unit you would like
60. ate financial reports 2 1 Introduction On a monthly basis a Campus Crusade for Christ ministry would prepare the following reports Report source REPORT generator Use Distribution Overview of cash advances Leadership team SEENEN RS liabilities AOA office General overview of year to Leadership team E ii date activities AOA office Balance sheet Determine financial health and Cash position report CPR and List of R C available funds designated Pau team l AOA office balances and undesignated Individual responsibility Individuals to determine their LM a centre R C reports financial situation p centres all staff Transaction lists to support Solomon Supporting information for Directors responsibility cone epee General ledger responsibility centre reports elei E optional centres all staff List of responsibility centre Basis of CPR overview of all l aane FRx Palaneas Leadership team This chapter covers the generation of the above basic CCC FRx reports For a complete description of Row formats see chapter 5 Column layouts chapter 6 the Reporting tree chapter 7 and Catalog of reports chapter 4 2 2 Sequence of FRx reporting tasks The normal reporting tasks include the following Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Basic CCC monthly reports 2 2 Task Section in this manual Log into FRx Press Catalog of reports and select the report
61. ational Financial Management FRx 6 Row formats 5 4 C D E C8 10 C820 amounts in columns C D and E on this row are equal to amount in column C row 810 divided by amount in column C row 820 This results in the same amount in all three columns E C800 C820 C 100 amount in column E on this row is C800 divided by C820 and in column C on this row it is equal to 100 Note the space between the comma and column letter C Use parenthesis to subtract accounts in a format e g 130 450 Put the column letter from column layout in front of a row number if the calculation relates to only one number in one column Use the sign in front of the row number if the calculation relates to all columns Row numbers without a column letter or the 9 sign may be interpreted as real numbers FRx does not recognize debits and credits as offsetting amounts in formulas For instance Row code A Beseripuon B Format code C Related rows D 940 Total income received TOT 190 to 850 1810 Total expenses 1360 to 1690 2140 Net income TOT 940 1810 Although line 1810 has a debit total and line 940 a credit total they cannot be offset netted against one another in the formula Instead the amount in 1810 has to be subtracted from the amount on 940 to arrive at the net You can use IF THEN ELSE formulas IF C200 gt 0 THEN A C200 5 ELSE 0 stands for if column in column layout C row 200 in row format is greater
62. column layout building block The following window appears Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Additional reports 10 4 w Effective Dates EX FomatName Date Period Is RE IS 1 Call amp E1 Use Period Numbers Use Dates Cancel Clear Choose effective dates for column layout In the Format name field click on the down arrow then select the column layout to be used for calendar year Income amp Expense statements with a reporting date between July and December In the Date period field select the period to start using this layout 1 July Similarly select the layout to be used for reports to be generated between J anuary and June and set the date period to January 7 Note Make sure that the Effective dates box on the Catalog screen is checked Column Layout Call amp E1 Calendar year I amp E Jan June v Effective Dates Reparting Tree Column layout with effective dates 10 2 2 Calendar year Balance sheet It is also necessary to adjust the Balance Sheet in order to report based on a calendar year The principles become a bit more complicated because of the need to simulate a year end close and the associated changes to accounts 3000 fund balance and 3999 net income for the period We are also dealing with ongoing balances versus annual balances To start copy the CCC Balance sheet into a new Catalog ID
63. d with the Catalog Record Report date periods and dates Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Catalog of reports 4 4 Base period Base year the period and this specific report is run for this time The default values are based on the Default base period see below These can be changed at this time and they will be used for this report but not saved for any future report Period covered Report date The number of months included in the report and the last date as of date of the report The format of month s ending comes from the Company Information screen It can temporarily change the text in these fields on this screen but the changes will be overwritten as soon as the period is changed Default base period the code that determines what the default period the period this report is normally run for is for this report The recommended default is C 1 This is the Last closed period and stands for C urrent open period minus 1 This causes the program to suggest the last closed period as the reporting date every time you want to run this specific report Click on the down arrow to see other options Select the Default Base Period Last Period 2nd ta Last Period Next Period Current Processing Period Official Last CLOSED Period Default base period options To change the reporting date temporarily enter the period in Base p
64. e italics etc Place your cursor in the type field in the column where you would like to apply a special font Then click on the drop down box on top of the screen to select the font Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Column layouts 6 4 You can modify the styles by selecting the Format Font styles option from the menu bar Once defined there they become available in the drop down box See point 4 5 5 on modifying the font styles Note that the font style selected will apply to the whole column with the exception of the column header and any row where the format code point 5 3 3 is DES 6 3 3 Book code Attribute category Ledger The book code attribute category line determines which ledger the information should come from actual or budget default values for a company a statistical ledger etc See Solomon General ledger user manual Select Book Budget Approved budgets Column layout ledger examples The selections shown will be the ones set up in your Solomon General ledger Select the desired ledger source of General ledger information for the column and press OK 6 3 4 Fiscal year The fiscal year line determines the year the information is for Select the Fiscal Year for This Column Base Year 1 or n earls Base Year 1 or n ear s Enter the Actual Fiscal ear Column layout Fiscal year In normal monthly reports you wou
65. e them to appear most of the time Then limit your choices for each report in the Catalog screen options Report options Report formatting point 4 9 1 Row formats and Column layouts if desired Click New to create a new set International format name Give the format set a name such as your country or AOA to indicate which international set it represents Campus Crusade for Christ International January 2003 International Financial Management FRx 6 FRx set up 3 3 Amount format This shows first the positive then the negative number separated by commas The negative number can be shown in parenthesis or with a minus sign It is recommended that you always include the decimals here as this will allow them to be printed if you so choose You can then choose rounding under Report options Formatting in the Catalog screen see point 4 9 1 You can also enter a third amount format the zero format how zeros will be displayed If no format is entered FRx will use the positive amount format for zero amounts Amount with currency symbol Indicate how amounts should be displayed if they include a currency symbol Whether or not the currency symbol is actually displayed on a report is defined in the Row format Column layout and or Catalog screen The currency symbol can unfortunately be only one digit in length Percent format Indicate how percentages should be displayed Use the same number format as for
66. e tree 6 Click the OK button to send the report to the printer 2 6 Income amp Expense report See Report preparations point 2 3 above 1 Select the Income amp Expense report from the Catalog 2 Change the Report date point 2 3 2 if needed 3 Regenerate the tree point 2 3 4 if needed 4 Generate the report The FRX drill down screen with the reporting tree will appear FRx DrillDown Viewer ZCOLUMN FRV 6n File View Window Help GCTC Campus Community Drill down viewer Reporting tree 5 Double click on the Summary of all units line The report will appear on the screen 6 Select File Print This screen will appear Report Type Detail Supporting Report Account Details Transaction Details Exception Report Page Setup Print Range Printer Setup Cure urrent Selection Current Reporting Unit Entire Tree Copies X Collate Copies Print selection from Drill down viewer Income amp Expense report Select the options as shown Make sure the Financial report is selected as report type The print range does not matter as long as Summary of all units was selected above 7 Click on OK to print the report 2 List of responsibility centre balances for Cash position report See Report preparations point 2 3 above This is the report that is used to get responsibility centre balances for the Cash position report
67. e various income and expense accounts subtotals and net income In the Income amp Expense report example the column layout is the building block that instructs FRx which time frame to use to bring in the amounts Roughly the column layout answers the question When current period future period actual or budget year to date The row format answers the question What which account what information The tree determines the Who which centres the report is for The same column layout can be used for various reports t can even be used for different companies databases if they use a similar chart of accounts and sub accounts This chapter describes the most common and useful column layout settings for a typical CCC national ministry 6 2 Access column layout Access an existing row format in one of the following ways On the FRx Control panel press Column layouts The following dialog box will appear Open Column E Monthly activity by COA R C Rolling YTD budget comparison YTD activity by COA R C YTD Balances Only Balance Sheet Current And YTD Actuals Current and YTD Actual vs Budget vs Last Year Current and Y TD using Base Percentages Cancel New Open column layout from Control panel Click on the desired row format and press OK On the Catalog screen select a desired report and press the TT button in the toolbar The column layout screen will appear Campus Crusade for Chris
68. ecification set open Company Specification sets from the FRx control panel Determine if you would like to amend your Default report specification set with the imported report formats This is entirely possible and will be easier for use as all reports will appear on the same catalog screen The only risk is if the existing set and the to be imported set have a catalog row format column layout or tree with the same name as the Default set One of them will be overwritten or Create a new specification set This is a good option if you clearly want to keep two different specification sets for some reason and do not mind changing between them See point 9 2 3 below on selecting which set to use To create a new set if so desired press New m Specification Sets EN I4 4 Specification Sets Close Delete Name ccc standard Description ccc standard specifications Location Ic SolData FRx SysD ata FRARPTS F32 2 Export Import Name the new set and give it a description Press Save Press Import The default import export folder will open find the folder where the file created at Export point 9 2 1 above is stored Select it by pressing Open If you are about the overwrite an element in the specification set with another with the same name you will see the following message FRx Desktop The Catalog HC repart already exists Would vou like to replace the existing Catalog Tes to All No Ove
69. eck Leave this unchecked as all accounts should be included in the reports to ensure accuracy of data Roll up basis This relates only to those who work with several companies databases and combine their data in the same report Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Row formats 5 1 HOW FORMATS 5 1 Rows vs columns Picture a 7 column Income and Expense Report As in most reports the format follows a basic design of rows and columns The columns highlight the activity of each of the summary responsibility centres and a total The rows focus on the various income and expense accounts subtotals and net income In the Income amp Expense report example the row format is the building block that instructs FRx what chart of accounts number to use where to subtotal for local income how to calculate net income etc Roughly the row format answers the question What which account what information The column layout answers the question When current period future period actual or budget year to date The tree determines the Who which centres the report is for The same row format can be used for various reports It can even be used for different companies databases if they use a similar chart of accounts This chapter describes the most common and useful row format settings for a typical CCC national ministry 5 2 Access row format Access an existing r
70. ecommended After viewing the report you can send it to the printer The file name will appear automatically You can also specify a different path See more under Output tab point 4 7 and chapter 8 on how to Transmit reports 2 3 4 Reporting tree See also chapter 7 Reporting tree and point 11 1 1 about branches missing from the tree The following basic CCC reports use the Reporting the 7 column Income amp expense report This can however also be set up to not use the tree See more under point 6 3 15 Account filter individual responsibility centre reports the list of responsibility centre balances Since the tree requires rebuilding every time a new responsibility centre is created or taken into use it is good practice to delete the tree and rebuild it periodically to ensure completeness and accuracy of data 1 To goto the tree click on the tree button on the catalog screen or close the catalog and use the big tree button on the control panel The following screen appears E 8 riw S c tne 23 mime eee S fs Sri L t I iode iT7 dl Reporting tree a tree exists If no tree exists the screen will be blank 2 To delete the existing tree select File Delete Tree You will be asked to select the tree to be deleted Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Basic CCC monthly reports 2 5 4 Delete Tree Cons_S
71. efine it Describe the font in the Font style name field Include font name size and effects These will be your only way to identify the font when you use it in a report Press Save 4 6 Building blocks tab The building blocks tab shows which Row format what Column layout when or Reporting tree who the report uses See chapters 5 6 and 7 respectively Press the Building blocks tab or select Catalog Building blocks from the menu bar The file name and description of the row format and column layout are displayed Press F1 for context sensitive help Then place your cursor in any field in the help screen to get more information on the options for that field 4 6 1 How format column layout To add or change the row format or column layout used by the report press on the down arrow next to the field A list of the possible existing row formats or column layouts will be displayed Building Blocks Output Page Options Report Options Row Format I amp E 7 column amp pE 7 column Effective Dates E Use Row Formats and vy Choose a Row Format Column Layout IS col dil L Cal yr Bal sheet Calendar year Balance sheet m Cal yr l amp E 7 col Calendar year I amp E 7 column Reporting Tree Cash Flow p Cash Detail Report Use Reporting Tree Consolidated Balance Sheet and Inc Stmnt Strategy tree Bai Balance Sheet with missing and duplicate amp ccts Exc_Inc_Stat
72. eld sets an amount limit to the adjustment Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Row formats 5 7 It is extremely important to use this last after you are confident of your row format design integrity Itis also a good idea to insert a REM remark Format code point 5 3 3 row at the top of the row format indicating what row holds the rounding adjustment e g Rounding adjustment in Net income loss 5 4 Building a new row format 5 4 1 Revise modify an existing row format To modify an existing row format or to create a new row format based on an existing row format first access the row format see Access row format point 5 2 above 5 4 1 1 Revise an existing row format If you are revising an existing row format make the changes and save the record under the same name File Save 5 4 1 2 Create a new row format by modifying an existing format If you are modifying an existing row format to create a new record open the row format you want to use as a basis for your modifications Select File Save as and the following screen will appear with the Catalog ID and description of the original row format Specification Set STDFRXDEMO B Name COLUMN ae Description Column and E Save a row format Save the unmodified row format with a different Catalog ID Name and description So as not to overwrite the existing format You will most likely
73. emnt Income Statement with Missing and duplicate Accounts Starting Unit AllDepar GF Units Gros Profit Per Unit Sold using WKS E I amp E 7 column I amp E 7 column Select row format for a report 4 6 2 Effective dates Next to the row format and column layout fields are two boxes labeled Effective dates These should normally be left unchecked If you check the field the following box appears Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Catalog of reports 4 6 lw Effective Dates Bal lw Effective Dates Bal Dates a Use Dates Cancel Clear Effective dates Click on the down arrow to see a list of existing row formats or column layouts If you have formats and layouts that are valid for only certain reporting periods after which time a different existing layout should be used check the Effective dates box select a format from the list and indicate the dates effective for each layout expressed as the first accounting period month the layout should be used FRx can then choose the valid layout when the report is generated based on the reporting date See point 10 2 1 5 about using Effective dates for calendar year amp E report column layout and point 10 2 2 4 to use them for a calendar year Balance sheet 4 6 3 Reporting tree Starting unit The following basic CCC reports use the reporting tree Income amp Expense report 2 6 R
74. eriod then move off the field for the change to take effect Change the Default base period only if you would like this report to always run for something other than the last closed period Close the screen and Save the record 4 5 5 Font styles FRx comes with a short list of fonts These are the only font styles you can select for your row formats or column layouts To edit the list of fonts or to add more styles go to Edit Font styles or to Page options Header footer from the Catalog screen or to Format Font styles from the row format or column layout screens w Font Styles M s Fort Ste Recods ofm CT we Seve Dette Font Style Mame rlal 03 bold italic Font Style Sheet Setup Font Size 9 Font Shading Edit font styles Using the record control box scroll through the existing list Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Catalog of reports 4 5 Find the style called Default and change it to the most common style you would like in reports e g as a line description Use a font that is common on most printers Arial or Times New Roman To edit a font press the Font button and make your changes You can also add shading Create any new font styles including any bold and underlined types that you would like to use in your report definitions To create a new style press the New button then press the Font button to d
75. esponsibility centre report 2 8 and Responsibility centre balance list 2 7 The Income amp Expense report can be built without the tree as well Some reports such as a list of transactions can be printed both with and without the tree The individual nodes of the tree responsibility centres to be printed can be selected in various ways as shown under point 2 8 You can also indicate a Starting unit on the Catalog screen Press the down arrow and the tree selected for this report will be displayed Select the node this report should be generated for The report will then include only the selected node and its branches Note that starting unit does not mean that the report will include all branches following this branch rather it is the parent node for a report and only this parent and this parent s children will be included This option is recommended only if this particular report is always run only for this selected node In other cases use the tree and when the tree displays select the branches you would like 4 7 Output tab Press the Output tab or select Catalog Output from the menu bar The output window allows you to determine where the report will be printed You have three basic options Drill down viewer This is recommended even when you intend to send the report to the printer since it allows you to view the report on the screen first See also point 2 4 Printing to the Drill down viewer Printer
76. evious fiscal year The calculation of column E as a difference between columns C and D is necessary because column D is used for the calculation of the beginning fund balance Columns C D and F should be set to NP non printing column in the Print control field point 6 3 11 10 2 2 4 Effective dates and Report date Due to the definition of Base year there will have to be two column layouts one to be used for reporting during J anuary J une and another for reporting during J uly December To determine the reporting period use the Solomon fiscal year and period numbers in the Report date dialog box point 4 5 4 They will yield the following Desired Solomon net income periods to be included Desired Solomon beginning balance Column layout year and periods Solomon period Desired report date Column layout will yield Jan June 2000 July Dec 2000 no data Jan June 2000 July Dec 2000 Base 7 12 Base 1 1 6 April 30 2000 10 2000 As of 6 2000 7 12 of 2000 7 12 of 2000 1 6 of 2001 Base 1 7 12 Base 1 6 September 30 2000 As of 6 2000 To set the different layouts to be used automatically depending on the reporting date use again the Effective dates option as described under point 10 2 1 5 above calendar year Income amp Expense report Campus Crusade for Christ International January 2003 International Financial M
77. f you want to be able to build reports using account filters like the above it Is extremely important that the responsibility centres in your system are numbered logically The more you can use wildcards in your filters the easier it is to ensure that all new centres and accounts are automatically included without you having to individually include them and run the risk of the reports being incomplete or otherwise inaccurate Note Do not use the account filters and reporting units point 6 3 13 above in the same column 6 3 16 Start date End date These codes would be used if the information should be limited to days within a month Since the Solomon General ledger information is not based on dates but periods you should leave these fields blank 6 3 17 Justification The justification field can be used to determine how the text and amounts in the column should be aligned Select Justification General Justification Lett Justification Center Justification Right Justification Column layout Justification The default value is to right justify amounts the column headers are justified as defined point 6 3 1 You can also leave the field blank To justify Column headers see also point 6 3 1 above 6 4 Building a new column layout 6 4 1 Revise modify an existing column layout To modify an existing column layout or to create a new layout based on an existing layout access the column layout see Access column lay
78. formation on how to do calculations The related rows units column is used in conjunction with such codes TOT and CAL and SORT ASORT in the Format code Column C point 5 3 3 above In addition the columns is used to indicate when a line or description should print if the referenced row prints so will the current row see 5 3 3 above The calculation formula is entered into this column Basically you can enter any formula in a way similar to spreadsheet formulas Examples 100 to 400 adds the amounts in rows 100 through 400 100 130 370 adds row 100 to row 130 and subtracts row 370 Sub totals will not be included in a grand total For instance consider the following Row code A Description B Format code C Related rows D 460 Local income 190 to 340 various rows Wa usw 850 Income from CCC 550 to 730 940 Total income received TOT 190 to 850 The total on row 940 will not include the sub totals on lines 460 and 850 instead each account total will be included only once Put spaces around the word to Do not put spaces around operators and signs For instance D C810 C820 amount in column D on this row is equal to amount in column C row 810 minus amount in column C row 820 A comma should be followed by a space where it is setting off equations but not when it is setting off elements in a list For instance Campus Crusade for Christ International January 2003 Intern
79. g company file or Building verifying GL index appear on the status bar at the bottom of the screen FRx is updating its information to ensure that any Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Introduction 1 3 new Solomon entries are included This may take some time the status bar will say Ready when the process has been completed and you can continue The boxes on the control panel represent the three building blocks that FRx uses to build reports Row formats Column layouts Reporting trees These can be joined together to build a single report The Catalog of reports chapter 4 shows the reports and the building blocks that were used to make them 1 8 Navigating screens Menu items buttons or entry fields that you do not have access to and cannot change are grayed out 1 3 1 Function F keys F1 calls up context sensitive help Position the cursor in the window you would like more information on and press F1 F2 allows editing of a field in row format or column layout F3 or double click or Edit Zoom or click on the down arrow displays a list of available options possible values for the field that the cursor is on F6 takes you to the FRx control panel without closing the other FRx screens Esc restores the original contents of a cell before you have exited it Ctri F6 toggles between open FRx screens e g row format catalog and control
80. h the Catalog Record Report date definition The Default base period field determines the date that appears automatically In the above example this is set to be C 1 last closed period in Solomon This should be your most common reporting period The current open period in Solomon in this example is May therefore the last closed period is April That is what is displayed here To change the period temporarily for this report only change the Base period field e g to 11 for May or 6 for December For a complete explanation of this screen see Report date point 4 5 4 2 3 3 Output printing options Click on the Output button This screen will appear Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Basic CCC monthly reports 2 4 Output Options Dri own Viewer WIN95 98 NT File Name BALANCE FRV 3 Password Print and other Output Options are available within Viewer DrillDown Viewer Options Compress DrillDown File v Replace File Without Warning Worksheet Options Prompt for Output Type at Run Time E Print Headings Delete File after Printing Viewing Sending ERR ES SEKR j Print Immediately L Paint Fonna Favs kb Print Ere GOTE Hows Chain to Catalog ID 2 fe Export Formulas Restart Page Numbering Catalog Output options The first field will show the output type it defaults to the Drill down viewer which is r
81. in the spread For a Header footer for the whole report see point 4 8 2 6 3 2 Type GL calc etc 6 3 2 1 Type of column The type option determines the text of the column or the source of its contents Select the Type of Column Amounts from General Ledger Calculated Column How Codes from How Format DL Account Codes from Aow Format Fill Column w Character in Quotes Amounts from External Worksheet Account Type Attribute Transaction Type Attribute Transaction Detail Codes These codes only appear an Transaction Detail Reports TDESC Tran Desc Note dont use this code if description should appear in DESC column shown above TJDESC Journal or batch header Description TAPL Transaction Apply Dat Column layout Type You would most often use one of the following GL brings in information directly from the General ledger CALC the column includes information calculated from other column s The Calculation formula is entered further down in the column definition point 6 3 7 below DESC brings the row description in the row format e g the account title or some other description in column column B Description FILL use to leave a column blank The Transaction detail codes on the bottom of the drop down window relate to reports where the Detail level point 4 5 2 includes transactions 6 3 2 2 Column font On the type line you can also determine how the text will appear in terms of font bold underlin
82. ith the FRx Balance sheet Since the Trial balance prints in two major groups for this report Assets and Liabilities you might want to generate a limited Trial balance by account group e g 10 to get a bank account total 12 to get an advance total etc See CCC Solomon GL user manual This will pinpoint the error to a certain account category and or line on the row format 11 2 2 Net income is different on Balance sheet and I amp E report The CCC Income amp Expense report point 2 6 row format is designed to give you a warning if the net income differs from the Balance sheet net income The row format compares the total of the Total column with the net income loss total of account 3999 in Solomon Balance sheet net income If they are not equal the true net income loss account 3999 will be printed underneath the report total Because of the way the row formats chapter 5 should be defined the net income shown on the Balance sheet is correct it is the total of account 3999 in every responsibility centre Therefore if an error message is correctly defined for the Income amp Expense report and it appears the report is in error Try the following Go to the Income amp Expense report row format and make sure that the Link to General ledger Column H point 5 3 8 includes all accounts in the General ledger and that the row format includes every account only once Hint Use wild cards in your report definition e
83. ld use BASE which is the current reporting period as shown in the Report date point 4 5 4 dialog box on the Catalog screen You can build comparative reports with the BASE code where represents the number of years before the base year and show current year and last year balances in the same report Note the information in any column must be from the same fiscal year 6 3 5 Period code The period code determines which period s within the above fiscal year the information should be for Select the Periad s for This Column Base Pernod Specified at Report Time D Pernod AFTER Base Period H Period BEFORE Base Period From Period 1 TL Base Period Enter the Actual Period Number Range of Periods From TO H Column layout Period code Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Column layouts 6 5 You would want to use a relative rather than absolute e g period 11 i e May period i e one that is dynamic and moves forward when time goes on Your most common choices would be BASE This is the default base period as shown in the Report date point 4 5 4 dialog box on the Catalog screen 1 TO BASE This is information from the first month of the fiscal year to the base period This field works together with the Current period Year to date code see point 6 3 6 6 3 6 Current period Year to date This code determines whether the information is a beginning b
84. n the base month 6 3 7 Calc formula If the Type of the column point 6 3 2 above is CALC the calculation formula is entered in here The calculation uses column letters and you can add subtract multiply and divide and you can use IF THEN ELSE conditional formulas Example In a budget comparison report you could do the following column D is Total actual year to date column F is Total annual budget in column G you would like to show the percentage of the total budget already used The calculation formula would be D F and the Special format mask point 6 3 10 below would be set to define the column as a percentage column in column H you want to show how much of the annual budget is still unused or remains to be raised The calculation formula would be F D Example If you would like a monthly average expense or income you can do the following assume that the year to date totals are in column B Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Column layouts 6 6 you would like a monthly average in column C Column C should therefore be a CALC column and the formula would be B BASE BASE is automatically the number of periods included in the year to date information Example If you would like a particular column to print only if the amounts meet a certain condition you could you an IF statement m the CALC column would read IF
85. n you work with the tree you will need to remember the following about FRx Desktop version When the tree is generated in FRx it automatically includes the nodes and branches that are in the Flexkey table but only if they have transactions or balances When new centres are created or taken into use the tree must be regenerated To generate a complete tree with all existing branches responsibility centres flexkey segments post a zero balance batch of transactions into all centres Enter all centres into the Solomon journal screen with a selected account e g internal transfers and set all transaction amounts and the control total to zero Release and post The tree is generated for the Default company point 3 2 The report you are generating will use the saved tree If you work with more than one company you may need to make sure that the saved tree is for the same company as the requested report The node and branch names in the tree come from the Flexkey table in the Shared information module in Solomon See Solomon General ledger manual If you have a report that uses tree nodes in its definition such as the Reporting unit point 6 3 13 in the column layout for the Income amp Expense report point 2 6 it is important that you do not change the responsibility centre names in the Flexkey table and that the reference in the layout is built by using the tree rather than typed in Campus Crusade for Christ International Ja
86. nding in certain columns such as the total column by using this code in that column Conditional column codes You may have reports where some columns would be displayed only if the period is past or current or future This is useful in reports that contain budgets for instance P lt B would be the code in a column that contains actual data period is less or equal to base i e current but P2 B would be the code in columns for future budgets 6 3 12 Column restrictions The column restriction code allows you to restrict the columns to certain information only The column can be blank Select One or More Column Restrictions Suppress Totals in This Column Suppress Details in This Column Include Debit Amounts Only GL Cols Include Credit Amounts Only GL Cols Include Period Adjustments Only Exclude Pernod Adjustments Only Include POSTED Transactions in Column Only Include UNPOSTED Transactions in Colum Column layout Column restrictions The most useful codes would be DR debit or CR credit Only debit or credit transactions or balances respectively will be included This is useful in transaction reports 6 3 13 Reporting unit The reporting unit option allows you to limit the information in the column to certain node of the tree Click on the down arrow and the following window will appear Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Column layouts 6 8
87. new row will have the number in the middle of the rows above and below it To delete a row click on it on the bar to the left of Column A to highlight the row Choose Edit Delete row When you create a row format it is good practice to renumber the rows periodically To do this select Edit Renumber rows The calculations and totals are updated automatically Note Itis important that you do not renumber the rows manually the calculations may not be updated properly When you renumber rows you will be asked how you would like the rows incremented The default increment value is 30 w Henumber Rows EN Starting at Row Code Increment Rows by Cancel 5 5 Delete a row format To delete an entire row format go to File Delete Row from any FRx screen Select the row format to be deleted If the row format is in use by a catalog report you will be asked to confirm that the deletion Exists in Catalog Bal Sheet Rato is used by a reporting catalog do you still want to delete the row format Confirm deletion of a row format Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Column layouts 6 1 6 COLUMN LAYOUTS 6 1 Columns vs rows Picture a 7 column Income and Expense Report As in most reports the format follows a basic design of rows and columns The columns highlight the activity of each of the summary responsibility centres and a total The rows focus on th
88. ng term Liabilities 1360 1360 25 Long term liabilities B 1750 1750 1750 Fund Balances 1750 1750 30 Beginning Fund Balance D 39 Net income loss year to date G DES 1750 Total fund balance TOT 151070 1600 1750 DES 1750 DES 1750 TOTAL LIABILITIES amp FUND BALANTOT 1000 TD 1720 1750 Calendar year balance sheet row format On row 1540 the reference in Column D is to and column D in the column layout On row 1570 the reference is to the calculated net income in column G of the column layout All other rows with General ledger links should be related to column B of the column layout The Print control Column F point 5 3 6 for all columns with amounts should be E except for the grand total of assets and liabilities fund balances which should be G This ensures that the row format will work with the column layouts in a way that allows all amounts to be printed 10 2 2 3 Column layout There will be two different column layouts to be used depending on the time of the year Open the column layout for the new calendar year report and press File New Column When you are done creating one of the new column layouts Save it with a descriptive name and ID e g Calendar year Balance sheet July Dec Then open it again press Save as give it a slightly different ID and name e g Calendar year Balance sheet J an J une and make the necessary modifications The layouts will look as follows Column Headers Be c
89. ns The total of the two columns will represent the activity in the current calendar year this is a calculated column that will be displayed on the report In the above layouts only two of the responsibility centre categories are shown plus the total column The remaining categories have to be added following the example 10 2 1 5 Effective dates and Report period Catalog screen Due to the definition of Base year there will have to be two column layouts one to be used for reporting during J anuary J une and another for reporting during J uly December To determine the reporting period use the Solomon fiscal year and period numbers in the Report date dialog box point 4 5 4 They will yield the following Desired Solomon periods to be included April 30 10 2000 7 12 of 2000 Base 7 12 Jan June 2000 2000 Base 1 1 6 July Dec 2000 no data 7 12 of 2000 Base 1 7 12 Jan June 2000 1 6 of 2001 Base 1 6 July Dec 2000 Solomon period Desired report date Column layout year and periods Column layout will yield September 30 2000 As indicated above two different column layouts will be used depending on the time of the year This selection of layouts can be automated using the Effective dates option point 4 6 2 on the Catalog screen Building blocks tab On the Catalog screen for the Calendar year Income amp Expense report check the Effective dates box next to the
90. ntains any information that does not need to be printed or otherwise is not an integral part of the report define the print area File Print area Set print area separately so that only the actual report will print Set the margins to a normal width so that the text can be as large and readable as possible Select Print preview and press Margins Change the top and bottom margins to be narrower to allow for more and or larger text on the page All amounts should be visible when printed i e the columns must be wide enough to display the numbers as numbers rather than The paper size can be either A4 or letter depending on what is being used in your country 8 3 Transmitting Drill down files When you generate a report to the Drill down viewer a file is created These files can be attached to an E mail message to a recipient who has FRx Note that these files may however be very large Consider making sure that the Detail level point 4 5 2 is set to Financial report This may reduce the amount of detail and the size of the file There is an option of printing to E mail directly if you are using Microsoft Exchange Outlook as your E mail program Select Drill down viewer Enhanced XML as the Output type point 4 7 1 Go to the Output E mail options tab Check Enable E mail Include the recipient in the Address window by pressing Add Then find the name and E mail address for the person Write on
91. nts 4 5 to 4 9 6 3 11 Print control The print control column determines what will be shown when the column is printed This column can be left blank Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Column layouts 6 7 Select Special Print Control Options Col is Balance Sheet Column in Mined 15 65 Report Change Sign in Col if Normal Balance of Row CA Suppress Column if All Zeras Blanks Suppress Founding Conditional Column Column is Printed only if Selected Condition is TRUE Period is LESS than Base Period Period ig GREATER than Base Per Period is EQUAL to Base Per Period is LESS or EQUAL to Base Per Period is GREATER or EQUAL to Base Per Cancel Column layout Print control In most reports this field would be blank Some of the following codes might be useful in some reports NP used if the column should not print for example it is used in a total calculation but you do not want the individual column to print XO will suppress printing the column if the amounts are zero You might use this in the Income amp Expense report for a column that should contain all accounts with no responsibility centres if there are entries in these accounts the column would print if not the column is not printed See Row format print control point 5 3 6 for a similar option SR If Rounding of amounts point 4 9 1 2 is used for the whole report you can suppress the rou
92. nuary 2003 International Financial Management FRx 6 Reporting tree 7 2 7 3 Generate the tree automatically 7 3 1 Open and review existing tree To open an existing tree you can select File Open Tree from any FRx screen or press the big Reporting trees button on the FRx control panel Open Tree Summary Consolidation Departments for Company 60 Natural Tree for Region Row Regional tree Strategy tree Tree by ministry strategy Cancel New Open tree Select the tree to open and press OK You can also click on the tree button on the Catalog screen of a report that uses a tree The tree will open A a rr a oo oo uz F GG Fae Sao if cS Abs E 7 ir d ememn V mul n t Oo CR Reporting tree At this stage you can review modify point 7 4 or delete the tree File Delete Tree You can also overwrite it with a new tree 7 3 2 Generate new tree Select Reporting trees from the FRx control panel and press New or select File New Tree from any FRx screen A blank tree screen appears To have FRx build the tree select Edit Add Reporting units from chart of accounts The screen below will appear ia Add Reporting Units from Chart of Accounts EN Reporting Account Segmentation SS PET Get Unit Name from Segment Description Segment Code Combine Split rei Natural Account RC type Individual RC Segment Ranges Segment Hierarchy From Acct To Acct
93. o Excel In FRx open a row format or column layout in the database you want to import them into Place your cursor in the top left cell of the area where you will import the data In Excel highlight the data to be imported Paste it into FRx Modify the new formats select font effects etc Create Catalog I Ds and generate trees as appropriate Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Additional reports 10 1 10 ADDITIONAL REPORTS The CCC specification set see chapter 9 includes some additional reports which you may or may not want to use and should feel free to modify to correspond to your needs There are also many other reports that 10 1 Rolling year to date budget forecast 10 1 1 Description This report contains month by month income and expense information for the current fiscal year Through the current month the information is actual for the rest of the year it is budgeted On the far right you can see how the year will end if the remaining budget holds From the beginning of the fiscal year through the last closed period the columns represent actual activities in the listed accounts From the current period through the end of the fiscal year the columns represent budgeted amounts for those periods with their total at the end 10 1 2 Building blocks The row format is a slightly modified responsibility centre report row format and the column layout is
94. on records in Solomon In that case leave the default company as it is until you have used Solomon 3 3 Number and date formats The FRx reports are supposed to default your computer s Windows settings if the Amount amp date format field in the FRx System Information Company information screen was left blank during the installation It appears however that FRx defaults to the American month day year date format if this field is left blank To modify or create the date and amount formats to be displayed on reports select Company International formats from the Control panel The following screen will appear im International Formats Ea in Format Records D Currency and Dates International Format M ame ICH elete International Format Description United States of America Amount Format H HHH HHO OO HHHH AHO OD Amount with Currency Symbol fr HHH ERO OO H HHH HHC OO Percent Format FRU 00 1000 Separator l Decimal Separator Report Date Format mmmm d ypy un Short Date Format d m yyyy Sample Format Display Positive HE Amount 0 00 0 00 Amount with Currency Symbol 0 00 0 00 Percent Format Wes 012 Report Date November 30 2000 Short Date 30 11 2000 International formats date and amounts The choices in the white fields can be modified to fit your ministry s needs Set the options as generally as possible for all reports i e how you would lik
95. on with the File Print dialog box in Drill down viewer e g at 2 5 Print the Balance sheet as well as the Tree options button on the catalog screen see point 4 9 3 4 5 3 Provisional This Catalog option allows you to determine whether unposted Solomon activity will be included in the reports In Solomon unposted transactions are transactions that are already committed to the General ledger but not yet part of the records They cannot be changed You may want to include unposted activity if you are running reports for future periods In Solomon transactions for future periods can be entered and released to the status unposted but they cannot be posted until their period is the current period Use Posted Balances Dr Provisional Posted Unposted Activity Include Unposted Activity Onl Provisional reporting options 4 5 4 Report date The report date drop down box determines what period the specific report is normally generated for as an expression of how the reporting period relates to the current open period in Solomon default period what period the current report is run for right now This can be changed without changing the default period Periods and Dates Base Period f D This Information is not Saved with the Catalog Record Base Year 2000 Rebuild FRx GL Indexes Period Covered For the Ten Months ending Report Date April 30 2000 Default Base Period C 1 This Information is Save
96. options on each screen You can modify these reports to your needs You can also use their report formats as a basis to building your own If you use the CCC standard reports or import your reports from any other database you will need to make sure that the account responsibility centre and flexkey related definitions in the FRx reports agree with the corresponding fields in Solomon and are complete so that FRx can generate accurate reports for you You may have to modify these definitions 4 3 Creating a new report To create a new report 1 Determine the Row format chapter 5 You may use an existing row format modify an existing format or create a new row format See point 5 4 2 Determine the Column layout chapter 6 You may use an existing column layout modify an existing layout or create a new column layout See point 6 4 3 Inthe Catalog screen press New Enter a Catalog ID and a descriptive name for the report 4 Determine the Detail level point 4 5 2 for the report how much information should be printed and how much the Drill down viewer should display Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Catalog of reports 4 2 Change the default Report date point 4 5 4 to C 1 or another desired setting Enter the Building blocks point 4 6 row format and column layout to be used Determine if a Reporting tree chapter 7 will be used Set the Output 4 7
97. ou do you must also change the reference in any related column layout that uses the tree nodes Always select your reporting units from the tree using the above procedure do not simply type them in See Account filter point 6 3 15 for the other way to make the 7 column Income amp Expense report work 6 3 14 Currency code This code field applies only to those who have the separate Currency Manager module 6 3 15 Account filter The account filter allows you to limit the information in a column to certain accounts or responsibility centres only This is the other way to make the 7 column Income amp Expense report work see point 6 3 13 above on how to use the reporting tree instead Click on the down arrow A window appears with your account responsibility centre segment structure already there Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Column layouts 6 9 w GL Account Links EN Formula 3333 0 231 7 8 7 a Individual Account E pre CU De te Cancel Clear Column layout Account filter for the Other column in the Income amp Expense report Enter the filters as desired Each column can contain several filters If the account filter function is used to build the 7 column Income amp Expense report the segment to be filtered by would most likely by the first segment of the responsibility centre or flexkey number See above example Note I
98. ount responsibility centre combination In the GL accounts window press on the down arrow in the Account segment column and select the segment you would want to filter by natural refers to the chart of accounts and is the default value The available account range is changed accordingly Note Use these types of limitations in very specialized reports that will always use the same criteria for other reports make your selections with the reporting tree 5 3 9 Rounding adjustment on Balance sheet On a Balance sheet row format it is possible that when you have selected to use Rounding of amounts point 4 9 1 2 grand totals may be out of balance FRx has an automatic rounding feature that can solve this problem In the row format window click on Edit Rounding adjustments ia Rounding Adjustments EX OK Rounding Adjustment row 1480 Se Total Assets row aa Total Liabilities amp Equity row 1660 Rounding adjustment definition on a Balance sheet The first three fields in the above rounding adjustments dialog box accept a row code number The Rounding adjustment row field tells FRx where to place the adjustment in this case the Year to date net income loss It will be automatically included in the amount in that field The Total assets row and Total Liabilities amp Equity row fields tell FRx which rows contain the totals for these two categories It will compare them and determine the adjustment The bottom fi
99. out point 6 2 above Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Column layouts 6 10 6 4 1 1 Revise an existing column layout If you are revising an existing row format make the changes and save the record under the same name File Save 6 4 1 2 Create a new column layout by modifying an existing layout If you are modifying an existing column layout to create a new record open the column layout you want to use as a basis for your modifications Select File Save as and the following screen will appear with the Catalog ID and description of the original row format Column Layout EN Specification Set STDFRXDEMO Name COLUMN Gest Description Column I amp E Save column layout Save the unmodified column layout with a different Catalog ID Name and description so as not to overwrite the existing layout You will most likely not want to change the specification set see point 9 2 make the desired changes save the modified record 6 4 2 Design a new column layout To design an entirely new column layout select Column layouts from the FRx Control panel A dialog box with existing column layouts will appear Open Column Monthly activity by COA R C Rolling YTD budget comparison YTD activity by COA R C YTD Balances Only BALANCE SHEET Balance Sheet CURR YTD Current And YTD Actuals CY ACT BUD LYR Current and Y TD Actual vs Budget vs
100. out or report is open or in use but that is not true Even if it claims that you may be able to continue working but you should get rid of the annoying and erroneous error message A report does not run for the period indicated in the Report date window point 4 5 4 i e data is for a previous or different period Possibly other problems Close FRx screen except the Control panel Select File Compact FRx database Select Current specification set database Confirm with OK The database will work for a little while and the following message appears FRx for Windows ES Database Compacted Successfully Current Spec Set Repeat the process for the FRx system database You may need to wait a couple of seconds before continuing with this part as FRx may think that it is in use elsewhere Compacting the system database may take a long time Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Troubleshooting 11 4 11 4 FRx freezes up FRx may sometimes freeze up When this happens you may have too many FRx screens open Try the following if the first solution does not work go to the next one etc Close some of the FRx screens Close FRx Reopen it Press Ctrl Alt Delete and Cancel not End task This may unfreeze an application Close FRx and Solomon Reopen Solomon Compact FRx see point 11 3 above Reboot the computer Open Solomon as your first ap
101. ow format in one of the following ways On the FRx Control panel press Row formats The following dialog box will appear Column and E Activity by COA R C Rolling Y TD budget comparison Balance Sheet Individual Responsibility Center Report Resp Center Balance list RCREPORT R C report with budget comparison Cancel New Open row format from Control panel Click on the desired row format and press OK On the Catalog screen find the desired report and press the E button in the toolbar The row format screen will appear Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Row formats 5 2 Standard FRx Row TC re File Edit Format Company E ms Admin Window Help REM INCOME DES DES 40 Local contributions for staff 41 Local ministry contributions 42 Material sales 43 Conference income 44 Other local income 460 460 Total local income 190 TO 340 460 50 CCC contributions for staff 51 CCC contributions for ministry 56 Designated subsidies 57 Allocation staff subsidies 58 Canadian subsidies Part of FRx row format for the Income amp Expense report 5 3 How format options The row format definition has both rows and columns The rows for the most part represent actual rows in the report The columns represent information to be included in the rows they are not related to the Column layout chapter 6 5 3 1 Row code Column A The first column is a r
102. ow number which can be used in calculations in column D The code can also be a name e g Cash which might be easier to use in long row formats and or complex calculations Note the names are case sensitive See also Inserting deleting and renumbering rows point 5 4 3 5 3 2 Description Column B The description column contains the text you want to appear on the report The text can be formatted fonts and styles can be selected from the available options See Font styles point 4 5 5 The selected style will apply to the whole row 5 3 3 Format code Column C The format code determines the general appearance of the row Place your cursor in the column and click on the down arrow Select a Format Code Blank No Format G L Acct a Total of Other Rows Complex Calculation Title in Description Column Title on Left of Page Title on Right of Page Title Centered on Page Change Base Row for Z Alloc New Page Balance Sheet New Page Income Statement Underscore amp mounts Double Underscore Amounts Print Thin Line Begin Box Around Rows Complete Box Around Rows Remark Only Ignored on Apt Sort Range of Rows on Column Value Format codes column C The most common codes would be Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Row formats 5 3 Blank This cell must be left blank when you link to a General ledger account in column H TOT the
103. pecifications check that the reports run as desired When you first log into a report in the imported specification set you may get a message saying that the program cannot find the company and will instead use the default company This is OK it is wanting to use your default company rather than the one used by the imported set in the original database You may have to modify the fonts in use Select the Page options Page set up tab from the catalog screen on the first report in the set Make sure the Default font shown on that screen is the default font in the imported set it may not be Scroll through the rest of the reports to check their default font Run the reports to see if the data appears to be correct and complete 9 3 Via Excel As in the General ledger you can paste various pieces of information into FRx via Excel If this method is used you can only import row formats and column layouts Catalog definitions chapter 4 above and Reporting trees will have to be separately created and defined In addition formatting such as fonts bold underline highlight will not be imported Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Export import report specifications 9 5 9 3 1 Export to Excel To export a row format or column layout into Excel open it in FRx Highlight the rows and columns to export Paste them into Excel 9 3 2 Import paste int
104. plication 11 5 Missing unit warning When you generate are report you may get the following warning FRx Reporting Engine Warning You have restricted a Row or Column to a Reporting Unit that is not one of the units selected for this report This row or column will be blank on the report Row Col Column C Unit SUMMARY GCTC TRAINING Note This warning message may be suppressed by un checking the Missing Unit Warning box in the Advanced Options section of the Catalog Missing unit warning This tells you that a report definition usually the column layout is defined to pull information from a certain branch of the tree but there are no transactions in that responsibility centre or a group of centres Determine whether it is possible that there are no transactions and if yes press OK for the report to continue If there should be transactions there is a problem with the report definition If you would like to not receive this warning go to the Advanced tab in the Catalog screen report options point 4 9 4 and uncheck the Missing unit warning 11 6 Cannot open FRx or a report When you try to re open FRx or print a report the program may think that a report or a file is already open and you get the following error message FRx for Windows G32 database c program files solomon iv fs SysD ataXCCCAD3 3 32 cannot be opened This file exists as a O lenath file when another user is building the GL index If no
105. porting tree for the current report on the Catalog screen Generate Report same as F9 generates the selected report opens the report in Drill down viewer as it was last printed opens the Catalog ID screen from row format column layout reporting tree This button opens the Reporting units window to enable you to edit the tree manually same as F8 1 3 3 Record control box The following box appears on a number of FRx screens Catalog screen Company information International formats AT 4 catalog Records gt pl Find New Clone Save Delete Record control box This control box is one way to move between records on the screen e g between various reports on the Catalog screen You can move forward or backwards one record at a time or to the beginning or the end of the list Find displays the full list of records New allows you to create a new record from scratch Clone will allow you to create a new record e g report based on the record currently on the screen This is useful if the new record will be similar to an existing record Another advantage is that it will copy the settings to the new record e g report path output type date format Save will save the current record with the current settings Delete allows you to delete the current record 1 3 4 Tool status edit bar On the FRx menu bar select Options The following list appears w ToolBar w Status Bar Edit Bar Tool bar If this i
106. ptions r Options for Account Detail Reports Subtotal Filtering Account Detail v Display GL Account Code Subtotal on Segment v Display Account Description from Chart H Display Row Code Use Account Filter Bi es tel sleet on v Display Underscore before Totals Mark Unposted Accounts with Header Label Include Detail for Non Printing Rows r Options for Transaction Detail Reports Sort GL Accounts by Natural Code v Subtotal by Period v Suppress CBR calculation Transaction Rounding Report options Account transaction detail 4 9 2 1 Options for account detail reports Display GL account code Display account description from chart recommended Check these so that the account number and account description will be displayed when you drill down to account and transaction level Display underscore before totals Check this to print a line above every total TOT code as the row Format code point 5 3 3 If this is left unchecked you can still print an underscore in the row format by inserting in the format code column in the row format I nclude detail for non printing rows If you check this totals of rows that are non printing in the row format Format code point 5 3 3 are still included in totals If you leave it Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Catalog of reports 4 13 unchecked the
107. re report from the Catalog Change the Report date point 2 3 2 if needed Regenerate the tree point 2 3 4 if needed Generate the report This screen will appear It gives you the opportunity to select only the reports that you want to be printed this time w Select Reporting Unit s to Print E SUMMARY Summary of All Units none none LE main main LE Community genera Community general CoveragesJF Coverage JF B Jesus Film Jesus Film B Literature Literature Administration Administration LE Administration Administration Cancel Mark All Unmark All Select reporting units to print a range Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Basic CCC monthly reports 2 10 6 To select a range of reports as shown above click on the first line desired then hold down the Shift key and click on the bottom report you wish to print The entire range is selected Then click on OK To select individual reports hold down the Control key and click on each desired report with the mouse Then click on OK w Select Reporting Unit s to Print F gt none none LE main main Staff Staff B Fred amp Sue Kim Fred amp Sue Kim B John Fernandez John Fernandez GCTC GCTC lm Administration Administration Cancel Mark All Unmark All Select reporting units to print individual reports You can al
108. rint before the amount See also Number and date formats point 3 3 and Report options Formatting point 4 9 1 XO will suppress printing the row if the amounts are zero This can also be set as a general option under Report options Formatting point 4 9 1 BO will cause zero amounts to appear as blanks recommended for easier reading instead of zeros This can also be set as a general option under Report options Formatting point 4 9 1 It is possible to choose multiple options Separate them with commas or choose them individually from the drop down box 5 3 7 Column Column G Column G allows you to restrict printing of specific rows to certain columns on the report In this case the columns you specify are the columns of the relevant Column layout chapter 6 not the row format As an example this feature is how Total assets can be made to print in one column and Current assets in another on a Balance sheet point 2 5 You can indicate one column J in this example the Total column in the Income amp Expense report a range of columns B to I in this example the columns with responsibility centre information in the Income amp Expense report or multiple columns A 1 5 3 8 Link to General ledger Column H Column H tells FRx to pull information from specific accounts or responsibility centres in the General ledger To allow for maximum flexibility with the reports and to minimize the need to modify the ro
109. roubleshooting 11 2 11 2 Reports out of balance 11 2 1 Balance sheet is out of balance The CCC standard Balance sheet point 2 5 row format is designed to give you a warning if the report is out of balance The row format calculates the difference between the total assets and total liabilities fund balances If it does not equal zero a line will print that says that the report is out of balance by such and such an amount Because of the way the Balance sheet row format chapter 5 should be defined as total of account 3999 in every responsibility centre the net income shown on the Balance sheet is correct Therefore the error is in amounts that make up the total of the assets or the total of liabilities and fund balances To find the error try the following Goto the Balance sheet row format and make sure that the Link to General ledger Column H point 5 3 8 includes all accounts in the General ledger Make sure that the row format includes every account only once Hint Use wild cards in your report definition e g 10 so that the row format does not need to be updated every time a new account is added Add up the Balance sheet totals manually It might be possible that some definition in the Related rows units Column D point 5 3 4 on the row format is incorrectly defined If this is the case adjust the definition and rerun the report Print the Trial balance from Solomon and compare the account totals w
110. rt They yielded the following report header RC header test was the Catalog ID Responsibility centre report the name of the report in the Catalog CCC the Company ID and Jesus Film the selected reporting unit Campus Crusade for Christ Sample Ministry 30 11 2000 l kars Film For the Ten Months erding RC header test COD Jesus Film For the Ten Months ending April 30 2000 Responsibility center report April 30 2000 Results of the above sampling test 4 8 2 5 Editing a header footer To edit existing text in a header footer press F2 to place the cursor in the field and type your changes Use the Delete or Backspace key to delete text 4 9 Report options tab Press the Report options tab or select Catalog Report options from the menu bar The report options tab deals with the display of the information numbers on the page There four sub tabs Formatting point 4 9 1 below Account transaction detail 4 9 2 below Tree options 4 9 3 below and Advanced 4 9 4 below Press F1 for context sensitive help Then place your cursor in any field in the help screen to get more information on the options for that field 4 9 1 Formatting The formatting tab has to do with how the numbers are shown and whether or how zero amounts are displayed Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Catalog of reports 4 11 Fomating Aen Dai Tee Onions Mamed r
111. rt the full report description 4 8 2 2 Centre text Text in the columns will be automatically centreed within the columns If you would like the headers footers centreed based on the page rather than the report text check the box Centre headers footers on page Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Catalog of reports 4 10 The text in the left column is always left justified and in the right column right justified 4 8 2 3 Font styles Use the drop down box Font styles to select the font for each field in the header or footer You can also Edit font styles see point 4 5 5 directly from this window 4 8 2 4 Selecting codes To select codes for the header footer click on the down arrow next to the Codes field A drop down menu with available codes will appear Company M ame COMP Report Title from Reporting Tree TITLE Report Header from Row Format CR UW Report Header fram Column Layout COL Report Date in T ext Form ETT DATE Report Date in Mumeric Form wr slashes MUI MD TE Period Covered Text Ts TPER Pernod Covered Report Date Test 14TP D Headers footers available codes You can test the codes to determine which ones work best for your reporting needs Pet Centered Right Sd TXTPER TXTP D TXTDATE Sampling test of header footer codes The above codes where entered as a test in the header of a responsibility centre repo
112. rwrite existing specification elements Answer as appropriate When the import is complete the Specification set selection screen will reappear 9 2 3 Select specification set An imported specification set is not automatically in use unless you chose to import into the Default specification set To select which specification set FRx will use go to Company I nformation on the FRx control panel Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Export import report specifications 9 4 iw Company Information EN CES 70 FRx Company Code E Company Name Campus Crusade for Christ International Accounting System Solomon IV 4 21 4 50 m FRx System Information System Specific Information Specification Set p efault H Import Export Path CAPROGRAM FILESSSOLOMON IV 4 5SFD io data B Amount amp Date Format p Plural Description Period Description Month ending Months ending Click on the down arrow next to the Specification set field A window with the available specification sets will appear Select Specification Set Select specification set Select the new specification set you would like to use and press OK Back in the Company information window press Save or Set default When you open the catalog screen the reports in the selected set will now be the ones available for you 9 2 4 Modify and test imported set Before using the imported s
113. s in City A or MPTA in City B 7 4 2 Modify the tree to create a geographical tree example Go back to the blank reporting tree screen point 7 3 2 above Press Edit Add Reporting units from chart of accounts The screen below will appear im Add Reporting Units from Chart of Accounts Reporting Account Segmentation E Cancel Get Unit Name from Segment Description Segment Code Combine Split L al Natural Account ype Individual RC Segment Ranges Segment Hierarchy From Acct To Acct a Reporting tree Add reporting units from chart of accounts before modifications This screen allows you to combine or split responsibility centre segments rearrange their order or limit the tree to certain branches For any of this to be useful for reporting your responsibility centre sub account structure in Solomon has to be meaningfully organized and systematically numbered To manipulate the tree so that the geographic location takes precedence you will need to Resize the segments move the first digit of the second segment to be part of the first segment e g change 4 410 to 44 10 and 5 510 to 55 10 for campus and MPTA ministries in City A so as the make the geographical dimension a distinct segment Define the segment ranges limit your tree nodes to Campus Community and Coverage the geographical division does not make sense in the other areas Change the segment hierarchy move the
114. s selected the toolbar with buttons appears on top of the screen Status bar This bar appears on the bottom of the screen and shows which company you are working in It can also indicate the action it is expecting from you Ready asks you to type Zoom for selections asks you to either press F3 or use the drop down box to find available options Edit bar If this is deselected you can edit cells in the row format and column layout screens directly in the cell If this is selected the editing will take place in the row window on top of the screen directly under the toolbar Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Introduction 1 5 1 4 Help Help can be obtained in two ways Select F1 or Help Context sensitive to call up context sensitive help On the help screen you can press individual fields to obtain more information on the options Select Help from the menu bar This calls up the full FRx manual in its on line version 1 5 Keep in mind with FRx Access FRx through Solomon rather than directly from Explorer If you have trouble with FRx freezing up always open Solomon FRx as your first program after booting up The GL index which contains transactions and accounts in FRx is generally built refreshed only once every 24 hours See chapter 11 Troubleshooting on how to rebuild the index more often Set your report options in a very general and flexible way on
115. s you to determine how the report fits on the paper k 7 Page Setup Headers Footers m Margins Scaling Left Right Reduce Enlarge to 100 jz Shrink to Page Width Top 1 Bottom 1 ais ge Orientation Default Font Style Portrait Tahoma 9 z C Landscape Page set up suggested settings Suggested settings Margins Left 2 right 1 top 1 bottom 1 They place the report nicely on the paper with enough margin on the left to allow the report to be filed in a binder if desired Scaling Shrink to page width is recommended as that allows FRx to do the work of fitting the report on the sheet Orientation The Balance sheet and the Responsibility centre balance list fit best on portrait Individual responsibility centre reports and the Income amp Expense report fit best on landscape Default font style Select the most commonly used font style for this report i e the style that most line descriptions would use This can be your Default font or another font See Font styles point 4 5 5 Note that some fonts may not print in bold although the selection exists 4 8 2 Headers Footers tab The Header footers tab under Page options enables you to customize what prints on top or at the bottom of each report Various codes make it possible to have the current date or reporting period in the header footer Campus Crusade for Christ International January 2003 International Financi
116. sands 5000 is shown as 5 Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Catalog of reports 4 12 To see the available rounding options click on the down arrow Rounding of Amounts No Rounding Thousands 000 0 Whole Thousands 000 Milions Rounding options If rounding is chosen two more options become available Use rounded values for calculations and totals this would cause the program to round values first then total them Leaving the box unchecked will total the unrounded values first then round their resulting total You would most likely want this option checked Roll up rounded values in the tree similarly to the above in summary reports the individual node totals in the tree would be rounded first then totaled Leaving the box unchecked will total the individual unrounded centre totals first then round their resulting total s When either one of the above boxes is un checked the following warning appears Catalog Changing this option may result in a report that does not foot Warning report may not appear to add up correctly Decide whether you want to accept a report that may appear to not total correctly to the last cent or equivalent and press OK 4 9 2 Account transaction detail The account and transaction details relate to the detail reports available from the Drill down viewer Formatting Acct Tran Detail Tree O
117. segment would be three digits The first digit is the same as the type digit except that if Staff can use the whole range 001 299 although the type segment is always 1 and other can use the range 800 999 although the type segment is always 8 The last two digits could indicate a geographical location This is not true for every type of responsibility centre but it can be true for Campus 4 4xx Community 5 5xx and Coverage 6 6xx Example 400 Campus General 410 Campus City A 420 Campus City B 500 Community General 510 Community City A 520 Community City B 600 Coverage JF General 620 JF team City B x10 in this sample ministry in the Campus Community and Coverage categories is always City A and x20 is always City B The normal automatic tree would look as follows Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Reporting tree 7 4 3 Campus Cty 8 Lceerssg s M3 Comenurly uereg WIRE Campus general IS E Lay Campus City Campis City A D MPTACHD Hi Coversge JF Ha Jerus Fim HA Literature xrxcwaraly c Ciremay gene d IN JE team Ciy B IPTA Ciy A MPTA Ciy A Qo Admwetiatinn IPTA Cy B MPTA City A Langus L on Community HAL SbIU bitti 620 bbti 7 700 ChE Reporting tree automatic by type The branches are arranged by type e g Campus Community and Coverage Within each type are the various geographical teams such as Campu
118. so press Mark all to select all reporting units Press OK after making your report unit selections The Drill down viewer will open It will display a tree of responsibility centres which includes only those branches of the tree that were selected above FHx DrllDown Viewer RC HEPDH FRV E Ele View Window Help Staff genera 5 GCTC Traming Campu general 5 Jesus Film Drill down viewer selected responsibility centres You can view each individual report on the screen Click on the name of the responsibility centre in the Drill down viewer The report will display 5S7 Het gare dog litori Tad resa hoa CC TATA FRETA NEG LE DAD To view another one close this report by clicking on the lower one of the two X es in the top right corner of the screen To print the individual report you are displaying select File Print The report type should be Financial report the print range does not matter since only one reporting unit is selected the one on the screen To print all initially the selected reports go back to the screen with the Drill down viewer and the selected responsibility centres Select File Print to print all the reports on the displayed tree no selections on the tree can be made at this point This screen will appear Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Basic CCC monthly reports 2 11 im Print Selection X Report Type x Fin
119. t International January 2003 International Financial Management FRx 6 Column layouts 6 2 UIHEH WLUUNIE TALAL Coma Detal PP Type GL Calc enc EES EPG GL Gl fal Gi Bet Lise utut Lea ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL CTU ACTUA BASE BASE BASE BASE BASE MS BASE TITO BASE PTO BASE 1T0RASE TTORBASE PTO BASE T1T0UASE 1m0 BASE WTO YTO TTO TD iTO To YT T 20042 TAP PRET TEI TARN TAAT TUSHMO FRx column layout for Income amp Expense report 6 3 Column layout options The column layout definition has both columns and rows The columns represent actual columns in the report The rows represent information to be included in the columns they are not related to the Row format chapter 5 6 3 1 Column headers In the top section of the column layout define the heading for each column Initially three rows are shown but you can add rows by placing your cursor in the header area and moving it downwards Similarly you can add columns to the header section by moving the cursor to the right The headers can contain text or codes They can be entered either by typing in the field or by clicking on the down arrow in each field and typing and formatting the text in the window w Header Options Ei Cell Text kth onth curent period Insert Code Font Styles Defaults Times Mew Roman 10 Cancel Format Options Box hd dp sthecbpn Lett C Fight Column layout Insert and format heading Cell text the text that
120. than 0 then insert the value of C200 divided by 5 here otherwise insert zero 5 3 5 Normal balance Column E The Normal balance column is used to indicate how debits and credits should appear In FRx credits normally appear as negatives If they should appear as positives the C should appear in this column If a debit should appear as a negative number a C should be in this column Click on the down arrow in a cell in Column E Select normal balance Think of C as short for Change from the normal representation If this is left blank it will mean that debits will appear as positive and credits as negative Note This does not affect the calculation of the amounts just their appearance 5 3 6 Print control Column F The Print control column deals with the printing of rows with amounts Click on the down arrow in a cell on column F Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Row formats 5 5 Select Print Control Options Use Currency Format in this How Suppress Haw in Account Detail Hepar Suppress Haw if All Zeros 0 veride Leave ero Columns Blank Print Only Debit Balances in Row Print Only Credit Balances in Haw Suppress Hohn Suppress Rounding Print control options NP used if the row should not print for example it is used in a calculation but you do not want the individual row to print CS forces the currency symbol to p
121. umm Summary Consolidation Dept_60 Departments for Company 60 Dept_Summ Department Summary for Company 60 Natural Tree Natural Tree for Region Row Regional tree Regional tree Strategy tree strategy tree Select tree to be deleted Select the tree to delete from the list and press OK You will be asked to confirm that you will want to delete the tree if it is defined to be used by a Catalog ID Exists in Catalog Clidk Yes The tree will remain on the screen but you can tell by the FRx title bar that it is now unnamed and thus unsaved You must exit this tree window before continuing with the next step Go back to the FRx control panel and press the Reporting trees button again The Open tree window will open Click New The above reporting tree screen will reappear but it is now blank To have FRx rebuild the tree press Edit Add Reporting units from Chart of Accts The screen below will appear Fidel Hegel Une hom Charl ol Are made Regenerate reporting tree For the most common tree for basic CCC reports simply click OK and the tree will be built The tree must be saved before it can be used Select File Save then give it a name that will tell you how the tree was built usually e g Strategy tree i e it was built based on the ministry strategies Staff Campus Community Coverage etc Specification Set Defaut Jg Name Strategy tree Description Tree based on ministry strategies ces
122. w formats use wild cards in the account numbers In the Balance sheet for instance the links are listed with the first two digits with a for the rest For instance 10 will bring in the information for all accounts starting with number 10 and summarize them on one line The link can also be a range e g 66 to 69 All accounts starting with 66 67 68 and 69 will be summarized on this line You can enter the accounts directly or you can click on the down arrow in the cell in column H Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Row formats 5 6 i GL Account Links Formula 1 0 Op Acct Acct From Account range or To Account range E Seament Set Individual Account or E 3 Account Set Natural No 1072s Natural No Natural No Natural No Natural No m Account Sets Row Modifier Save As Edit o Ge oe Links to General ledger Press on the down arrow in the From column and you will see a copy of your chart of accounts Similarly to see what is being included on a particular row you can view the cell contents by pressing on the down arrow m Select General Ledger Account X Search Cash checking Cash savings ABC bank Cash in transit View select links to General ledger This column allows you to have further flexibility in more complex reports where you can limit information by any segment of your acc
123. will appear in the field You can insert codes that will make the text dynamic Click on Insert code Put Name of G L Period in this Column i e June G L Fiscal Period i e 7 G L Fiscal Period Description G L Fiscal Year i e 1996 G L Column Ending Date i e 08 31 31 G L Column Starting Date i e 01 01 90 Abbreviated G L Period in this Column i e Jan Column heading codes month includes the name of the month perdesc will most likely leave the field blank as the periods are not named in Solomon mon will include an abbreviated name for the month 9YR will include the year Font styles the font style for this particular field only not the whole header or column To add styles in the options select Format Font styles from the menu bar See point 4 5 5 on modifying the font styles Campus Crusade for Christ International January 2003 International Financial Management FRx 6 Column layouts 6 3 Format options Click on the down arrow for options that will apply to this field only Thick Underline Dou Column header format options Spread options You can spread the text from this cell to contiguous cells to the right In the above example the cell text will apply to columns B and C Justification The text in the heading cell can be left or right justified or centreed default Text that is spread across several columns is automatically centreed across the columns indicated
124. y 2003 International Financial Management FRx 6 Catalog of reports 4 1 4 CATALOG OF REPORTS 4 1 Introduction The Catalog of reports has a multitude of options for each report These options relate to report date page layout use of reporting tree appearance of amounts etc Although all options are available for all reports they are not meaningful for all reports The catalog options are report specific and saved separately with each individual report definition Note In many cases any of the general settings in the Catalog selections shown below can be overridden by a specific setting in the row format or column layout You would therefore choose the general settings for each report here and note any exceptions in the individual Row format chapter 5 or Column layout chapter 6 Some settings are also set first at FRx system information see FRx installation instructions and Number and date formats point 3 3 4 2 CCC standard report formats FRx is a flexible reporting tool with far more options than most Campus Crusade for Christ ministries would need It may therefore appear confusing to have so much flexibility when your reporting needs may appear so basic To get started you may import reports from another database or use the CCC standard reports These are provided on the IFM Solomon resource CD See chapter 8 This chapter shows how the CCC standard reports are set up and describes some of the other available
125. y will not be included normally you would not want unseen information included Sub total filtering account detail It is a little unclear as to what exactly the sub total option accomplishes except that it will cause the account and responsibility centre names to be replaced by numbers in the account or transaction level reports You have the option of using a filter for the report If this box is checked the following warning will appear FRx Desktop An Account Filter Header has been added to Page Options Headers Footers The code FILTER has been added in the report header point 4 8 2 4 This will place the filter with no text in the left header column Use the filter if this report is always run only for selected accounts or responsibility centre segments 4 9 2 2 Options for transaction detail reports Sub total by period This option separates transactions by period much like the Detail General ledger in Solomon Transaction detail reports are easier to read if this option is not checked in many reports this is not a relevant option Transaction rounding If the report Formatting point 4 9 1 above is set to use rounding and you check this box also the transaction level information will display in rounded figures as well Both conditions must be selected before the transaction level is rounded 4 9 3 Tree options This tab allows you to design your report printing based on the tree Formatting Acct Tran
126. you would like to run Change the Report date if necessary Select the type of Output printing options The Drill down viewer is recommended 4 Determine if a Reporting tree is being used with the report Check uncheck the field if necessary 2 3 4 If a tree is being used consider whether it needs to be regenerated 5 6 Save the record 7 Generate the report and Print to the Drill down viewer 8 Print the report 2 4 3 9 Distribute the reports as appropriate 8 Repeat the above steps as many time as necessary However the tree does not need to be regenerated during the same reporting session 2 3 Reporting preparations These are steps to be taken to start each reporting session each time when reports are generated from FRx See also chapter 4 Catalog of reports for a complete explanation of the catalog definitions 2 3 1 Catalog of reports button Click the Catalog of reports button on the FRx control panel This list will appear A list of the existing reports of your ministry will appear Select Catalog for Display Company Search by Catalog ID Catalog ID Column IE CCC T Column amp E Report TCOLUMNH Actual budget CCC Rolling YTO budget comparisor ACTYSBUD Balance sheet CEC Ministry Balance Sheet BALANCE SHE RC balance list CCC Resp center balance listing HCBALLST AC report CCC Responsibility center report RCAREPURT Tre per month CCC Monthly activity report ALTREFT Tr YTD CCC TTD

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