Resource Information and Control Corporation


Accounting Reports

Getting There: Accessing this application is done by double clicking on the Accounting Reports icon in the Accounting main menu.



Purpose: Accounting Reports is used to produce reports of accounting information in many different formats with many different groups of accounts. There are many report formats already provided which give you a wide range of reports. The groups of accounts determine which account numbers will be reported at one time and where the totals will appear. There is no limit to the number of account groups you can create and you may use each account group with any number of report formats. This application will also produce the Schedules which are special reports based on information tagged or linked by some accounting transactions. You can also use this option to produce an Event Profit and Loss Statement, an Employee Expense record, or the total expense of a facility’s vehicle, etc.

HINT: You can position your mouse pointer over any of the icons below to see a brief text-only description on that application.

Account Reports Account Find Account Schedules Copy Reports Report Wizard Account Wizard Schedule Wizard

Accounting Reports Modules Overview



Account Reports is used to produce reports based on a monthly, quarterly, or year-to-date figures for the accounts themselves. You select the predefined report you wish to see, along with a predefined Account Group to use with the report. Any report can be used with any account group.
Security Level: To view - Read Only.

Double clicking on the Account Reports icon will bring up the Account Reports dialog box.



The following is a break down of the dialog box:

  • The Report Categories combo box contains all defined categories for the report.
  • The list box shows every report that has been defined in Report Wizard and is available to the current fiscal accounting year.
  • The Report Description button is used to view a text description on any report.








    • Click on the Report Description button and the Report Description text box will appear.

    Click on the button and the Report Initialization dialog box will be generated.



    This dialog box controls the initialization of the actual Account Report.

  • The Report Month combo box will list all months in fiscal year order.
  • The Start Month field (not shown) will appear any time a year-to-date field appears on the report
  • The Show Accounts with zero balances check box, if checked, then the account will be displayed regardless of the money amount in the account. If unchecked, then only accounts with actuals balances will be on the report.
  • The Budget Categories combo box will contain all possible budget categories defined to the current accounting fund.
  • The Multi-Start Month combo box will list all months in fiscal year order.
  • The Multi-Year combo box will list all fiscal years in a fund up to and including the current year.
  • The Multi-End Month combo box will list all months in fiscal year order.
  • The End Year combo box will list all fiscal years in a fund.
  • The Account Categories combo box will contain all account categories defined to the system.
  • The Account Description button is used to view a text description on any account.
  • The list box shows every group that been defined in Account Wizard.

    • Click on the button and the Report Title dialog box will appear.

    The system will generate a title for the report. You have the option to change it here.

    Click on the button and the requested report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]



































    Account Find is used to locate account numbers that have been used by any of the wizards. This option will also let you pick an unlimited number of accounts and will search all entries in each of the wizards. It then generates a list of all entries using the specified accounts.
    Security Level: To view - Read Only. To change entries - Normal. To delete entries - Manager.

    Double clicking on the Account Find icon will bring up the Account Find dialog box.



    The following is a break down of the dialog box:

    The default is to list all the Posting accounts in the list box..

  • The All option is used to show all accounts defined to the system.
  • The Posting option is used to show all posting accounts defined to the system.
  • The Non-Posting option is used to show all non-posting accounts defined to the system.
  • The Major Category combo box contains all major accounting categories.
  • The Minor Category combo box contains all minor accounting categories.
  • The Type of Account combo box contains all account types.
  • The list box by default, shows all posting accounts.
  • The Search Non-Posting Only check box, if checked,

    • Click on the button and the requested report will be generated.

    You can perform maintenance on any item by double clicking on it.

    NOTE: A break down of the Account Wizard dialog box is provided in the coverage on the Account Wizard module.




    Account Schedules is used to produce reports based on specific accounting transaction links. Whenever an activity takes place that has accounting information, it causes two or more accounting transactions to be created. At least one debit and one credit. Transactions can be attached to objects called transactions links. These objects can be people, events, vehicles, almost anything. This is done with the Transaction Link option in Table Parameters, in the General Ledger application.
    Security Level: To view - Read Only.

    Double clicking on the Account Schedules icon will bring up the Account Schedules dialog box.



    The following is a break down of the dialog box:

  • The list box will show every schedule that has been defined in Scheduled Wizard and is available to the current fiscal accounting year.
  • The Schedule Description button is used to view a text description on any schedule.







    • Click on the Schedule Description button and the Schedule Description text box will appear.

    Click on the button and the Schedule Initialization dialog box will be generated.



    This dialog box controls the initialization of the actual Account Report.

  • The Transaction option is the date the data entry person physically placed on the transaction to indicate the date the activity occurred.
  • The Entry Date option is the date the adata was physically entered into the ConCentRICs system.
  • The Posted Date option is the date the transaction went from one of the joutnals to the actual Chart of Accounts.
  • The Posted Month option is used to select transactions that were posted to particular months.
  • The Start Date field is used to enter the first date of the report period.
  • The End Date field is used to enter the last date of the report period.
  • The Summary Report option is used to create a series of detail reports.
  • The Detail Report option is used to create a report for one object at a time.
  • The Facilty Event field indicates the event selected.
  • The Select Facility Event button is used to search for facility events.
  • The Back button is used to return you back to the Account Schedules dialog box.

    • Click on the button and the Report Title dialog box will appear.

    The system will generate a title for the report. You have the option to change it here.

    Click on the button and the requested report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]





























    Copy Reports is used to make an exact copy of any of the items created by any of the wizards. This is helpful when you start a new item which is very similar to another item already created. Just copy the original item, modify it and your done. This option will work between organizations, funds, and fiscal years. This utility will also allow to change the scope for an item.
    Security Level: To access - Normal.

    Double clicking on the Copy Reports icon will bring up the Copy Reports dialog box.



    The following is a break down of the dialog box:

    This dialog box is divided into two sections.

  • The Copy From section is used to specify which Wizard you want to copy from.
  • The Copy To section is used to indicate where the copy will be placed.
  • You have to option to select the Organization Name, Accounting Fund and Fiscal Year.
  • The Group Name field is used to indicate a name for the report.

    • The Report Scope area will indicate what level of Accounting can access the item.

  • The System option will report on all funds and all fiscal years in all organizations.
  • The Organization option will report on all funds and all fiscal years within the current organization.
  • The Accounting Fund option will report on all fiscal years within the current fund.
  • The Fiscal Year option will report on only the current fiscal year.

    • Click on the button and the system will make an exact copy of the original.




    Report Wizard is used to define the columns that will be used with the various Account Reports. A report is made of two parts, the columns which determine what values will be presented, and the lines which indicate the account numbers that will be reported. The columns are defined with Report Wizard and the lines are defined with Account Wizard.
    Security Level: To view - Read Only. To change reports - Normal. To define a new report - Manager. To delete a report - System.

    Double clicking on the Report Wizard icon will bring up the Report Wizard list.

    The list will show all of the reports that have been defined with Report Wizard and are accessible from the current fiscal accounting year.

    Double click on any line in the list to bring up the maintenance dialog box for that item.



    The following is a break down of the dialog box:

  • The Report Name field is the title description for the report.
  • The Control Number, is a number found between the Report Name field and the Report Description button), is the internal system control number for this report.
  • The Report Description button is used to enter a text description for the report columns.
  • The Report Categories button is used to classify the report into one or more categories.

    • The Scope of the Report area will determine which parts of the accounting system can use a particular report.

  • The System option will report on all funds and all fiscal years in all organizations.
  • The Organization option will report on all funds and all fiscal years within the current organization.
  • The Accounting Fund option will report on all fiscal years within the current fund.
  • The Fiscal Year option will report on only the current fiscal year.
  • The Report Columns: list box will show all of the columns currently defined for the report.
  • The Add button is used to move the contents of the Column Details over to the Report Columns: list box.
  • The Delete button is used to remove the current active column from the Report Columns list box and the line below it will be the new active column.
  • The Move Up button is used to take the current active column and make it switch places with the line above it.
  • The Move Down button is used to take the current active column and make it switch places with the line below it.
  • The Column Name: combo box contains a list of all the possible types of columns that the system allows on the report.
  • The Top Column Label: and theBottom Label: fields control the label that will appear on the column.
  • The Column Size: fields are in two parts. The first part applies to all fields and is the total size of the column. The second field is the number of decimal places for money or percent fields.
  • The Add to Total option is used to add money columns from any column to any total column.
  • The Subtract from Total option is used to subtract money columns from any column to any total column.
  • The Total Column combo box contains a list of all total columns defined for the report.
  • The Budget Categories combo box, (not shown) will only appear if a budget Column Name is selected and contains a list for budget categories.
  • The List Specs button is used to save the dialog box and will display a screen with all of the report specifications.
  • The Run Report button is used to save the current report definition and will start the Accounting Reports module .




    • Account Wizard is used to define the accounting groups that will be used for the various Account Reports. Account Groups define the lines that will appear on the report. A report is made of two parts, the columns which determine what values will be presented, and the lines which indicate the account numbers that will be reported. The columns are defined with Report Wizard and the lines are defined with Account Wizard.
    Security Level: To view - Read Only. To change account groups - Normal. To define a new account group - Manager. To delete an account group - System.

    Double clicking on the Account Wizard icon will bring up the Account Wizard report.

    The list will show all of the Account Groups that have been defined with Account Wizard and are accessible from the current fiscal accounting year.

    Double click on any line in the report to bring up the maintenance dialog box for that item.



    The following is a break down of the dialog box:

  • The Group Name field is the title description for the Account Group.
  • The Control Number, is a number found between the Group Name field and the Account Group Description button), is the internal system control number for this group.
  • The Account Group Description button is used to enter a text description for the Account Group.
  • The Account Categories button is used to classify the account group into one or more categories.

    • The Scope of Account Group area will determine which parts of the accounting system can use a particular group.

  • The Organization option will report on all funds and all fiscal years within the current organization.
  • The Accounting Fund option will report on all fiscal years within the current fund.
  • The Fiscal Year option will report on only the current fiscal year.
  • The Report Lines: list box will show all of the lines currently defined for the group.
  • The Add button is used to move the contents of the Report Row Detail over to the Report Lines: list box.
  • The Delete button is used to remove the current active line from the Report Lines list box and the line below it will be the new active detail line.
  • The Move Up button is used to take the current active line and make it switch places with the line above it.
  • The Move Down button is used to take the current active line and make it switch places with the line below it.
  • The Column Name: combo box contains a list of all the possible types of columns that the system allows on the report.
  • The Report Row Name combo box contains all possible types of line that the system allows on the report.
  • The Report Row Label field shows the label that will appear on the report.
  • The Accounting Fund combo box contains all of the funds in your organization.
  • The Account Number field shows the currently selected account number.
  • The Select Accounts button is used to select another account number.
  • The Display Line check box, if checked, will indicate that the line will be displayed with the report.
  • The Show as Money check box, if checked, will show money amounts with a money symbol such as the dollar sign ($). If not checked, then it will display money amounts as numbers.
  • The Add to Total option is used to add money columns from any column to any total column.
  • The Subtract from Total option is used to subtract money columns from any column to any total column.
  • The Total 1 - 9 check boxes are 9 total rows that are available to use. This does not mean you only have 9 total for an entire report but that you can only have 9 active at one time.
  • The List Specs button is used to save the current account group and will display a screen with all of the report specifications.
  • The Run Report button is used to save the current account group definition and will start the Accounting Reports module .




    • Schedule Wizard is used to define the criteria that will be used to select and report on specific accounting transaction links. A single schedule is made up of two different reports, a summary report and a detail report. A summary report will produce a single line for each specific object within the date period and are mostly object information. The majority of columns on the detail report are transaction fields that can be used as any column on the schedule. You can also define total columns and add other transaction links to the report.
    Security Level: To view - Read Only. To change schedules - Normal. To define a new schedule - Manager. To delete a schedule - System.

    Double clicking on the Schedule Wizard icon will bring up the Schedule Wizard list.

    The list will show all of the schedules that have been defined with Schedule Wizard and are accessible from the current fiscal accounting year.

    Double click on any line in the report to bring up the maintenance dialog box for that item.



    The following is a break down of the dialog box:

  • The Schedule Name field is the title description for the schedule.
  • The Control Number is a number found between the Report Name field and the Report Description button), is the internal system control number for this schedule.
  • The Schedule Description button is used to enter a text description for the schedule.

    • The Schedule Scope area will determine which parts of the accounting system can use a particular schedule.

  • The Accounting Fund option will report on all fiscal years within the current fund.
  • The Fiscal Year option will report on only the current fiscal year.
  • The Schedule Control combo box contains all objects that are currently linked to transactions.
  • The All option is used to provide a complete accounting of the selected object.
  • The Rev./Exp. option is used for any Profit and Loss type statement.
  • The Account Restrictions button is used to select one or more accounts on the chart of accounts.
  • The Summary Report option is used to create a series of detail reports.
  • The Detail Report option is used to create a report for one object at a time.
  • The Report Columns: list box will show all of the columns currently defined for the active report.
  • The Add button is used to move the contents of the Column Details over to the Report Columns: list box.
  • The Delete button is used to remove the current active column from the Report Columns list box and the line below it will be the new active column.
  • The Move Up button is used to take the current active column and make it switch places with the line above it.
  • The Move Down button is used to take the current active column and make it switch places with the line below it.
  • The Column Name: combo box contains a list of all the possible types of columns that the system allows on the report.
  • The Column Label: field controls the label that will appear on the column.
  • The Column Size: fields are in two parts. The first part applies to all fields and is the total size of the column. The second field is the number of decimal places for money or percent fields.
  • You can Add, Subtract, Multiply or Divide the amounts from any column to any total column on the report by clicking on the corresponding option.
  • The Total Column combo box contains a list of all total columns defined for the report.
  • The Held check box is only available with Total Column. If checked, this places a special condition on the total column to no longer be a running total, but to be a held total.
  • The Grand Total check box is only available for amount fields. If checked, then a grand total will appear on the column, otherwise the total line will be blank.
  • The Show Money check box is only available for amount fields. If checked, this would indicate that you want the regional money symbol to be placed in front of all the amounts in this column.
  • The All option is used to process every transaction that is otherwise qualified for this column.
  • The Debits Only option is used to process only transactions that have Debit Account numbers.
  • The Credits Only option is used to process only transactions that have Credit Account numbers.
  • The List Specs button is used to save the current schedule and will display a screen with all of the schedule specifications.
  • The Run Report button is used to save the current schedule definition and will run the schedule.


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    Last Modified: Thursday, January 05, 2012 at 6:00 PM.