Create Column Template for the General Ledger Balance File

This document explains how you create column templates used to display the results of a balance inquiry or period analysis in the general ledger.

The templates can be created for company level or division level specifically.

Outcome

The outcome is a definition of what values to show in each column in the balance file, for example, a comparison of budgeted values and actual values per period. Up to three columns are defined per template. The template can be connected to two other templates, thus allowing for up to nine columns to be displayed.

The parameter file (CSYTAB) is updated.

To review general ledger balances in 'GL Balance File. Display' (GLS215), select period, balance key, and a column template. If the template is connected to another template, press F20 and F19 to toggle between the columns in each template.

Before You Start

You have identified the company's financial monitoring needs in detail.

Follow These Steps

  1. Start 'Column Template - Balance Inquiry.Open' (GLS216/B).

  2. Enter a three-character ID. Click New.

  3. On the E panel, enter a description/name. To display additional columns, enter one or two previously defined column templates to be used when toggling to the right or to the left in (GLS215). Press Enter.

    Define Column Values

  4. On the G panel (if three columns were chosen) or on the F panel (if two columns were chosen), enter the column headings to be displayed in (GLS215) (required).

  5. Select value type 1:

    • 1 = Actual values
    • 2 = Budget values
    • 3 = Actual – quantity
    • 4 = Budget – quantity
    • 5 = Currency amount
    • 6 = Third currency
    • 8 = Value from column 1 (allowed in columns 2 and 3)
    • 9 = Value from column 2 (allowed in column 3).
  6. For calculations using two different value types in one column, select an operator and value type 2 (required).

  7. If you selected value types for budget values, enter budget number and version as well (required).

  8. In the 'Debit/credit code' field, define which amount to display:

    • 0 = Net amount
    • 1 = Only debit amount
    • 2 = Only credit amount
  9. In the 'Presentation of column value' field, select whether to display numerical values by division:

    • 0 = No division
    • 1 = Divide by 10
    • 2 = Divide by 100, and so on
    • --- 9 = Divide by 1,000,000,000.
  10. Select the number of decimal places to display in the column (0 = None, 1 = One decimal place, etc.).

  11. Select whether to display values for external or internal transactions or both:

    • 0 = External transactions only
    • 1 = Internal transactions only
    • 2 = All transactions.
  12. Continue with the following columns. Press Enter.

Example 1: Period Definitions

Here are some examples of how you use the 'From year', 'From period', 'To year', and 'To period' fields to select values. The equals sign, =, represents the current year or period.

From To
This Year Year Period Year Period
This period = = = =
Period opening balance = 00 = -1
Cumulated = 01 = =
Opening balance = 00 = 00
Whole year = 01 = 12
Remaining = +1 = 12
Rolling 12 periods = -11 = =
Next 3 periods = +1 = +3
Previous Year
This Period -1 = -1 =
Period opening balance -1 00 -1 -1
Cumulated -1 01 -1 =
Opening balance -1 00 -1 00
Whole year -1 01 -1 12
Remaning -1 +1 -1 12
Rolling 12 periods -1 -11 -1 =
Next 3 periods -1 +1 -1 +3

Example 2: Period Variance

You want to display the variance between actual costs for the previous period and the current period:

  Column 1 Column 2 Column 3
Column Heading Current Period Previous Period Variance
    Bno Bvs   Bno Bvs   Bno Bvs
Value type 1 1 0   1 0   8 0  
Operator +     +     -    
Value type 2 1 0   1 0   9 0  
From year/period = =   = =   = =  
To year/period = =   = -1   = =  
Debit/credit code 0     0     0    
Presentation of column value 0     0     0    
No. of decimal places 0     0     0    
External/ internal transactions 0     0     0    
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