Selecting the Accounts for a Line
The Line row type determines the accounts that appear on a financial statement, and how the account details are selected and printed.
On a Line row type you can select an individual account, or a range of accounts to be included on the report line. All of the transactions, for the period of the report, are selected for these accounts and summarized to produce the report line.
If you select a single account, you can print the account name as the description for the line. If you select an account range, you can enter a description to be used on the line.
Continuation Lines
If you want to include additional accounts in the same line, you can use the Continuation row type to identify the extra accounts. You can define as many continuation lines as you need, each one adding into the previous Line type.
This facility for adding accounts, or ranges of accounts, to another account or range means that, however you design your chart of accounts, you can extract the financial data you need onto a report.
Summarizing or Detailing the Accounts
By default, a single Line type row results in a single line on the report. If you identify a range of accounts on the Line type, and/or include Continuation rows, all of the transactions for the selected accounts are summarized on a single line.
Alternatively, you can select the Account Details option on the Line type to print each account selected in the Line type on the report. A separate report line is printed for each account.
Using Selection Criteria to Restrict the Account Transactions Selected
Sometimes you might only want to report on particular transactions, for the account or range of accounts identified on a Line type. You can identify up to three selection criteria to narrow down the transactions selected for the accounts.
For example, you might want to show the total marketing costs for each of three divisions on three separate lines in the report. The divisions are identified in a ledger transaction analysis dimension. You would select this analysis dimension as the selection criterion, and enter the analysis code ranges as follows:
| Line Type | Line Name | Account From/To | Selection Dimension | Code From | Code To |
| Line | Marketing Costs - Division 1 | 40000-49999 | Ledger Transaction Analysis Dimension 1 | 1 | 1zzz |
| Line | Marketing Costs - Division 2 | 40000-49999 | Ledger Transaction Analysis Dimension 1 | 2 | 2zzz |
| Line | Marketing Costs - Division 3 | 40000-49999 | Ledger Transaction Analysis Dimension 1 | 3 | 3zzz |
Excluding an Account from a Range
You may want a line to include a range of accounts, except for an odd account in that range. You can, of course, set up a line for the first part of the range, then add a continuation line for the second part of the range.
Alternatively, you can use the Reverse Sign option to exclude an account. You define a single line for the whole range of accounts, for example 10000 to 29999. You then set up a continuation line for the account you want to exclude, for example for account 25600. On the continuation line you set the Reverse Sign option. Account 25600 is initially included in the line total calculated by the first line, but the continuation line then subtracts it from this total. The printed result excludes account 25600.