To create and print out a report, you must first prepare a template. This guide describes how to create an annual report, but you can create all the different types of reports you need in Report Designer.

These are the steps you go through to create the report:

Set up account intervals for finance codes
Create report template
Use template company
Prepare closing sheet
Select global settings
Create sheets
Create notes
Include affiliated companies
Use report template to create report
Prepare closing sheet for individual client
Print out report.

Once you have created a template for an annual report, it can be used for all of your clients.

To reference the numbers from the closing sheet in the report, you first need to set up account intervals for your finance codes.

Finance codes are a set of codes that references the accounts in the chart of accounts. With this set of codes, you can specify in the template which accounts you want the final report to contain. Do as follows:

On the Settings tab menu, click Chart of accounts.
Click Finance codes at the top of the list area.


Fig. 1 The finance codes window

Fill in account intervals for the accounts you will need in your report. Use .. for intervals and separate several intervals with a semicolon, for example 1000..1999;2000..2999.
Click OK.

Note: If you already have access to default setups that include finance codes, you can copy them by clicking Copy default setup.

See how to use the finance codes under Prepare your accounts on page 10.

In Report Designer the first thing you have to do is create a report template. This template is used every time you print a report of the same type, in this case an annual report. You only have to make minor adjustments to print reports for your individual clients.

When you create a template, you must use a Template company. This is one of your clients with a typical chart of accounts. You need the data in the template company to set up the layout of your report, but once the template is finished, data from the template company will not be used.

You create a new template as follows:

Click Templates on the Administrator tab menu.
Click  New template at the top of the list area.
Enter a name for the template.
Select the Share template with others check box if you want to make the template available to other administrators within your company or affiliates.
Select a template company.
Click OK.

To open and start customising your template, do as follows:

Click Templates on the Administrator tab menu
Click  Apply to the right of the template you created.


Fig. 2 The Report Designer window. The icons and functions are explained in the appendix.

The closing sheet contains all the sums from your accounts in e-conomic. You use the numbers in the closing sheet to make up your report.

On the Closing sheet tab, you must:

Select periods for your template.
Set up the closing sheet columns.
Update the balance from e-conomic.
Prepare the accounts you want included in your report.


Fig. 3 The closing sheet tab. The balance has not been updated yet.

You specify periods in the Accounting year or Period fields. These are the periods that the sums of your accounts will be taken from. For the annual report, you select the relevant accounting year. You might want to make quarterly or monthly reports, and for these you set up time intervals using Period. Fill in the field using the format DDMMYYYY-DDMMYYYY. There is more information about this on page 43 in the Appendix.

In this example of an annual report, do as follows:

Select accounting year. This year will be the current year for your template.

The columns in the closing sheet are set up according to periods, but you also decide what type of figures you want to see in the individual columns.

On the global menu, click Closing sheet columns.

Fig. 4 Closing sheet columns window

Fill in the fields in the Closing sheet columns window as follows:

Function
Action

New column

Click this button to create a new column you can customise for your report.

Name

Type the name which will appear as the column heading.
Type

Select the type of figures that should appear in the column. See the example explaining the realised figures on page 43 in the Appendix.

Column display

Select between 1 column and 3 columns.
If you select 3 columns, you will not see them directly in the template, but they will appear in the reports created with this template. The sub columns will display the booked account figure, any post-entries and the total including the post-entries. See Fig. 5 on page 9.

Value

Select between amount and quantity1. For an annual report, you typically select Amount.

Period
Select which period the column covers. This can be the accounting year or a specific period. You define the length of Period 1 and Period 2 at the top of the Closing sheet tab.

+/- Period 


Select the period relative to the current accounting period. This will be labeled 0 years or 0 months depending on your choice of period. See Fig. 4.


Change the order of the columns by moving them up or down.


Delete column.



Click OK. The columns are displayed on your closing sheet.

Fig. 5 Report using a template with column display set to 3 columns. Notice the post-entries on account no. 1310.

When you have set up your closing sheet, update the balance from e-conomic. The figures from your accounts will be transferred to the closing sheet.

Click Update balance at the top of the Closing sheet tab.
Select the check box for the column you want to update, or select the check box in the heading to update all.
Click Update. The current balance is transferred to the closing sheet.
The Latest update column shows you when you last updated the balance.

Fig. 6 The update balance window

If you wish to hide all the rows that do not contain any values, select the “Hide rows with zero” box to the left of the “Show in Excel” link:


If you subsequently deselect the box “Hide rows with zero”, the rows with zero values will be displayed again.

To prepare your accounts, you must:

Enter numbers to further specify the individual accounts under each grouping.
Add up any account balances that you want to report in a more general item.

Do as follows:

On the Closing sheet tab, click the Code for the accounts you want to further specify.


Fig. 7 The code on the closing sheet tab.

Add a number to the accounts you want to refer to in your report. In this way, you can add op accounts with the same number. See an example of this on page 21.


Fig. 8 The code specification window.



If you want to add up the balances of some of your accounts and report them in a more general item, do as follows:

Give this account an alternative name. See Fig. 8 for an example of how to use this in The account interval on page 23.
Fill in the account number in the To account field.
Click OK to save the numbers to your closing sheet.
Press F5 to update the closing sheet.

When you have finished the individual account, click the green checkbox  to indicate for yourself that it is finished. Click the green check box in the top menu to see only the rows you have not yet finished.

Add a comment to a row, for example as a reminder to yourself to make further checks on an account.

Sort the accounts by number and by code by clicking the arrows in the Account and Code fields on the heading.

Click Account > to sort the accounts in ascending order.
Click Code > to sort the codes in alphanumerical order.

Before you add sheets to your template, click Global setup to select global settings for the sheets and the printouts. Here, you define the overall layout of your report.

Fig. 9 The global setup, where you select default settings.


Fill in the fields in the Global setup window as follows:

Function
Action

Default settings

Select the paper size/orientation, margins, font, font size, number format and row height in mm. These are all default settings that you can customise further for the individual sheets and cells.

Borders and underlines

Specify the thickness of the borders and lines for your cells.

PDF print settings

Setup your header and footer and indicate if you want to use a letterhead on the printed report. You can also select the colour of negative numbers on the printout. Note that you can set up your header and footer in 3 columns.

International settings

Format the currency and any country-specific separators and signs.

Closing sheet
Select these check boxes to customise your closing sheet. Select the Ignore Alternative name and Ignore To account check boxes if you are using a template with these functions activated and you do not want to use them.

Now that you have set up your closing sheet and done the global setup, you can create sheets for the report template. In an annual report you typically have pages with management’s review, company information, profit and loss statement and so on.
In the following sections, we will show you examples of how to set up a front page, a table of contents and a profit and loss statement.

First, you must add the sheets to the report template. Do as follows:

Click Sheets on the global menu.

Fig. 10 The sheet window

Fill in the fields in the Sheets window as follows:


Function
Action

New sheet

Click this button to create a new row, where you can customise the sheet for your report.

ID
This number is generated automatically. It is used for references.

Name

The name which will appear on the bottom tab of the sheet.
Paper size

Select the size and orientation of your sheet.
Margins in mm

Enter the left, right, top and bottom margins.
Repeat lines


Select lines that should be repeated on the top of each printed page, for example a heading for a financial statement covering several pages. If you want to repeat lines 1-4, write 1:4 in this field.

Repeat columns


Select columns that should be repeated on each printed page, for example if the columns exceed the page, you can repeat the item headings on the next page. If you want to repeat column 1, write 1 in this field.

Extra space

Select which column should receive the extra space if you have made a column inactive.

Insert a note, that is a sub sheet.

Reorganise the order of the sheets. The sheets will be printed in the order of this list.

Delete sheet.

The names of your sheets will be displayed on the tabs at the bottom of the window, like they are in a spreadsheet. The template is saved when you change sheet, note and tab, and when you click Save report in the global menu.


Set up your front page

There are several ways of setting up the front page. Fig. 11 is just an example of how you could set it up.

Fig. 11 A front page.

This front page consists of 3 columns, so first step is to delete any surplus columns and adjust the width and height of the fields. Do as follows:

Click the header of the column you want to delete. The column header is highlighted.
Click  Delete row or column and select the column. The column is deleted.
Click the column header in the middle. The column header is highlighted.
Click  Center to center the text in your column.
Click  Column width.

Fig. 12 The Column setup window.

Continued on next page

Fill in the Width field with your choice of width.
Decide where you want the company name displayed and click the row number.
Click  Row height and select your preferred row height.

Second step is to select a reference and insert a dynamic field for the company name. Do as follows:

Click the Reference drop-down menu at the top of the column where you want your year or date and select the relevant period (here, it is This year). The dynamic date field needs this reference to display the correct year.
Click the field where you want the company name.
Click  Insert dynamic field.


Fig. 13 The dynamic fields window.

Select Company name. [COMPANYNAME] is entered in your field. You use the text formatting icons to add Bold, Italics, or Underlined, to change fonts and font size and to select the position of your text. See page 51 in the Appendix for details.
Move down and type “Annual report” in the field.

Third step is to enter a dynamic date for the year of the annual report. Do as follows:

Click the field where you want the year.
Click  Format numbers and select Text. This is important, as otherwise your year will look like a number (2,007)
Click  Insert dynamic date.

Continued on next page

Fig. 14 The dynamic date window

Click your preferred date type under the heading Date type. In this example it is start date.
Select year, in this example 2008 (the field shows the format, not the actual year). The date format is displayed in the Selected dynamic date field.
Click OK. [BOPYYYY] is entered in your field.
Click the Preview tab. Your front page will look like this:

Fig. 15 Preview of a front page.

Set up your table of contents

Use the function Insert reference to make references to each of the sheets and create a table of contents.

Fig. 16 A table of contents.

The table of contents in Fig. 16 consists of only two columns, so delete the surplus columns and reformat the width of the remaining two columns as described on page 16.

Create your table of contents as follows:

Type a heading for each of the columns (in this example “Contents” and “Page”).
Type the sheet headings you want in your TOC.
For each of the sheet headings, select the relevant field in column B and click  Insert reference.

Continued on next page

Fig. 17 The References window

Select the relevant sheet under the heading Sheet and likewise under Note. If there are no notes on the sheet, you can only select Main sheet.
Select if you want to refer to one or more pages or to a note under Reference as appropriate.
Click Apply.

Note that you cannot see the page numbers if you click Preview. You can decide to skip pages when you print out, so the page numbers will not be displayed until the report has been printed to PDF. The table of contents will look like this on the printout, depending on your formatting of the sheets:

Fig. 18 Table of contents in the printed report.

Use the notes for specific calculations for your report. Here are some examples of how to do that. The first example shows how you add up several accounts from the closing sheet.

Add up items

Fig. 19 Closing sheet with codes and numbers added.

The first step is to add numbers to your accounts. Do as follows:

On the Closing sheet tab, click the code for the accounts you want to further specify. In this example, it is R.1.

Fig. 20 Adding numbers to accounts

Give the accounts you want to add up the same number.
Click OK.
Press F5 to update the closing sheet.


The second step is to create the note lines. Do as follows:

Open the note you want to use.


Fig. 21 Note sheet example

Select the relevant references to the closing sheet for the columns, here This year and Last year.
Enter the dynamic date for the year, [YYYY] in the relevant columns. Remember to format the numbers as text, using  Format numbers.
Add the dynamic field [NOTENO] and a relevant text – here “Turnover”.
Enter the items you want in your note.
Add the relevant codes and numbers from the closing sheet and exchange – with + if necessary. Note that a yellow triangle shows up in the top left corner of the cells that will be filled with figures transferred from the closing sheet.
Enter the sum formulae where you want them.
Enter a reference (1) in the  Row reference column on the sum row. This reference is used in the Profit and Loss Statement example below.

Fig. 22 Preview of the note sheet.

The account interval

This example shows you how easy it is to add names and totals of your accounts to the report. Do as follows:

On the Closing sheet tab, click the code for the accounts you want to further specify. In this example it is R.3.2.5.

Fig. 23 Closing sheet example

If you want to combine two or more accounts, in this example Telephone and Internet, enter the number of the main account in the To account field.


Fig. 24 The code specification window

To indicate that the account covers both telephone and internet, type that in the Alternative name field.
Open the note you want to use.

Fig. 25 Note sheet example

Format the note as you did above, but insert the dynamic field [ACCOUNT NAME].
Add the relevant code and select the  check box.
Enter the sum formulae where you want them.
Enter a reference (2) in the  Row reference column on the sum row. This reference is used in the Profit and Loss Statement example below.

Note: If you want the accounts from the account interval to be displayed with alternating background colour, do as follows:
Select the cells and click  Fill colour to select a background colour.
Click  Cell settings. The Cell settings window opens.

Continued on next page

Fig. 26 The formatting account interval part of the cell settings menu.

Select the Fill every other line with fill colour check box.
Click OK.

Fig. 27 Preview of note sheet with changing background colour.

Codes in the columns

This example shows you how you can display an overview of for example your tangible fixed assets. You can enter the individual asset groups as column headings. Do as follows:

Fig. 28 Closing sheet example

On the Closing sheet tab, click the code for the accounts you want to further specify. In this example, it is A.1.2.3 and A.1.2.4.

Fig. 29 The code specification window

Add a number to the accounts you want to refer to in your report. In this way, you can add up accounts with the same number.
Open the note you want to use.

Fig. 30 Note sheet example

Select the relevant references to the closing sheet for the columns. In this example they should both be This year.
Enter the code for the individual columns.
Type in the texts you want this note to display and enter the matching number for each row. In row 5 in Fig. 30, the “Acquisition opening balance” has no. 1, as this no. was added for the accounts Office equipment, acquisition opening balance and IT equipment, acquisition opening balance (see Fig. 28)
Add the sums for the subtotals and totals you want to add up.
For the relevant rows, exchange – with + if necessary.

Fig. 31 Preview of note sheet.

Note that you can see the original entries by clicking the numbers in the preview. Do as follows:

Click the number to open the Show details window.

Fig. 32 Show details level 1

Here, you can again click the numbers to see the individual entries.

Fig. 33 Show details level 2

To set up a Profit and Loss Statement, you enter your item headings and make references to the figures on the closing sheet. This example gives an impression of the possibilities of Report Designer.

Fig. 34 Excerpt from a Profit and Loss Statement

To set up a Profit and Loss Statement like in Fig. 34, first set up your columns. Do as follows:

Click the Reference drop-down menu at the top of columns C and D to select closing sheet column. In this example, it is This year and Last year.
Format the columns to your preference, using the  Column setup function.
Type your heading with the appropriate dates, using the  Dynamic date function.
You might have to merge the cells across the row to make room for your heading. Select the cells and click  Merge cells across.
Type the dynamic date for the year, [YYYY] in the relevant columns. Remember to format the numbers as text, using  Format numbers.
Type relevant column headings for columns B, C and D. Here it is “Note”, “DKK” and “DKK Thousands”.
Select column D with the heading “DKK Thousands”. Click  Format numbers and select 1 Rounded (‘000s). In this way, last year’s figures are displayed as thousands.

Second, fill in your item texts and enter calculations and references. To create a reference to a note, do as follows:

Type your item text. In this example we use “Net turnover”.
Select cell B6.
Click  Insert reference and select Notes, Turnover and Note number. In this way you insert a reference to the number under the Note heading.

Fig. 35 Insert reference to note.

Select cell C6.
Click  Insert reference and select Notes, Turnover, 1 and C. In this way you insert a reference to the sum from column C on the “Turnover” note. You refer to the  Row reference on the “Turnover” note that you can see on page 21.

Fig. 36 Insert row reference.

Select cell D6.
Click  Insert reference and select Notes, Turnover, 1 and D. In this way you insert a reference to the sum from column D on the “Turnover” note.

To create a code reference to the closing sheet, do as follows:

Type your item text. In this example we use “Expenses for raw material, other material and goods for resale”.
Make a code reference to the closing sheet. Select a code (in this case R.2) for the relevant accounts on the closing sheet. The cells C8 and D8 are marked with a yellow triangle, indicating that they will be filled in for the report.

The balance from all accounts marked with the code R.2 makes up this item.

To calculate a sum, do as follows:

Type an appropriate item text, in this example “Gross profit”
Enter the sums by typing =SUM(<FromColumnRow>:<ToColumnRow>), here =SUM(C6:C9).

Select the  check box if you want to reverse the numbers.

Set up the rest of your items in the same way.

You can see the individual notes in detail under Create notes on page 21.

You can see the preview of the statement in Fig. 37:

Continued on next page

Fig. 37 Preview of the Profit and Loss Statement.

As you can see, the note references all show up as 1. This is because the references to the note numbers are not final until the printout, which will look like this:

Continued on next page

Fig. 38 Printout of Profit and Loss Statement.

Report Designer also allows you to set up reports for affiliated companies. In the report template, you make a reference to one or all of your affiliated companies. Do as follows:

Fig. 39 Affiliated companies row

Add a column for each of the affiliated companies you want to include in the Profit and Loss Statement.
Select a reference for each of the columns. In this example, it is This year.
Type a number between 1 and 9 in the Affiliated company field for each of the columns. The last column in Fig. 39 will be used for the total.

You select affiliated companies when you create the actual report. See page 38 for details.

When you have created the template, you can use it to generate reports for different clients. Do as follows:

On the Administrator tab, select either Client invoicing or Administrator invoicing.
Click  Reports to the right of the relevant company.
At the top of the list area, click  New report.
Type a name for this report.
Select the template you want to use.
If you want to let your client see and print out the report, select the check box Company access.
If you want to let your client select accounting year and periods, select the check box Allow date editing2.
If you want the figures to be automatically updated when the report is printed, select the check box Auto update at print.
Click OK.

To open and start preparing the closing sheet for the report, do the following:

Click  Reports to the right of the relevant company.
Click  Apply to the right of the relevant report. The Report Designer window opens.
Click the Closing sheet tab.

Fig. 40 The closing sheet tab on the new report.

On the Closing sheet tab, you can:

Specify periods for your report3
Update the balance from e-conomic
Select items for your report
Add post-entries, if necessary
Include affiliated companies, if you want
View the accounts of affiliated companies
Export the closing sheet to Excel.

When you open the report, you start out by assigning accounting year or periods to the accounts you want to see summed up in your report. Do as follows:

Select accounting year in the Accounting year field. This year will be the current year for your report.
If you want your template to cover a different period than an accounting year, for example a quarter, you can use the Period 1 and Period 2 fields. Fill in these periods with DDMMYYYY-DDMMYYYY.

Click Update balance at the top of the Closing sheet tab.
Select the check box for the column you want to update, or select the check box in the heading to update all.
Click Update. The current balance is transferred to the closing sheet.
The Latest update column shows you when you last updated the balance.

Fig. 41 The update balance window.

The template for your report has used finance codes to generate the balance sheet and the P&L statement. You add these codes to your accounts to make the report. Do as follows:

On the Administrator tab, select either Client invoicing or Administrator invoicing.
Click Administer to the right of the relevant company.
On the Settings tab menu, click Chart of accounts.
Click  Finance codes at the top of the list area.

Fig. 42 The finance codes window

Fill in account intervals for the accounts you will need in your report. Use .. for intervals and separate several intervals with a semicolon, for example 1000..1999;2000..2999.
Click OK.

See how to use the finance codes under Prepare your accounts on page 10.

If you have to add post-entries as you are creating the report, you can do it from the closing sheet. Do as follows:

Click Post-entries at the top of the Closing sheet tab.
Click New entry to create a new line.

Fig. 43 The post-entries window.

Fill in the line with the relevant information. If you want to, you can add a text for the post-entry.
Select the entries you want to book and click Book, or click OK if you want to add more post-entries before you book them.

If you have subsidiaries or other affiliated companies that you want to include in your report, you can add them in the Affiliated companies window. Do as follows:

Click Affiliated companies on the global menu.
Click Add company to create a new line.

Fig. 44 The affiliated companies window

Select a company in the Agreement no. column by clicking .
Click OK.

Note: The numbers in the Affiliated companies window must match the numbers in the Affiliated Company row of the report template. See page 33 for details.

When you have added affiliated companies, you can browse through their closing sheets. Do as follows:

Select company on the Affiliated company drop-down menu. The selected company’s accounts are displayed on the closing sheet.

Fig. 45 Affiliated company drop-down menu

Select “blank” to return to the parent company.

Export closing sheet to excel

If you want to save your selections in Excel, click the Show in Excel link at the top of the closing sheet.

When you have finished your report and want to print it out, do as follows:

On the Global menu, click Print report.
Fill in the Print report window as described on page 47.
Click OK. The report is displayed in PDF format in a separate window.
Click Save report.

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