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This text refers to program version 4.0  

Balance Sheet - Defining

You can define the structure of the Balance Sheet to suit your requirements. The following example illustrates the set-up process.

To change the report definition of the Balance Sheet, first select 'Settings' from the File menu and double-click 'Report Settings' in the subsequent list. Then, highlight 'Balance Sheet' in the list on the left-hand side of the 'Report Settings' window and click the [Definition] button. The 'Definition of Balance Sheet: Browse' window is opened.

The window shows the Balance Sheet row by row, as it has been presented up to now. The rows are numbered 10, 50, etc., so there is room to insert new rows in between.

Double-click the first row, "10: Fixed Assets".

The 'Definition of Balance Sheet: Inspect' window is opened, showing the current definition of the row.

The number identifies the row in the Balance Sheet, and the Text "Fixed Assets" is printed as a heading for a group of Accounts when the report is sent to the screen or to the printer.

In the Accounts field a sequence of Account numbers has been entered. An alpha sort is used so, in the example illustration above, "600:69999" effectively means that all Accounts whose first digit is "6" are to be used.

Of the four Type options, "Accounts" has been selected to indicate that each of the Accounts in the number interval will be presented individually. After the last Account in the group, a total for the group will be printed.

The Account Type is "Asset". The Account Type concept is explained here.

The Side and Active/Passive options are described on the Special Features of the Balance Sheet page.

The table can be used to enter various translations of the Text (i.e. the report heading or sub-heading). Specify a Language in the first column using 'Paste Special' if necessary, and the appropriate translation in the second column. There is no need to enter a row for your home Language. When printing the report, you can specify which Language is to be used.

The Extra Code is used in Russia where the Balance Sheet is printed using a standard report design that includes line numbers: use this field to specify the correct line number for this row of the report. The Extra Code only appears on the report when it is produced using the No Comparison option.

The Accounts field consists of three rows, with room for a definition 300 characters long. As alternatives to specifying a range of Accounts, you can also specify a number of individual Accounts, or ranges of Accounts, separated by commas. If a range of Accounts is entered with the highest number first, the Accounts in that range will be presented in reverse order. For example, the sequence "605:601,626,651:655" will appear as follows in the printed report:

If you click the [Next Record] button (on the left-hand side of the Button Bar) or select 'Next' from the Record menu, the next definition row, number 25, "Cash in Hand & at Bank", is shown. This definition contains a range of Accounts : 700 to 739999. This row is of the type "Accounts", and of the "Asset" Account Type.

!	If you move from record to record by clicking the [Next Record] or [Previous Record] buttons, remember that any changes you make will be saved. If you don't want to save the changes, you must use the close box, or click [Cancel].

Click forward to number 40, "Total Current Assets". Here the values of rows 25, 30 and 35 are added together, and the result is shown on line 40 with the heading "Total Current Assets". The Type is "Sum" and the Account Type is still "Asset".

In this way the Balance Sheet is designed, row by row.

When you have finished with the last row, if you want to save your changes, click [Save], or else close the window with the close box. Then, close the list of definitions using the close box once again.

The new Balance Sheet report is now ready to print.

!	Hansa comes with a standard Chart of Accounts and a set of Report Definitions. This is a well structured Chart, with systematic groupings of Accounts. It is suitable without any changes for most small or medium companies, but it is also easily modified by yourself or your financial adviser.

If you stay within the structure of the Chart (e.g. avoid putting Liability Accounts among the Assets!), there is no need to alter the definitions. But remember, it is a good idea to print a test Balance Sheet to see if your definitions produce exactly what you expect.

Inserting a Row in the Balance Sheet

1. Ensure you are in the Nominal Ledger, then open the 'Settings' list window and double-click 'Report Settings' in the subsequent list. Then, highlight 'Balance Sheet' in the list on the left-hand side of the 'Report Settings' window and click the [Definition] button.
   

   The 'Definition of Balance Sheet: Browse' window is opened.
   

2. Click [New] or highlight a row similar to the one you are creating and click [Duplicate]. An empty form or a copy of the highlighted row is opened.
   

3. Enter the information for the new row. Remember to give the new row a number that will insert it in the right place in the Balance Sheet. (e.g. if you want to insert a row between rows 30 and 40, you can use 35.)
   

4. Click [Save] and close the window, or click the close box to cancel. You will be returned to the 'Definition of Balance Sheet: Browse' window, where the new row is shown in its proper place in the list.

Deleting a row from the Balance Sheet

1. Ensure you are in the Nominal Ledger, then open the 'Settings' list window and double-click 'Report Settings' in the subsequent list. Then, highlight 'Balance Sheet' in the list on the left-hand side of the 'Report Settings' window and click the [Definition] button.
   

   The 'Definition of Balance Sheet: Browse' window is opened.
   

2. Double-click the row you want to remove, to show its definition window.
   

3. Select 'Delete' from the Record menu. The row is deleted from the Balance Sheet and the definition for the following row is shown in its place.
   

4. Close the window. You will be returned to the 'Definition of Balance Sheet: Browse' window.

!	You cannot undo the deletion of a row in the Balance Sheet.

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