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If you have permission to customize statements, you can design your own version of a Profit and Loss statement and Balance Sheet statement by defining the columns that they contain, giving you much greater flexibility in the layout and the analysis capabilities. You can save your column configurations in the form of layouts, then when you switch to a different version of the Profit and Loss statement, you can apply the saved layout. So you can mix and match your column layouts to have lots of versions of each statement.

View the column configuration

Within a Profit and Loss or Balance Sheet statement, click the Columns > Customize Columns. The Customize Columns window displays a representation of the columns that are currently in the statement.

You can can edit or delete the existing columns and add new columns, as outlined below.

Edit or hide a column

  1. Edit the name of the column, if required: Click in the name box and overwrite the name as required.

  2. Edit the setup of the column, if required. The setup options that are available depend on the type of column (see table below).

  3. Select the Column is Hidden checkbox, if you want to hide the column in the statement. This option is useful if you are using a Variance column but do not want to display the two underlying columns. Similarly, if you are using a Calculation column (coming soon), you might want to display the result of a calculation but hide the elements of that calculation.

  4. Continue customizing the columns or click OK to view your changes in the statement.

Delete a column

  1. Click the column’s Delete button. The column is deleted immediately.

  2. Continue customizing the columns or click OK to view your changes in the statement.

Move a column

  1. Click and hold the column’s Move button on the left side of the name (a blue box displays around the row), then drag the item left or right to its new position.

  2. Continue customizing the columns or click OK to view your changes in the statement.

Add a new column

  1. Click the New Column button and select one of the following column types: Total, Variance, Periods, Calculation or Spacer (see descriptions in table below).

  2. Enter a name for the column.

  3. Set up the column as required (see setup in table below).

  4. Move the column to another position (see above), if required.

  5. Continue customizing the columns or click OK to view your changes in the statement.

Column Type

Description and setup

Total

This is the type of column format used by the standard Current, Previous and Budget columns in the Columns menu.

  1. Select a stream (dataset) from the Column Contains list. The streams that are available are the same as those in the Current menu. See Change the current and budget dataset.

  2. Select a period from the Period list or click the Custom option and proceed to create your own period.

Variance

This is the type of column format used by the standard Variance column in the Columns menu. It displays the difference between the values in two other columns, such as the Current and Previous columns. Whereas the standard setup displays both the value and percentage of the variance, when customizing this column you have the option to display the value only or the percentage only. You can also select the columns on which to calculate the variance.

  1. Select the column you want to start with from the From list (this is the column from which you will subtract the other column).

  2. Select the column you want to subtract from the Subtract list.

  3. Select how you want to show the variance as: Value and percentage, Percentage only or Value only.

Sum

This is a new type of column. It allows you to add the values in two columns and display the sum of in a new column. You can add any two of the Total columns together, and you can add a column to itself.

  1. Select one of the columns you want to add from the Add list.

  2. Select the other column you want to add from the To list.

  3. Hide the other columns, if you only want to display the Sum column in the statement.

Periods

Coming soon - This is the type of column format used by the standard Periods columns in the Columns menu. It displays columns for each moment contained within a custom period.

Calculation

Coming soon - This is a new type of column. It allows you to do a calculation based on the other columns, and display the calculation results in a new column.

Spacer

Coming soon - This is a new type of column. It allows you to add some formatting to the statement by inserting white space between the columns.

Save your new column configuration as a layout.

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