If you have permission to manage financial statements, before you start customizing your statements, it is important to understand the link between each of your statements and the dimensions in your financial database. it is also important to understand that the financial database can be viewed in both the Financial Statements and Analytics modules.
Statement details
In Financial Statements, when you click the Customize statements link in the Statements menu, you open the Statements window, where you get a grid with the following details about your statements:
Name - The name of the financial statement. This is the name that displays in the Statement menu when you open the database in Financial Statements.
Type - The type of statement, which can be a Profit and Loss, Balance Sheet, Cash Flow or Trial Balance.
Top Level Dimension - This is how the accounts are mapped or grouped for each statement. You use these dimensions to analyze the underlying data in Analytics. Learn more about this important link in the next section.
Is Default? - Whether or not the statement opens by default when a user selects the statement type from the Stream menu in Analytics. There is only one default for each type of statement. This setting is for reference purposes only, you cannot change it.
Enabled - Whether or not the statement is available in the Statements menu for users. If the checkbox is selected, the statement is available. Clear the checkbox to hide the statement from users.
The following image matches the details in the Statements window with their corresponding elements in the Financial Statements and Analytics modules.
Above the grid is the Account Restrictions button, which allows you to restrict access to accounts. This removes the ability for users to drill down to view transactions for the accounts. See Restrict access to accounts.
Top level dimensions
As explained in the previous section, each statement is linked to a top level dimension which determines how the accounts in the statement are grouped (mapped). In other words, a dimension is an account grouping.
The Category dimension is the default dimension for the Profit and Loss and Balance Sheet statements. Classification is the default dimension for the Cash Flow. The Trial Balance is not linked to a dimension. The default dimensions display in the dimension list in Financial Statements. If you add custom dimensions, they do NOT display in the dimension list in Financial Statements but they do display in Analytics (along with the default dimensions).
When you create a financial statement, a new custom dimension is automatically created for you with the same name as the statement. However, you can select a default dimension or one of the other existing dimensions instead.
The dimension (grouping) you select is carried through to the next screen in the statement setup process, where on the Accounts tab, you get a grid with the following details about your accounts:
Account Code
Name
Category - The Category column relates to the Profit and Loss statement and the items in this column will not change. This is for information purposes to help you map accounts to your selected dimension.
Mapping - The Mapping column represents the selected dimension and this is where you map the accounts in the statement to the corresponding groups in the dimension. We recommend you customize these mappings to meet your needs rather than leaving them as they were created during the Phocas implementation process. The Mapping column does not give the dimension name so you should keep note of the dimension you are using.
If you selected Category as your dimension, you will be mapping into that dimension. Later, when you open up the statement setup, you will see two columns next t the account name, Category and Mapping.
If you are using a custom dimension, you will be mapping into that dimension, even though you see the Category column in the grid. This is just for reference purposes only. This becomes more clear after you complete ehte statement setup and rebuild the databsase, when you reopen the statement setup, you will see an additional column for the dimension next to the Category column.
