SAGE MAS INTELLIGENCE 90 AND 200 REPORT DESIGNER EXERCISES

SAGE MAS INTELLIGENCE 90 AND 200 REPORT DESIGNER EXERCISES

MAS Report Designer Exercises... 3 Exercise 1... 3 Solution 1... 3 Exercise 2... 8 Solution 2... 8 Exercise 3... 13 Solution 3... 13 Exercise 4... 17 Solution 4... 17 Exercise 5... 27 Solution 5... 27 Exercise 6... 28 Solution 6... 28 Exercise 7... 31 Solution 7... 31 Report Designer Glossary... 37 Useful Links and Contacts... 39

MAS Report Designer Exercises The following exercises have been created to familiarize the user with the Report Designer functionality. These Exercises were done on the MAS 90 demonstration data, (ABC Distribution and Service Corp) the dates used were 2010 and Original budget. You can however use any data to complete the exercises, as the concept and functionality is the same. Exercise 1 Create and Income Statement, (Profit and Loss) showing Actual figures for each month, for the first Quarter of the Year. Solution 1 1. Run the Designer Report from the Report Manager Interface. For the following exercises we will be running the Financial Reports Designer. Select the Financial Reports Designer Report in the Designer folder and select the green run button. 2. If you are using the ABC Distribution and Service Corp demo data then select the Fiscal year 2010 and the ORIGINAL budget as parameters. The Excel workbook will open.

3. Please note if you have unmapped accounts the mapping tool will open. (See appendix 1 for a guide on how to use the Mapping tool). Once you have mapped your accounts you can continue to design your report. 4. Launch the Designer. 5. The Designer will open, select New Layout. 6. Give your New Layout a Name - for example: Exercise. Select Next.

7. The Designer Layout Interface will open. And you can now start to design your report. 8. To select fields, select the Text Columns tab and click on the fields you would like to add. In the Text Columns Area you are going to Add the following fields: Account AccountDescription 9. Add a field/s to Group by: Group by: PrimaryGrouping (This is a mandatory field) And then Group by: MainAccountDescription

10. To select Row fields, select the Rows tab and click on the fields you would like to add. Select the Row Fields: Sales Cost of sales 11. You can select and drop spacers between the fields to neaten the report when it is delivered in Excel. 12. To select Column fields, select the Columns tab and click on the fields you would like to add. Select the Column Fields: Activity Period 1 Activity Period 2 Activity Period 3 Activity Q1

13. The layout should be as follows:- 14. Generate the report. 15. The Income Statement, (Profit and Loss) showing Actual figures for Activity Period 1, 2 and 3 and Activity Quarter 1 of the Year delivered in Excel.

Exercise 2 Create a basic Expense Schedule, showing your expenses for Period 1 of 2010 through to Period 12 of 2010, versus your Expenses for the Prior Year. Solution 2 1. Run the Designer Report from the Report Manager Interface. Launch the Designer. 2. The Designer will open, select New Layout. 3. Give your New Layout a Name - for example: Expense Schedule. The Designer Layout Interface will open. And you can now start to design your report.

4. To select Text Column fields, select the Text Columns tab and click on the fields you would like to add. In the Text Columns Area you are going to Add the following fields: Account AccountDescription 5. Add a field/s to Group by: Group by: PrimaryGrouping, (This is a mandatory field) And then Group by: MainAccountDescription 6. To select Row fields, select the Rows tab and click on the fields you would like to add. Select the Row Field: Expenses 7. You can select and drop spacers between the fields to neaten the report when it is delivered in Excel. 8. Instead of selecting each field from the Columns tab for the Period 1 Period 12 of 2010, you can use the AUTO button. This will quickly add the Actual and Prior year figures to the Column area. To do this, select the Auto Button. Check the ActivityPeriod box, (Actual) and select the PYActivityPeriod, (Prior Year) button. The fields for Actual vs. Prior will be automatically inserted to the Column area.

9. The layout should be as follows:-

10. Generate the report. The Expense report will be delivered in Excel. You can then choose to view at high level as below. 11. Or you can choose to view your Expenses at a more detailed level, by changing the grouping levels in Excel.

Exercise 3 Create and Income Statement showing the 1 st half year Actual figures versus the 2 nd half of the year Budget Figures. Solution 3 1. Run the Designer Report from the Report Manager Interface. Launch the Designer. 2. The Designer will open, select New Layout. 3. Give your New Layout a Name - for example: Exercise 3. The Designer Layout Interface will open. And you can now start to design your report. 4. To select fields, select the Text Columns tab and click on the fields you would like to add. In the Text Columns Area you are going to Add the following fields: Account AccountDescription 5. Add a field/s to Group by: Group by: PrimaryGrouping (This is a mandatory field) And then Group by: MainAccountDescription

6. To select Row fields, select the Rows tab and click on the fields you would like to add. Select the Row Fields: Sales Cost of sales Other Income 7. Add the following Calculated Fields Gross Profit (GP) Gross Profit % (GP %) Total Income (TI) Total Income % (TI %) Net Profit/Loss before Interest and Taxation (NPBIT) Net Profit/Loss before Interest and Taxation % (NPBIT %) Net Profit/Loss after Taxation (NPAT) Net Profit/Loss after Taxation % (NPAT %)

8. You can select and drop spacers between the fields to neaten the report when it is delivered in Excel. 9. Instead of selecting individual fields from the Columns tab to select to the columns area, you can use the Quarters button.

10. You can use the Quarters buttons to quickly add the Actual 1 st half of the year figures and 2 nd half of the year budget figures to the Column area. The layout should be as follows:- 11. Generate the report. 12. Your Income Statement, (Profit and Loss) showing Actual figures for the 1 st half of the year versus the 2 nd half of the year budget figures is delivered in Excel.

Exercise 4 Create and Income Statement, (Profit and Loss) showing Actual figures for each month for the first Quarter of the Year. (Period 1, 2.3). And add the calculated fields Gross Profit and Gross Profit %. Solution 4 1. Run the Designer Report from the Report Manager Interface. Launch the Designer. 2. The Designer will open, select New Layout.

3. Give your New Layout a Name - for example: Exercise 4. The Designer Layout Interface will open. And you can now start to design your report. 4. To select Text Column fields, select the Text Columns tab and click on the fields you would like to add. In the Text Columns Area you are going to Add the following fields: Account AccountDescription

5. Add a field/s to Group by: Group by: AccountCatDescType, (This is a mandatory field) And then Group By: MainAccountDescription

6. To select Row fields, select the Rows tab and click on the fields you would like to add. Select the Row Fields: Sales Cost of sales 7. You can select and drop spacers between the fields to neaten the report when it is delivered in Excel. 8. Please note you may need to switch the signs for Revenue from negative to positive. As you know that all Revenue, other Income etc are recorded as negative in an Accounting System. So in order to have the correct figures in Excel you need to change the signs. 9. To do this you will use the Toggle Switch. Select the field you need to change from negative to positive or vice a versa. Select on Revenue button, right select and the Toggle Switch option will open. Select Toggle Switch. The Field will be now changed. You can check which field signs have been changed as they have switch in the button below the field text.

10. To select Column fields, select the Columns tab and click on the fields you would like to add. Select the Column Fields: Activity Period 1 Activity Period 2 Activity Period 3

11. Add the Calculated Fields Gross Profit and Gross Profit %. To do this right select in the calculated fields area.

12. The formula builder interface will open. 13. To add GP. Select Revenue from the standard items, and select minus from the function items, and select Cost of sales. (Revenue Cost of sales = GP). Select Save. You will then need to name the formula: GP. The button will now be available to use in the calculated fields area.

14. Repeat for GP%. (Revenue Cost of Sales)/Revenue. And select the Percentage button.

15. The calculated fields will now be available to select into the Row area.

16. The layout should be as follows:-. Your Income Statement, (Profit and Loss) showing Actual figures, for each month for the first Quarter of the Year delivered in Excel. Including the 2 new calculated fields that you added. (GP and GP %)

Exercise 5 Using the same report created in Exercise 4; use the change month button to view the figures for Activity Period 1 only. Solution 5 1. Open your report in from Exercise 4. Select the change month button from the BI Tools tab. 2. The Change month window will open. Select Period 1, from the drop down list. 3. Only the figures for Period 1 will appear.

Exercise 6 Using the Report Created in Exercise 4. Use the What if Analyzer to increase the Period 1 Revenue by 45% and decrease the Period 3 Cost of Sale by 35%, to see the changes it has on your Gross Profit and Gross Profit Percentage. Solution 6 1. Open your report in from Exercise 4. Select the What if Analyzer button from the BI Tools tab. 2. The What if Analyzer window will open. You can now use the What if Analyzer to select the cursors to Increase the Period 1 revenue by 45% and decrease the Period 3 Cost of Sale by 35%.

3. By increasing the Revenue % by 45% the figures in the spreadsheet will change dynamically. 4. By decreasing the Cost of sales by 35% the figures in the spreadsheet change dynamically.

Exercise 7 Create and Income Statement for the Actual figures for Period 1 Period 3 of 2010, Grouping by Company Name across the Top of the Report. Solution 7 1. Run the Designer Report from the Report Manager Interface. For the following exercises we will be running the Financial Reports Designer. Select the Financial Reports Designer Report in the Designer folder and select the green run button. 2. If you are using the ABC Corporation demo data then select the Fiscal year 2010 and the ORIGINAL budget as parameters. The Excel workbook will open. 3. Launch the Designer.

4. The Designer will open, select New Layout. 5. Give your New Layout a Name - for example: Exercise 7. Select Next. 6. The Designer Layout Interface will open. And you can now start to design your report.

7. To select fields, select the Text Columns tab and click on the fields you would like to add. In the Text Columns Area you are going to Add the following fields: Account AccountDescription 8. Add a field/s to Group by: Group by: PrimaryGrouping (This is a mandatory field) And then Group by: MainAccountDescription

9. To select Row fields, select the Rows tab and click on the fields you would like to add. Select the Row Fields: Sales Cost of sales 10. You can select and drop spacers between the fields to neaten the report when it is delivered in Excel. 11. To select Column fields, select the Columns tab and click on the fields you would like to add. Select the Column Fields: Activity Period 1 Activity Period 2 Activity Period 3 Activity Q1 12. To Group by Company Name cross the top, select Group by in the Column area and select Company Name.

13. The layout should be as follows:- 14. Generate the report.

15. The Income Statement, (Profit and Loss) showing Actual figures for Activity Period 1, 2 and 3 and Activity Quarter 1 of the Year delivered in Excel.

Report Designer Glossary New Layout This option will allow you to create a report from scratch Load Layout Exit Text columns This would bring up existing report layouts will close down the Report Designer Select fields here that you want to see at the most detailed level on your report Toggle Switch Row Area Column Area Auto Button Allows you to change the sign, (- or +), of field. For example converting Revenue from a negative value to a positive value. Select fields here that you want to see down the left of your report. Select fields here that you want to see across the top of your report The auto selection button allows you to quickly create a layout, without having to select individual fields into the column area. Quarters Button The Quarters Selection allows you to add quarters and half year figures automatically. Report Filter Formula Builder Interface Generate Search BI Tools Launch Refresh data Change Month What if Analyzer Quick Generate Quick Edit The Report Filter is like a Page Field on a pivot table. It creates a dropdown on the layout that allows one to view different filters on the data This is the screen that allows you to add new, edit or delete calculated fields. Generate your report layout into Excel This function will allow you to search the rows and columns area for specific fields. This is the Tab in Excel which includes all the Report Designer functions. Open the Report Designer in Excel Refreshes the data in your workbook. For example if someone has added new accounts in your accounting package the refresh data will bring through all new accounts. allows you to change the month and bring through the data for the specified months The What if allows you to dynamically change figures in your spreadsheet and thus assist you when forecasting/ budgeting or creating projections This is a drop down menu of all the report layouts you have previously saved. Instead of opening up the Report Designer to run your layouts, you can simply run them from the Generate Layout menu This allows you to quickly edit a report without having to launch the Report Designer from the main menu.

Report Tools Report Tools is a drop down menu found in the Add-Ins tab in Excel. Report Tools: Drill down Report Tools: Hide Zero Rows Report Tools: Quick Pivot Report Tools: Format Pivot Mapping Tool Allows interrogation of data directly from within your Excel Reports. A common scenario might be where one high level Report needs to drill down to line level transactional Data in other reports. As a fast interrogation method the Drill-Down tool allows individual Reports to be executed with parameters based on Excel Cell values Is an add-in which can aid in the analysis of data. Specifically the tool allows rows within a selection to be hidden based on a Zero value in a specified column. This can be particularly useful when viewing financial type reports Is a fast tracking reporting wizard which you can use to very quickly create a pivot table from your raw data Allows you to format your Pivot table. before being able to generate any layouts you need to assign all General Ledger items in the Unmapped System Account Categories section to the Financial Categories sections

Useful Links and Contacts Sage MAS 90 and 200 Sage MAS 500 Publisher/Product URL: www.sagemas.com www.sagemas.com Product Update URL: www.sagesoftwareonline.com www.sagesoftwareonline.com Support Contact: tools.na@sage.com Support.MAS500@sage.com. Support URL: www.sagesoftwareonline.com www.sagesoftwareonline.com Support Phone Number: 800.854.3415 800.854.3415 Sage MAS 90 and 200 Sage MAS 500 Academy/University www.sageu.com/mas90 www.sageu.com/mas500 Knowledgebase www.sagesoftwareonline.com www.sagesoftwareonline.com Online Community http://community.sagemas.com http://community.sagemas.com Website Home www.sagemas.com www.sagemas.com

Appendix 1 Mapping tool Guide Using the Mapping Tool In most instances when you are running a standard report from the report designer your System Categories will automatically be mapped to Reporting Groups. If you have added any new System Categories, these will appear as Unmapped System Categories when the report is run again and you will need to map these to Reporting Groups. You will not be able to generate any reports until you have assigned all of your Unmapped System Categories into Reporting Groups. To understand the Mapping Tool window please be aware of the definitions below: System Categories These are extracted as you have created them in your source system UnMapped System Categories These are System Categories from your source system that must be mapped to designated Reporting Groups in order to be used in report layouts. Mapped System Categories These are System Categories that have been mapped to designated Reporting Groups and can be used in report layouts

Reporting Groups These Reporting Groups can be used to generate multiple report layouts If your accounts need to be mapped please use the process below. 1. Select the Reporting Category on the right 2. On the left, in the Unmapped System Categories section, select the category to map to the Reporting Category selected in step1. Multiple categories may be selected by holding down the Ctrl key and clicking on the category 3. Click Add 4. Once completed, click OK Once this has been done you should create and link the workbook as a template file back to the Report Designer report in the Report Manager. This will ensure that your mappings are saved for the next time you run out the report. For example, if you are mapping financial categories which make up your System Categories you will need to map them against a designated Reporting Group. The Reporting Group provided in this example have been created in accordance with IFRS and GAAP standards ensuring that reports are generated in accordance with these accounting standards. Mapping Tool Glossary Dividends are payments made by a corporation to its shareholder members. It is the portion of corporate profits paid out to stockholders. When a corporation earns a profit or surplus, that money can be put to two uses: it can either be re-invested in the business (called retained earnings), or it can be paid to the shareholders as a dividend. Many corporations retain a portion of their earnings and pay the remainder as a dividend Long term borrowing, in economics, is the period of time required for economic agents to reallocate resources, and generally re-establish equilibrium. The actual length of this period, usually numbered in years or decades, varies widely depending on circumstantial context. During the long term, all factors are variable. A sale is the pinnacle activity involved in selling products or services in return for money or other compensation. It is an act of completion of a commercial activity Cost of Sales includes the direct costs attributable to the production of the goods sold by a company. This amount includes the materials cost used in creating the goods along with the direct labor costs used to produce the good. It excludes indirect expenses such as

distribution costs and sales force costs. COS appears on the income statement and can be deducted from revenue to calculate a company's gross margin. Expense has a very specific meaning. It is an outflow of cash or other valuable assets from a person or company to another person or company. This outflow of cash is generally one side of a trade for products or services that have equal or better current or future value to the buyer than to the seller. To tax is to impose a financial charge or other levy upon a taxpayer (an individual or legal entity) by a state or the functional equivalent of a state such that failure to pay is punishable by law. Fixed asset, also known as property, plant, and equipment (PP&E), is a term used in accounting for assets and property which cannot easily be converted into cash. This can be compared with current assets such as cash or bank accounts, which are described as liquid assets. In most cases, only tangible assets are referred to as fixed. Current asset is an asset on the balance sheet which is expected to be sold or otherwise used up in the near future, usually within one year, or one business cycle - whichever is longer. Typical current assets include cash, cash equivalents, accounts receivable, inventory, the portion of prepaid accounts which will be used within a year, and short-term investments. On the balance sheet, assets will typically be classified into current assets and long-term assets. Accounts receivable (A/R) is one of a series of accounting transactions dealing with the billing of customers who owe money to a person, company or organization for goods and services that have been provided to the customer. In most business entities this is typically done by generating an invoice and mailing or electronically delivering it to the customer, who in turn must pay it within an established time frame called credit or payment terms. Inventory is a list for goods and materials, or those goods and materials themselves, held available in stock by a business. Investment is the active redirection of resources/assets to creating benefits in the future; the use of resources/assets to earn income or profit in the future. It is related to saving or deferring consumption. Share capital or issued capital (UK English) or capital stock (US English) refers to the portion of a company's equity that has been obtained (or will be obtained) by trading stock to a shareholder for cash or an equivalent item of capital value. For example, a company can set aside share capital to exchange for computer servers instead of directly purchasing the servers from existing equity. Retained earnings refer to the portion of net income which is retained by the corporation rather than distributed to its owners as dividends. Similarly, if the corporation makes a loss, then that loss is retained and called variously retained losses, accumulated losses or accumulated deficit. Retained earnings and losses are cumulative from year to year with losses offsetting earnings.

Shareholder loan is a debt-like form of financing provided by shareholders. Usually, it is the most junior debt in the company's debt portfolio, and since this loan belongs to shareholders it should be treated as equity. Maturity of shareholder loans is long with low or deferred interest payments. Sometimes, shareholder loan is confused with a loan from company to shareholders. A liability is defined as an obligation of an entity arising from past transactions or events, the settlement of which may result in the transfer or use of assets, provision of services or other yielding of economic benefits in the future. Accounts payable is a file or account that contains money that a person or company owes to suppliers, but has not paid yet (a form of debt). When you receive an invoice you add it to the file, and then you remove it when you pay. Thus, the A/P is a form of credit that suppliers offer to their purchasers by allowing them to pay for a product or service after it has already been received. Equity, in finance and accounting, is the residual claim or interest of the most junior class of investors in an asset, after all liabilities are paid. If valuations placed on assets do not exceed liabilities, negative equity exists. In an accounting context, Shareholders' equity (or stockholders' equity, shareholders' funds, shareholders' capital or similar terms) represents the remaining interest in assets of a company, spread among individual shareholders of common or preferred stock. RETINC (Retained Income / (Accumulated Loss)) is a pseudonym given for the calculation of the monthly profit or loss. The total each month is derived by summing the income statement accounts for that period. This total is then used in the balance sheet, under the Equity section, to bring through the current year profit or loss and to enable the balance sheet to balance.