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Income Statement Presentation

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    Income Statement Presentation

    I'm trying to create a profit and loss report that is presented differently than the standard QuickBooks design. Specifically, I want to add new line items like "Controllable Profit" and "Controllable Expenses" that total specific accounts included in the p&l. How best can this be accomplished?

    When I do a basic sp_report ProfitAndLossStandard I'm unable to work/manipulate specific accounts, instead I get prettymuch the same thing I would get had I pulled the report straight from QuickBooks.

    Thanks

    #2
    Re: Income Statement Presentation

    Raymond,

    I am not entirely certain of your needs but it seems like you want to have a couple of non-QuickBooks fields incorporated into the report....is this correct? If so then you would have to create your own table with these fields, create a set with this new table and the one that QRB created when you create a report from a report (the Profit and Loss report).

    If this isn't what you are in need of, add more details.
    Mike
    __________________________________________
    It is only when we forget all our learning that we begin to know.
    It's not what you look at that matters, it's what you see.
    Henry David Thoreau
    __________________________________________



    Comment


      #3
      Re: Income Statement Presentation

      Hi Mike,

      Thank you for your quick response. Yes, I am trying to incorporate some non-QuickBooks fields into my report. For example, a field called "Controllable Expenses" which is a sum figure of specific expenses.

      In receipt of your advice I have created an additional table with these fields. This makes sense with regards to presentation, my question now is how do I get this newly created table to calculate its own records or "pull" the information I want to present?

      Thanks much!

      Comment


        #4
        Re: Income Statement Presentation

        Raymond,
        create a set with your created table as the child (link it to the table that was created when you create a report based on the Profit and Loss report you want). As there would not be a direct linkage field in most cases base it on an expression (say the number 1) as a one-to-one linkage.

        Once linked base a new report on this set (easiest to just copy the first report created to this set). Then the new fields will be able to be placed on the report and set to whatever values you want--with a calculation based on whatever....

        Hope this helps--if still having problems, I suggest perhaps to come to the free webinar held every Thursday morning at 9 am Central time. Creating such linkages is not that hard once you see how it is done. The link is on your QRB main page of the application or here it is also....

        http://qreportbuilder.com/webinars.html
        Mike
        __________________________________________
        It is only when we forget all our learning that we begin to know.
        It's not what you look at that matters, it's what you see.
        Henry David Thoreau
        __________________________________________



        Comment


          #5
          Re: Income Statement Presentation

          Originally posted by MikeC View Post
          Then the new fields will be able to be placed on the report and set to whatever values you want--with a calculation based on whatever....
          I've created the new set, and have been able to include these new figures in my report..must I enter the records that are to be included in this new table? In other words, can I not tell my newly created table to calculate the records on its own? For example, "Controllable Profit" = net sales - expense1 - expense2 ....

          The biggest problem I'm having using the Profit and Loss report is that all of the account information is pre-formatted (meaning I have one field added to my report that contains all of my p&l accounts in the QuickBooks P&L format) Whereas I need/want to be able to manipulate how each account is displayed --creating my own format.

          Can I create a table that includes each expense account, allowing me to be able to place/manipulate the way each one of these expenses are displayed or reported? And, is that the best way in which to accomplish this?

          Thank you for your help!

          Comment


            #6
            Re: Income Statement Presentation

            Raymond,
            SO many ways to do things in QRB/Alpha.....

            Most would argue that you should not store calculations in a table. If this was the route you took you could simply have calculations on your report and not even have a separate table as it would not be needed.

            Most times a table would be created to be able to add non-QuickBooks field(s) to be used along side of your current records--many times to be used for calculations such as adding adjustments to a budget.

            In your scenario, you want to store a resultant value of calculations of Quickbooks fields into a non-QuickBooks table. There can be reasons for this--I, myself have done this at times. Now, how to do this.
            You could use the set's field rules, having your new fields as calculated fields with your expression. I have found that even the parent table in such a rule has to be prefaced with the table's name such as YourParentTable'sName->aParentFieldname . The dash - and the > being used.
            You could also use an operation to set the values in the table.


            There are other possibilities as well. How are you wanting to display this I guess is the next biggest question that can help decide on how to accomplish what you want. You also need to decide just how far you want to go with this too--I have developed something close to completion that does what you are trying, but it is much more involved and will be able to be used for other things as well.

            I still think it might be prudent to join the webinar Thursday if possible--then I or Al Buchholz could show you a way or two maybe...it makes it so much easier when you can see something done versus a description of the same process.
            Mike
            __________________________________________
            It is only when we forget all our learning that we begin to know.
            It's not what you look at that matters, it's what you see.
            Henry David Thoreau
            __________________________________________



            Comment


              #7
              Re: Income Statement Presentation

              Originally posted by MikeC View Post
              I still think it might be prudent to join the webinar Thursday if possible--then I or Al Buchholz could show you a way or two maybe...it makes it so much easier when you can see something done versus a description of the same process.
              Thanks for your help Mike, I'll try my best to make the webinar this Thursday.

              Comment


                #8
                Income Statement

                UPDATE
                • I have created a passive link table via Excel that holds all accounts/nonQB line items that I'm wanting to show in my income statement report.

                • I have linked the transaction table to my "driver-table" via the "accountrefid" numbers. My nonQB line items obviously do not have these numbers.

                • I have created a report that uses these two tables, and am able to pull transaction data by month using a "TxDate" ask variable filter.


                QUESTIONS

                How do I filter the transactons returned by account? I've tried to use the expression:

                Accountreflistid = "8000004B-1196526171" .or. Accountreflistid = "80000095-1202584328" .or. Accountreflistid = "80000024-1196524944"...

                This works if I don't exceed a certain number of accounts, problem is I need to do it for all 23 Income Statement accounts - my report craps out on me, the expression disappears and I then get letters and symbols in it place.

                Assuming I can get my transactions filtered to only the accounts I need, for the dates I specify, how do I then calculate my nonQB line items?

                I've looked into the control panel, "operations" tab, don't understand what I need to do. Here is an example of the type of calculations that I need to have done (the way it is written below is the best way I can describe it, I'm making no assumptions on how it would be setup for calculation):

                DriverTable.record30 = SUMaccountrefid# + SUMaccountrefid# - 1500.00

                And lastly, assuming I could then make those calculations, how the heck do you get them to display in the report!?

                I thank you in advance for any help you can provide, I've hit a wall here.

                Raymond

                Comment


                  #9
                  Re: Income Statement Presentation

                  Raymond and I have made contact offline to determine the best course of action for this report. We'll provide additional information in the future.
                  Al Buchholz
                  Bookwood Systems, LTD
                  Weekly QReportBuilder Webinars Thursday 1 pm CST

                  Occam's Razor - KISS
                  Normalize till it hurts - De-normalize till it works.
                  Advice offered and questions asked in the spirit of learning how to fish is better than someone giving you a fish.
                  When we triage a problem it is much easier to read sample systems than to read a mind.
                  "Make it as simple as possible, but not simpler."
                  Albert Einstein

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