Starting the program On the Main Menu, click the Business tab then click: P&L Years and Groups - BS409 The initial screen
BS409S01 appears Screenshot BS491S01-1
In this section
About the program This program allows you to define
the structure for your P&L report. You then proceed to the P&L report program - BS410
to generate and print the actual reports. The from/to dates, Banks, categories and tags associated with each P&L Report are stored as memorised reports. Thus, the reports you generate are stored to disk and previous years can be reviewed by simply clicking a set of Prev/Next buttons.
Bank Genie allows you to generate multiple P&L reports for any given year. e.g. You may wish to generate P&L reports for Tax Returns in one reporting system where dates begin in one year and end in another. e.g. 2009-2010 You may also be required to submit P&L figures for other organisations e.g. Charities. The two reports:-
- may or may not be extracted from the same Bank accounts
- may or not have the same start and end dates (referred to as P&L Years in this program)
- may or not have the same accounting categories (referred to as P&L Groups in this program)
The example mentions two reporting systems, but there is no limit.
A typical application would be to create a P&L report to accumulate your transactions
into P&L Groups to match the boxes on a Tax Return for the Inland Revenue On a Tax Return, the boxes and their descriptions may change from year to
year. With this program:-
- you may redefine the P&L Groups each year
- you can copy the same P&L Groups and Categories to the next P&L year
- the P&L Groups are independent entities, year to year
P&L reports from Multi-Currency Bank Accounts
If you have multi-currency Bank Accounts, you should create a P&L report for each currency. Bank Genie allows output to various file formats. This
allows you to manipulate and merge the output to your requirements.
Step 1 - Creating and assigning a description to a P&L report Referring to Screenshot BS409S01-1, click on the
Add button Screen BS409S09 - Working with P&L Report Descriptions
appears Screenshot BS409S09-1 In screen BS409S09, enter a description for your P&L Report and press the Add button. The initial screen BS409S01 appears
Step 2 - Creating a P&L Year record
Referring to Screenshot BS409S01-2 , click on the Add button
(beside the P&L Years popup) Screen BS409S02 - Working with P&L Years appears Screenshot BS409S02-1 In screen BS409S02, enter a description for your P&L Year, select or key in Start and End dates and
click the Add button. The initial screen BS409S01 appears
Step 3 - Creating P&L Groups 3(a) - Creating P&L Group names
which do not have the same name as any of your Categories Referring to Screenshot BS409S01-3 , click on the Work with P&L Groups button Screen BS409S03 - Working with P&L Groups
appears Screenshot BS409S03-1 This workscreen allows you to define a list of the P&L Groups for your P&L
Report. Referring to Screenshot BS409S03-1 click the Add
button. Screen BS491S04 appears Screenshot BS409S04-1 Type in a name for a P&L Group and select either Income or Expenditure
from the popup. Click the Add
button The workscreen BS409S03 reappears. Continue to add more P&L Groups to build up your list. You may edit or delete any errors by clicking the appropriate buttons in the workscreen. Use the Nudge buttons as shown in screenshot BS409S03-2 to organise your P&L Groups into the order you want them to appear in your P&L report.
When you have finished adding and organising your P&L Groups, click the Close button The initial screen of the program (BS409S01) appears. Screenshot BS409S01-4
3(b) - Creating P&L Groups with the same names as your Categories
Step 4 - Linking Categories to P&L Groups In
this step we will use one of the first power tools available in the P&L reporting programs. You may have thousands of transactions to link to the P&L
groups defined in step 3 above. You can link them individually if you wish (in P&L Reports - BS410
). However! When you added the transactions, you will (most likely) have coded each item to a Category or SubCategory. Step 4 allows you to associate
your Categories with P&L Groups. When you proceed to use the program P&L Reports - BS410
another power tool will allow you to automatically link all the transactions in your
Categories to your P&L Groups for P&L reporting.
On with the exercise.
Referring to Screenshot BS409S01-4 , select a Category Group to display a filtered list of categories which are specifically related to this P&L report.
If you don’t have a Category Group set up (see Category Groups - BS416) you can use the default setting Manually Select. All your categories will be listed and will be available for selection.
Now refer to screenshot BS409S01-5. To link a Category to a P&L Group, simply click (to select) a P&L Group on the
left, then click a Category (or subCategory) on the right. Click the Arrow left button between the two lists (referred to as the Mover Left button) After you
have linked a category to a P&L Group, the screen will look something like this: Screenshot BS409S01-6 Note that
Categories linked to P&L Groups are removed from the Category list and are located under P&L Groups. Continue to link your categories to P&L
Groups. If you have selected a Category Group designed for this P&L report, then continue until the Category list is empty. Otherwise, select only the
categories which contain transactions for this report. After you have linked all categories in a Category Group to P&L Groups, the screen will look
something like this: Screenshot BS409S01-7
Note: At this stage, Transactions have NOT been linked to the P&L
Report.
The ground work has been done. You may now exit this program and use the program P&L Reports - BS410 to generate your P&L Report
Creating P&L Group names from Category names
You can use a
special feature in this program to create P&L Groups with the same name as your Category names. Category names are defined in the program Categories
BS420 Referring to Screenshot BS409S01-8
- I have created a new P&L Report system - Ive called it Charity 1 P&L Reports
(in
addition to the one described in Steps 1 to 4 above)
- Ive added a P&L year - 2009
- for that reporting system
Note that date range is also different for this reporting system
- I have created and selected a new Category Group called Category 1
Category groups are created using the program Category Groups BS416
The process: Right click
on a Category in the list on the right A menu appears Click on the option Create a P&L Group called: <Name of selected Category> Two things will happen. Screenshot BS409S01-9
- A P&L Group with the <Name of selected Category> will be created
- The Category will be automatically linked to the new P&L Group
NOTE: Even though 1) and 2) have the same name they are entirely different entities.
You may continue to create more P&L Groups using a mixture of
the techniques (i.e. as in Step 3 and as in this alternative method) You can also link categories to P&L Groups independently as described in Step 4
above.
Duplicating P&L Groups for another P&L
year As explained previously, the list of P&L Groups are unique to any one P&L year. This independence allows you to cope with changes in
the reporting groups demanded by authorites from year to year. You can (if necessary) repeat Step 3 above for another P&L year. If the P&L Groups for
the following year are similar you can duplicate any set of P&L Groups for a subsequent P&L Year as follows.
- Select a P&L report system and a P&L Year which has P&L Groups to be copied
- Click the Copy (for another year) button
(This button can be seen in Screenshot BS409S01-10)
- Screen BS409S05 appears
Screenshot BS409S05-1
- In screen BS409S05, select a P&L Year to receive the copied P&L Groups
- Click the Go
button
(P&L Groups and linked Categories are copied and applied to the other P&L year)
- Control returns to the initial screen
- Select the Other P&L year
The P&L Groups and their Categories are displayed
Now continue to read the User Guide for the program P&L Reports - BS410
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