> For the complete documentation index, see [llms.txt](https://docs.phocassoftware.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.phocassoftware.com/financial-statements/managing-statements/create-a-financial-statement.md).
# Add a financial statement
Create financial statements for different audiences by duplicating an existing statement or adding one from scratch.
{% hint style="info" %}
User permission: Manage Custom Statements
{% endhint %}
You can add more Profit and Loss, Balance Sheet, and Cash Flow statements to the database to have different versions for different audiences. To do so, you can either duplicate an existing statement, use a template, or create a new statement from scratch.
For example, you might want to provide Profit and Loss statements with different levels of detail to satisfy the needs of different audiences. Compare the information required by three audiences in the table below.
| Board | Management | Branch |
| ------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Sales
Cost of Goods Sold
Gross Profit
Operating Expenses
Earnings Before Interest and Tax
Interest
Net Profit Before Tax
| Sales
Cost of Goods Sold
Gross Profit
Sales & Marketing
Research & Development
General & Administration
Total Operating Expenses
Net Profit Before Tax
| Sales
Direct Labor
Direct Materials
Total Direct costs
Gross Profit
Salaries & Wages
Marketing
Rent & Operating Expenses
Insurance
General & Other
Total Operating Expenses
Net Profit before Tax
|
{% embed url="" %}
The statement template library includes templates for each statement type. Each template comes with pre-defined groups, calculations, and styles, so all you need to do after adding the statement is map your accounts.
Choose from a range of ready-made Profit and Loss, Balance Sheet, Cash Flow, and KPI report templates. Templates include simple and detailed layouts, as well as industry-specific options for sectors such as Distribution, Manufacturing, and Retail, helping you get started faster.
{% hint style="info" %}
The statement library is in active development. New templates and refinements are added over time. If there's a template you'd like to see, let your Customer Success consultant know.
{% endhint %}
### Duplicate a statement
Duplicating an existing statement is the simplest and quickest way to add a new statement, as you base the new statement on one that is already in your database, taking advantage of existing mappings and so on. You can then edit the new statement as required.
1. In the statement list, click the statement’s options menu.
2. Click **Duplicate**.
3. Enter a name for the new statement.
4. Click **Duplicate**.
5. Proceed to [edit the statement](/financial-statements/managing-statements/customize-a-financial-statement.md).
### Add a new statement
When adding a new statement you can either start from one of the built-in templates, base the statement on an existing account mapping, or upload a PDF of a statement you already have.
1. At the bottom of the statement list, click **Add statement**.
2. Choose your starting point:
* **Use an existing account mapping**: Select a dimension that is already mapped in Designer or via the Groups feature. The new statement reuses that account mapping. This option is useful when you want to build a different layout over an account structure that already works for you.
* **Use a template** **(recommended)**: Pick from the built-in templates listed for that statement type.
* **Upload a PDF**: Upload a Profit and Loss, Balance Sheet, or Cash Flow statement you already have, for example, from your previous ERP or accounting system. The groups are inferred from the statement and used to recreate its structure automatically. If the PDF includes account codes, your accounts are also automatically mapped based on those codes and the inferred groups. This saves you from rebuilding the statement row by row.
3. If you used an existing account mapping, review the preview on the right to confirm the structure matches what you need.
4. Enter a name for the statement.
5. Click **Add**.
6. If you used a template, open the **Map accounts** tab and correctly map your accounts.
7. Edit the statement to refine its structure as needed.
If you're not sure which option to choose:
* Using an existing account mapping is best when you want to reuse mappings that have already been set up for your business.
* Templates are the fastest way to get a complete, ready-to-use statement structure.
* Uploading a PDF is best when you already have a statement from another system that you want to recreate here, rather than building one from scratch.
{% hint style="success" %}
Not sure what to do? Read the [Overview of dimensions](/financial-statements/getting-started/overview-of-the-link-between-financial-statements-and-dimensions.md) to help you select which dimension to use.
{% endhint %}
### Create a new statement from a PDF
If you already have a Profit and Loss, Balance Sheet, or Cash Flow statement (for example, one produced by your previous ERP or accounting system) you can upload it as a PDF. The statement's groups are inferred automatically, recreating the row and group structure for you instead of you rebuilding it manually.
If the PDF also includes account codes, this goes a step further: your accounts are automatically mapped using both the account codes and the inferred groups, further reducing setup time.
1. At the bottom of the statement list, click **Add statement**.
2. Choose **Upload a PDF** as your starting point.
3. Click **Add**.
4. Upload the PDF file of the statement you want to recreate.
* Only PDF files are supported. If you upload an unsupported file type, you'll see an error message and be prompted to upload a valid PDF.
5. The PDF is interpreted and its groups inferred to generate a preview of the statement structure.
6. Review the preview against the original PDF to confirm the structure was captured correctly.
* If the initial result isn't quite right, you can re-upload the PDF or ask for it to be reinterpreted by clicking  rather than starting over from scratch. Reinterpreting will not override any fields you've already filled in manually.
7. Enter a **Name** for the statement.
8. Click **Add** to create the statement from the generated structure.
9. Open the statement to review and refine the structure, and complete or adjust account mapping as needed.
{% hint style="info" %}
Some statements include non-standard details, for example, subtotals, spacer rows, or one-off line items, that may need manual adjustment after upload. Always review the generated structure against the source PDF before relying on it.
{% endhint %}
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