# Edit a financial statement

{% hint style="info" %}
User permission: Manage Custom Statements
{% endhint %}

In the [statement list](/financial-statements/managing-statements/manage-financial-statements.md), click the statement you want to edit. It opens in the editing area on the right.

{% embed url="<https://phocassoftware.wistia.com/medias/avli7mbc6g>" %}

## Get familiar with the editing area

The image below identifies the key elements of the statement editing area.

<div align="left"><figure><img src="/files/bJcti5SeBYEUlD5K2BJC" alt="Editing area showing statement details, statement items, and row actions"><figcaption></figcaption></figure></div>

{% hint style="success" %}
To get a better view of the statement editing area, you can resize the statement list or click the blue **Hide** button to remove it from view.
{% endhint %}

### 1. Statement details

The details at the top give you context.

* **Name**: Confirm you have the right statement open. You can rename the statement, if required.
* **Based on dimension**: The dimension that manages the account mapping. See [Overview of dimensions in Financial Statements](/financial-statements/getting-started/overview-of-the-link-between-financial-statements-and-dimensions.md).
* **Revenue row**: The account group that represents the [revenue row](#set-the-revenue-row) in the Profit and Loss statement.

### 2. Statement items and options

The editing area opens on the **Edit statement** tab. In the center, you can see the items in the statement. On either side, there are action buttons and settings.

#### Statement items

Each item in the list matches a top-level row in the statement. Items display here in the same order as the statement grid.

<figure><img src="/files/M8dlRVYBFYSBL23GdXpY" alt=""><figcaption></figcaption></figure>

Types of items you might see:

* **Group**. A category of accounts, like Revenue or Expenses.
* **Calculation**. A calculated row, like Gross Profit or EBITDA.
* **Heading**. A label row you add for readability.
* **Spacer**. Blank space between items.
* **Balance**. Cash Flow only. Cash at the start and end of period.

#### Options

The following actions and settings are available for customizing the statement contents and layout:

* ![Move icon](/files/IluPdj0q5Ur9OWZ8WtEH) [Move](/financial-statements/managing-statements/customize-a-financial-statement.md#reorder-items) items to reorder the statement.
* <img src="/files/1NwjClZHbnDFaLWuLqjn" alt="Add icon" data-size="line"> [Add](#add-an-item) a new item (group, calculation, heading, or spacer).
* ![Show icon](/files/E5PdDeuAEHK5iivES74H) [Show or hide](#show-or-hide-an-item) an item in the statement.
* Change the number format for [calculation](/financial-statements/managing-statements/customize-a-financial-statement/customize-calculations.md#add-a-calculation-to-a-statement) results.
* [Reverse sign](#reverse-the-sign-of-a-group) of a group to display a negative number as a positive, or vice versa.
* [Set the style](#set-the-style-of-an-item) of a group or calculation to control how it looks in the statement.
* [Delete](#delete-an-item) the item from the statement.

Depending on the option, it might be available directly on the screen, via the item's menu button and/or when you select the item row.

<div align="left"><figure><img src="/files/il2tBwM2TjnE8j7tnDYd" alt="" width="126"><figcaption></figcaption></figure></div>

<div align="left"><figure><img src="/files/PoGqBkTLgJAPR021UnuC" alt="" width="563"><figcaption></figcaption></figure></div>

## Set the revenue row

The **Revenue row** setting is available in Profit and Loss statements only. It's used to drive the **% Revenue** calculation that can be turned on in the statement grid via the **Columns** menu.

Select the correct account group from the **Revenue row** list in the top-right corner.

## Rename the statement

You can rename custom statements. You can't rename the default statements.

1. At the top of the statement editing area, next to the statement's name, click the **Edit** button.
2. Enter the new name, then click **Save**.

<div align="left"><figure><img src="/files/EkcZv0GpZoGmuE1LE9RF" alt="" width="563"><figcaption></figcaption></figure></div>

If the statement uses a [custom dimension](/financial-statements/getting-started/overview-of-the-link-between-financial-statements-and-dimensions.md), you can also rename that dimension.

<div align="left"><figure><img src="/files/gdZmtsHH3zWR5eOuQgn7" alt="" width="456"><figcaption></figcaption></figure></div>

## Rename an item

Use descriptive names to help users understand the item's contents.

In the statement editing area, click in the item's name box and edit the name as required.

## Duplicate an item

Use the duplicate option to quickly create a copy of an item instead of adding a new one.

In the statement editing area, click the item's menu button (three dots), then click **Duplicate**.

<div align="left"><figure><img src="/files/xmSNtDdfOLORU6DlvRAS" alt=""><figcaption></figcaption></figure></div>

A copy of the item is added below the original. Edit the item names as required. Each item must have a unique name.

## Add an item

The items in a financial statement here appear as rows in the statement grid.

See [Take a tour of Financial Statements](/financial-statements/getting-started/take-a-tour-of-financial-statements.md) to learn about the rows in the statement grid.

See these pages for detailed steps:

* [Add a group](/financial-statements/managing-statements/customize-a-financial-statement/customize-groups.md)
* [Add a calculation](/financial-statements/managing-statements/customize-a-financial-statement/customize-calculations.md)
* [Add headings and spacers](/financial-statements/managing-statements/customize-a-financial-statement/customize-headings-and-spacers.md)

## Show or hide an item

{% hint style="warning" %}
If you need to use these groups in Budgets & Forecasts (B\&F), be aware that hidden groups are not available in B\&F. To include the groups in B\&F but exclude them from Financial Statements, create a copy of the statement. In the version used for B\&F, ensure the groups are visible.
{% endhint %}

If you don't want a group or calculation to display on the financial statement, you can hide it from view. This setting allows you to use the item in other calculations but not display it as a row on the statement itself.

In the statement editing area, click the eye icon ![](/files/WQmg4esfItH0bDnTvLic) next to the group or calculation to turn visibility off or back on again.

<div align="left"><figure><img src="/files/TW2rKbzWz3vASu5VObmp" alt="Eye icon used to show or hide an item in the statement"><figcaption></figcaption></figure></div>

Alternatively, select multiple items to open the bulk actions toolbar, then click **Hide** to hide all selected items at the same time.

<div align="left"><figure><img src="/files/aQXu2E7w2KTMQdqe2BSE" alt="" width="563"><figcaption></figcaption></figure></div>

## Reverse the sign of a group

The **Reverse sign** setting flips the sign of the value. A negative number displays as positive, and a positive number displays as negative.

Select this setting based on how your accounts are structured in your source data. For example, revenue often appears as a negative value in a Trial Balance because it is a credit. In a financial statement, you typically want revenue to display as a positive number.

In the statement editing area, select **Reverse sign** to display the revenue value as positive in the statement.

## Set the style of an item

Use the style settings to control how a group or calculation appears in the statement.

### Make an item bold

To make one calculation or group more distinguishable from others in the statement, you can display its name and values in bold. This is typically used for totals, such as Total Revenue or Gross Profit.

In the statement editing area, click the **Style** button and select the **Bold** checkbox.

<div align="left"><figure><img src="/files/V72mi5RH3HGQFa5tc1II" alt="" width="260"><figcaption></figcaption></figure></div>

Alternatively, select multiple items to open the bulk actions toolbar, then click **Style** and select the **Bold** checkbox to make all selected items bold at the same time.

<figure><img src="/files/bdjEN4QDbH3bysKHWIMl" alt=""><figcaption></figcaption></figure>

### Set variance logic

In the statement editing area, use the **Variances** setting to control how values display in the variance column. In combination with the **Styles** > [**Red/green % variances**](/financial-statements/using-statements/customize-your-view-financial-statements/change-the-style.md) option in the grid, this setting applies color coding so you can see at a glance whether the result is favorable or unfavorable.

* Select **Higher is better** when an increase in the value is a positive outcome. If the value is higher than the comparison period, it displays in green. If the value is lower, it displays in red. For example, revenue is typically better when it is higher than last year.
* Select **Lower is better** when a decrease in the value is a positive outcome. If the value is lower than the comparison period, it displays in green. If the value is higher, it displays in red. For example, cost of goods sold is typically better when it is lower than last year.

<div align="left"><figure><img src="/files/JZ9965D1EUpzJp1kGp1i" alt="" width="563"><figcaption></figcaption></figure></div>

Alternatively, select multiple items to open the bulk actions toolbar, then click **Style** and select **Higher is better** or **Lower is better** to apply the same logic to all selected items at the same time.

<figure><img src="/files/bdjEN4QDbH3bysKHWIMl" alt=""><figcaption></figcaption></figure>

## Delete an item

You can delete all types of item from the statement. The item is deleted from the statement immediately. There is no confirmation step.

If you delete a group or calculation that's referenced by another calculation item, you will break the formula. You must fix the formula before you can save your changes to the statement.

<div align="left"><figure><img src="/files/F6t07JRjhyaYB2j0VHMp" alt="Delete action for a statement item"><figcaption></figcaption></figure></div>

If you delete a group that has accounts mapped to it, the accounts are moved to the **Suspense** row in the statement.

In the statement editing area, click the item's menu button, then select **Delete**.

<div align="left"><figure><img src="/files/NoLAixpQH6WqoEw5MMEl" alt="" width="246"><figcaption></figcaption></figure></div>

Alternatively, select multiple items to open the bulk actions toolbar, then click **Delete** to delete all selected items at the same time.

<div align="left"><figure><img src="/files/NhmA02BPamOmivbvwYNE" alt="" width="563"><figcaption></figcaption></figure></div>

## Reorder the statement

Reorder the items in the statement to control how the information appears in the grid. You can change the order of both the statement items (identified by the purple box in the image below) and account groupings within groups (identified by the blue box in the image below).

<div align="left"><img src="https://docs.phocassoftware.com/~gitbook/image?url=https%3A%2F%2Fcontent.gitbook.com%2Fcontent%2FKhoFIsurMPEjkuBz9YkN%2Fblobs%2FFFw0OCx51WMrNNswhcMg%2F2829713658.png&#x26;width=768&#x26;dpr=3&#x26;quality=100&#x26;sign=1edead58&#x26;sv=2" alt="" width="375"></div>

#### Reorder items <a href="#reorder-items" id="reorder-items"></a>

Change the order in which the statement items, such as groups, calculations, headings, spacers, and balances (if applicable) appear in the statement.

In the statement editing area, click and hold an item’s move button (a blue box displays around the row), then drag the item up or down to its new position. Reorder the other items as required.

#### Reorder account groupings <a href="#reorder-account-groupings" id="reorder-account-groupings"></a>

If you add dimension groups (sub-dimensions) for the accounts in the statement, you can [apply a custom sort order](/financial-statements/managing-statements/manage-dimension-groups.md#apply-a-custom-sort-order) for the items in those groups. For example, in the image in the section introduction above, the account groupings display in alphabetical order, but you might want them to display in a different order.

## Save your changes

When you're finished editing a statement, click **Save** at the bottom of the page to save your changes. Your changes will be applied after the next database build.

See [Exit and rebuild the database](/financial-statements/managing-statements/manage-financial-statements.md#exit-and-rebuild-the-database).


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