Manage financial statements

Learn about the elements of the Statements window and their and impacts, and the actions you can take relating to your organization's financial statements.

User permission: Manage Custom Statements

Watch these videos:

• Phocas Demo: Automate month-end and Customize statements

• PUG Training: Financial Statements 101

In Financial Statements, click the Statement menu > Customize Statements to open the Statements window.

The Statements window contains a grid with the following details about your statements:

• Name: The name of each financial statement. The list contains the default financial statements for the underlying database, plus any custom financial statements you have created or other users have shared with you.

• Type: The type of statement, which can be a Profit and Loss, Balance Sheet, Cash Flow or Trial Balance.

• Top Level Dimension: This is the dimension to which the statement's accounts are mapped. This dimension displays in the dimension list in Financial Statements and Analytics. See the Overview of dimensions in Financial Statements page for information.

• Is Default?: This setting is for reference purposes only, you can't change it. There is one default for each type of statement.

  • True means the statement is a default statement; the original one from your ERP. It's the one that opens when a user selects the statement from the Stream menu in Analytics.

  • False means it's a custom statement that was created here. Custom statements are based on a default statement, so it will get the grouping, calculation and account mapping structure from that default statement as a starting point, which can then be customized.

• Enabled: This setting determines whether or not the statement is available in the Statements menu. If the checkbox is selected, the statement is available. Clear the checkbox to hide the statement from users.

The following image matches the details in the Statements window with their corresponding elements in the Financial Statements and Analytics modules.

From here, you can take the following actions:

• Create a financial statement

• Rename a financial statement

• Delete a financial statement

• Customize a financial statement, such as reordering items, adding calculations, managing column layouts, and more.

• Restrict access to accounts

• Manage budget streams, create a budget from within a financial statement, and add a budget file to a financial database

• Use statistical streams

• Use multiple currencies

• Manage dimension groups

• Map categories from your Chart of Accounts