Hi There:  I am trying to print separate department comparative income statements with actuals and budgets.  When I choose only one department it will print all three that I have set up. Also when it prints an account it prints out a) not assigned to Departments which is a 0 balance b) Operations (*the one I want to print) and c) Other departments which is a 0 balance.  I only want to print out the one with a balance.  My income statement becomes six pages due to extra spaces and 0 balances.

So my question is a) Is there any way to delete 0 balance departmental accounts or not have them print if they are a 0 balance?  b)  Is there any way to separate by 3 departments and have them print as separate balance and income statements?

 I have looked at Crystal reporting but can't seem to find an income or balance sheet report as one that can be modified.  I am using an older version of Simply 2006 if I upgraded would I be able to print reports this way.

Thanks, Hank

Hello Hank,

There are several reports and settings which will generate a report quite similar to the report you require.

First, in each account record in the chart of accounts is a setting to Omit from Financial Statements if the Balance is Zero.  Make sure you check this off.  It will omit accounts with no balance from reporting in the Balance Sheet and Income Statement (this is not the case with the trial balance.)

You can run a balance sheet through Reports, Financials, Balance Sheet and tick to show Departments.  As you will note, this includes all ldepartments.

 If you go to Reports, Financials, Departmental Reports, Balance Sheet you can select just one department if you choose.  You can also remove the check mark to show balances that are unassigned to a department.  The only thing is if the account has an overall balance it will still be included in the report because you're excluding accounts without a balance, not departments without a balance.

This brings you closer to the report you require.  You could then export it to excel to clean it up further if you wish.

If you need assistance with Crystal Reports and customizing search the list of Business Partners on our site that provide this type of service.

Thanks Kim, I will try that.  I also just realized I have another issue.  I have my GST account set up as my 0001 department therefore they read as 2310-0001 and 2315-0001.  The majority of the time when I post under payables or recievables it will go to the 2310-0001 and 2315-0001, but about 25% directly go to 2315 and 2310 Not assigned to departments.  Is there something in the Vendor and customer setup that I need to check off so that the GST is departmentalized.  Thanks, Kim. Hank  

Hi Kim:  I just checked my accounts and they are all checked off to omit if 0, but like you indicated as I have a balance in accounts with departments it will still print the 0 balance in Not Assigned to departments and Other departments.  Will a higher version of Simply alleviate this problem?? Hank

Hello hank,

In the Customer and Vendor record, right on the Address tab in the bottom right, is a Department field.  If you indicate a customer uses department 0100 for example, in the transaction the AR, revenue and GST accounts will allocate to that paricular department. 

 Add a department and test it out.  I think this is the result you're after

Thanks Kim:  That fixed the GST issue,  I will still keep playing with the report functions to see if I can edit  the balance sheet and income statement.  Hank

Hi Kim:  I am in the Reports Menu, Financials, Income Statement and am trying to compare Actuals to Budget, I have all my budget figures entered and they come up under the budget menu.  When I try and print a comparative Income statement the budget is all zeros.  Help. Hank

Hello Hank,

If you go to Reports, Financials, Budget and run that report do you see your budgeted information that way?  If so, check the dates of the comparitive income statement.  Make sure you are running the comparitive for the current years info to test.

Good luck