Analysis Report Setup and Preparation

The analysis reporting feature offers two settings to create reports: 132-character-wide printouts (for normal printers) are limited to 6 columns; 198-character-wide printouts (printed on special printers that allow more characters per inch) show calculations for 8 columns.  The report size is determined by setting up certain values on Reference File category 025.  The analysis reporting feature enables users to prepare reports that meet special one-time or continuing business requirements not fulfilled by standard financial reports.  Analysis reports can be created using up to 8 columns of print with line descriptions appearing in the left margin or the center of the page.  Each report can contain up to 5 pages of information with 50 lines of data on each page.  The total number of printable fields is therefore 2000 (8 columns x 50 lines x 5 pages = 2000 cells).  Each field location is called a cell.  An additional 1500 cells that are not printed are available to assist in the mathematical operations required by a report.

Users select the financial and/or statistical accounts and the type of actual or budget information to be reported in each cell.  Users also define the report headings, column headings, and line descriptions to appear on the report.  Editing features such as underlines, dollar signs, and CR/DR literals are user-defined for each cell or for each report line.

Due to limited space on analysis reports, only nine significant digits per cell are printed.  If larger values are encountered and overflow occurs, a message stating this will be printed on the Analysis Report Extract Error Report.  Since the high level digits will be truncated, analysis reports will be highly inaccurate if overflow occurs.

Accounts and account ranges and the type of information (including calculations) defining each cell are stored on the Analysis Report Specification File.  Online maintenance to this file can be performed through the conversation described in the procedures section.

Report headings, column headings, and line descriptions for each report are stored on the Analysis Report Title File.  Online maintenance to this file can be performed through the conversation described in the procedures section.

To specify analysis reports, perform the following procedures:

1.   Set up Reference File category 025 to determine the width (and therefore the number of columns to be printed and calculated) of the printout.  A special printer (to handle 198 characters) is needed if you choose the 198 character print option on category 025.

2.   Manually prepare the report format.  Prepare a handwritten or typed report layout showing report headings, column headings, line descriptions, field positions, and editing for the report.

3.   Identify the accounts and required information.  Identify the set of single accounts or range of accounts to be included in each cell.  Also determine which information is required from the accounts and what calculations are required for each cell. 

Twenty-nine calculation steps can be performed for each cell.  The valid operation codes are:

A - Add

S - Subtract

M - Multiply

D - Divide

Forty-seven types of financial or statistical information can be taken from the master files to be printed for a cell or used in a calculation for a cell.  The value in a cell can also be used in the calculation of another cell.  Column totals and line totals can also be calculated.  The valid factor codes used to define the information used for each cell are:

Constants -       Cnnnn

References -     pllcc - page number, line number and column number

                        TCpcc - column total for page (P), column (CC)

                        TLpll - line total for page (P), line (LL)

Note:    Small letters indicate cell positions, which can be used to total columns or lines.  The following convention is followed: 
p = page number
c = column
l = line

4.   Assign report numbers and update the Reference File.  Assign a unique number to each report.  Add analysis report title (category 130) records to the Reference File for each report to be defined.  Enter a description for each report to help identify the report at the time of selection for printing.

5.   Enter the report headings, column headings, and line description data online using the Analysis Report Title File Maintenance Conversation.

6.   Enter the cell definitions and extract definitions online using the Analysis Report Specification File Maintenance Conversation described in the Input Procedures section.

7.   Ensure report accuracy.  Print the analysis report to verify field positioning and totaling.  The Analysis Report Request Conversation is used to select reports for printing.

Related

• Prepare Analysis Reports Procedures