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Reports

Topics Discussed Below

Financial Summary

Creating a UF Summary Project

Deleting a UF Summary Project

Run Project

Exporting to XML

Financial Summary

The Financial Summary allows you to create a report based on Site that can be exported into an XML file. Generally, the file is then sent to STARS. The two-step process allows you to create a project that you can use monthly and then run the project to create the file. 

Creating a UF Summary Project

1.     Click the Accounting menu.

2.     In the Navigation pane, click Reports > Financial Summary

3.     There are two ways to add a new financial summary:

·         Within the tool bar directly above the Navigation pane, click the drop-down arrow next to New. From the list, select Financial Summary.

·         Within the Actions pane, click the Add New UF Financial Summary link.

4.   With either option the General – UF Summary Project. There are two panes of information. The top pane provides the project details. The lower pane displays the complete information once you run the project.

5.   Within the top pane, complete the following information for the project (required fields are marked within an asterisk (*)):

·         Project Name * - type the name of the project.

·         Total Record * - this field populates with the total number of records contained within the report after you run the project.

·         Total Cost * – this field populates with the total cost of the report after you run the project.

·         Bill To Date Range From * – click the field to access a drop-down arrow, click the arrow to access a calendar, from the calendar select the date to start the report from, for example if your report is for the month on December, the date in this field would be 12/01/2011.

·         Bill To Date Range To * - click the field to access a drop-down arrow, click the arrow to access a calendar, from the calendar select the date to start the report to, for example if your report is for the month on December, the date in this field would be 12/31/2011.

6.   Within the Actions, click Save (to save and stay) to continue working with the project, or click Save & Close (to save and exit) to return to the Financial Summary list.

Adding Sites

7.   Within the Show ribbon group, click the Sites button to associate one or more sites with the project. The window displays two panes of information; the top pane displays the sites associated to the project. The lower pane displays a list of all the sites within your database, the following read-only information is available for each site: 

·         Site Name – displays the full name of the site.

·         Site Path – displays the complete path of the site, this includes the parent and child sites. Each level is separated by a >.

·         Site Level – displays the site level name or number

·         Site Code – displays the three-digit alphanumeric site code.

8.   To add a site to the project, find the site within the list, and double click the record, the site name now displays within the upper pane.

! Alternatively, you can click the lower portion of the sites button to access a drop-down list, from the list you can select either Select All or Unselect All. The Select All option allows you to associate all sites to the project. Whereas, the Unselect All options removes all site associations from the project. 

9.   Within the Actions, click Save (to save and stay) to continue working with the project, or click Save & Close (to save and exit) to return to the Financial Summary list. 

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Deleting a UF Summary Project

1.     Click the Accounting menu.

2.     In the Navigation pane, click Reports > Financial Summary

3.     Depending on the amount of records within your database, the list may not readily populate, to populate the list perform one of the following actions:

·         Within the search box, type any portion of the record, this could be the account number, telephone number, etc. and then click the magnifying glass.

·         Click the Show All button.

4.   Once the list populates, there are two ways to delete a project: 

·         Within the tool bar directly above the Navigation pane, click the red X.

·         Click the Delete UF Summary Project link within the Actions pane. 

5.   Once you click Delete, a message box displays verifying that you really want to delete the account. Click Yes within the box to continue or No to cancel the operation.

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Run Project

Once you create your project, you can run the project each month to produce your summary.

1.     Click the Accounting menu.

2.     In the Navigation pane, click Reports > Financial Summary.

3.     Depending on the amount of records within your database, the list may not readily populate, to populate the list perform one of the following actions:

·         Within the search box, type any portion of the record, this could be the account number, telephone number, etc. and then click the magnifying glass.

·         Click the Show All button.

4.   Once the list populates, double click the project. The General – UF Summary Project window opens.

5.   Within the Tools ribbon group, click the Run Project button.

6.   Depending on the amount of records you have within your database, the process may take a few minutes.

7.   Once the project is complete, the summary displays within the Financial Summary pane.

8.   Within the Actions ribbon group, click Save (to save and stay) to continue working with billing reports, or click Save & Close (to save and exit) to return to the Financial Summary list.

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Export to XML

1.     Click the Accounting menu.

2.     In the Navigation pane, click Reports then Financial Summary.

3.     Depending on the amount of records within your database, the list may not readily populate, to populate the list perform one of the following actions:

·         Within the search box, type any portion of the record, this could be the account number, telephone number, etc. and then click the magnifying glass.

·         Click the Show All button.

4.   Once the list populates, double click the project. The General – UF Summary Project window opens.

5.   Within the Tools ribbon group, click the Export XML button.

6.   With an XML file, there are field size limitations. Within the text box that displays, click Yes to enforce the restricted field size limits or No to retain the original field length. If you answer yes, an error may occur because some of your fields are too long. If this occurs, click OK in the error and try to rerun the report, answering no to the field size limitation.

7.   To select the location to save the XML File, browse to location of where to save the file. Once at the location, type the name of the file in the File Name field.

8.   Click the Save button. The file is saved.

9.   Within the Actions ribbon group, click Save (to save and stay) to continue working with the project, or Save & Close (to save and exit) to return to the Financial Summary list. 

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