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Article ID: 38914
How do I establish departments in AccountRight/Essentials to report correctly in Statutory Reporter?
ARTICLE LAST UPDATED: 20/03/2018 3:01:00 PM
In MYOB Accountants Enterprise (AE) and Accountants Office (AO) Client Accounting, you have the flexibility to produce Departmental Profit and Loss statements using Statutory Reporter where you have configured an AccountRight or Essentials Accounting file.
To correctly produce Departmental reports using AccountRight or Essentials as your data source you will need to set up your chart of accounts in AccountRight or in Essentials then establish your department settings within Client Accounting prior to running the reports in Statutory Reporter.
Note: This article relates to the following configuration:
Source Ledger: AccountRight 2013.0 or higher / Essentials Accounting
Chart Type: AccountRight / Essentials
The following process will step you through setting up the Departments in AccountRight/Essentials and producing a report in Statutory Reporter.
- How do I set up Departments in the Chart of Accounts to report correctly in Statutory Reporter?
- How do I produce a Departmental Report in Statutory Reporter?
How do I set up Departments in the Chart of Accounts to report correctly in Statutory Reporter?
Define the name of the Departments
AccountRight and Essentials Accounting use prefixes to identify the account classification, such as income or expenses in the Accounts list. This means when using Statutory Reporter suffixes or sub codes must be used to define which item belongs to each department. For example:
Account Code | Description | Account Type |
4-1000 | Department Names | Header |
4-1001 | "Name of Department 1" | Detail |
4-1002 | "Name of Department 2" | Detail |
These accounts are used to define the name of the department as well as the account code suffix relating to each department.
This means that all profit and loss accounts with an account code ending in 1 will relate to Department 1 and appear in Department 1's Department Income Statement. All profit and loss accounts ending in 2 will relate to Department 2 and appear in Department 2's Department Income statement.
For example:
Note: There should not be any transactions allocated to the Department Name accounts.
Where there is income or expenses incurred by the business that is not department specific, create a new account for this expense with the last digit ending in zero (0). These amounts will appear separately on the Summary Department Report.
For information on creating and editing account codes in Client Accounting refer to the Online Help topic:
Accountants Enterprise: Preparing Workpapers: Accounts
Accountants Office: Preparing Workpapers: Accounts
Create Profit and Loss Accounts for each Department
For each Income and Expense account, specify which account's balance relates to each specific department by changing the last digit in the account code to the department identifier.
The Accounts List should look similar to the following example:
Department One | |
Account Code | Description |
4-1001 | "Name of Department 1" |
4-1101 | Sales Income |
5-1001 | Cost of Sales |
6-1701 | Electricity Expenses |
6-4001 | Wages & Salaries Expense |
Department Two | |
Account Code | Description |
4-1002 | "Name of Department 1" |
4-1102 | Sales Income |
5-1002 | Cost of Sales |
6-1702 | Electricity Expenses |
6-4002 | Wages & Salaries Expense |
How do I produce a Departmental Report in Statutory Reporter?
Edit Department Settings
- From within the Client Accounting module, click Edit configuration details.
The Edit Configuration Details window appears. - Select This ledger uses departments then click on Edit department settings.
A tick appears in the checkbox and the Department Settings window appears. - Select Sub Code from the Departments are defined by down-down menu.
Additional fields display. - Type the number of digits displayed in the main account code (i.e. the number of digits displayed before the sub-code).
For an AccountRight or Essentials chart of accounts, this number will be 4. - Select Use the name of a specific account in the department then type the code for that account in the Main code field.
In the above example, this will be account 4-1000.
- Click OK.
You are returned to the Client Configuration window. - Click OK.
The Client Configuration window closes.
You are now ready to prepare your journals and workpapers. For information on preparing and completing workpapers refer to the Online Help topic:
Accountants Enterprise: Preparing Workpapers
Accountants Office: Preparing Workpapers
Allocate the Account Ranges to Account Groups
- Open Statutory Reporter by navigating to the client's Client Accounting > Reports tab.
The Reports tab is selected and a list of available reports appear. - Click Account Groups on the Tasks bar.
The Statutory Reporter - Account Groups window opens. - Allocate each account code or range to the appropriate Account Group.
Repeat this step until all account codes have been allocated, then click OK to save and close the Statutory Reporter - Account Groups window.
For information on allocating accounts to a group refer to the Online Help topic:
Accountants Enterprise: Allocating account ranges to account groups
Accountants Office: Allocating account ranges to account groups
Note: You do not need to create custom account groups to produce departmental reports. The Department Income Statement will allocate each account code ending in 1 to Department 1's Income Statement and account codes ending in 2 to Department 2's Income Statement. This means you will receive a separate income statement per department.
Select and preview Financial Reports
- In the Reports tab, click on the checkbox to select a report in the Reports table to be included in the Financial Statements.
The following Departmental Profit and Loss reports are available in Statutory Reporter:- Summary Department Report
- Consolidated Department Report
- Department Income Statement
- Once you have selcted all the reports you wish to include in the Financials, click Preview.
The Report Preview opens in a new window.