Not available in Accountants Office

The Flexi report settings are presented on tabs:

• General

• Sorting

• Layout

• Range and Selection

• Filters

• Create a Flexi Report Layout

• Duplicating a Flexi Report

• Example of Flexi Report Layout

• (AE) Fields available for word processing

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Flexi Reports provide you with the ability to prepare reports based on specific information contained in the Tax Ledger.

A wide variety of standard report layouts is provided. You may accept all the defaults contained in the report options or you may edit the options to only report on some of the options available for each report.

How to access Flexi Reports:

1. Click Reports > Flexi Report.

2. From the Flexi Reports index, select to add, edit, copy or delete flexi report layouts.

Default Flexi report

The default report, Flexi, is the Standard Return Listing which, if printed without accessing the Properties of the Report, will provide a report of all the income tax returns prepared by the Practice.

The options of any Flexi report may be changed to further refine the reporting/sorting options which are available within the Properties Tabs of the report.

Once the user has nominated the information to be included and in what format it is to be printed, the flexi report can be previewed or printed.

How to produce a list of Flexi Report Layouts:

1. Click Reports > Flexi Report.

2. From the Flexi Reports Layouts index, select File > List.

3. Complete the Preview/Print screen to select the output device for this listing.

4. Complete the Record Selection screen.

The flexi report layouts then print in the manner you selected.

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General

Not available in Accountants Office

The Flexi Report General Tab contains the following fields to identify the report and to set the printer or Page Setup.

Setting Code: The Setting Code displayed defaults to the code of the particular Flexi report you have selected.

Page Setup: A Page Setup in Tax refers to the Printer and the options for printing, margins, font, layout, etc. For example, you can use the same printer to create different layouts.

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Sorting

Not available in Accountants Office

The Flexi Report Sort Tab settings determine the sequence of the returns included in your report.

Index: This field determines the type of sort sequence the flexi report will adopt once you have decided how the report will be printed. Enter the one character code of the option you would like, or select Primary, Secondary and Tertiary.

Primary: This is the standard sort sequence, that is, by a combination of:

• Return Code

• Client Code: Tax File Number: Return Code

• Form Type: Return Code

• Status: Return Code

• Office Index: Return Code

Each sequencing option acts much like a filter. For example, for Client Code: Tax File Number: Return Code in the primary sort index. First, Tax sorts by client code. It takes the results of that sort then proceeds to sort by tax file number. The results of the second sort are taken and then sorted by return code.

Secondary: This provides the following options:

• ATO Level: Return Code

• Partner: ATO Level: Return Code

• Manager: ATO Level: Return Code

• Employee: ATO Level: Return Code

• Agent: ATO Level: Return Code

Tertiary: This provides the following options:

• Return Code

• Client: Return Code

• Tax File Number: Return Code

• Alpha sort: Return Code

• Contact: Return Code

By Field: Select up to three fields to determine the order in which the returns will be sequenced for the report. For information on refer to Customising Sort Fields.

New page on new code: If you tick this checkbox, the information for each of the sorting sequences determined by the selection at By Field will begin on a new page. For example, if you are sorting by partner, the information for each new partner will begin on a new page.

Customising Sort Fields

When designing a Flexi Report you can select to sort By Fields.

It is possible to sort by up to three fields selected from a list including these codes:

• A101 - Return code

• A102 - Client code

• A102 - TFN

• A106 - Form type

• A108 - Date lodged

• A112 - Status

• A113 - Date status

• A114 - Partner

• A115 - Manager

• A116 - Employee

• A117 - Office Index

• A118 - ATO level

• A190 - Name

• C120 - Birth date

• A170 - Occupation code

Related topics

Record Selection

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Layout

Not available in Accountants Office

Letter heading: The relevant default heading will be displayed, for example, FLEXI for a standard flexi report, but can be edited if required. You may also select from the Select Letter index, which lists all the master and client letter layouts on the system. If you have customised a letter layout specifically for the flexi report, you may select it from the list.

Report width: The default is 132 characters wide, but this can be edited if required.

Report Type: Enter the one character code for the type of report you would like, or select: listing, letter and label. The report type you select here depends upon the type of report you wish to produce.

To obtain the results you require the report type must correspond to the layout selected at the Letter Heading field. For example when selecting a label report type make sure to select one of the label layouts.

Alternatively, you could have selected a label layout when you were initially required to select a layout from the Flexi Report index.

Detail lines per return: The default is 2 but can be edited if required. You cannot exceed five (5) lines. This refers to the number of lines of detail in the report for each return.

Total Report: This checkbox is activated only if you selected one detail line per return in the previous field. This field enables you to total numeric columns in your report, for example, for totalling invoiced amounts.

Double spacing: Tick this checkbox so that the report is double spaced.

Description: In this 80 character alphanumeric field, enter a description to assist you in identifying the structure of the flexi report.

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Range and Selection

Not available in Accountants Office

The Flexi Report Range and Selections Tabs allow you to specify what is included in and excluded from your report.

Nominate the restrictions on the range of returns on which you wish to report. To bypass any of these fields click [Enter].

Name range from and Name to: You may select the range of returns to be included in this report by sorting within a specific range of taxpayer surnames. For example, you may choose to sort from 'Abbot' to 'Smith'. The sort is based on the surname you entered when adding returns to the system. Up to ten alphanumeric characters may be entered in each field.

Lodged From and Lodged To: You may include the range of returns lodged between specific dates. Enter the relevant dates in the format DD-MM-CCYY.

Due from and Due To: You may include only those returns which are due for lodgment within a specific range of dates. Enter the relevant dates in the format DD-MM-CCYY. This range restriction is based on the lodgment due date you entered when adding returns to the system.

Status from and Status To: You may include those returns whose status changed within a certain range of dates. For example, you may include only those returns whose lodgment status changed within a specific range of dates. Enter the relevant dates in the format DD-MM-CCYY.

Date of birth from and Date of birth to: You may include only those returns which are within a specific range of birth dates. Enter the relevant dates in the format DD-MM-CCYY. This range restriction sorts on the basis of the birth dates entered on the front cover of returns.

Selections Tab

The Selections Tab allows you to specify the data to be included in your report. The criteria include:

Levels: You may select to include only those returns of a specific ATO level. If this field is left blank, all levels will be included.

Form types: You may select to include returns of a specific form type, e.g. only individual returns. If this field is left blank, all form types will be included. Make sure you enter the relevant form type in upper case letters.

Office Index Mask: You may use an office index mask to group returns in a manner suited to your practice's needs. If your practice uses office index masks, you may group those returns which share a common feature or characteristic.

ATO office: You may report on those returns which are lodged at a specific lodgment office. Select the lodgment office or leave this field blank to include all returns lodged to all lodgment offices.

Printed: If [Y] is entered at this field, only printed returns will be included in the report. You may select from: Yes, No and All.

Exclude from rollover?: If [Y] is entered at this field, all those returns flagged for deletion at year end will be included. When a return is added to the system, it may be flagged for deletion at year end, and this field in the flexi report allows you to report on all the returns flagged for deletion. You may select from: Yes, No and All.

ELS accepted: If [Y] is entered at this field, only those returns which have successfully passed ELS validation will be included in the report. You may select from: Yes, No and All.

All/Not/Lodged/SFS?: Select to include returns based on status. You may select from: All, lodged, not lodged and sent for signature.

No Income: If [Y] is entered at this field, those returns (such as blank returns) will be included in the report. You may select from: Yes, No and All.

Duplicated Returns: If [Y] is entered at this field, those returns that are back-ups made of a return prior to generating an amendment will be included in the report. You may select from: Yes, No and All.

Calc/Sched/Checklist: Enter the body of data from which you wish to extract information to be included in the flexi report. You may select one of the three options: Calculator, Schedule and Checklist. Each of these areas have fields which contain data that may be included in reports. Some of the fields may overlap, that is, the same field may relate to entirely different pieces of data. For example, field E137 in the calculator refers to abnormal income, but in a schedule (in this case, an individual return) it refers to the total business income of a primary producer.

Outstanding fees only: Select this checkbox so that only returns which have an invoice amount in excess of the amount paid on invoice are included in the report.

Exclude Subsidiaries (consolidation): Select this checkbox so that returns which relate to companies that are subsidiaries of a consolidated group are excluded from the report.

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Filters

Not available in Accountants Office

The Flexi Report - Filter Tab provides further criteria for specifying the flexi report(s) to be printed. A return must satisfy all selection criteria in order to print.

Select Only Returns With Schedule: Click [F10] to choose the form, schedule or worksheet that you wish to report on.

Report on fields in the selected schedule: This field is self-explanatory.

Select on Schedule? To report on the fields contained in the schedule, tick this checkbox. To report on the fields in the main return, leave the checkbox unticked.

Field Selection 

You can report on a range of values in a particular field of the return; for example, taxable income between $30,000 and $45,000 or date of birth between two dates.

Fields: Click [Fields] to view the help topics on the Field codes available.

Field Code: Enter the field code that you would like to report on.

Lower Bound: Enter the lower limit of the data to include on the report.

Upper Bound: Enter the upper limit of the data to include on the report.

Mask: Optionally, specify a mask for the data.

Related topics

Mask Facility

(AE Tax) Fields available for word processing

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Duplicating a Flexi Report

Not available in Accountants Office

How to duplicate any of the existing flexi report layouts:

1. Click Reports > Flexi Reports

2. Locate the report layout in the index.

3. Click [F5] or File > Copy.

4. On the Copy Flexi Report screen type a New Code and name to identify this flexi report. The code may be up to eight alphanumeric characters.

5. Click OK and the flexi report layout you selected is copied.

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Create a Flexi Report Layout

Not available in Accountants Office

Layouts for Flexi Reports are created using the Maintenance > Letter Writing functions.

To create your own flexi report letter layout, you need to enter three basic types of data:

• Headings

• Hashes to indicate the position and maximum width of each field (separated by spaces)

• Fields that you want to report on, separated by a comma. These fields can either be found in Help under Fields (select [F1] from inside the letter) or, if it is a field in a return, select [F9] at the field for the field code to be displayed.

Example

How to set up your own layout:

1. Select Maintenance > Letter writing > Tax Practice letters > New.

2. Enter a code and description for your report, then click [Enter]. A blank screen is displayed.

3. Click [F7] and the format symbol, two exclamation marks (!!), will be displayed.

4. The status bar at the bottom of the screen should show Format instead of WP.

5. Type in an upper case 'A', followed by the headings that you want across the top of your report, then click [Enter]. Heading lines start with A, B, C, D or E.

6. Click [F7] again, then a '1' at the start of the new line and key in the number of hashes (#) required for each field. Separate these positions with spaces. Tip: A name field will typically need more hashes than, say, gross Interest.

7. Start the third line with [F7] and a lower case 'a', then type the field codes, separated by commas as shown above.

8. Click [F6] to save the layout

How can I better manipulate my report?

In the above example, by choosing the Selection option you could restrict the report with DOB 'from' and 'to' dates.

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Example of Flexi Report Layout

Not available in Accountants Office

This is an example of a Flexi Report letter layout.

• Line 0 is the format line that determines the width of your page (click [F7] in the letter layout to create a format line)

• Lines A, B and C determine the report heading

• Line 1 determines the field width for each item in the heading (note that the # are aligned under the appropriate heading)

• Line 2 is for return details (in this example, it is one line)

• Line a contains the fields that relate directly to line A (for MYOB AE Tax, refer to Fields available for word processing)

• Line b is a system field that relates to line B.

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Flexi Reports for GST/PAYG

Not available in Accountants Office

Master flexi reports have been provided to report on GST/PAYG data. The reports available are listed below with descriptions for each. The report only includes those returns that have GST/PAYG information attached.

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