Report arithmetic in a set of books is also known as the totalto structure, and refers to the way amounts are totaled on reports. The reporting structure in a set of books is controlled using the Totalto and Normal Balance fields of accounts.
When an account totals to another account that has the same normal balance, the amount is added. When the normal balances differ, the amount is subtracted.
An account can total to another account on the same report, or to an account on any other report. The ability to total an account on one report to an account on another report is the foundation of integration in NewViews.
For instance, you use a Totalto field to link an expense account on the trial balance to a corresponding account on the income statement. In turn, the expense account on the income statement totals to the total expenses account, which totals to the net income account on that same report. The net income account then totals to the surplus/loss account on the balance sheet.
In this way, when changes are made to an account (i.e. transactions are added, modified or deleted), these changes are not only reflected in the balance of the account that had been changed, but also in the balance of all accounts to which that account is totalled. This is called the rippling effect. If those accounts total to other accounts, the changes ripple onward until they reach an account that doesn't total to any other account (i.e. its Totalto fields are blank). In this way, every account and every report in a NewViews set of books is instantly and automatically updated in real-time.
An account that does not have any other accounts totaling to it is considered a posting account. In a typical set of books set up with NewViews for Non-profit Housing, most of the posting accounts are found on subsidiary ledgers (e.g. member/tenant accounts under accounts receivable and supplier accounts under account payable) as well as on the trial balance (e.g. expense and non-shelter revenue accounts). Transactions may only be added to posting accounts.
When an account has any one or more accounts totaling to it, it is considered a total account. Most of the accounts on the financial statements (e.g. the balance sheet and income statement) are total accounts.
Each individual account can total to up to four other accounts. Totalto fields for accounts are filled in or edited on the Setup view of reports.
The example below shows the totaltos for four bank accounts on the Setup view of the Trial Balance.
Bank account 1010 on Line 1 (Reserve Investment Fund), has three totaltos:
Bank accounts 1050, 1060 and 1060 (Operating, Investments and Petty Cash) also have three totaltos:
We can follow the totaltos for these bank account to the Balance Sheet, where we can see that accounts BS-1010 and BS-1012 both total to BS-CASH, the Total Cash account. BS-CASH then totals to BS-ASSETS, the Total Assets account.
When you add accounts to reports, you do not have to fill in their Totalto fields right away. You can add all your accounts first, then fill in the Totalto fields later to set up your report arithmetic. In fact, report arithmetic can be changed at any time by editing the account names in Totalto fields. When the report arithmetic is changed, all accounts that are impacted by the rippling effect are adjusted automatically.
In the Database Explorer, activate the report containing the account(s) for which report arithmetic is to be set up/changed.
Switch to the Setup view by clicking the Accounts tab below the title bar and choosing Setup.
/REPORT/(report name) - Accounts, Setup should be displayed in the title bar.
Go to the account for which report arithmetic is being set up/changed.
If report arithmetic is being set up for that account, position on the first empty Totalto field. If report arithmetic is being changed, position on the Totalto field that is to be changed.
Press <F3> to bring up the Select Totalto Account box. Find and choose the account to which the current account should be totalled. This account can be on the same report or on any other report. Note that this account must already exist in the books before it can be selected.
Accounts in the Select Totalto Account box can be sorted by Name, Description or Report, in forward or reverse order, by clicking the heading. You can also go directly to a specific account by typing the first few characters of its the name or description while positioned in that column. For more information, see Select Boxes.
Repeat steps 3 - 5 for all accounts on that report for which report arithmetic is to be set up/changed.
When you convert a set of NV1 books to NewViews for Non-profit Housing, the report arithmetic is automatically preserved. You can still, however, make any required adjustments at any time as described above.
In a set of books based on a NewViews for Non-profit Housing Starter template, much of the report arithmetic has already been set up for you. If you change the names of any accounts to meet your own naming conventions, NewViews will change these account names wherever they appear in the books, including in the Totalto columns on reports. In this way, the integrity of the report arithmetic will be preserved.
However, it is likely that you will want to add new accounts to existing reports, or new reports with any number of new accounts. In these cases, you will need to set up the report arithmetic for the new accounts, and possibly change the report arithmetic that is in place for existing accounts in order to adjust the flow of rippling.
Before setting up or changing report arithmetic for a set of books based on a Starter Template, you should do the following:
Add any new reports that are needed, then add the appropriate new accounts to those reports.
For existing reports, change the names of existing accounts as required, and/or add any new accounts that are needed.
For information on changing account names and adding new accounts, see Adding Accounts.
For information on adding new reports, see Adding Reports.