Accountants Enterprise in Australia only
Within Reporter the term non-transaction data is used to refer to the specific disclosure items required for a report that are not provided by the underlying General Ledger. For example, the statutory details for your client (such as lease details) have to be entered using the database tables within Reporter in order to incorporate them into reports. Before you run a report for a client you have to enter these values for the non–transaction data fields so they can be used when reports are generated.
When a data field is designed by MYOB or the report designer in your practice, they assign a type to it. The type of field selected controls how data is entered into that field. For example, whether it is a numerical field, text field or Yes \ No field; the maximum number of characters that can be entered, etc. You are only able to enter the correct type and number of characters into a Value field.
There are several ways of accessing the non-transaction data area:
If you are a MAS user, select Reports > Reporter > Enter non-transaction data.
If you are an Accounts user, select Enter > Other Data > Non Transaction Data.
From within the Generating Reports window, click on the Non–transaction data option to display the tables that support the currently selected reports.
From within the Report Designer window.
If you are denied access to the database tables for a client, this is probably because another employee in the practice is making changes in this area.
The database tables are deliberately extensive, to provide for all sorts of practice reporting requirements. The fields are logically grouped into tables, and the tables into folders where the folder names logically identify the related financial statements. For example, the Notes folder contains all the tables and fields that are referenced by the Notes Formats. All the tables required for the Statement of Cash Flow report are into a folder called CashFlow and so on.
You may find that you rarely use many of the tables and fields, however it is mandatory to complete the #EntityDetails.ClientDetails table for all entities and the #EntityDetails.ReportingExtraDetails for reporting entities.
Some tables will be completed at the Practice level since the data values will be appropriate for all reports produced within the practice. For example, some of the fields in the CompilationReport table, e.g., FirmName and the AuditReport table,e.g., AuditorFirmName will be updated at Practice level and will deliver appropriate data to reports in relation to the Practice details.
The Reporter Database window is divided into a left-hand pane where a number of tables are displayed, and a right-hand pane where you are able to add and/or update details for a particular table. This editing section of the window contains four columns:
|Name||This column displays the name of the fields in the selected table.|
This column displays two icons, side by side. The first icon (on the left) indicates the level at which that field has been defined, either Client, Practice or Master. The second icon (on the right) shows the level at which data has been entered for that field. Where no data has been entered for a field, the second icon will be the same as the first.
For example, in the following picture you will see that the database field is the original Master version supplied by MYOB, but the value for that field was entered at the Client level.
When a report is generated for a client, if the field being referenced does not contain any client level data, then data entered at the Practice level is used instead.
|Value||This column displays the current data for that field. In the case of fields where the value must be selected from a defined list, a drop-down list is available. To enter a value either select it from the drop-down list options, or type the value directly into the Value field. Either way, once data is entered in a field, it is saved to the database as soon as the cursor leaves that field. In other words, you do not need to specifically save, it occurs automatically as you move from one field to another.|
|Null||This column allows you to set a field value to be empty. The field still exists but holds no value for that client.|
If you select a multi record table in the list on the left, the right side of the window will display with an extra section at the top where the multiple records for the fields are displayed.
Just below the data entry area, you will notice that as you select a field, an explanation of the field is displayed to assist you with data entry.