Modifying a Statement

Once you have created your financial statement, you can begin to modify it to reflect your current financial reports. 

Let’s take a look at the steps to modify your statement below. 

Labeling the Statement

Begin by changing the title and descriptor information by selecting the pencil icon. You can utilize any of the rich text editor features.  Once you have made your edits, select the green check mark to save your changes. 

Statement Settings

Select the Statement Settings icon to manage several features in your financial statements. 

Common Settings

To ensure your financial statements are formatted consistently and presented in accordance with professional reporting standards utilize the options in the Common Settings tab. 

1. In Statement Settings select the Common Settings tab. 
2. Rounding options include Dollar, Thousands, Millions, and None, following standard rounding conventions—values under five round down, and values of five or greater round up. For example, if the underlying value is $1.53 and the user selects to round to the dollar, it will be rounded up to $2.00. 
   For example:

• Rounding – Dollar, Decimals – None: $1,430,999.32 → $1,431,000
• Rounding – Thousands, Decimals – None: $1,430,999.32 → $1,431

• Rounding – Millions, Decimals – Two: $1,430,999.32 → $1.43

  You can also choose to display Decimals: no decimals, one decimal, or two decimals. 

3. Select the Save Statement Settings button to confirm changes made. 

Dynamic Figures

In Statement Settings, the Dynamic Figures sub-tab allows you to view details of all Dynamic Figures that are a part of your statement and change the version on the account-based figures. 

To learn more about updating existing dynamic figures, visit the Training & Support article: Statement Builder- Update Dynamic Figures.

Column Management 

In Statement Settings, the Column Management sub-tab allows you to rename, add, and reorder columns within a statement. 

• Drag the icon with two lines on the left to hold the column and drag it to the desired position.
• Enter a new Display Name to change the name of the Column to display in the Statement.
• Select the plus sign in a row to add an additional column to a report.
• Select the Create change column button to add additional change columns.

Once you have made your changes, select the Save Statement Settings button.

Note: The available options for adding columns will vary depending on the type of statement. For instance, with a Balance Sheet statement, you would want to utilize fund categorization to add additional major fund columns. 

Add Component Unit

Add a new Component Unit for any legally separate organizations for which your organization is financially accountable.

1. Enter a title and, if needed, additional notes.
2. Once you have made your changes, select the Save Statement Settings button.

Pro Tip: Use the blue grip icon to rearrange the units or the delete (–) icon to remove them. 

Fund Categorization

Fund categorization will add fund columns or group funds into columns on the statement, depending on how you choose to categorize those funds. For example, in a Balance Sheet statement, categorizing a fund as a Major Governmental Fund will create an additional column. In contrast, categorizing funds as Non-major Governmental Funds will add those funds to one column. 

Use the table to categorize your funds.

1. You can utilize row grouping to filter for the correct funds.

• Drag a column to the top to establish a row grouping to help organize the table. Note that you can select the title of any Row Group or column to sort ascending or descending alpha-numerically. An arrow will show pointed up or down to indicate if there is an ascending/descending order applied.

2. Filter and sort funds via the search box and the advanced filter option to quickly locate the preferred fund(s).
3. Select the checkbox next to the fund(s) to categorize in your financial statement.
4. Then select the appropriate category from the dropdown in the right-hand corner.
5. Once you have made your changes, select the Save Statement Settings button.

To learn more about Statement Setting options by Statement Type, go to our Support & Training article: Statement Builder -  Statement Setting Options.

Taking Actions on Rows

Now we will walk through some of the actions you can take on the rows of the Statement.

• Select the Edit Pencil to edit the row description name.
• Select the Action Menu (three dots)  next to a row to:
  • Move a row up and down in a section to order your rows.
  • To create a parent, child, or group row, select the Add Row Above or Below icon. Then select your preferred row type:
    • Parent Row - Adds a single sub header row in order to nest other rows (child rows) below it. For example, you might want a sub header row called Taxes that would have sales and property taxes nested under it.
    • Child Row - Adds a single row to the statement for adding financial values. Child rows can be nested under Parent or Group Rows. For example, Sales Tax would be a single row.
    • Group Row - Adds a set of rows (header, child, and subtotal rows) to the statement. For example, maybe you want to group all your tax rows and would like those rows to subtotal. This would be a reason to use the group row option. 

Next, enter a row description and select the green check mark to save the row description. 

• Select the Change Parent action on the row when you desire to place a row under a different parent row.

• Select the Format Row action to make style option decisions, such as:

  Cell With Value

  • Hiding a row currency sign
  • Bolding text
  • Choosing a double or single underline for a row 

• Empty Cell
  • Choose whether the currency sign should remain visible or hidden
  • Choose how to display empty values

  • Choosing a double, single, or no underline for a empty value. This option will override the Underline setting from Cell with value tab. 

    

• Delete an unneeded row by selecting the Delete Row icon.
• Hide a row by selecting the Hide Row icon. 

Entering Dynamic Figures  

Now you can create dynamic figures to pull in the values for each row and column. Dynamic Figures are based on the data you and the data team uploaded into the Financials tool for use with Digital Financial Reporting. To learn more about data requirements, view the FAQs article, Digital Financial Reporting Data Requirements, in the ClearGov Support Center. 

Select the Edit Pencil icon in the cell you would like to add a dynamic figure. 

Learn about various input methods and adding dynamic figures in these articles:

• Dynamic Figures - Input Methods
• Dynamic Figures - In the Statement Builder

Pro Tips: 

Financial Statement Settings

• Make sure to categorize funds in all statements with Fund Categorization in the Statement Settings!
• Use the Parent Row option to add rows above or below when you want to group rows under a parent category that does not display a subtotal. For instance, in the Budgetary Comparison statements, various tax revenue categories are typically organized under a parent row labeled "Taxes." This approach enhances readability and eliminates the need to repeat the word "taxes" across multiple rows.
• Use the row action Change Parents when you want to move a row under a ‘Parent row’ or into a ‘Group row’. 

Dynamic Figures

• An existing dynamic figure can be reused for multiple reports.
• The Dynamic Figures from these combined Enterprise and Internal Service Fund (ISF) statements can be reused in the downstream Proprietary statements.
• Update a version of several dynamic figures at once by going to the Statement Settings in your statement and selecting the existing Dynamic Figures tab. 

Now you are ready to put your financial statement into your digital financial document (ACFR, AFR, etc.) 

Additional Resources 

• Learn more about creating a financial statement in the Support and Training article: Statement Builder - Financial Statement Creation.
• Learn how to navigate the Statement Builder Dashboard in the Support and Training article: Statement Builder - The Dashboard.