Specifications

14  Lesson 6 Computer Tutorial 3
In this way, you can modify specification files to suit your needs. Any future balance sheets
will be produced according to the new specification file. You would not have to repeat these
steps if you reprinted the balance sheet.
However, if you added new accounts in the general ledger, they may not be caught by your
new specification file. Remember that you changed a wildcard (%%) into a specific account
reference. With the wildcard, any new accounts would be covered by the specification file
with no changes needed. With a specific account reference, any account outside the range in
your specification file would not be included on your financial statement. If the report is a
balance sheet, it would not balance. If an income statement, your net income would be
incorrect.
Therefore, when changing specification files, it is a good idea to have on hand a printed copy
of the chart of accounts, trial balance (including zero balance accounts), and a finished report
based on the specification file before modifications when you start to make changes. This
way, you can be sure that all accounts are included. As well, you can compare the report
based on the changed specification file to the report based on the unmodified one.
TOPIC 6.4
Creating a specification file
Now that you have some experience with specification files, you create one from scratch. In
Exercise 6.5, you create a specification file that will produce a retained earnings statement in
good form.
EXERCISE 6.5
1. If you have not already done so, open Accpac and start the Statement Designer. This will
launch Excel with an open worksheet.
2. Click File Save. Rename the worksheet and choose the location where you want to
save it.
3. In cell A1, enter a comment line that provides the name of the specification file.
Remember that comment lines begin with two periods (..).
4. In cell A2, enter another comment line that provides details about this specification file.
5. In cell F3, enter the company name directly or use the formula =FR("CONAME").
6. In cell F4, enter Retained Earnings Statement.
7. In cell F5, enter the date of the statement by using the formula
="For the year ended "&TEXT(FR("End"),"mmmm d, yyyy").
This formula combines the text “For the year ended” with the end date of the current
period, formatted as text in month, day, year format.
8. In cell A8, enter 3200, the account number for Retained Earnings.
9. In cell F8, enter Retained Earnings beginning of year.
10. In cell G8, enter the formula =-FRAMTA("BALLP"). This formula enters the balance
from the end of the last period, and reports the value as a positive number. Format this