Configure Custom Financial Report Layouts in TOPS [ONE]

In TOPS [ONE], custom financial report layouts are configured by opening the financial report you need, switching to the report’s Layout/Design (or Customize) options, choosing which columns, groups, and filters appear, saving it as a custom template, then running and exporting the report to confirm totals and formatting.

 

Where to find the layout settings

 

• Go to the Reports area, then open Financial reports.
• Select the exact report type you want (example: Income Statement, Balance Sheet, General Ledger, Budget vs Actual).
• Look for options like Customize, Layout, Design, Columns, or Report Settings. If you only see “Run,” open Settings inside the report first.

 

How to build a custom layout (what to change)

 

• Columns: choose what shows (example: Current Month, Year-to-Date, Prior Year, Budget, Variance). Remove columns you do not use to avoid confusion.
• Grouping: decide how lines are organized (example: by Account Group, Fund, Department, or Property/Association). “Grouping” means how totals are subtotaled.
• Filters: set the date range and any limits (example: only one association, only one fund). A filter hides data that does not match.
• Account selection: include or exclude specific accounts (example: exclude clearing accounts from board packets).
• Show/hide zero lines: hiding zeros makes reports shorter, but can hide important “inactive” accounts the board expects to see.
• Sorting: keep the same order as your chart of accounts so reports match prior months.

 

Save it correctly (so it stays)

 

• Use Save As to create a new template (a reusable layout). Do not overwrite the default unless you are sure.
• Name it clearly: “Board Packet IS – YTD + Budget” or “Treasurer GL – Detail”.
• If there is a choice, save as Company-wide only if everyone should use it; otherwise save as My Reports.

 

Validate the layout (avoid bad totals)

 

• Run the report for a closed month.
• Confirm date basis: Cash means when money moved; Accrual means when it was earned/owed. Pick the one your board and CPA expect.
• Spot-check totals against a known report (last month’s PDF, trial balance, or GL).
• Export to PDF and Excel to confirm columns do not cut off and headers show the association name and period.

 

Common mistakes that break custom layouts

 

• Editing the wrong report type (customizing an Income Statement will not change the Balance Sheet).
• Mixing cash and accrual versions month to month.
• Filtering to one fund or one property by accident, making totals look “too small.”
• Hiding zero lines and later thinking accounts were deleted.
• Using a template tied to an old chart of accounts after accounts were renamed or regrouped.

 

Troubleshooting and when to contact support

 

• If layout options are missing, it is usually a permission issue. Ask an admin to grant report design rights.
• If totals are wrong, confirm date range, cash vs accrual, and whether closing entries posted.
• Contact TOPS support if templates will not save, exports are blank, or the report designer errors out. Provide the report name, template name, period, and a screenshot of filters.