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Unlocked Statements

Understanding when and how to unlock statements for advanced customization

Understanding Unlocked Statements in Reach Reporting

 

Unlocked statements provide advanced customization capabilities beyond what's available in locked statements. While locked statements automatically sync with your bookkeeping's Chart of Accounts structure, unlocked statements give you complete control over the layout and organization of your financial data for the statement you are working on.

When to Use Unlocked Statements

Unlocked statements are ideal when you need:

  • Custom groupings that differ from your Chart of Accounts structure for a specific statement
  • Specific account ordering for presentation purposes
  • Custom subtotals and calculations that aren't in your standard bookkeeping
  • A statement layout that shouldn't change even when the bookkeeping structure changes
  • To combine or split accounts in ways not reflected in your bookkeeping

Most users will keep statements locked so that accounts automatically update as bookkeeping changes happen. However, when users need customization that requires additional account mapping or presentation requirements, unlocked statements provide the necessary flexibility for that specific statement.

If you want to override the Chart of Accounts without unlocking the statement and want to apply these changes to the entire company, you can use the Account Mapping Tool in the Company Settings.

Locked vs Unlocked Statements

LOCKED STATEMENTS

A locked statement means you cannot add custom rows/data or re-arrange the row hierarchy. The statement remains locked because your bookkeeping may change with added, deleted, or merged accounts. If the statement stays locked, all of those changes will automatically update within Reach.

In a locked statement, you can:

  • Add, remove, filter, and hide columns
  • Collapse and expand different hierarchies in the rows
  • Hide rows
  • Change the names of accounts in rows

UNLOCKED STATEMENTS

When you unlock a statement, you're informing Reach Reporting that, for this specific statement, you no longer want to be bound to the Chart of Accounts structure set up in your bookkeeping. This gives you significantly more flexibility to customize your statement.

In an unlocked statement, you can do everything available in a locked statement, plus:

  • Add custom rows
  • Add Data/Account Rows/Reference Data-Sheets
  • Create new groups
  • Add new totals
  • Remap the account hierarchy of accounts and sub-accounts
  • Delete accounts
  • Re-arrange rows using the Arrange Rows tool

How to Unlock a Statement

To unlock a statement, click on the red lock icon at the top of the statement editor and select "Unlock Statement."

Important Warning:

When you first attempt to unlock a statement, a pop-up will appear with this warning:

Changing the row structure of a statement will cause it to not be updated if accounts are added or deleted in your bookkeeping. This cannot be undone.

Make sure you understand the implications before unlocking. If you want the statement to always auto-update with account changes in your bookkeeping, keep it locked.

Key Implications of Unlocking

Once a statement is unlocked:

  • Account numbers will continue to update - All existing accounts will continue to pull updated numbers from your bookkeeping each month
  • New accounts won't auto-add - If a new account is added to your bookkeeping, it will NOT automatically appear in your unlocked statement
  • Deleted accounts won't auto-remove - If an account is deleted from your bookkeeping, it will NOT automatically be removed from your unlocked statement
  • Changed accounts won't auto-update - If an account structure changes in your bookkeeping, those changes will NOT automatically be reflected in your unlocked statement
  • You maintain full control - The statement layout will remain exactly as you've customized it, regardless of bookkeeping changes

Managing Account Changes in Unlocked Statements

Adding Missing Accounts

If accounts have been added to your bookkeeping after unlocking a statement, you'll see a warning icon at the top of the statement indicating missing accounts.

To add missing accounts:

  1. Click the "Missing Accounts" button at the top of the statement editor
  2. Select the accounts you want to add from the list

       3.  Use the Arrange Rows tool to position the new accounts where they should go

        4.  Save your statement

Removing Deleted Accounts

If you've manually deleted an account from your unlocked statement but want to add it back:

  1. Click "Add Data / Rows" > Data at the bottom of the statement editor

       2.  Find and select the account you want to add back

       3.  Use the Arrange Rows tool to position it correctly

       4.  Save your statement

You can also delete accounts by:

  • Right-clicking on the row number and selecting "Delete"
  • Selecting the gear icon next to the account name and choosing delete

Unlocked Statement Templates

Unlocked statements can be saved as templates for use in other reports or dashboards.

Important Note: If using an unlocked statement template in a different company with a different Chart of Accounts, the formatting may change. When you add the template, there will be an option to re-lock the statement, but any customizations will not carry over if you choose to re-lock.

To save an unlocked statement as a template:

  1. Click the icon next to the edit button above the statement
  2. Choose where to save the template (personal, workspace, etc.)
  3. Give it a descriptive name

To use an unlocked statement template:

In Reports:

  1. Open the report
  2. Select "Statement" on the left side
  3. Click "Add/Manage"
  4. Find your saved template and add it

In Dashboards:

  1. Click "Add Metric"
  2. Select "Templates" > "My Templates"
  3. Find your statement template and add it

Best Practices for Unlocked Statements

  • Document your changes - Keep notes on why you unlocked the statement and what customizations were made
  • Save as a template - If you've invested time in customizing an unlocked statement, save it as a template for future use
  • Review periodically - Check for missing accounts regularly if your Chart of Accounts changes frequently
  • Use carefully - Since there are very few limitations in an unlocked statement, be intentional with your changes
  • Always save - Remember to save your statement after making customizations

Advanced Customization Features

Unlocked statements support all the advanced features available in the metric/statement builder:

  • Add Custom or Date Range Columns
  • Filter by Class/Dept or Company on Columns and Rows
  • Easily change column types
  • Show/Hide Columns and Rows
  • Sort ascending or descending
  • Map/Re-Arrange Rows
  • Format cells
  • Add Data/Account Rows/Reference Data-sheets
  • Add Custom Rows
  • Perform Calculations

Let us know if you have any questions about using unlocked statements in Reach Reporting.

 

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