Reporting

The reporting preferences contain several options that affect some of the reports included in the system, such as the Owner Distribution Statements.

Keep in mind that some of these options conflict with other options. If you are summarizing expenses by expense code, then want to use descriptions from bills, the software will not be able to list every individual description that was used. It will pick one to use at random. Some of the options will print in the same place, so you will not be able to report both the Reference ID and the Vendor Name on statements because there is only room for one. Multiple options are available that determine the text to display for expenses.

General Options

Use Expense Code Description on Reports Instead of Expense Code Name
This option determines if the "Name" or "Description" specified on the "Expense Codes" window is used on the owner statements as the description of the expense. If this option is marked then the "Description" from the expense codes window will be used as the description. If this option is left unmarked then the "Name" from the expense codes window will be used as the description.

Mark this option if you want your investors to see the default expense code "Name" as the description of the expense on the owner statements.
Leave this option unmarked if you want your investors to see either the default expense code "Description" or an edited description as the description of the expense on the owner statements.
This option cannot be marked if you have also marked either "Use Description from bills on JIB Statements Instead of expense code name" or "Use Description from bills on Statement Instead of expense code name"

The owner statements will report based on how this option is marked at the time the report is viewed. You can toggle this option as you view the statements to see which you like better.

Use Group Name As Company Name On Reports
Mark this option if you want the well group name to be used as the company name at the top of all owner and well reports. By default the "Company Name" specified on the company information window is what will be used for all reporting. Marking this option will override that and report the "Group Name" specified on the well group definitions window as the company name instead. Generally this option is not marked.

Summarize Expenses By Expense Code and Prod Prd on Revenue and JIB Statements
This option will summarize expenses on the revenue distribution and joint interest billing statements so that if you charge the same expense to a well multiple times during the month it will only report as one line instead of multiple lines. The expenses will be summarized by production period. This option affects the way the activity is stored when the run is closed so must be marked prior to closing the run. If you change this option it will not affect activity on runs that have already been closed.

JIB Statements

Don't Show Previous Balance and Payments on JIB Statements
When marked the Joint Interest Billing Statement will not display any payments or previous balances. The report will only show current activity from the run.

Use Description from Bills on JIB Statements instead of Expense Code Name
This option determines if the "Name" of the Expense code or the description specified when the expense was entered on the Enter Bills window is used on the JIB Statement as the description of the expense. If this option is marked then the description entered for the detail line on the Enter Bills window will be used as the description. If this option is left unmarked then the "Name" from the expense codes window will be used as the description.

Mark this option if you will occasionally edit the description of the expense when you enter it into SherWare and want your investors to see the edited description as the description of the expense on the JIB statement.
Leave this option unmarked if you want your investors to see the default expense code "Name" as the description of the expense on the JIB statement.
This option cannot be marked if you have also marked "Use Expense code Description on reports instead of Expense Code Name"

The JIB Statement will report based on how this option was marked at the time the expense was processed on a JIB run.

For example: You may have one expense code for gravel. When you enter any gravel expenses you may change the description at that time from "Gravel" to "Gravel - Crushed Rock" or "Limestone". Marking this option allows you to keep a condensed list of expense codes for internal reporting while reporting more detail to your investors.

Owner Distribution Statements (Revenue)

Show Reference ID On Statements
This option will print the invoice number (from Enter Bills window) or reference ID (from well expenses by well (8/8ths) window) that was used with each well expense when reporting it on the owner distribution statement. This will print for expenses only and will appear to the right of where the expense is listed.

Print Expense Vendor Name On Statements
Prints the name of the vendor that charged each expense to the right of where the expense is listed on the owner distribution statement.

Print Date on Expense Line of Statements
Prints the accounting date associated with the expense when the expense was entered on the owner's distribution statement. This will print in the margin to the left of the expense.

Print Compressed Statements
When marked, a compressed version of the Owner Distribution Statement (smaller size font) will be used, allowing more information to print on each page. The compressed version will print all the same information as the standard statement.

Use Description From Bills On Statement Instead of Expense Code Name
This option determines if the "Name" of the Expense Code or the description specified when the expense was entered on the Enter Bills window is used on the Owner Distribution Statement as the description of the expense. If this option is marked then the description entered for the detail line on the Enter Bills window will be used as the description. If this option is left unmarked then the "Name" from the expense codes window will be used as the description.

Mark this option if you will occasionally edit the description of the expense when you enter it into SherWare and want your investors to see the edited description as the description of the expense on the Owner Distribution statement.
Leave this option unmarked if you want your investors to see the default expense code "Name" as the description of the expense on the Owner Distribution statement.
This option cannot be marked if you have also marked "Use Expense code Description on reports instead of Expense Code Name"

The Owner Distribution Statement will report based on how this option is marked at the time the report is viewed. You can toggle this option as you view the statements to see which you like better.

For example: You may have one expense code for gravel. When you enter any gravel expenses you may change the description at that time from "Gravel" to "Gravel - Crushed Rock" or "Limestone". Marking this option allows you to keep a condensed list of expense codes for internal reporting while reporting more detail to your investors.

Change Deficit Owner Statements to Invoices
When marked the words "Invoice" and "Please Pay" will appear at the top of any owner distribution statements that have a deficit balance.
This may be necessary if you are netting an owners revenue with the expenses to create a net check and the owner happens to have more expenses then revenue during a given period. The software will automatically track this deficit as a suspense balance and will net it from any revenue during the following months distribution. It will not send a check to the owner for the respective interest until the deficit is covered by revenue or until the owner sends in a payment. By default this option is not marked and the owner distribution statement will indicate that a deficit exists but will not indicate that it needs paid. If you do want the investor to pay the deficit you can mark this option and the statement will then appear as an invoice.

Invoice Direct Paid Owners for Expenses on Statements
Allows you to send an invoice to owners that have been paid directly by a purchaser. If you are allocating expenses to owners that are directly paid then this option will need to be marked so that it creates an invoice for them. This option is similar to the Change Deficit Owner Statements to Invoices option, except that this option must be enabled for a Direct-Pay owner to be billed. If this option is not enabled, the deficits for this owner will be entered into the suspense file, and the Owner Distribution Statement will show a deficit carried forward every distribution.

Summarize Revenue by Type and Prod Period
This option will summarize revenue on the owner statements by revenue type and production period in cases where you receive multiple checks for the same production period.