What each report is for
| You want to | Open |
|---|---|
| See every ledger's balance on one date and check that debits equal credits | Trial Balance |
| See the entries behind one ledger, one account group, one agent or one project | General Ledger (the ledger summary report) |
| See what one customer or supplier owes and paid | A customer's statement and balance, A supplier's statement and balance |
| See income less expenses for a period | Profit and Loss |
| See assets and liabilities on one date | Balance Sheet |
| Check the balances carried into a year or a start date | Opening Trial |
| See cash coming in and going out, month by month | Cash Flow Statement |
| See cash, bank and a day's vouchers | See cash, bank and daily transactions |
Every report shows posted entries only. A voucher waiting for approval is not in them until it is approved (Approvals for purchases and vouchers). Choose the Branch when your company keeps books by branch (Branches and projects on sales documents).
Trial Balance
Open Trial Balance (menu Trial Balance). Choose a Group by first; it decides the other fields:
| Group by | Shows | Dates asked |
|---|---|---|
| Current year only | One debit or credit balance per ledger, as at a date | As at date |
| With opening trial | For each ledger: opening, the period's debits and credits, closing | From date, To date |
| Account Groupwise (Current year only) | The first option, grouped by account group | As at date |
| Account Groupwise (With opening trial) | The second option, grouped by account group | From date, To date |
| Account Groupwise Summary (Current year only) | One line for each account group, as at a date | As at date |
| Account Groupwise Summary (With opening trial) | One line for each account group, with opening and closing | From date, To date |
You can also choose a Project/Business Unit. For the two Account Groupwise options, Show customer/supplier data as summary folds all customers and suppliers into one line each instead of listing every party.
How to read it. The debit and credit totals must be equal. If they are not, the opening balances probably do not balance (Enter ledger opening balances) or an entry was posted wrongly. Start with the Opening Trial, then compare the trial balance on the last day of the previous year.
General Ledger
Open General Ledger (menu General Ledger). Choose a From date, To date, Branch and optionally a Project/Business Unit, then:
- Report group by: Ledger, Account Group, Account Sub Group, Agent, Area, Sub ledger or Project.
- Report type: Ledger Summary (one line per ledger), Ledger Detail (every entry), or the With sub ledger types (grouped by sub ledger or by ledger, with or without the transactions).
- Filter data: pick the ledgers, groups or sub ledgers to include.
- Switches: With ledger information, Report of Profit and loss ledger only, With product details (adds the products on the entries), With PDC (adds the cheque and provisional cash entries that are still Due or Clearing, so you can see them next to the balance; see Record and deposit cheques).
Use Ledger Detail for one ledger to follow every voucher. It is the quickest way to find the entry that makes a balance wrong. A second page, General Ledger with sub ledger, shows the same with sub ledgers.
Profit and Loss and Balance Sheet
Profit and Loss asks for a Branch, a Report type and either an As at date, or, when you switch on Profit and loss between date, a From date and To date. Balance Sheet asks for an As at date, a Branch and a Report type. The report types are Normal, T Format, Normal (Account group only) and T Format (Account group only): the T format puts the two sides next to each other, and "Account group only" shows one line per account group.
Both have Include closing stock (adds the value of your stock on hand) and Include stock with zero balance. The balance sheet also has Show customer/supplier data as summary.
A ledger appears on the balance sheet or the profit and loss according to its account group; check the group in the chart of accounts if a ledger is on the wrong report.
Opening Trial
Open Opening Trial (menu Opening Trial). Choose the date; the report lists the balance-sheet ledgers' balances before that date with a Total and the Difference in Opening Trial. The difference must be zero. Use it after you enter opening balances (Enter ledger opening balances, Suppliers' opening balances, Customers' opening balances) and after you close a year (Close a fiscal year). Filter by Branch, Account group or Description.
Cash Flow Statement
Open Cash Flow Statement (menu Cash Flow Statement). Choose the Fiscal year and Branch. It lists the cash and bank movements month by month; choose a month to see its ledgers and then the entries.
Common questions
The trial balance does not balance.
The debit and credit totals must be equal. Check, in this order: the Opening Trial for the year, then the journal vouchers of the period. Ask support if you cannot find the entry.
A customer's balance on the trial balance is different from the customer statement.
Check Show customer/supplier data as summary, the branch and the date. Both show posted entries only, but the trial balance has a single ledger for each party.
The profit and loss shows a number for a ledger I use for a balance sheet item.
The report follows the account group of the ledger. Change the group in the chart of accounts.
The report is empty.
Check the dates, the branch and the project. A company with approval switched on sees a voucher only after it is approved.