Reports: Accounts

Accounts
Balance Sheet
Profit & Loss
General Ledger Trial Balance
Currency
Exceptions
Transaction Journals
Jobs
Categories
Audit Trail
Recurring Transactions

ACCOUNTS

Accounts List [Summary] report This report is a list of all accounts and current balances

Accounts List [Detail] report This is a list of all accounts with type, level, checking status and current balances.

Account Transactions report Displays either the debit or credit side of any transaction attached to the selected account(s), in the selected source journal(s) within the period range. It does not display the entire transaction.

Account History report Displays all account activity and budget information for the current and previous fiscal year. This is an extremely large report; it contains many columns and it can include a great deal of information. For best results, use this report with the OfficeLink feature. To learn more about using OfficeLink, see Viewing reports in Microsoft Excel (OfficeLink).

Linked Accounts Is a list of basic linked accounts. This report will show whether the account as a debit or credit balance as well as the amount of the balance.

BALANCE SHEET

Standard Balance Sheet Displays the balances for your assets (what you own), liabilities (what you owe), and your equity in the business as of the end of a selected month. This report can be displayed using the cash basis and accrual basis accounting methods. Use this report for Monthly Reports, Quarterly Reports, Annual Reports, Overview Reports for Your Bank, Overview Reports for Your Accountant.

Multi-Period Spreadsheet Displays the balance sheet for multiple periods in spreadsheet format. This report can be displayed using the cash basis and accrual basis accounting methods. Click the Customize button in the Index to Reports window to display the Report Customization window. In the Report Basis field, select Accrual or Cash, then click Display to display your report. Cash basis reports are differentiated from accrual basis reports by the word [Cash] listed after the report name.

Multi-period Budget Spreadsheet Displays the monthly budgeted amounts for the balance sheet accounts in spreadsheet format. This report can be displayed using the cash basis and accrual basis accounting methods. Click the Customize button in the Index to Reports window to display the Report Customization window. In the Report Basis field, select Accrual or Cash, then click Display to display your report. Cash basis reports are differentiated from accrual basis reports by the word [Cash] listed after the report name.

Last Year Analysis Compares your balance sheet as of the end of the selected month of this fiscal year with your balance sheet as of the end of the same month of last fiscal year. This report can be displayed using the cash basis and accrual basis accounting methods. Click the Customize button in the Index to Reports window to display the Report Customization window. In the Report Basis field, select Accrual or Cash, then click Display to display your report. Cash basis reports are differentiated from accrual basis reports by the word [Cash] listed after the report name. Report Tip: This report shows you how your asset, liability, and equity account balances changed over the course of the year. Check any change from year to year greater than 10%. Make sure you understand why it changed. Has your cash position improved or declined? Are your receivables growing or shrinking? Why? If you are using a 13th accounting period, run the report twice, once for 12 periods and again with the 13th period. Since many 13th period entries are non-operational, you may get a clearer picture of your business operations with a 12-month P&L. Use this report for Annual Reports.

Budget Analysis Compares your balance sheet as of the end of the selected month with your budgeted balance sheet for that month. This report can be displayed using the cash basis and accrual basis accounting methods. Click the Customize button in the Index to Reports window to display the Report Customization window. In the Report Basis field, select Accrual or Cash, then click Display to display your report. Cash basis reports are differentiated from accrual basis reports by the word [Cash] listed after the report name.

PROFIT AND LOSS

Standard Profit & Loss Is a report of your income, cost of sales, expenses, other income, other expenses for the selected month(s) This report can be displayed using the cash basis and accrual basis accounting methods. Click the Customize button in the Index to Reports window to display the Report Customization window. In the Report Basis field, select Accrual or Cash, then click Display to display your report. Cash basis reports are differentiated from accrual basis reports by the word [Cash] listed after the report name. Report Tip: If you are using a 13th accounting period, run the report twice, once for 12 periods and again with the 13th period. Since many 13th period entries are non-operational, you may get a clearer picture of your business operations with a 12-month P&L.

Profit & Loss Multi-period Spreadsheet report Provides the P&L for a selected period range in spreadsheet format. This report can be displayed using the cash basis and accrual basis accounting methods. Click the Customize button in the Index to Reports window to display the Report Customization window. In the Report Basis field, select Accrual or Cash, then click Display to display your report. Cash basis reports are differentiated from accrual basis reports by the word [Cash] listed after the report name. Use this report for Quarterly Reports.

Profit & Loss Multi-period Budget Spreadsheet report Provides the monthly budgeted amounts for profit and loss accounts in spreadsheet format. Profit and Loss (With year to Date) Report This report compares your income, cost of sales, expenses, other income, and other expenses for the selected month(s) to the year-to-date figures and as a percentage of sales. This report can be displayed using the cash basis and accrual basis accounting methods. Click the Customize button in the Index to Reports window to display the Report Customization window. In the Report Basis field, select Accrual or Cash, then click Display to display your report. Cash basis reports are differentiated from accrual basis reports by the word [Cash] listed after the report name. Use this report for Overview Reports for Your Accountant.

Year to Date report Compares your income, cost of sales, expenses, other income, and other expenses for the selected month(s) to the year-to-date figures and as a percentage of sales. This report can be displayed using the cash basis and accrual basis accounting methods. Click the Customize button in the Index to Reports window to display the Report Customization window. In the Report Basis field, select Accrual or Cash, then click Display to display your report. Cash basis reports are differentiated from accrual basis reports by the word [Cash] listed after the report name. Use this report for Overview Reports for Your Accountant.

Last Year report Compares the net activity of your income, cost of sales, expenses, other income, and other expenses for the selected period of this fiscal year with the same period of last fiscal year and as a percentage of sales. This report can be displayed using the cash basis and accrual basis accounting methods. Click the Customize button in the Index to Reports window to display the Report Customization window. In the Report Basis field, select Accrual or Cash, then click Display to display your report. Cash basis reports are differentiated from accrual basis reports by the word [Cash] listed after the report name. Report Tip: This report computes your income and expenses as a percent of total sales for both the current year and the previous year. It details where your income came from (for example, 32% wholesale sales, 68% retail sales) and how your money was spent. Check any change from year to year greater than 10%. Make sure you understand why it changed. Think about the areas that need improvement in the coming year and use this report to help prepare next year's budget If you are using a 13th accounting period, run the report twice, once for 12 periods and again with the 13th period. Since many 13th period entries are non-operational, you may get a clearer picture of your business operations with a 12-month P&L. Use this report for: Annual Reports Overview Reports for Your Bank.

Percent Sales Analysis report Calculates percentages of sales for all P&L activity for the selected month(s). These percentages are compared to what you budgeted for the selected month(s) and to what the percentages were for the same month(s) of last year. This report can be displayed using the cash basis and accrual basis accounting methods. Click the Customize button in the Index to Reports window to display the Report Customization window. In the Report Basis field, select Accrual or Cash, then click Display to display your report. Cash basis reports are differentiated from accrual basis reports by the word [Cash] listed after the report name. Report Tip: This is a very interesting Profit & Loss report because it produces no currency amounts. This report looks at every income and expense as a percent of total sales. Most industries have guidelines for expenses as a percent of revenue. If your business is significantly over or under the industry norm, it may be a harbinger of trouble to come. For example, if your administrative expenses are 15% of total sales and your industry average is 5%, you could be at a serious disadvantage. While you're paying for that corporate masseuse, competitors could be spending 10% more than you on sales and marketing, stealing both market share and the future of your company. If you don't know your industry averages ask your accountant, or contact the editors of the most popular trade magazine for your industry.

Last Year Analysis report Compares your P&L for the selected month(s) of the current fiscal year to the same month(s) of the last fiscal year. This report can be displayed using the cash basis and accrual basis accounting methods. Click the Customize button in the Index to Reports window to display the Report Customization window. In the Report Basis field, select Accrual or Cash, then click Display to display your report. Cash basis reports are differentiated from accrual basis reports by the word [Cash] listed after the report name. Use this report for Analyzing Income and Expenses.

Budget Analysis report Compares your actual profit and loss for a specific accounting period with a depiction of what your profit and loss would have looked like if you had met your budgeted activity during the same period. This report can be displayed using the cash basis and accrual basis accounting methods. Click the Customize button in the Index to Reports window to display the Report Customization window. In the Report Basis field, select Accrual or Cash, then click Display to display your report. Cash basis reports are differentiated from accrual basis reports by the word [Cash] listed after the report name. Use this report for: Overview Reports for Your Bank Analyzing Income and Expenses.

GENERAL LEDGER TRIAL BALANCE

Trial Balance Summary report Displays the account balance, for each account, at the beginning of a date range, the total debits and credits within the date range, the net activity, and the balance at the end of the date range. Report Tip: This report calculates the changes in your account balances for the month. Look at the Net Activity column and try to spot errors (amounts way out of whack). To check for omissions, be sure to check the Include $0.00 Balances check box in the Report Customization window. If a normally active account has zero activity for the month, you probably forgot to make an entry. Usually the summary report, rather than the longer detail report, is adequate. The summary report gives you one line (beginning balance, total debits, total credits, net activity, and ending balance) per account. If needed, you can generate a Trial Balance [Detail] report for the month. This will generate a line for every transaction (it can be a huge print-out) entered during the month. To ensure full information in the report, enter the first day and last day of the month in the Date Range fields. Run the report for all accounts. To be complete, check the Include $0.00 Balances check box. Use this report for: The "I-want-a-printed-copy-of-everything" reports Monthly Reports Quarterly Reports Annual Reports Overview Reports for Your Accountant Analyzing Income and Expenses.

Trial Balance Detail report Within the period range, for each account, this report displays the beginning balance, a line for each transaction, the total debits and credits and the ending balance. Note: The report displays only transactions that were entered in windows to which your user ID allows access. Note: If "Selected" appears in the Job column, this indicates that more than one job has been assigned to a line of an employee payment. Use this report for: Monthly Reports Quarterly Reports Annual Reports Overview Reports for Your Accountant.

CURRENCY

Currencies List report Is a list of the currencies you've set up for your company, the three-character code used to identify each currency, the symbol for each currency, and each currency's exchange rate. Note: This report is available only if you're using the Multicurrency feature.

Realized Gain/Loss report Shows the money your company has made or lost as a result of exchange rate fluctuations that have affected sales and purchases you've made using foreign currencies. Gains and losses occur when the exchange rate used when paying for a purchase differs from the rate used for the purchase itself. Gains and losses are realized only when the transactions (either sales or purchases) are fully paid for and closed. Note: This report is available only if you're using the Multicurrency feature.

Unrealized Gain/Loss report Shows the money each foreign currency account has made or lost as a result of exchange rate fluctuations that have affected sales and purchases you've made. Gains and losses occur when the exchange rate used when paying for a purchase differs from the rate used for the purchase itself, for example. Gains and losses are realized only when the transactions (either sales or purchases) are fully paid for and closed. Note: This report is available only if you're using the Multicurrency feature.

EXCEPTIONS

Inventory Value Reconciliation report Displays the total of all on-hand inventory values and the current balance of the linked inventory account and compares them. (You specified the account that is your Asset Account for Item Inventory in the Profile view of the Item Information window.) If the comparison shows an out of balance amount, any entries to the linked inventory account that have been generated by a General Journal entry or a cash transaction are displayed.

Payables Reconciliation report Displays the total of all the balances from all your vendors and the current balance of the linked payables account and compares them. (You specified the account that is your linked payables account in the Purchases Linked Accounts window.) If the comparison shows an out of balance amount, any entries to the linked payables account that have been generated by a General Journal entry or a Spend Money transaction are displayed.

Receivables Reconciliation report Displays the total of all the balances from all your customers and the current balance of the linked receivables account and compares them. (You specified the account that is your linked receivables account in the Sales Linked Accounts window.) If the comparison shows an out of balance amount, any entries to the linked receivables account that have been generated by a General Journal entry or a Receive Money transaction are displayed.

Future Dated Transactions report Displays all the transactions that are dated after the current session date (or the selected As Of date, if it is earlier than the session date).

Prepaid Transactions report Displays all customer sales or vendor purchases with payments that are dated before the invoice/purchase date; the payments must fall within the report's selected date range. The report excludes deposit payments that have a date prior to the invoice or purchase date.

Deposit Transactions report Displays deposit payments for orders within a date range.

TRANSACTION JOURNALS

General Journal report Displays all transactions entered via the Record Journal Entry window and all imported transactions. Note: The report displays only transactions that were entered in windows to which your user ID allows access.

JOBS

Activity Summary report Displays only the totals of every job with the selected account for the requested date range and journal(s). Note: This report does not include purged transactions. Additional Note: The report displays only transactions that were entered in windows to which your user ID allows access.

Activity Detail report Displays every transaction coded to a job with the requested date range and journal(s) for each selected account. Note: The report does not include purged transactions. Additional Note: The report displays only transactions that were entered in windows to which your user ID allows access.

Budget History report Displays the budgeted amount for a job by account, as well as the total job activity for the previous and current fiscal years. This is an extremely large report; it contains many columns and it can include a great deal of information. For best results, use this report with the OfficeLink feature.

History report displays all of the income, cost and expense information for each job for the current and previous fiscal year. This is an extremely large report; it contains many columns and it can include a great deal of information. For best results, use this report with the OfficeLink feature.

Job Transactions report Displays all the transactions that have been coded to the selected job(s). Note: The report displays only transactions that were entered in windows to which your user ID allows access. Report Tip: This is like a Trial Balance for your jobs. It shows all the comings and goings of money within the period. In the Report Customization window, change the Source Journal to All. Enter the desired date range. If you're just interested in the money in and money out, be sure to Exclude Balance Sheet accounts. The Debit column should list all expenses and costs and the credit column should list all income. A positive Net Activity amount means you've made money during the period. The Beginning Balance field in the summary section of the report adds any opening balance amounts entered in Job Opening Balances window to the net activity for the job prior to the selected date range for this report. Note: If you include Balance Sheet accounts, the Beginning Balance and Ending Balance fields are removed. Use this report for: Tracking down a transaction Looking at Jobs: Are you Making a Profit?

Job Exceptions [Cash Transactions] report Provides a listing of Spend Money, Receive Money and General Journal Transactions with no Job Number allocation, for selected account within selected date range.

Job Exceptions [Invoice Transactions] report Provides a listing of sales invoice and/or purchase order transactions that have no Job Number allocation, for a selected account within a selected date range.

Profit & Loss Statement report Is a P&L report including only those transactions assigned to a selected job. Use this report for Looking at Jobs: Are you Making a Profit?

Reimbursable Expenses report Displays all the reimbursable expenses that have been linked to the selected job or jobs. Note: The report displays only transactions that were entered in windows to which your user ID allows access.

Budget Analysis report Compares your current profit for the selected job(s) with your budgeted amounts, taking into account the completion percentages for each job. Report Tip: Sometimes, as you're working through a job, money is being spent and received in fits and starts. It can be difficult to figure out whether you're ahead or behind on the job. This is where job budgeting can be very useful. If your prepare a job budget (how much you expect to bill and how much you expect to spend) for every major job, and periodically update the Percent Complete field in the Job information window, the software will help you determine the status of the job. Note: Before running this report, go the Job Information window (Lists menu > Jobs > highlight the job and choose Edit) and update the Percent Complete field. Use this report for: Looking at Jobs: Are you Making a Profit?

Jobs List report Displays a list of all your jobs with profit (loss) information. Subjobs are grouped below the header job. Report tip: To ensure your report is accurate and meaningful, be sure to mark the header job for any subjob you mark when you select the jobs you want included in your report.

CATEGORIES

Activity Summary report Displays only the totals of every category within the selected account for the requested date range and journal(s). Note: This report does not include purged transactions. Additional Note: The report displays only transactions that were entered in windows to which your user ID allows access.

Activity Detail report Displays every transaction coded to a category within the requested date range and journal(s) for each selected account. Note: The report does not include purged transactions. Additional Note: The report displays only transactions that were entered in windows to which your user ID allows access.

Category Transactions report Displays all the transactions that have been assigned to the selected category or categories. Note: The report displays only transactions that were entered in windows to which your user ID allows access.

Profit & Loss Statement report Is a P&L report including only those transactions assigned to the selected category.

Balance Sheet report Displays the balance of your Asset, Liability and Equity accounts as of the end of the selected period for those transactions assigned to the selected category.

Trial Balance Summary report Displays the total debits and credits within the date range, the net activity, and the balance at the end of the date range for those transactions assigned to the selected category. Usually the summary report, rather than the longer detail report, is adequate. The summary report gives you one line (beginning balance, total debits, total credits, net activity, and ending balance) per account. If needed, you can generate a Category Trial Balance [Detail] report for the month. This will generate a line for every transaction (it can be a huge print-out) entered during the month.

Trial Balance Detail report Displays, within the period range, for each account, the beginning balance, a line for each transaction, the total debits and credits and the ending balance for those transactions assigned to the selected category. Often the Category Trial Balance [Summary] report, rather than this longer detail report, is adequate. The summary report gives you one line (beginning balance, total debits, total credits, net activity, and ending balance) per account. Note: The report displays only transactions that were entered in windows to which your user ID allows access.

History report Displays all account activity for the current and previous fiscal year for those assigned to the selected category, for use with Excel. This is an extremely large report; it contains many columns and it can include a great deal of information. For best results, use this report with the OfficeLink feature.

Categories List report Displays a list of all your jobs with profit (loss) information.

AUDIT TRAIL

Audit Trail Report Displays changes made to your company file that were recorded by the Audit Trail Tracking system. It includes the date of the change, who made the change and what was changed. The changes are recorded only if you marked the Use Audit Trail Tracking selection in the Security view of the Preferences window. If the preference was marked for a portion of the date range you select for this report, only the changes that occurred while the tracking was active appear in the report. See Changes and entries recorded by Audit Trail Tracking for a full list of the specific transactional, tax, accounts and system changes that appear in this report.

Session Report Contains journal activity since the last time you opened your program. Note: The report displays only transactions that were entered in windows to which your user ID allows access. Note: If "Selected" appears in the Job column, this indicates that more than one job has been assigned to a line of an employee payment. Report Tip: You can choose to be prompted for the Session Report automatically. To do this, choose the Preferences selection in the Setup menu. Click on the Security tab. Check the selection Prompt for a Session Report When Closing. This will give you a Journal Report (debits and credits) of every cash transaction recorded during the session.

RECURRING TRANSACTIONS

General Journal Entries report Displays the names of each general journal entries saved as recurring, the date last posted, the frequency of posting, and the next due date for posting the transaction.

Transfer Money Entries report Displays the names of each general journal entries saved as recurring, the date last posted, the frequency of posting, and the next due date for posting the transaction.

Transactions List report Displays the names of each recurring transaction and for each one, the type, the frequency of posting, the date last posted, the next due date for posting, the kind of alert you receive and the number of posts remaining on the schedule.