Frequently used reports

Receivables Reconciliation [Detail] report

Bank Register report

To help you analyse the performance of your business, you can print:

If you prepare summary reports quarterly instead of monthly, the following reports will help provide an overview of your business’ financial health for the quarter. To help ensure the reports are accurate, enter all relevant financial transactions first, such as depreciation, interest earned, etc.

Quarterly reports

Profit & Loss Statement [Spreadsheet] report

At the end of a financial year, your accountant will need, at minimum, a Trial Balance [Summary] report, a year-end Balance Sheet, and a year-end Profit & Loss statement. You should check with your accountant before you prepare these reports, as you may need to enter some adjustment transactions.

Annual reports

The following reports can be prepared annually or as required:

If you need to provide your bank with financial information about your business, you can print the following reports:

Overview reports for your bank

Profit & Loss [With Last Year] report

Profit & Loss [Budget Analysis]

If you need to provide your accountant with financial information about your business, you can use the following reports.

Overview reports for your accountant

Trial Balance report

Profit & Loss [With Year to Date] report

For a summary overview of GST collected and paid use:

Sales GST reporting and deposits

Use the following reports to prepare sales GST deposits and returns.

GST Sales Tax [Summary - Accrual] report

For a detailed view use:

GST Sales Tax [Detail - Accrual] report

note : If you are allowed to remit sales GST on a cash basis (remit GST only on money received, not on sales booked), use the ‘Cash’ versions of the above reports.

Collecting money: who, how much, and how long

To find out who owes you money (and for how long) you can print the Aged Receivables [Summary] report.

If you need to prepare a contact list to call late payers, print the Aged Receivables [Detail] report.

For the payment history of a single invoice, print the Invoice Transactions report.

Customer sales: who, what, and how much

If you want to see sales by customer, print the Sales [Customer Summary] report.

If you want to track what items (from your Items List) you sold to a customer, print the Sales [Customer Detail] report.

To look for customer sales trends over a period of time, print these two reports:

Analyse Sales [Customer Spreadsheet] report

Job reports and job profit

To see all transactions assigned to a job, print the Job Transactions report.

To find out if you have any outstanding unreimbursed expenses for the job, print the Customer Reimbursable Expenses report.

Item sales: what is selling and who is buying

To find out:

how many of a particular item you sold, print the Sales [Item Summary] report or the Sales [Item Detail] report

which items you sold to a particular customer, print the Sales [Customer Detail] report

which customers bought a particular item, print the Sales [Item Detail] report.

Converting data to a spreadsheet

You can convert most reports to a spreadsheet by saving them as tab-delimited or comma separated text files. However, there are a few software reports that have been specifically designed for exporting to a spreadsheet.

In the report window, click Send To and then choose Disk. Save the report and then launch your spreadsheet and open the file. Note that the report file created by your software will not be recognised as a spreadsheet date file, so be sure to change the file type to All Files when looking for the spreadsheet report.

note : Spreadsheet reports do not indent for subtotals.

An amount that is a subtotal in a report shows the word ‘Total’ before the account name. Be careful to avoid double-counting the subtotals when manipulating figures in a spreadsheet.

The following reports are designed to be viewed as spreadsheets:

Balance Sheet [Spreadsheet] report

Balance Sheet [Budget Spreadsheet] report

Profit & Loss Statement [Spreadsheet] report

Profit & Loss [Budget] report

Analyse Sales [Customer Spreadsheet] report

Analysing cash flow

Before you print the Cash Flow Analysis report, you need to perform a cash flow analysis.

To start a cash flow analysis

1	Go to the Banking command centre and click Analysis, then choose Cash Flow. The Cash Flow Worksheet appears.

1	Enter the number of forecast days and review the worksheet, and add change or delete entries on the worksheet.

1	When you have finished, click Analyse Cash Needs.

1	To print the Cash Flow Analysis report, click Print at the bottom of the window.

Check to see that recurring transactions are included:

Save your regular cheques (telephone bill, rent, etc.) as Recurring Cheques in the Spend Money window.

For more information, see Cash Flow Analysis report.

Analysing income and expenses

The following reports can help you track the income and expenses in your business.