14. Reports¶
Module
Part of Finance Core. If your plan does not include it, these screens are not in your menus.
How the reports screen works¶
Reports. Eighteen reports as a row of buttons across the top, in the order somebody works through them.
There is no "Run" button. A report runs the moment you land on it, and re-runs whenever you change a control.
The controls in the header change with the report: only the ones that actually affect what you are looking at are shown, so there is never a date box that silently does nothing.
| Control | Reports it appears on |
|---|---|
| From / To | Profit & Loss, Cash Flow, Changes in Equity, Tax Return, Commission, Account Ledger |
| As Of | Balance Sheet, Trial Balance, A/R and A/P Ageing, Dunning, FX Exposure |
| Subsidiary | Most financial reports; leave it on "All (Consolidated)" for the combined view |
| Account | Account Ledger only |
If a report cannot be produced, it says so in red with the reason rather than showing an empty page.
The financial statements¶
- Profit & Loss — income, cost of sales, gross profit, expenses, net profit, for a period.
- Balance Sheet — assets, liabilities and equity at a date, with a "balanced" or "unbalanced" mark in the heading.
- Cash Flow — operating, investing and financing, with net change in cash. If the statement does not tie to the movement on the bank accounts it says so above the figures, with both numbers, and tells you to check the chart of accounts before using them.
- Changes in Equity — opening equity, capital movements, closing equity, with the profit for the period shown separately.
- Trial Balance — every account with a balance, debits and credits, and a balanced mark.
The account ledger — what makes up a balance¶
Reports → Account Ledger. This is the drill-down behind every figure on the Trial Balance: pick an account, set a date range, and see every posting against it with a running balance.
There are three ways in:
- Pick the account from the Account dropdown on this tab.
- Click any row on the Trial Balance.
- Click any row on Lists → Chart of Accounts.
What you get:
| Figure | What it is |
|---|---|
| Opening | What the account held before your date range began |
| Movement | The net effect of everything inside the range |
| Closing | Opening plus movement — this ties to the Trial Balance at the same date |
| Debits / Credits | The two columns totalled over the range |
The table starts with the opening balance as its first line, then every posting in date order with a running balance, and closes with the totals. Each row shows the document it came from, and the document number is a link straight to it.
Note
The running balance is shown the way an accountant reads that account — income and liabilities increase on the credit side, so they do not appear as negative numbers. The debit and credit columns are exactly what was posted.
Long ranges are paged 200 postings at a time. The five figures at the top always describe the whole period, not the page in front of you, and the footer says so when there is more than one page.
Who owes what¶
- A/R Ageing — money owed to us, in age buckets, by customer and then by document.
- A/P Ageing — the same for money we owe.
- Dunning — who to chase — the debts sorted into stages, from a gentle reminder through to collections, with a suggested action for each customer. Use the From stage control to start at the point you care about.
- FX Exposure — open foreign-currency invoices and bills, at what they were booked at against what they are worth now.
Watch out
Where more than one currency is involved, the ageing buckets add different currencies together and the report says so. Only the base-currency total is a single comparable number, which is why the buckets carry no currency symbol.
If a currency has no exchange rate on or before the date you asked for, the FX report excludes those documents and names the currency. It does not invent a rate.
Tax returns¶
Reports → Tax Return. Choose the country and the period.
Singapore gives the GST F5 boxes 1 to 8. Malaysia gives an SST summary.
Watch out
Read the box above the figures before you file anything. If any line was left out — no tax code on it, a foreign tax code on a Singapore line, or a code that maps to nothing — the report itemises exactly what was excluded, how much, and says "Do not file from this until the above is resolved." The figures are still shown; they are just incomplete. Fix the codes in Setup → Tax Codes.
When nothing was excluded, the report confirms that too, and tells you how many lines it included.
The Malaysian figures carry their own caution: the rates and classifications come from secondary research and should be confirmed against the official portal before filing.
Group and budget¶
- Consolidated — the group translated into one currency for an accounting period. If any part of the ledger could not be translated, the report says what percentage was covered and leads with a warning rather than presenting an incomplete figure as complete.
- Budget vs Actual — by fiscal year, worst variance first, with favourable and unfavourable marked.
Stock and sales¶
- Inventory Valuation — what the stock is worth, at average cost.
- Expiring Lots — batches expiring within 120 days.
- Reorder Report — items below their reorder point, with a suggested quantity. The fuller version is Planning → Replenishment, chapter 9.
- Top Sellers — by quantity and revenue, filterable by brand.
- Sales Commission — attributed revenue and commission by salesperson.
Note
The commission report tells you how much revenue carries no salesperson on it, and therefore earns nobody commission. That is a gap on the documents, not a problem with the rate.