Generating interactive balance sheet and profit & loss reports

You can filter the data that you want to display. To search for the data, you can define one or more of the following criteria and click Start. The data that matches the search criteria you have entered is then displayed in a report.  

Criteria section

Date/Reporting date/Fulfillment date

Type or select a date/reporting date or range of dates/reporting dates to display the interactive balance. Alternatively, select the All check box for all dates. Based on your selection at View, the Date/Reporting date/Fulfillment date option is made available.

Layout

The following predefined layouts are available:

• Trial balance: The trial balance is broken down into the debit and credit columns; positive balances in the debit column and negative balances in the credit column. The total trial balance for the year is also displayed.
• Balance sheet: The amounts posted in the specified period are broken down into the debit, credit and balance columns. The total amount, balance sheet total, and the profit/loss generated from the difference are also displayed.
• Balance Sheet/Profit & Loss: The balance sheet and the profit & loss accounts are displayed.
• Profit & Loss: The profit & loss account is displayed.
• Date differences: This overview displays the differences between Reporting date and Date.

Presentation

Select the columns you want to display in the interactive balance. You can choose to display the Debit/Credit columns, the Balance column or the Debit/Credit/Balance columns. However, if Trial balance is selected in Layout, only 2 options are available – the Debit/Credit columns and the Debit/Credit/Balance columns.

Scale

Select the required option on how you want to group the data presented in the interactive balance: by Year, Quarter, Month or Period. If the All check box is selected or you fill in a date range of more than a month, for example 01/01/2005 to 31/12/2005, then all 4 options will be available. However, if you fill in a date range of only a month, for example, 01/01/2005 to 31/01/2005, then only options Month and Period will be available.

View

Select Date or Reporting Date to display the interactive balance based on the entry date or the reporting date.

• Date: All transactions that have an entry date and fall within the date range are displayed in the appropriate period (if the reporting date is 31 August 2005 and the entry date is 30 July 2005, the transaction is displayed in period 7).
• Reporting date: All transactions that have a reporting date and fall within the date range are displayed in the appropriate period (if the reporting date is 31 August 2005 and the entry date is 30 July 2005, the transaction is displayed in period 8).
• Fulfillment date : the report generated will be based on the fulfillment date range selected.

Comparison

Select the data you want to compare the interactive balance with. You can choose not to compare the data by selecting None or you can choose from Budgets, Previous year, Previous 2 years, Budget + Previous year, or Budget + Previous 2 years. If you select Budgets, you are given the option to complete a budget scenario.

Note:

• The Budget check box in the Define column screen. is visible when you select Budget + Previous year and Budget + Previous 2 Years at Comparison.
• In the Define column screen, when you select Manually at Selection, the Budgets and Previous year check boxes will be enabled and you can select both the check boxes.

Budget scenario

Type or select a budget scenario. This is only available if you have selected Budgets, Budget + Previous year, or Budget + Previous 2 years at Comparison. This is mandatory. 

Type

Select the type of entries you want displayed. You can choose from Standard, All, Fiscal, Budget, or Correction.

Transaction type

Select the required option to display the interactive balance according to the selected transaction type:

• All
• Sales invoice
• Sales credit note
• Charge (financial)
• Purchase invoice
• Purchase credit note
• Payment
• Cash receipt
• Fulfillment
• Returns: fulfillment
• Receipt
• Returns: receipt
• Counts
• Payroll
• Revaluation
• Disposal
• Other

Unprocessed

Select this check box to display unprocessed entries. 

Additional criteria section

Debtor

Type or select a debtor account number to display data that refers to this debtor only.

Creditor

Type or select a creditor account number to display data that refers to this creditor only.

Item

Type or select an item code to display data that refers to this item only.

Warehouse

Type or select a warehouse or a range of warehouses to display data that refers to this warehouse(s). Alternatively, select the All check box for all warehouses.

Cost center

Type or select a cost center or a range of cost centers to display data that refers to this cost center(s). Alternatively, select the All check box for all cost centers. If a specific cost center is selected, the name appears in the interactive balance header.

Cost unit

Type or select a cost unit or a range od cost units to display data that refers to this cost unit(s). Alternatively, select the All check box for all cost units. If a specific cost unit is selected, the name appears in the interactive balance header.

Project

Type or select a project to display data that refers to this project.

Person

Type or select a person's ID to display data that refers to this person.

Note: The 4 fields (name of the respective fields and options in each field) below are determined by your entry at System/Finance/Cost centers / units/Categories. You can enter any name for the fields and the relevant options based on your specification. For more information, see Creating and Maintaining Cost Center Categories.

Geographical

Select a geographical location to display data that refers to this location. You can also select All or Unknown.

Strategic

Select a strategic criterion to display data that refers to the strategic field. You can also select All or Unknown.

Operational

Select an operational criterion to display data that refers to the operational field. You can also select All or Unknown.

Management

Select a management criterion to display data that refers to the management field. You can also select All or Unknown.  

Show section

Actual

Select this check box to display actual interactive balances. If you clear this check box, you will not be able to select None at Comparison. By default, this check box is selected.

Calculation method

Select the type of calculation method you want to use. You can choose from Default currency * Exchange rate, (Default currency * Exchange rate) + Transaction currency, or G/L account dependant.

Click this to go to the Sample calculation screen where examples of all three options in the Calculation method will be displayed.

Currency / Precision

Type or select a currency code for the interactive balance you want to display (if you use different currencies). You can then specify the precision for the amounts. This refers to the number of digits that can be displayed after the decimal point (maximum of three).

Reporting Group

Select the required option on how you want the interactive balance displayed. You can display the balance by Primary categories (shows the first 5 categories setup in your Chart of Accounts), Secondary categories (shows the 6^th to 10^th category setup in your Chart of Accounts) or None. These are the categories you can link to when maintaining the general ledger accounts. This is only enabled if you select Balance sheet, Balance Sheet/Profit & Loss, or P&L at Layout.

Group by

Select the required option to display the interactive balance. You can select None if you do not want a specific grouping or you can select Extra code to group by an alternative general ledger account code. This is very useful if you need to report the data to a parent company that uses a different code. You can also define up to 10 free fields which you can use to specify groupings accordingly.

Cumulative

Select this check box to include the cumulative amounts in the report. This check box is enabled/disabled according to the following scenarios:

Zero balances

Select this check box to include zero balances in the interactive balance.

Closing entries

Select this check box to include closing entries in the interactive balance.

Advanced/Simple

Click Advanced to display advanced criteria. Click Simple to hide the advanced criteria.

Start

Click this to generate the interactive balance. You can adjust the report according to the selection criteria at Type, Comparison, Scale, and others. The number of selection criteria depends on your selection at Layout under the Criteria section. You can go to the General ledger card screen and the Maintain accounts screen by clicking Card and Maintain respectively. You can also print the report and export the data to Microsoft Excel by clicking Print and Export respectively. When you click Balance list, you will go to the Aging analysis by days screen where you can view information pertaining to the outstanding amount categorized by their due dates. This is only enabled for account payables and account receivables.

Note: When you select Balance sheet, Balance Sheet/Profit & Loss or Profit & Loss at Layout, Budgets at Comparison, and click the Start button to generate the interactive balance results, the total amount of the Budget Amount, Budget: Variance, and Budget: Variance % will be reflected in the interactive balance results.

Close

Click this to exit.