Finance à Reports à Balance/PL
You can view the status of a company’s assets, liabilities and equity in the balance sheet. The earnings, expenses, and net profit, can be viewed in the profit & loss statement. The balance sheet and profit & loss statement are published by every public listed company and differ because the balance sheet is a monthly report and the profit & loss statement is published on either a quarterly or annual basis. Here you can retrieve the total balances per general ledger account.
The information in this document is based on product update 408.
Keep in mind: All fields with the “!” icon are mandatory.
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.
Select the following layouts to display the balance sheet:
Select a financial year to display the balance sheet and profit & loss amounts for the selected year.
Select Date, Reporting Date, or Fulfillment date to retrieve the report by entry date or reporting date respectively.
Based on your selection above, the Date, Reporting Date, or Fulfillment date option is made available. If you want to retrieve the Balance sheet, you can specify the exact date for the amounts here. If Trial balance or Period balance sheet is selected under Layout at the Criteria section, you can specify a range of dates or select the All check box for all dates. The date/range of dates selected here must fall within the year as selected in Financial year.
Select this check box to include unprocessed entries in the report.
Select the required option to sort the general ledger accounts. For Group by 1, you must specify the main category that determines the main division.
Select the required option to sort the general ledger accounts. For Group by 2, you must specify the sub category that determines the second division.
Select the required option to sort the general ledger accounts. For Group by 3, you must specify the sub category that determines the third division.
Select the required option to sort the general ledger accounts. For Group by 4, you must specify the sub category that determines the fourth division.
Select the required option to sort the general ledger accounts. For Group by 5, you must specify the sub category that determines the fifth division.
Note: You can set a maximum of five categories and name the options in Group by 1, Group by 2, etc. accordingly. The option Hide field is generated by the system. The Categories section is set at Finance à General ledger à Chart of G/L’s where you need to double-click on any of the account categories (which are in bold) and then specify all five categories that are related to it.
Select the number of digits to be displayed after the decimal point (maximum of 3).
Select this check box if you want to display general ledger accounts with a zero balance.
Select the number of past financial years of the data you want to display. The number of years that can be selected depends on the number of financial years in the administration preceding the financial year of the balance sheet. This option is only available if you have selected Balance sheet under Layout.
Select this check box if you want to display the total revenue of the previous year. This check box is only available if you have selected Balance sheet under Layout.
Select the general ledger accounts range that you want displayed or select the All check box for all accounts.
Type or select a budget scenario to add additional columns to the overview. The additional columns will display the budgets according to the budget scenario and the variation in percentage terms.
Note: Budget scenario is only available if you have the E-Budget module.
Select the type of entries that you want displayed. You can choose from Standard, All, Fiscal, Budget, or Correction.
Select this check box to include the closing entries in the report.
Type or select a person or a range of people to display data that refers to this person or people. Alternatively, select All for all people.
Type or select a cost center or a range of cost centers to display data that refers to this cost center(s). Alternatively, select All for all cost centers.
Type or select a cost unit or a range of cost units to display data that refers to this cost unit(s). Alternatively, select All for all cost units.
Type or select a project or a range of projects to display data that refers to this project(s). Alternatively, select All for all projects.
Type or select a debtor account or a range of debtor accounts to display data that refers to this debtor(s). Alternatively, select All for all debtors.
Type or select a creditor account or a range of creditor accounts to display data that refers to this creditor(s). Alternatively, select All for all creditors.
Type or select an item or a range of items to display data that refers to this item(s). Alternatively, select All for all items.
Type or select a warehouse or a range of warehouses to display data that refers to this warehouse(s). Alternatively, select All for all warehouses.
Select a geographical location to display data that refers to this location. You can also select All or Unknown.
Select an operational criterion to display data that refers to the operational field. You can also select All or Unknown.
Select this check box to generate an unbalanced trial balances report by selecting a cost center or a range of cost centers.Note:
Select a strategic criterion to display data that refers to the strategic field. You can also select All or Unknown.
Select a management criterion to display data that refers to the management field. You can also select All or Unknown.
Note: Geographical, Operational, Strategic, and Management refer to the fields that you have defined at System à Finance à Cost centers / units à Categories in the Categories screen. The options for each field refer to what you have defined in the Sub categories screen. For more information, see Creating and maintaining cost center categories.
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.
By default, the standard currency is used. If you wish to retrieve the data in US Dollar and select USD, the amounts are added to the standard currency and are then multiplied by the exchange rate.
Type or select the exchange rate date to determine the correct rate of exchange. This is used to convert the amounts to the selected currency.
The exchange rate shown here is based on the exchange rate date.
Click this to go to the Transaction list screen where you can define the relevant criteria and then, click Start to display the transaction list report. For more information, see Transaction list.
Click Advanced to display the advanced criteria. Click Simple to hide the advanced criteria.
Click this to generate the balance sheet and profit & loss reports based on the selected criteria.
Click this to exit.