Financial reports

The Reports page shows your organization’s figures straight from the ledger: trial balance, profit and loss, balance sheet and more. It is for people your administrator has given access to reports, usually finance staff and managers. You find it under Reports in the accounting part of the menu.

The page says it plainly at the top: “Figures from posted entries only, in the base currency.” Drafts, unposted documents and anything not yet in the ledger do not appear.

Choose a report

Each report is a tab across the top of the page:

Tab	What it shows
Trial balance	Every account’s opening, movement and closing debits and credits for a period
Profit and loss	Income and expenses for a period, and the net profit
Balance sheet	Assets, liabilities and equity on one date
General ledger	Every posted line on each account, with a running balance
AP aging	What you owe suppliers, by how overdue it is
Withholding register	Withholding tax deducted from supplier payments
AR aging	What customers owe you, by how overdue it is
Budget vs actual	A budget compared with what was actually posted
Invoice analysis	Sales invoiced and collected, by month. Only shown if you may read the sales analysis.

See Reading each report for what each one contains.

Set the period and filters

The filters change with the report:

Report	Filters
Trial balance	From, To, Account, and Include the year-end closing entry
Profit and loss, Withholding register	From and To
General ledger	From, To and Account
Balance sheet	As of
AP aging, AR aging	As of, Supplier or Customer, Outstanding from and Outstanding up to
Budget vs actual	Budget, Version, From period and To period
Invoice analysis	Year and Month

The report refreshes as soon as you change a filter. Account narrows the report to one account and its sub-accounts; the report then says “Filtered to one account and its sub-accounts.” Leave it on All accounts to see everything.

On the aging reports, the amount filters take effect when you leave the field or press Enter. Enter amounts like 1250.00. If the minimum is above the maximum you see “The minimum is above the maximum”.

The page address keeps your choices, so you can bookmark a report or send the link to a colleague who also has access.

Find a report by typing

Above the tabs is a search box, Find a report. Type what you want in plain words, for example “trial balance for last quarter”, and select Find.

It does not answer the question itself. It shows a Report preview: the report it picked and the period, with a note on anything it assumed, such as “No year was given, so I assumed the current one.” Select Open this report to open it with those filters, or Cancel.

If it cannot tell what you mean, it asks, for example “Which period do you mean? For example last month, Q3 or this fiscal year.” Rephrase and try again.

Note

If you see “This feature is switched off for your organization”, your administrator has not turned on Report search. Use the tabs instead.

Provisional figures and balance checks

• Provisional: the period is not closed, so these figures can still change. You see this while any part of the range is in an open accounting period, where entries can still be posted.
• Balanced or Not balanced appears on the trial balance and balance sheet. If a trial balance is not balanced, its Difference is not zero; tell your finance lead.

Export a report

If you are allowed to export, an Export button sits at the top right.

1. Set the report and filters you want.
2. Select Export, then CSV, Excel (XLSX) or PDF.
3. Wait while it says “Requesting the export…” and “Preparing the file…”. The download starts by itself.

The file holds exactly the report and filters you were looking at.

Below the report, Recent exports lists the files requested, with Report, Format, Requested, By and Status: Preparing, Ready or Failed. Select Download on a Ready row to get the file again.

Budget vs actual exports only once a budget is chosen. Invoice analysis does not export when All years is selected.

If an export fails

Message	What to do
Too many lines for this format. Narrow the range or choose CSV.	Shorten the period, pick one account, or export as CSV
The report’s parameters were not accepted.	Check the dates and filters, then try again
Something went wrong while rendering the file.	Try again later; if it keeps failing, tell your administrator

Other report screens

• Custom reports let you build and save your own account balance report.
• Spend forecast estimates spending for the coming months.
• Archive holds documents from your previous system, which are not in these reports.