Financial reports

Where

Financials → Financial Statements

Plan

Professional and above

Permission

Reporting → Financial Report

All five financial statements need the Professional plan in this menu.

On Standard? The same reports are one menu away

These exact screens also appear under Reports → Financial Reports, where they need only the Standard plan. Same columns, same figures, same permission — the two aging reports are just worded Receivables Aging and Payables Aging there.

See Financial reports under Reports.

These reports read only your accounting entries

If your posting profiles are not set up, every one of these reports will be empty or wrong — even though your sales, stock and customer balances are all perfectly correct.

An empty Profit & Loss almost always means unfinished setup, not a bad month.

How to run a Profit & Loss

1. Go to Financials → Financial Statements → Profit & Loss.
2. Under Period, pick This month, This year or another preset — or Custom to choose your own Start date and End date.
3. Optionally narrow it to one Location.
4. Click Run report.

Nothing loads until you click Run — choosing a period only fills the dates in.

You get Total revenue, Total cost of sales, Gross profit, Total expenses, Operating profit, Total other income and Net profit, then the full statement below. Negative figures appear in red brackets.

How to run a Balance Sheet

The same steps, but only the End date matters.

The Start date on a Balance Sheet is ignored

A balance sheet is a snapshot, not a period. Setting Start = 1 January and End = 31 March does not give you a first-quarter balance sheet — you get the position as at 31 March, with everything before it included.

Check the As of tile at the top to see the date actually used.

How to run a Trial Balance

1. Go to Financials → Financial Statements → Trial Balance and click Run report.
2. You get ten columns: Code, Account, Type, then opening, period and closing debits and credits, with totals pinned at the bottom.
3. Use the search box to find one account by code or name.

Opening is everything before your start date; period is the range itself. With no start date, opening is zero and everything falls into the period columns.

How to export

1. Run the report.
2. Click Export in the table toolbar and choose Export CSV, Export Excel or Export PDF.
3. For PDF you are asked for a Paper size.

These exports really do produce a file

Unlike the catalog screens, the financial reports are generated properly on the server and downloaded. The file is built by re-running the same report, so it always matches what you are looking at — and it adds a TOTAL row and a Balanced: Yes/No row that the screen does not show.

What to do when the Trial Balance does not balance

The last tile tells you: green with a tick when it balances, red with “Out of balance” and the difference when it does not.

Work through these in order.

1. Check the date range. Switch the period to This year and run again. A difference that disappears was an artefact of the window, not a broken ledger.
2. Check the location filter. Set it back to All locations. One branch’s slice will not balance on its own if entries cross branches.
3. Look for journal entries stuck in approval. This is the most common cause by far, and nothing on the screen tells you about it — an entry waiting for approval is excluded from every report and every balance. Go to Financials → Ledger & Accounts → Journal Entries and clear anything pending.
4. Export to Excel and give it to your accountant.

You cannot click through to the detail

Trial Balance rows are not clickable. To see what is behind an account, go to Financials → Ledger & Accounts → General Ledger and pick the account there.

The check is exact, so a difference of a fraction of a penny still shows as out of balance.

How to chase what you are owed

1. Go to Financials → Financial Statements → AR Aging and click Run report.
2. Read the tiles: Total outstanding, Current, 1–30 days, 31–60 days, 61–90 days and 90+ days.
3. Start with the red 90+ tile. Those are your problem debts.
4. Search for the customer, then go to Customer Invoices or the Customer Ledger to see the specific unpaid items.
5. The amber 31–90 columns are phone-call territory. Filter to one Customer and re-run to see just their exposure.

AP Aging is the same thing for what you owe suppliers. Use 90+ days to spot suppliers you are about to lose credit with, and Current to plan this week’s payments.

Only the End date is used on both — it is the date the buckets are measured from.

The tiles and the table totals can disagree

The tiles cover the whole report. The footer totals follow whatever you have typed in the search box. Trust the tiles for the real grand total.

What to watch out for

Some headings display as raw text

Several labels are missing their English text and show their internal name instead:

• The Profit & Loss section headers read REPORTS.FINANCE.PROFITANDLOSS.REVENUE and so on, instead of Revenue, Cost of Sales, Expenses and Other Income.
• The Balance Sheet section headers do the same for Assets, Liabilities and Equity.
• The balanced tile’s caption shows reports.finance.check.balanced when your books do balance. The out-of-balance wording is fine.

The figures are correct — only the captions are affected. A green tile with a tick means balanced, whatever it says.

• None of these reports work offline.
• Top Debtors and Top Creditors show up to 500 rows on screen but export only the first 100, so the file can be shorter than the page.

Related

• Setting up your books
• Customer money