Tag: Accounting Reports

  • Generating Clear Accounts Receivable Reports

    Generating Clear Accounts Receivable Reports

    In the next post in our SapphireOne Accounts Receivables Report Tutorials, we will be focusing on the fifth Accounts Receivables reporting function available in SapphireOne - the ‘Show Reports’ feature.

    Here is a cleaned, structured rewrite that removes repetition, tightens language, and uses lists only where they improve clarity, while keeping the tutorial accurate and familiar in tone.

    Generating Clear Accounts Receivable Reports

    January 14, 2021

    In this instalment of our SapphireOne Accounts Receivables Report Tutorials, we focus on the fifth reporting function available in SapphireOne: the Show Reports feature.

    This tutorial builds on our earlier posts covering the Details, Balances, Transactions, and Statements reports, and introduces a more interactive way to analyse Accounts Receivable data directly on screen.

    Accounts Receivables Reporting Options Recap

    SapphireOne provides six Accounts Receivables reporting options:

    1. Details
    2. Balances
    3. Transactions
    4. Statements
    5. Show Reports
    6. Dashboards

    Unlike the previous four report types, which generate printed or PDF outputs, Show Reports is designed for real-time, on-screen analysis.

    What Is the Show Reports Feature?

    The Accounts Receivables Show Reports function allows you to create interactive reports within the SapphireOne interface.

    Rather than printing or exporting data immediately, you can define your criteria and instantly view results on screen. This makes Show Reports ideal for:

    • Reviewing aged debtors
    • Analysing outstanding balances by client
    • Performing quick ad-hoc analysis during credit control or management reviews

    When selected, the Show Reports option opens a configuration window that enables you to generate a pre-set Balances by Client report. This view displays outstanding balances by client and provides a consolidated view of aged receivables across your data file.

    Read on for the next tutorial on the Accounts Receivables'Show Reports' feature, a dynamic function which offers you a wide range of customisable report display options within SapphireOne.
    The Show Reports option presents the above pop-up, giving you the ability to create a pre-set ‘Balances by Client’ report.

    Configuring a Show Report

    You can control how the report is displayed by using the Query and Display drop-down menus at the top of the reporting window.

    You can choose how you would like to organise your Accounts Receivables Show Reports feature by selecting your preferences in the dropdown ‘Query’ and ‘Display’ fields at the top of the reporting window.

    Query Options

    The Query functionality allows you to filter the data using drop-down selections or the dedicated query button, enabling searches across virtually any field in the data file.

    • The Department (Depart) drop-down allows reporting across:
      • All departments, or
      • Individual departments only

    This makes it easy to isolate receivables by business unit or operational area.

    Display Options

    The Display drop-down controls how information is grouped and sorted on screen.

    You can group clients by:

    • Client ID
    • Class
    • Department
    • Area
    • State
    • Customisable Tags
    • Quotes

    Sorting can be applied in ascending or descending order using the arrow ( > ) button next to the data field. The direction of the arrow indicates the active sort order.

    Additional display options allow columns to be organised by:

    • Aged debtors, or
    • Client payment terms

    After selecting or modifying any options, the Recalculate button must be clicked to refresh the report and apply the new criteria.

    Printing and Exporting Show Reports

    Once the report is displayed on screen, you can choose to:

    • Print the report directly, or
    • Export the data in:
      • HTML format for browser viewing, or
      • CSV format for use in spreadsheet applications such as Excel

    This flexibility allows Show Reports to function both as a live analysis tool and a source for external reporting.

    What’s Next?

    In the final post of our Accounts Receivables Report Tutorials, we will cover the remaining reporting function: Dashboards, and how they provide visual insight into receivables performance.

    If you have any questions about Accounts Receivables reporting, or would like to get more out of your SapphireOne application, please contact us or book a call with our Support Team. We’re always here to help.