Chart of Accounts Report - Customise Your Financial Data for Powerful Reporting

Chart of Accounts Report Overview

The SapphireOne Chart of Accounts provides a comprehensive list of financial accounts designed for recording transactions within an organisation’s General Ledger.

The Chart of Accounts provides companies with the flexibility to customise it to their specific requirements, allowing for the addition of accounts as needed. Consequently, when setting up your General Ledger accounts, it is advisable to leave gaps in the numerical values to accommodate the creation of additional general ledger accounts in the same category at a later stage. An examination of the Bondi Blue data file confirms this practice.

Despite initially leaving gaps in the numbering of general ledger accounts, some categories tn the Bondi Blue data file have become nearly fully occupied by general ledger entries over time. This customisation capability empowers companies to gather all the necessary financial data required for the creation of reports tailored to their organisational needs.

Within the SapphireOne Chart of Accounts Reports function, several valuable reports are accessible. Users can select these reports by utilising the Report Type and Report Sort Order drop-down menus, as explained below.

Chart of Accounts Report Data Entry

When you select the Chart of Accounts option from the Reports menu within the General Ledger menu, a standard Print dialog is displayed, as shown below:

Dictation and Speech to Text Overview

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.

You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.

As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.

Dictation and Speech to Text Procedure

This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.

Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line.

The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive time saver.

Print Destination Menu (Chart of Accounts)

Please note that when using this Chart of Accounts function, selecting either of the three options below will instruct your operating platform to send the report directly to the printer.

  • Printer – Selecting the Printer option from the default Print Destination menu and subsequently clicking the print button, will instruct SapphireOne to send the report directly to the designated printer.
  • Custom Report – Alternatively, when the Custom Report option is chosen, SapphireOne immediately requests the location of an existing Custom Report to be used as a template when the print button is is activated. SapphireOne then generates the report, incorporating the selected Custom Report as the template.
  • Quick Report – Selecting this option and then clicking the Print button will prompt SapphireOne to display the Quick Report screen, allowing the user to set up a quick report. For detailed instructions on setting up this report, please follow the link to the article on Quick Reports.

Report Types (Chart of Accounts)

The selection of report types through the drop-down menu item displays a Chart of Accounts providing the desired information. 

Account ID  This prints a chart of accounts using the Standard Account ID. 
UDF Fields This prints a chart of accounts using the UDF Field.  These details are entered General Ledger Inquiry on the More Details page in the User Defined area.
Alternate Codes This prints a chart of accounts using the Alternative Code.  These details are also entered in General Ledger Inquiry on the More Details page in the User Defined area.

Report Sort Order (Chart of Accounts)

This option allows the user to sort the chosen report in the order required for printing. The report may be sorted by selecting the options.

No Sort The Default option where no sorting is performed at all
by Account This prints using account names for sorting. 
By Account ID  This prints the chart using the standard account codes. 
by Alternate ID This prints the chart using the Alternate ID (User Defined area). This area is on the More Details Page in a General Ledger Inquiry. 
by Class  This prints the chart using the Class ID as set in the first Page of a General Ledger Inquiry Details. 
by Department  This prints the chart using the Departments, as set in the Details Page of a General Ledger Inquiry which is the first page in the list.

Report Selection Menu

From this menu the user has just the two options as follows:

  • Active Only – Selecting this default option option will tell SapphireOne to print the report including all active general Ledger records within the data file.
  • All Records – When this option is selected SapphireOne will process the report on all records, including General Ledger Accounts that are no longer active.

Report Selection options

In SapphireOne, consistency in layout is maintained across all print dialogue screens, ensuring users do not need to constantly adapt to varying layouts. However, it’s important to note that the Report Selection options documented above, do differ for almost every print dialogue screen.

For additional filtering of reports using criteria from cells within related tables, refer to the following details. Once users enter data into either the third and fourth data entry fields below, the Selected Records radio button will become active, indicating that additional filtering is being applied to the report. A screenshot of this area is provided below for reference with the radio button active, (visible).

Directly beneath the Report Selection heading, you’ll find two rows, each containing four items, where you can establish additional selection criteria for your report. These rows consist of two drop-down menus and two data entry fields for user input.

In each row, the first drop-down menu allows users to select from various cells within related tables in the data file. These options in the first drop-down menu may or may not pertain to the same cells in the same table in the second row. To access the available options in these two drop-down menus, simply click on the respective item to display the drop-down menu and make your selections as required.

The second drop-down menu in both rows enables users to choose a mathematical option for each row. In this case, the available options are consistent and include: Equals, Not equal to, Less than, Greater than, Between, Contains, and Does not contain.

The last two columns in each row is where users input the data required for the mathematical calculations mentioned earlier. Typically, data is entered into the first data entry field. However, when selecting the Between option, data must be entered into both columns. This allows SapphireOne to filter the data based on the range defined by the user’s input in these two data entry fields.

Buttons on the Print Dialog Screen

  • Print – This print button will take the user to your operating platforms Print dialog screen.
  • Cancel – This button will cancel the current procedure.
  • Record List – When this button is selected SapphireOne will allow the user to view the current selection.
  • Options – The Options Button Is not used for this chart of accounts report so the user will find that it is greyed out and so unusable.

Report Examples (Chart of Accounts)

Below is an example of a report that has been created using the default settings of a Report Type of ‘Account ID’. The Report Sort Order was also sorted by ‘Account ID’. 

Accounts-General Ledger-Chart of Accounts-Account Id-Account ID

For the second report, we used a Report Type of ‘Account ID’, however for the Report Sort Order we used ‘Class’. 

Accounts-General Ledger-Chart of Accounts-Account Id

If the default setup mentioned above does not meet the user’s requirements, they have the option to make desired alterations. The foundational structure for the report is already in place, and by making alterations or additions, users can create their own custom report tailored to their specific needs.

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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