Export Financials Report Overview
This Export Financials report is almost identical to the Standard Financials report except that when the Print button is selected, SapphireOne will immediately without any additional user input, create a csv file and then open it using the default spreadsheet application on the local machine. There is no provision for sending the report to a printer.
There are five standard financial reports. Trial Balance, Income Statement, Balance Sheet, Cash flow Statement and Custom Report. These reports allow you to view the balances associated with a General Ledger Account by different criteria as follows.
- Trial Balance Statement – A trial Balance statement is a list of all General Ledger accounts including the balance of their respective nominal Ledger accounts.
- Income Statement – The Income or Profit and Loss Statement presents the operating results of your organisation. It includes the income, expenditure, revenue and expenses generated during a reporting period.
- Balance Sheet – The balance sheet provides information about the liquidity and capitalisation of your organisation utilising the assets, liabilities, and equity at a particular reporting date.
- Cash Flow statement – This statement presents the cash inflows and outflows that occurred during a reporting period.
- Custom Report – The Sapphire Custom Report feature allows users to create a myriad of different reports from all available data tables and fields from within SapphireOne.
Standard financial reports provide an overview of the financial results and state of your business.
SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for anybody doing data entry within SapphireOne. Any data entry field that the user can type into using a keyboard, they can use this feature.
They can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client and they have just made a phone call to that particular client using the Softphone technology, this will automatically date and time stamp the contact and the phone number you called to. As soon as the call is completed or finished, the user has the ability to use the Speech to Text (Windows) function or Dictation (MacOS) function and dictate into the memo field of the CRM contact, adding as much description as they require.
This functionality applies across every single Data Entry screen. For example, if the user is entering a Vendor Invoice (VI) and they want to add a memo within the Vendor Invoice (VI), the user can 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 General Ledger account line, the user can utilise this feature to quickly add the information they need to add. Additionally, if you’ve got an interview with an employee and after the interview process is completed the user is able to make notes about the employee.
Speech to Text or Dictation is an extremely powerful tool and it’s something that we at SapphireOne as well as our clients utilise daily. It is a massive timesaver.
From the General Ledger menu the first three reports, Standard Financials, Export Financials and FX Standard Financials are almost identical for the reports that they generate. the main difference is the Output or print options for the various reports are as follows.
- Standard Financials – When the button is selected the user has two options. Send a report directly to the printer or a Custom Report.
- Export Financials – When the button is selected SapphireOne will generate a CSV file in memory. It will then immediately start the default spreadsheet program that has been installed on the local machine. (Excel). Until this file is saved using the spreadsheet program it is not saved to the hard drive.
- FX Financials – This report is identical to the Standard Financials Report with FX General Ledger accounts included in the report. button is selected the user has two options. When the button is selected the user has the same two options as for the Standard Financials report. Send a report directly to the printer or a Custom Report.
Once this Standard Financials option is selected from the General Ledger menu a General Ledger Reports dialog will be displayed. When the button is selected here SapphireOne will generate a CSV file.
Setting up a Report
In relevant configurations SapphireOne will display a Query dialog enabling further refinement of the report. Once a selection is made SapphireOne will continue to the printer dialogue.
From the initial screen the user has a number of options. Print Destination, Report Type, Report Details and Report Selection. In addition there is an button which may be selected. This provides the user to the ability to add criteria to the Report.
Print Destination – Two options are available here. Print directly to the Printer or use a Custom Report.
Report Types – There are five standard financial reports. Trial Balance, Income Statement, Balance Sheet, Cash flow Statement and Custom Report. These reports allow you to view the balances associated with a General Ledger Account by different criteria.
Report Details – These report options listed below, provide the ability to produce summarised snapshots of your data.
The user should be aware that a number of these reports are based on selections made from the Details Page and the More Details Page of your General Ledger Accounts.
|No Sort:||No sorted performed, the report is printed as it is in the list on screen.|
|Use Account ID:||Sorted and totaled by each General Ledger Account ID.|
|Use Account Name:||Sorted and Totaled by each General Ledger Account Name.|
|Use Account:||Sorted by Account number.|
|Use UDF ID:||Sorted and Totaled by UDF ID.|
|Use UDF:||Sorted by UDF Name.|
|Use Alternate ID:||Sort and total by Alternate ID.|
|Use Account ID by Custom Class:||Sort by Account ID then total or group by Custom Class.|
|Use Account Name by Custom Class:||Sort by Account Name then total or group by Custom Class.|
|Use Account by Custom Class:||Sort by Account and then Custom Class.|
|Use UDF ID by Custom Class:||Sort by UDF ID then total or group by Custom Class.|
|Use UDF by Custom Class:||Sort by UDF the total or group by Custom Class.|
|Use Alternate ID by Custom Class:||Sort by Alternate ID then total or group by Custom Class.|
|Use Class:||Sort then Total or group by Class.|
|Use Custom Class:||Sort then Total by Custom Class.|
|Use Department Class A:||Sort then Total or group by Class A.|
|Use Department Class B:||Sort then Total or group by Class B.|
|Use Department Class C:||Sort then Total or group by Class C.|
|Use Class by Custom Class:||Sort by Class the total or group by Custom Class.|
|Use Custom Class by Class:||Sort by Custom Class then total or group by Class.|
Report Selection – This menu gives you the following options.
Standard Selection, Include Nil Balances, Include Inactive without Nil Balances and All records.
Selecting Report Details of Use Class for the Income Statement and Balance Sheet will enable you to view the format the reports will be generated in. Examples of these two reports follow in this article.
This report was created using a Report Type of Income Statement and Report Details of Use Class.
This report was created using a Report Type of Balance Sheet and Report Details of Use Class.
Buttons on the General Ledger Reports dialog screen
- Print – There is no provision for sending the report to a printer. when the Print button is selected, SapphireOne will create a csv file.
- 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 – When this button is selected SapphireOne will display an additional page where more options are able to be selected for the report. This is documented immediately below in this article.
- Queue – This button places the report on a queue to the printer.
- Background – This tell SapphireOne to print this job as a separate task in the background as time permits. It lowers the printing priority for the operating platform.
It is critical that the user selects the Report Type and any other selections on the print dialog first as seen above before the button is selected.
Once the options have been selected, and the user is returned to the General Ledger Reports dialog, the only selection that the may make is to select the button. The selection of anything else on returning to this General Ledger Reports dialog, will immediately cancel any options that were selected, and set up.
When the button is selected this allows the user to select periods for this year and last year. The user may also include budget figures together with the formatting and entry of headings and sub-headings.
As may be seen in the screenshot above up to 12 columns may be used to create your reports. The user should also be aware that the report will be scaled as necessary to fit on a single A4 page. Even if an A3 page is used to print the report, the print can end up being very small.
Before we start to set up any reports we should know how to save these reports. This is because SapphireOne does not save them once they are printed.
To save reports before printing, go to the Design area and select the Saved Reports menu. When the list is displayed select the Add… option. Enter a name for your report and save it. It will then be displayed in the Saved Reports list for retrieval and re-printing or modification later on.
This upper area displays the columns as selected from the Design area.
- Radio Buttons – The number of columns is selected using the radio buttons that go from 1 column all the way through to 12 columns.
- Period Selection – The user is then able to select the period for each column that the data is to be drawn from.
- Column Data – Each column may be selected in turn and various options selected from the Design area below.
This lower area enables the selection of how these reports are to be driven. There are various menus with options as follows.
- Presets – After the Pre-Set item, this menu has six other options. Once an option has been selected SapphireOne will display the correct number of columns with the correct data being displayed in each column. After selecting the periods required for the report, No further user intervention is required.
- Documentation – Additional documentation is written later in this article as the options for it are extensive.
- Select – This is the manual version of the preset option above. Each column has to be selected in turn, and the following selections made from the three drop down menus as follows.
- Number of Columns – First use the radio button to select the number of columns for the report.
- Column Selection – Next use the mouse to select the column from the upper area, or select it directly from the list of columns from the Select drop down list.
- Column Year – For the selected column choose to display data from Last Year through to 8 Years ago.
- Actual Budget – For the selected column, the user has the following options for the data to display. Actual, Budget or Revised Budget.
- Save Reports – On initial opening of this function there should be no saved reports. There will only be the Add.. report item in the list. Any saved reports will be in the drop down list. To save a new report select the Add.. report option.
- Mode – By default the initial report is set up on a period based structure. The user may select a single Period or multiple periods for each column in the report. This menu allows the user to structure reports based on additional criteria as follows. This additional criteria below may also be selected one at a time or in groups as required.
- Periods – Default Setting on entry to this report editor.
- Projects –Enables reports to be based on a period for a selected Project or Projects.
- Task – Enables reports to be based on a period for a select Task or Tasks.
- Department – Enables reports to be based on a period for a select Department or Departments
- Project Class – Enables reports to be based on a period for a select Project Class or Project Classes.
- All Items – There are four items at the bottom of the list. All Projects, All Tasks, All Departments and All Project Classes.
- Radio Buttons – The Column Radio buttons are disabled and just the single column will be displayed in the upper area.This will allow you set up 1 column and repeat the selection for all of the selected item on the drop-down menu as seen to the right. For example, if you have 100 active projects it will give you income statements with 100 projects in 100 columns.
- Options – Provision is also made to select if the report is to be simply period driven or a combination of period with a number of other options.
- Format – When this button is selected SapphireOne displays a pop up which allows for the selection of a number of formatting options which is documented later in this section of the manual.
- Columns – From the radio buttons select the number of columns that you want in the report.
- Net Balances – Select his checkbox if net balances are to be printed.
- Column Header – Select each column in turn and enter a column heading. Select the column first, then enter the required Heading. Go through them all one at a time entering the headings as you go.
The mode menu is the main driving force for these reports. By default this is set as seen Periods.
From Periods and then from All Projects through to the All Project Class items, the only requirement is for the user to make a selection for the period for the report. For this reason only periods are displayed in the column area when these items are selected.
When a Project, Task, Department or Project Class item is selected, the column will be split vertically. The upper part of the column will still display periods, but the lower part will display the item as selected from the mode menu as seen to the right.
The user must then select the Periods for the report, as well as the Project, Task, Department or Project Class from the lower section of the column. They have to tell SapphireOne what period and what Project, Task, Department or Project Class is to be included in the report.
Mode menu set as Period
By default the options screen opens with the Pre-Set menu displaying Pre-set and a single column. The mouse is then used to select the periods form the columns in the upper area for the the report. This report may then be immediately printed.
- Columns – Defaults to one column only.
- Pre-sets – SapphireOne opens with this menu item set at Pre-Sets.
- Select – These three menus are set on General, Current and Actual.
- Mode – This menu is set at Period.
- Period Selection – The user must select the Periods for the report.
- Printing – The user may immediately then print the default report.
There are six additional Presets as seen to the right. When any of these are selected SapphireOne will set the report up as follows.
- Pre-set – Select as required fro MTD-TTD through to MTD-YTD + Last.
- Columns – The number as initially required will be displayed. The user can alter these as required.
- Mode menu – Select as required. For some items the columns will be split. (See above).
- Column Data – The periods will always be displayed for selection.
- Periods – Select periods as required.
- Mode items – If the column is split select the mode items as required.
- Saving – Before printing save the report as once printed it will not be saved.
- Printing – The user may print the report.
By selecting one of the additional six Pre-sets SapphireOne will automatically set up a report as follows.
- Select Menu – The options from the three drop down menus will be selected.
- Columns – The columns required for the report will automatically be displayed in the upper area.
- Periods – Input from the user is required to select the periods for the report.
- Printing – Select OK then select Print from the main screen.
If the default setup above is not to the users requirements, from here they can make alterations as desired. The basis for the report should be there, with alterations or additions their own custom report can be setup.
The documentation above is for the Period mode.