Show Reports

Show Reports G/L Overview

The General Ledger Show Reports function within Accounts Mode, enables the user to set up a number of different report styles for different purposes. The user also has the ability to set up customised recurring reports.

All reports are created by using a simple selection of standard drop-down menus. Once the drop-down menu options have been selected, the user can then select the dates or periods that the report is to encompass. All generated reports may be exported as a html or CSV files, which may be opened by any browser or external spreadsheet program such as Excel.

There are currently five Show reports under the Accounts > General Ledger > Show Reports menu.

Trial Balance, Income Statement, Balance Sheet, Statement of Cash Flow and GST Accrual.

We will document each of these reports in the order that they appear in the Select Report menu.

Show Reports (Trial Balance)

Users can choose how they would like to organise their report by selecting their preferences in the Query and Display options areas at the top of the reporting window.

Query Options

  • Range – This Range data entry field has a drop down list which drives the From and To fields. For each Show Report function in SapphireOne. This drop down menu has a number of items to select from, which will alter for the various types of Show Reports. Once an item has been selected from this drop down menu, SapphireOne will fill the From and To data entry fields automatically.
    • From & To – Users can also manually enter a From and To periods or dates. To swap between period and date select the or button. The button acts as a toggle to switch between the two options, Date or Period.
  • Depart Menu – This drop-down menu gives you the ability to choose from All departments in the company or the selection of an individual department for the report.
  • Query Button – This Button provides users with a dedicated query function that allows for searching reports for virtually anything that is in the data file.

Display Options

The Display Field contains a number of options or settings as follows.

  • Grouping Menu – By using the Grouping drop0down menu, you can select how you would like your General Ledgers to be displayed in the report – by Account ID, Account, Class, UDF, Custom Class and Alternate ID.
  • Sort Menu – This drop-down-menu allows the report to be sorted by a number of different criteria, ID, Name Debit and Credit.
    • Inverting Sort – There is also an option to Sort the list ascending or descending by selecting the > button just to the right of the data entry field. The direction of the > on the button will indicate the sort order.
  • Column By Menu – The Column can also be displayed by Detail, Period, Project, Project Class, Project Parent,Task and Department.
  • Recalculate – This button must be selected so that SapphireOne will do an initial calculation for the default settings in the report. When any changes are made it must also be selected so SapphireOne can re-calculate the report using the new selections as made by the user.

Footer Buttons

There are several buttons at the bottom of the Show Reports Page that Perform the functions as listed below.

  • Use Period – Selecting this button will automatically fill the “To” Field box with the current date or period.
  • Cancel – Selecting this button will cancel the processing of the current Report.
  • Export to HTML – Selecting this button will export the current Report as a HTML file.
  • Export to CSV – Selecting this button will export the current Report as a CSV file.
  • Print – Selecting this button will open the printing interface for the current report.

Show Report (Income Statement)

Users can choose how they would like to organise their report by selecting their preferences in the Query and Display settings areas at the top of the reporting window.

 

Query Options

  • Range – This Range data entry field has a drop down list which drives the From and To fields. For each Show Report function in SapphireOne. This drop down menu has a number of items to select from, which will alter for the various types of Show Reports. Once an item has been selected from this drop down menu, SapphireOne will fill the From and To data entry fields automatically.
    • From & To – Users can also manually enter a From and To periods or dates. To swap between period and date select the or button. The button acts as a toggle to switch between the two options, Date or Period.
  • Depart Menu – This drop-down menu gives you the ability to choose from All departments in the company or the selection of an individual department for the report.
  • Query Button – This Button provides users with a dedicated query function that allows for searching reports for virtually anything that is in the data file.

Display Options

The Display Field contains a number of options as follows.

  • Grouping Menu – By using the Grouping drop-down menu, you can select how you would like your General Ledgers to be displayed in the report – by Account ID, Account, Class, UDF, Custom Class and Alternate ID.
  • Column By Menu – The Column can also be displayed by Detail, Period, Project, Project Class, Project Parent, Task and Department.
  • Recalculate – This button must be selected so that SapphireOne will do an initial calculation for the default settings in the report. When any changes are made it must also be selected so SapphireOne can re-calculate the report using the new selections as made by the user.

Footer Buttons

There are several buttons at the bottom of the Show Reports Page that Perform the functions as listed below.

  • Use Period – Selecting this button will automatically fill the From and To Fields with the current date or period.
  • Cancel – Selecting this button will cancel the processing of the current Report.
  • Export to HTML – Selecting this button will export the current Report as a HTML file.
  • Export to CSV – Selecting this button will export the current Report as a CSV file.
  • Print – Selecting this button will open the printing interface for the current report.

Show Report (Balance Sheet)

Users can choose how they would like to organise their report by selecting their preferences in the Query and Display settings areas at the top of the reporting window.

 

Query Options

  • Range – This Range data entry field has a drop down list which drives the From and To fields. For each Show Report function in SapphireOne. This drop down menu has a number of items to select from, which will alter for the various types of Show Reports. Once an item has been selected from this drop down menu, SapphireOne will fill the From and To data entry fields automatically.
    • From & To – Users can also manually enter a From and To periods or dates. To swap between period and date select the or button. The button acts as a toggle to switch between the two options, Date or Period.
  • Depart Menu – This drop-down menu gives you the ability to choose from All departments in the company or the selection of an individual department for the report.
  • Query Button – This Button provides users with a dedicated query function that allows for searching reports for virtually anything that is in the data file.

Display Options

The Display Field contains a number of options or settings as follows.

  • Grouping Menu – By using the Grouping drop0down menu, you can select how you would like your General Ledgers to be displayed in the report – by Account ID, Account, Class, UDF, Custom Class, Alternate ID and Custom Class Hierarchical.
  • Column By Menu – The Column can also be sorted by Detail, Period, Project, Project Class, Project Parent,Task and Department.
  • Recalculate – This button must be selected so that SapphireOne will do an initial calculation for the default settings in the report. When any changes are made it must also be selected so SapphireOne can re-calculate the report using the new selections as made by the user.

Footer Buttons

There are several buttons at the bottom of the Show Reports Page that Perform the functions as listed below.

  • Use Period – Selecting this button will automatically fill the From and To Fields with the current date or period.
  • Cancel – Selecting this button will cancel the processing of the current Report.
  • Export to HTML – Selecting this button will export the current Report as a HTML file.
  • Export to CSV – Selecting this button will export the current Report as a CSV file.
  • Print – Selecting this button will open the printing interface for the current report.

Show Report (Statement of Cash Flow)

Users can choose how they would like to organise their report by selecting their preferences in the Query and Display settings areas at the top of the reporting window.

Query Options

  • Range – This Range data entry field has a drop down list which drives the From and To fields. For each Show Report function in SapphireOne. This drop down menu has a number of items to select from, which will alter for the various types of Show Reports. Once an item has been selected from this drop down menu, SapphireOne will fill the From and To data entry fields automatically.
    • From & To – Users can also manually enter a From and To periods or dates. To swap between period and date select the or button. The button acts as a toggle to switch between the two options, Date or Period.
  • Depart Menu – This drop-down menu gives you the ability to choose from All departments in the company or the selection of an individual department for the report.

Display Options

The Display Options area contains a limited number of settings as follows.

  • Column By Menu – The Column can also be sorted by Detail, Period, Project, Project Class, Project Parent,Task and Department.
  • Recalculate – This button must be selected so that SapphireOne will do an initial calculation for the default settings in the report. When any changes are made it must also be selected so SapphireOne can re-calculate the report using the new selections as made by the user.

Footer Buttons

There are several buttons at the bottom of the Show Reports Page that Perform the functions as listed below.

  • Use Period – Selecting this button will automatically fill the From or To Fields with the current date or period.
  • Cancel – Selecting this button will cancel the processing of the current Report.
  • Export to HTML – Selecting this button will export the current Report as a HTML file.
  • Export to CSV – Selecting this button will export the current Report as a CSV file.
  • Print – Selecting this button will open the printing interface for the current report.

Show Report (GST Accrual)

Users can choose how they would like to organise their report by selecting their preferences in the Query and Display option areas at the top of the reporting window.

Query Options

  • Range – This Range data entry field has a drop down list which drives the From and To fields. For each Show Report function in SapphireOne. This drop down menu has a number of items to select from, which will alter for the various types of Show Reports. Once an item has been selected from this drop down menu, SapphireOne will fill the From and To data entry fields automatically.
    • From & To – Users can also manually enter a From and To periods or dates. To swap between period and date select the or button. The button acts as a toggle to switch between the two options, Date or Period.
  • Depart Menu – This drop-down menu gives you the ability to choose from All departments in the company or the selection of an individual department for the report.

Display Options

The Display Field contains a number of options or settings as follows.

  • Sort Menu – This drop-down-menu allows the report to be sorted by a number of different criteria as follows. Code, Description, Tax Rate, Sales, Purchase, Tax Collected and Tax Paid.
  • Recalculate – This button must be selected so that SapphireOne will do an initial calculation for the default settings in the report. When any changes are made it must also be selected so SapphireOne can re-calculate the report using the new selections as made by the user.

Footer Buttons

There are several buttons at the bottom of the Show Reports Page that Perform the functions as listed below.

  • Use Period – Selecting this button will automatically fill the “To” Field box with the current date or period.
  • Cancel – Selecting this button will cancel the processing of the current Report.
  • Export to HTML – Selecting this button will export the current Report as a HTML file.
  • Export to CSV – Selecting this button will export the current Report as a CSV file.
  • Print – Selecting this button will open the printing interface for the current report.

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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