Show Reports (Balance by Vendor) Overview
In SapphireOne’s Accounts Payables mode, the Show Reports function empowers users to create a variety of report styles customized for different purposes, including the Balances By Vendor Report. This functionality significantly enhances flexibility and reporting capabilities, making it easier to effectively manage Vendor accounts.
To create reports, users simply use a standardized selection of drop-down menus and select the dates or periods to include. All generated reports can be exported in HTML or CSV format and opened in any browser or spreadsheet program, including Microsoft Excel. Additionally, a Matrix report is available to display reports in a matrix-style format.
After selecting a report option in SapphireOne, you have the flexibility to choose various criteria for the report, as documented below. Once the report has been generated, you can easily export it as either an HTML or CSV file. These files can be opened in any web browser or external spreadsheet program for your convenience.
When the Show Reports option is selected this menu will be displayed which currently has the one report available.
SapphireOne offers a standardized selection of drop-down menus to configure all Show Reports items.
Once the desired options have been selected, users can choose the dates or periods to include in the report.
Additionally, all generated reports can be exported as HTML or CSV files, which can be opened in any browser or external spreadsheet program.
Show Reports (Balances by Vendor)
Aged and Terms
Within the Show Report function for Balances by Vendor, specifically for Aged and Terms reports, the first crucial choice for users is the Columns By option. This selection dictates how the report is presented and offers a choice between two options: by Aged and by Terms. The report’s structure and content are directly influenced by the selection made in the Columns By drop down menu. This article provides comprehensive documentation for both types of reports, detailed below commencing with the Aged option.
Use Period/Date button.
Next in line for user selection is the Use Date/Period button. It’s worth noting that this button toggles between two names, 
and 
and is conveniently situated in the bottom-left corner of the screen. Users can switch between these two options by selecting this button.
Column by Aged Report
Column by Terms based Report
Query Options
Whenever changes or alterations are made to a report, the user must select the 
recalculate button to update the report and display the new details.
The report can be customized by users through the selection of their preferences in the Query and Display sections, which are available on the Show Report screen located above. This enables users to tailor their reports by inputting specific criteria in the Query section to filter the data. Then selecting the type of report and its format in the Display section below.
Query Options
- Depart Menu – This button provides a drop-down selection that allows you to either choose from all departments within the company, or select a specific department for generating the report.
- To Menu – This menu in is controlled by the button found in the lower left-hand corner of the screen, which toggles between two options and . After the user selects one of these options from the button, they can either accept the default date/period provided by the computer or enter their own date/period manually.
- Query Button – This offers users a dedicated function for searching reports to locate specific data within the data file.
Display Options
In SapphireOne, you have several display options to fine-tune your reports as follows:
- Grouping Menu – This menu enables you to choose how Vendor are displayed in the report. You can group them by ID, Class, Department, Area, State, or by using up to three customisable tags.
- Sort Menu – This drop-down menu facilitates report sorting based on your preference when selecting an option within the Column By menu.
- Aged Option – Sorted by ID, Name, Total Due, Current, and aging categories such as 30, 60, or 90 days.
- Terms Option – Sorted by ID, Name, Total Due, Current and then from 7 days to 4+ months.
- Inverting Sort – Additionally, you can choose to sort the list in ascending or descending order by selecting the > button next to the data entry field. The direction of the > symbol indicates the current sort order.symbol on the button indicates the current sort order.
- Column By Menu – This menu in SapphireOne provides two sorting options for the report: Aged Debtors or individual Vendor Terms.
- Breaking Menu – This Menu offers options for selecting either None or Transaction Details as break points within the report.
- Recalculate – This Recalc button is essential to initiate an initial calculation based on the default settings in the report. It must also be selected each time changes are made to the report. This ensures that SapphireOne recalculates the report using the new selections made by the user.
Footer Buttons
At the bottom of the Show Reports Page, you’ll find several buttons that perform various functions:
- Use Period Button – When selected, this button automatically populates the To Field data entry field with either the current Date or Period.
- Cancel Button – By selecting this button, the current report processing will be canceled.
- Export to HTML Button – By clicking this button, you can export the current report as an HTML file.
- Export to CSV Button- Selecting this button exports the current report as a CSV file.
- Print Button – By selecting this button, you can open the printing interface for the current report.
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