Show Reports - Accounts Payables - Empower Balance Analysis

Show Reports Payables Overview

In SapphireOne’s Accounts Payables mode, the Show Reports function empowers users to create a variety of report styles customised for different purposes. This functionality significantly enhances flexibility and reporting capabilities, making it easier to effectively manage Vendor accounts.

Standardised Layout

In SapphireOne, a standardised layout is employed across all Show Report functions to ensure uniformity and user-friendliness. This consistency streamlines the user experience, as learning a single layout suffices for comprehending all Show Report screens, which share similar structures. Each report is accompanied by a title, automatically generated by SapphireOne, positioned below the options section. This title functions as a header for the items featured within the report.

Selecting a Report

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

Within SapphireOne, the Show Report function has the capability to generate a Balances by Vendor Aged report, a pivotal financial document offering a comprehensive perspective on outstanding balances owed by a business to a Vendor. This report meticulously classifies these balances into distinct aging periods, typically spanning from current to overdue accounts. It serves as a valuable resource for assessing a company’s accounts payable, vividly highlighting the aging of outstanding invoices for the company. By delineating the duration for which invoices have remained unpaid, it equips businesses with the tools to effectively monitor and manage their cash flow, identify potential payment challenges, and implement judicious credit control strategies, ensuring sound financial management.

Column by Terms based Report

SapphireOne’s Show Reports functionality empowers users with the option to generate a Vendor Balance report, displaying Vendor terms and providing a concise overview of each Vendor’s financial standing with the company. This report serves as a valuable tool for businesses to efficiently track and manage their Vendor relationships. It offers the flexibility to customise the report’s content and presentation, enabling users to tailor it to their specific needs and preferences, ultimately enhancing their ability to assess and maintain healthy Vendor accounts.

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.

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.

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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