Reports

There are a number of reports available throughout the application - for example a report showing all vat payments can be generated from a button beneath the 'VAT' tab.

These reports produce an output, which can be exported as a pdf file - and which are automatically opened with your default pdf viewer, enabling you to take further copies or to create printouts.

The particular functions available beneath the Reports tab are:

Transactions

Choosing the 'Transactions' button lists a table of transactions - each with a unique automatically assigned transaction number.

Double clicking on any transaction creates a view of the transaction details, and allows you to edit the transaction description and date - if the transaction is associated with a purchase order or an invoice then you are given the facility to open the order/invoice, which gives the same view available under 'view orders', or 'view invoices' under the Purchases and Sales tab.

Therefore this transaction table is another means of navigating to an item.

The transaction list also has a 'reports' button which allows you to create a pdf or csv file list of transactions between any two dates.

Accounts

The accounts button lets you create a report showing the accounts, descriptions and balance in each account.

The list can be filtered, so that only accounts within a given folder, and of a given type are listed.

Payments received

Creates a report of payments received between any two dates you specify. These are normally payments received from your customers - but could also include payments from your suppliers if they have had to issue you with a credit note and payment.

Payments made

Creates a report of payments made between any two dates you specify. These are normally payments made to your suppliers - but could also include payments made to your customers if you have had to issue a credit note with payment.

Customer Reports

This button allows you to generate a report for a particular customer - you specify the customer, and the dates covered by the report, and then reports of either invoices issued, credit notes issued, or payments received from that customer can be created.

Supplier Reports

This button allows you to generate a report for a particular supplier - you specify the supplier, and the dates covered by the report, and then reports of either purchase orders issued, invoices received, credit notes received, or payments made to that supplier can be created.

If old data has been deleted..

'Delete old data' can be chosen from the Admin section - after which, the data is unavailable, unless you use your backup files.

If the report covers a period in which a deletion has been done, a warning of possible inaccuracy will be shown on the report.

In certain cases a report could refer to past deleted data - for example the 'Payments made' report has a column giving the purchase order number associated with each payment, however the purchase order could have been created well before the payment, and the user could have deleted the purchase order information. In such a case the order number will be unknown and a '?' will be printed in the column instead of the number.

Search

At the bottom of the Reports tab is a search option and value field. Choose an option and value and press the search button to list any matches.

For example, choosing the option 'Purchase order sent, where order number' and then with a number in the value field, will show the purchase order with that number. This is another means of navigating as an alternative to viewing all orders under the Purchases tab.

The contacts search is different from others, in that a blank value will match all contacts, and will show a contacts search window where the search can be refined. Input text into the 'Company name' or Contact name' fields, and any contact with a company or personal name containing the text you have input will be listed when you press the Search button.

Blank fields match anything, so pressing Search with both fields empty will list all contacts.

If, for example, you insert text on a company name, but leave the contact name blank, then all contacts for the matching company will be displayed.

NEXT TOPIC : Company