In the Accounting reports view, the types of accounting reports can be selected; Income statement, Balance sheet, Cash flow, General journal and General ledger and Ledger accounts. Search criteria for reports can be entered in this view. Search criteria available for reports can be selected and they are primarily the same but there are some report-specific variations.
Accounting report buttons
In addition to the Accounting reports, we recommend that you also study the Accounting > Reconciliation tools > Accounting account inspection report.
Search criteria
Select the search criteria you need for your report.
The x button removes the search criterion.
The + button adds a search criterion.
The selected search criteria are the same for all reports, where applicable. The selected search criteria remain in the memory in between your Procountor sessions.
You can see only 200 items on the Accounting reports.
Search report
When you have provided all the required search criteria, click the Search report button. A progress bar is shown to indicate the proceeding of the report. When completed, the report is displayed in the selected format.
Clear
The drop-down menu of the Clear button contains the options Clear, which clears all search conditions, and Restore default search conditions, which restores the original search conditions.
Report formulas
You can use the Report formulas to modify reports based on accounts to your liking. You can e.g. use the formulas to edit your company’s income statement and balance sheet to a different format than the one specified in Procountor’s default formula. The formulas can also be used for creating different margin calculations. You can also create a report containing the essential accounts for your company only.
Personal searches
If you use certain searches repeatedly, you can store them by clicking the Personal searches button. The drop-down list contains two options Save search and Delete search, plus the previously stored searches.
Select the search conditions for your report and then click the Save search option. This opens the Name field. In the name field, enter a name for your search and click Save search again. It is advisable to name the searches so that the name refers to the accounting report used.
The stored searches are displayed on the drop-down list when you click the Personal searches button. When you double-click the search name, the search conditions are updated in the view. Before running the search by the Search report button, you can edit the search conditions. You can close the list by clicking the Personal searches button again.
The Delete search option deletes the selected search.
Update reporting database
The database used in the accounting reports is updated automatically every night, but if you have edited or entered receipts after the update and want to include the changes in the reports, you must click the Update reporting database button.
The last update time of the Reporting database can be seen below the buttons.
In addition to the accounting reports, the reporting database is also used in Reconciliation tools by the Account transaction matching report and the Accounting account inspection report.
Dimension calculation in the reports
In dimension calculation, the reports allow the use of items belonging to different dimensions to be used as search criteria so that the sums in the report are multiplied by the percentages of the selected items. These search conditions can be found by the name Adjusted part: Dimension name. In addition, it is possible to select one dimension under which the sums by the selected items can be shown in columns of their own. These search conditions can be found by the names Dimensions and Items. Therefore, calculation of the shares requires the Adjusted part searches.
The principle of the calculation is that if an accounting entry has been divided into two projects in proportion 50/50 and to two cost centres in proportion 50/50, this makes four combinations, each of which has the value of 50% x 50% = 25%. And vice versa, 4 x 25% = 100% i.e. the total value of the accounting entry. The search condition functionality allows 0-6 dimensions to be included in the search and each dimension can include the desired number of items.
You can flexibly select different columns to the accounting reports. This makes it easy to define monthly or quarterly balances and comparisons to the budget or last year. These search conditions can be found by the names Report columns and Comparison data.
Example:
a) If you only want a sum of entries belonging to Cost Centre A and Project B:
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Add search condition Adjusted part: Cost centre and select Item A
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Add search condition Adjusted part: Project and select Item B
b) If you want to specify the sum of a cost centre by project:
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Add search condition Adjusted part: Cost centre and select Item A
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Add search condition Dimensions (this automatically retrieves the items), from the Dimension drop-down menu select Projects and in the Item list select B, C, D and other projects as desired
c) Correspondingly, it is possible to add 3, 4, 5 or 6 dimensions (search condition Adjusted part) and select as the dimension to itemise (search conditions Dimension and Item) something else
Note! The Adjusted part search conditions can be used in the Income statement and in the Balance sheet only. They cannot be selected as search conditions in the General journal or in the General ledger. Therefore, drill-downs from the report to the General ledger are not possible, i.e. the Search transactions button is not in use, when you have selected Adjusted part search conditions.