Run Reports
Reports read the records already entered. Select the report that answers the question, then confirm its dates and filters before relying on the result.
Financial reports
| Report | Use it for |
|---|---|
| Trial Balance | Check every ledger account's debit or credit balance and whether the books balance. |
| Income Statement | Review revenue, cost of sales, expenses and profit over a date range; filter by branch or project where tracking is used. |
| Comparative P&L | Compare a period against the one before it, the same period last year, or month by month, with variance in rand and percent. |
| Balance Sheet | Review assets, liabilities and equity as at one date, with prior-year comparison. |
| Cash Flow | Review operating, investing and financing cash movements over a period. |
| Depreciation Schedule | Produce the fixed asset note: cost, opening and closing accumulated depreciation, the period charge and carrying value. |
| Income vs Expense | Use a simpler operational comparison and category breakdown. |
Sales and purchasing reports
| Report | Use it for |
|---|---|
| Customer Statements | Create, download and email a customer's transaction statement. |
| Customer Transactions | Inspect invoice, payment, credit and VAT activity, with CSV or XLS export. |
| Supplier Statements | Produce your record of one supplier's account to reconcile against the statement they send you. |
| Aged Receivables | See who owes you as at a date, grouped by age. |
| Aged Payables | See what you owe suppliers as at a date, grouped by age. |
| Sales Analysis | See what you sold and who bought it over a date range, by customer or by item, net of credit notes. |
| Purchase Analysis | See what you bought and from whom over a date range, by supplier, by item or by the account each line posted to. |
| Expense by Category | See where money went, grouped by your own expense categories, with each category's share of the total. |
| Inventory Valuation | Review quantity and cost value on hand and compare it with the ledger. |
Read Sales Analysis
Sales Analysis answers which customers and which products earn the most over a period. Switch between the By Customer and By Item views; both are built from the same lines, so their totals agree. Figures exclude VAT and draft invoices, and are net of issued credit notes — a returned sale reduces the customer and the product it was booked to. Gross profit and margin columns appear only where cost prices have been captured. Both views export to a single Excel file.
Read Purchase Analysis
Purchase Analysis is the buying-side equivalent. Switch between By Supplier, By Item and By Account; all three are built from the same lines, so their totals agree. Use By Account when the question is what kind of spending it was rather than who it went to — it groups each line by the expense, cost-of-sales or inventory account it posted to, which is the basis the income statement uses. Figures exclude VAT and cover approved supplier invoices only; a draft bill is not yet a purchase and a cancelled one falls away. The same invoice-level discount rule above applies to the item and account views.
Reconcile a supplier statement
Supplier Statements produces your record of one supplier's account: an opening balance, every charge and payment in date order with a running balance, and a closing balance. Charges increase what you owe and payments reduce it, so a positive closing balance is money still owed. It is built from the same records as Aged Payables — approved supplier invoices and approved expenses booked to that supplier — so the two always agree.
- Go to Reports > Supplier Statements and select the supplier and date range.
- Download the PDF or export to Excel, then work down it against the statement the supplier sent.
- Investigate each difference: an invoice never received, a bill still sitting in draft, or a payment they have not allocated.
- Capture or correct the records at fault, then re-run both sides before paying.
Read Expense by Category
Expense by Category groups approved expenses by your own categories and shows each one's share of total spend. Select a category to open the expenses behind it. Amounts exclude VAT, because a VAT-registered business reclaims it rather than bears it; the VAT-inclusive figure is shown alongside. Expenses captured without a category are grouped as Uncategorised rather than omitted.
Compare one period against another
Comparative P&L presents the same profit and loss as the Income Statement with a comparison beside it. Choose a date range, then vs previous period, vs same period last year, or month by month for a column per month. The two-column views add variance in rand and percent, and colour each movement by whether it improves profit — higher revenue reads as favourable, higher cost does not. Where the comparison period was nil, the percentage is shown as a dash rather than an increase from nothing. Tracking-category filters apply identically to every column.
Produce the depreciation schedule
Depreciation Schedule is the fixed asset note an accountant expects at year end: each asset's cost, opening accumulated depreciation, the charge for the period, closing accumulated depreciation and carrying value, with totals. It defaults to the current financial year. Because it reads posted depreciation journals, opening plus the period charge always equals closing on every line.
Run and export a report
- Open the report under Reports.
- Set its Start Date and End Date, or its single As at date.
- Apply account, customer or tracking filters where available, then select Update or Generate report.
- Review totals and drill into source records before exporting.
- Use the available PDF, Excel, CSV or Print action. Not every report offers every format.
Diagnostic reports
Control Tie-Out compares debtors, creditors, bank and VAT subledgers with their GL control accounts. Unposted Items lists final documents that should have a journal but do not. Resolve these before filing VAT, reporting to management or closing the year.