Accounting reports and inquiries

Many inquiry screens contain a Report button for creating a custom, “on-the-fly” report. Follow these instructions for creating a G/L Chart of Accounts listing.

1. Go to Accounting > General Ledger > G/L Account.
2. Click the Report button. The Field Selection window will appear with available fields on the left and the report template on the right.
3. Drag fields from the left to the right to build your report. The report builder is listed vertically, but content will appear on the report horizontally.

   

4. Click OK. A Print Document window will appear with several options.
5. To export to Excel choose Save. The system will advance to your Windows environment. Choose a file location and name and save as an Excel file as shown directly below.

   

This type of report captures data at a point in time. Reports and inquiries of this type cannot be reproduced at a later point in time, so they are considered time-sensitive.

The reports described below are automatically captured in Excel (.xls) format on your DDI server at the time of End of Month Close. They are accessible from the Attachments tab in Accounting > End of Month Closing & Journals.

• A/R Aging Report. Go to Accounting > Accounts Receivable > Aging Report. A summary of all customer balances, broken into aged buckets, is provided. The total value of open receivables should tie to a debit balance in the Accounts Receivable G/L account.
• A/P Aging Report. Go to Accounting > Accounts Payable > Aging Report. A summary of all vendor balances, broken into aging buckets, is provided. The total value of open payables should tie to a credit balance in the Accounts Payable G/L account.
• Un-Invoiced PO Report. Go to Purchasing > Un-Invoiced PO Report. This report displays all stock-received PO’s for which an A/P invoice has not been entered.
• Inventory Value Report. Go to Inventory > Inventory Value Report. This report returns the current on hand quantities and costs of stock. The net stock value (positives less negatives) should tie to a debit balance in the Inventory G/L account plus the value of un-invoiced PO’s
• P.O.S. Open Order Report. Go to Sales > Order > P.O.S. Open Deposit Report. This report returns the values of customer deposits on hand and should tie to a debit balance in the POS Customer Deposits G/L account.

Inquiries are not time-critical and can be requested for a period after it has passed. Go to Accounting > General Ledger > G/L Inquiry to enter the G/L module. All content is exportable to Excel.

• Trial Balance. This a listing of all G/L account balances as of the last day of the period requested. This output is available only when requesting a single period at a time.
• General Ledger Report. To obtain more transaction detail or a longer time range, use this option. There are three levels of detail (by month, by transaction posting date, and by individual transaction). This output is available for a single accounting period or entire fiscal year.

This type of report captures data for a range of time. Reports and inquiries of this type can always be reproduced at a later time. In order to match your General Ledger, these reports should be requested by period. Go to Accounting > End of Month Closing and Journals to view the available reports.

• Sales Journal. This report summarizes all activity billed to customers for the requested period and includes point of sale activity. This report is exportable to Excel and is especially useful for comparing various costs used for G/L posting and sales commission calculation.
• Finance Charge Journal. This report returns a listing of all customer accounts affected by a finance charge. It is only applicable if you run Finance Charge Update as part of the customer statement process.
• Sales Tax Journal. This report summarizes all sales activity by tax status and tax code. Use it as substantiation for monthly and quarterly sales tax remittances. Reports are exportable to Excel and are available for accrual base and cash base accounting.
• Cash Receipts Journal. This report summarizes payments on account, cash sales, account adjustments and miscellaneous receipts.
• Purchase Journal. This report summarizes all activity entered into Accounts Payable for payment. This consists of all purchases and expenses recorded in the period.
• Cash Disbursements Journal. This report summarizes disbursements made by check.
• Inventory Adjustment Journal. Transfers and other changes to the value of merchandise that are not caused by the normal buying and selling processes are reported here.

These reports require setup before using. All G/L accounts must be grouped in accordance with the report groups. For example, on the Balance Sheet, there are Current Assets, Fixed Assets and Other Assets. Classifying your accounts ensures that you will receive accurate and meaningful financial information. Go to Accounting > General Ledger > Financial Reporting to enter the financial module. All content is exportable to Excel.

• Balance Sheet. This is a listing of the position of the organization at a point in time. It satisfies the accounting equation in which Assets = Liabilities + Owners Equity
• Income Statement. This is a report of the performance of the organization for a period of time. It can be tailored to yield various measures of performance, such as the Gross Margin.