Chapter 13: Producing reports

Transcription

1 This Chapter covers how to produce the various kinds of report available in BankLink Practice, as well as options common to all reports: Standard report options Cash flow reports Profit and loss reports Trial balance reports Balance sheet reports Bank reconciliation reports GST reports List reports Favourite reports 481

2 BankLink Practice Guide for Australia Standard report options There are number of options that apply to all your reports in BankLink Practice: Date selection options Save to file options Print preview options Report printing options 482

3 Date selection options The date selection options display when running these reports: Coding Report Ledger Report Cash Flow - From Date to Date Bank Reconciliation GST Summary GST Audit Trail GST Overrides Spending by Payee List Entries List Journals List Missing Cheques List Unpresented Items You can either enter the date directly in dd/mm/yy format, or use the date selection buttons to assist you. The options, except Last Month, are based on the month entered in the Financial Year Start Date for each client, along with the PC date. 483

4 BankLink Practice Guide for Australia To use the Calendar button: 1 Click the Calendar button 2 Select from: Last Month (M) to display the dates for the previous calendar month Last Quarter (Q) to display the dates for the last complete quarter This Year (T) to display the dates for the whole financial year as per the year start date in Client Details Last Year (L) to display the dates for the whole financial year as per the year start date in Client Details All Data (A) to display the dates for all the data that your BankLink system holds for this client 3 Once you have selected your coding dates you can use the left and right arrow buttons to move to the following or previous equivalent ranges: If you have entered a quarterly date range (for example: from 01/07/09-30/9/09): Click the right arrow button (+) to select the next quarter ( 01/10/09-31/12/09) Click the left arrow button (-) to select the previous quarter ( 01/04/09-30/06/09) When producing standard cash flow reports, standard profit and loss reports, exception reports, trial balances and GST reconciliations, these date selection options display: BankLink Practice confirms the last month that contains fully coded data - in this case September If the data for the month has no uncoded or invalidly coded entries, a tick displays to the left of the month and the word CODED displays to the right of the month. If the data has some uncoded or invalidly coded entries a cross displays to the left of the month and the word Uncoded displays to the right of the month. If there is no data available for this client the space on either side of the month is blank. 484

5 Save to file options Saving to file is a useful feature, for example: it allows you to carry out further analysis of the figures using a spreadsheet program such as Microsoft Excel you can the file to a client for their use - and demonstrates to them the value you add to managing their accounts To save a report to a file: 1 Click the File button when producing a BankLink Practice report BankLink Practice displays the Save Report to File window 2 Click in the Format field and select from: Comma Separated (CSV) Use this option to create and save a file suitable for use in a spreadsheet application Fixed Width Text (TXT) Use this option to create and save a file for use in a word processing application Microsoft Excel (XLS) Use this option to create and save a Microsoft Excel workbook Portable Document Format (PDF) Use this option to create an Acrobat-readable PDF file 3 Click in the Save Report To field and change the name of the file if required By default, BankLink Practice saves the file in your BankLink Practice folder - to specify a different folder, click the Browse button and select the required location 4 Click OK 5 If BankLink Practice prompts you to overwrite the existing file, click Yes 6 BankLink Practice asks you if you want to view the file 7 Click Yes if you want to see it now, or No to return to BankLink Practice 485

6 BankLink Practice Guide for Australia Print preview options In every report available in BankLink Practice you have the option to: Preview the report on screen Save the report as a file Print the report directly to the printer Cancel the report production You may want to preview any of the available reports on screen either prior to or instead of printing the report. If you click the Preview button, BankLink Practice displays the Report Preview window - for example. When you print, BankLink Practice sends the report to your Windows default printer. You can choose to change the printer and / or alter the report layout. 486

7 Preview options toolbar Display the Printer Set-up window. (see printer set-up options) Print the report on your screen directly to your default printer Display the full width of the report on screen Display the full page of the report on screen Alter the size of the report in Report Preview window Add or remove the tick to apply or remove the Style defined for the report type in Report and Graph Options Add or remove the tick to apply or remove the Header and/or Footer defined for the report type in Report and Graph Options Close the report and returns you to the report dialog window Display the first page of the document Display the previous page of the document Display the next page of the document Display the last page of the document 487

8 BankLink Practice Guide for Australia Printer Setup You can select a variety of print job and report layout options via the Setup window: Print job settings: Print more than one copy Print selected pages Report settings: Print on a different printer The paper size The paper source The orientation The font The margins You can save the changed report settings, or restore the defaults with a single click. 488

9 To change print job settings: 1 In the Report Preview window, click File, Set-up, or click the Setup button BankLink Practice displays the Setup window 2 BankLink Practice displays your Windows default printer - to choose a different printer for this report, click in the Printer field and select the printer required 3 Click the Properties button to set particular attributes of the selected printer 4 The Always use the Windows default printer for this report checkbox is ticked by default - click to remove the tick if you want to use a printer other than your Windows default 5 To print more than one copy of a report, enter the number of copies you require in the Copies field 6 By default, BankLink Practice prints all the pages of the report - if you want to print only a range of pages, enter the page numbers in the From and To fields to print the required page range 7 To choose the paper size of the report, click in the Size field and select the size you want the report to print on 8 To select the paper source, click in the Paper Source field and select the source you require for this report 489

10 BankLink Practice Guide for Australia 9 Click one of the Orientation options: Portrait Landscape 10 To set the margins of the report: Click the Margins button - the Set Report Margins window displays Click on the Top, Bottom, Left or Right, to select individual margins from the edge of the page Click OK 11 To save the settings for this report, click the Save button This saves the current settings for this report for this client file for you only. It does not affect other reports, other clients, or other users when they produce this report for this client. If you've made changes but want to start again from scratch, click the Restore Defaults button. 12 Select from: Preview to display a print preview on screen Print to send the report to your selected printer Cancel to exit the Setup window If your User code is set up with the Always show printer options before printing checkbox selected you will see the Print window each time you choose to print a report. The options are the same as in the Setup window but you can change at the time of printing without needing to Preview first. See Chapter A1 for more information on Adding and maintaining users. 490

11 Ledger Report You can produce a list of transactions by account code showing total movements for the period. You can select a range of codes to list and the period for which you want to produce the report. The transactions can be shown with or without GST details and a grand total, and bank and GST contras can be summarised or listed in detail. You can choose which bank accounts to include, and journals can be included or excluded. For Superfund clients who use BGL Simple Fund, BGL Simple Ledger, Desktop Super, MYOB Superfund, or Supercorp Supervisor II, you can show extra superfund detail, and configure the report to show the information in the way that makes the most sense for your practice. To produce a ledger report: 1 Open the client file for which you want to produce the report 2 Click Reports, Ledger Report BankLink Practice displays the Ledger Report window 3 Select to report on either All account codes, or Selected account codes If you choose to report on selected account codes, BankLink Practice displays the select codes panel in the right-hand side of the window 491

12 BankLink Practice Guide for Australia 4 Click in the From field and enter the first code you want to appear on the report - you can click on the Chart button or press F2 to look up the chart of accounts 5 Click in the To field and enter the last code you want to appear on the report - you can click the Chart button or press F2 to look up the chart of accounts 6 If you have a list of account codes you want to regularly report on, click Save Template to save the list of account codes as a template you can load next time you run the report BankLink Practice displays the Save Ledger Report Template window 7 Type in a File name and click Save to save the template 8 To load a template you have already saved click Load Template BankLink Practice displays the Load Ledger Report Template window 9 Select the template you require from the list displayed and click Open BankLink Practice loads the template and displays the account codes in the From and To fields 10 Enable the Include Accounts with no movement checkbox to display accounts with no transactions in the period you are reporting on 11 Enter the From and To dates for the period you want to report on - you can use the date selection buttons described at the beginning of this Chapter 12 Select whether you want a Detailed or Summarised report 13 Enable the Show Opening/Closing Balances checkbox to display opening and closing balances for each account for the period you have selected 14 If the System Used for the client file is set to one of the following: BGL Simple Fund, BGL Simple Ledger, Desktop Super, MYOB Superfund, or Supercorp Supervisor II, you see the Show Superfund Details checkbox - enable this to display the Super Details tab which lets you make choices about the way superfund information is displayed on the report 15 Click the Advanced tab for further set up options 492

13 Advanced tab 1 By default, BankLink Practice includes all bank accounts with entries in the specified date range - to generate the report for specific accounts: Click Clear all to de-select all accounts Enable the checkbox next to the account to select that account Click Select All to select all accounts and restore the default Where journal entries are shown on the Ledger Report, the journal type, for example Cash Jnl or Accrual Jnl appears in the Reference field. 2 Enable the Include Non-Transferring Journals checkbox if you want Stock/Adjustment, GST and Year-end adjustment journals to be included in this listing 3 Enable the Show Gross and GST Amounts checkbox to include these as well as the Net Amount for each transaction 4 Enable the Show Quantities checkbox if you want the quantities to be included in this listing 5 Enable the Show Notes checkbox to display notes added to the transactions 6 Enable the Wrap Narration and Notes checkbox if you want to display up to ten lines of narration and/or notes per transaction 493

14 BankLink Practice Guide for Australia 7 By default only Totals are shown for Bank Contra(s) and GST Control Account(s) - to display the transactions click to select All Entries for Bank Contra(s) and GST Control Account(s) If you have enabled the Superfund Details checkbox on the Options tab, the Bank Contra(s) and GST Control Account Contra(s) fields default to Totals and cannot be changed. 8 If available, click the Super Details tab for further set up options, or 9 Select from: Preview to view the report on the screen File to save a report in csv, txt, Microsoft Excel, or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send the report directly to your default printer Cancel to exit 494

15 Superfund Details tab When the Show Superfund Details checkbox in the Options tab is enabled for client files with Superfund as the System Type, BankLink Practice displays the Super Details tab where you can see the columns available - the Superfund columns differ depending on which system you are using A tick next to a column name means that column will be displayed on the report. Greyed out columns are controlled by the selections you make on the Options and Advanced tabs. 495

16 BankLink Practice Guide for Australia 1 Accept the Default Report Title or enter a new report title in the User Defined Report Title field If you enter hide (not case sensitive) into the User Defined Report Title field, then no report title is used for this client s Ledger Report with Super Details. The FROM and TO dates are displayed in the title. User Defined Report Title settings are: saved per client, are case sensitive, and have a 200 character maximum. 2 Click the checkbox next to a column to add or remove the tick and show or hide that column 3 Click on a column description to highlight it and click the Move Up button to move the column further to the left or the Move Down button to move it further to the right in the Ledger Report You can also drag the columns up or down with the mouse Click the column name and drag it to the desired position BankLink Practice shows an outline where the column will be shifted to Release the mouse. 4 Click the Portrait or Landscape radio button to choose the report's Orientation You can click the Defaults button to restore the default settings if you want to start again from scratch. 496

17 5 Select from: Preview to view the report on the screen File to save a report in csv, txt, Microsoft Excel, or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send the report directly to your default printer Cancel to exit. BankLink Practice will remember the settings for the next time you produce the report, but you can save the layout as a template, so that you can apply it to other client files where the System Used is the same for that client. Other users can also use the template you define. The template includes saved settings for: which columns are visible the order of columns whether the report is produced Portrait or Landscape To save a Superfund Report Layout: 1 Open a client file 2 Click Reports, Ledger Report BankLink displays the Ledger Report window, with the Options tab selected by default 3 Select the settings on the Options and Advanced tabs as required, making sure that you enable the Show Superfund Details check box 4 Click the Superfund Details tab 5 Change the layout as required 6 In the Templates section, click Save BankLink Practice displays the Save As window 7 In the File name field, enter the name you want to use for this custom Superfund Report Layout template 497

18 BankLink Practice Guide for Australia 8 Click Save BankLink Practice saves the template as a.srl (Superfund Report Layout) file You, and all other users, can now load the template to any client file where the System Used is BGL Simple Fund, BGL Simple Ledger, Desktop Super, MYOB Superfund, or Supercorp Supervisor II. To load a Superfund Report Layout template: 1 Open a client file 2 Click Reports, Ledger Report BankLink displays the Ledger Report window, with the Options tab selected by default 3 Enable the Show Superfund Details checkbox BankLink Practice enables the Super Details tab 4 Click the Super Details tab 5 Click Load BankLink Practice displays the Open window 6 Click to select the template you want to load 7 Click Open BankLink Practice loads the template and displays the settings for columns, column order and orientation 8 Click: Preview to view the report on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add if you want to save the report with the setup shown, to your list of Favourite reports Print to send the report directly to your default printer Cancel to exit 498

19 Cash flow reports BankLink Practice provides a range of cash flow reports showing the net cash movement over a user-defined period of time. Cash flow reports available: Actual Actual and Budget Actual, Budget and Variance 12 Months Actual 12 Months Budget 12 Months Actual or Budget From Date to Date Budget Remaining This Year, Last Year and Variance You can also produce your own customised cash flow reports. Although you can produce Cash Flow Reports without assigning report groups, you should assign groups if you want more detailed reports - see Report Groups in Chapter 12. BankLink Practice saves your settings for items such as Reporting Year and Include Chart Codes, and uses them as defaults the next time you select any of the Cash Flow Reports. 499

20 BankLink Practice Guide for Australia Actual This report calculates cash movement in the client s chart for the month you select and calculates the financial year to date in a separate column. BankLink Practice produces the report based on the report groups defined for each account code in the client s chart of accounts - see Chapter 12. You can choose to: produce the report for all divisions or for a single division print account codes and descriptions, or descriptions only print the report GST inclusive or exclusive To print a cash flow report - actual: 1 Open the client file you want to report on 2 Click Reports, Cash Flow Reports, Actual BankLink Practice displays the Cash Flow - Actual window 3 Check that the Reporting Year Starts field is correct and alter if required 4 Click in the Report Ending field and select a period - the default is the last period of coded data in the 12 months following the Reporting Year Starts 5 Click in the Division field and select: All to report on all divisions 1 - Division One, 2 - Division Two, 3 - Division Three etc. to report on a single division 6 Enable the Include Chart Codes checkbox if you want the report to print account codes 7 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 8 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 500

21 Actual and budget This report calculates the actual cash movement for the month you select and compares the figures against budget. BankLink Practice also shows the actual and budgeted figures for the financial year to date. You can choose to: produce the report for all divisions or for a single division print account codes and descriptions, or descriptions only print the report GST inclusive or exclusive To print a cash flow report - actual and budget: 1 Open the client file you want to report on 2 Click Reports, Cash Flow Reports, Actual and Budget 3 BankLink Practice displays the Cash Flow - Actual & Budget window 4 Check that the Reporting Year Starts field is correct and alter if required 5 Click in the Report Ending field and select a period - the default is the last period of coded data in the 12 months following the Reporting Year Starts 6 Click in the Division field and select: All to report on all divisions 1 - Division One, 2 - Division Two, 3 - Division Three etc. to report on a single division 501

22 BankLink Practice Guide for Australia 7 Click in the Budget field to select a budget to use 8 Enable the Include Chart Codes checkbox if you want the report to print account codes 9 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 10 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 502

23 Actual, budget and variance This report produces: actual and budget figures for the selected month and financial year to date the variance between the actual and budget figures for both the month and year to date You can choose to: produce the report for all divisions or for a single division print account codes and descriptions, or descriptions only print the report GST inclusive or exclusive To print a cash flow report - actual, budget and variance: 1 Open the client file you want to report on 2 Click Reports, Cash Flow Reports, Actual, Budget and Variance BankLink Practice displays the Cash Flow - Actual, Budget & Variance window 3 Check that the Reporting Year Starts field is correct and alter if required 4 Click in the Report Ending field and select a period - the default is the last period of coded data in the 12 months following the Reporting Year Starts 503

24 BankLink Practice Guide for Australia 5 Click in the Division field and select: All to report on all divisions 1 - Division One, 2 - Division Two, 3 - Division Three etc. to report on a single division 6 Click in the Budget field to select the budget you want to use 7 Enable the Include Chart Codes checkbox if you want the report to print account codes 8 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 9 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 504

25 12 months actual This report shows the 12 months of the financial year across the page, and the financial year to date at the end. BankLink Practice reports the actual figures up to the month selected and leaves the remaining months of the financial year blank. You can choose to: produce the report for all divisions or for a single division print account codes and descriptions, or descriptions only print the report GST inclusive or exclusive To produce a cash flow report - 12 months actual: 1 Open the client file you want to report on 2 Click Reports, Cash Flow Reports, 12 Months Actual BankLink Practice displays the Cash Flow - 12 Months Actual window 3 Check that the Reporting Year Starts field is correct and alter if required 4 Click in the Report Ending field and select a period - the default is the last period of coded data in the 12 months following the Reporting Year Starts 5 Click in the Division field and select: All to report on all divisions 1 - Division One, 2 - Division Two, 3 - Division Three etc. to report on a single division 6 Enable the Include Chart Codes checkbox if you want the report to print account codes 505

26 BankLink Practice Guide for Australia 7 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 8 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 506

27 12 months budget Use the Cash Flow - 12 Months Budget report to print the budget figures for each account code in the selected budget. The report prints the entire financial year across the page with a financial year total in the final column. See Chapter 9 for more information on setting up budgets. To produce a cash flow report - 12 months budget: 1 Open the client file you want to report on 2 Click Reports, Cash Flow Reports, 12 months budget BankLink Practice displays the Cash Flow - 12 Months Budget window 3 Click in the Select Budget field and select the budget you want to print a report for 4 Enable the Include Chart Codes checkbox if you want to display account codes 5 Enable the GST Inclusive checkbox if you want to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 6 Enable the Include Quantities and Unit Price checkbox if you want to show the quantities and unit prices used to calculate amounts in the budget 7 Select from: Preview to display a print preview on screen File to save a report in csv, txt, Microsoft Excel, or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 507

28 BankLink Practice Guide for Australia 12 months actual or budget This report shows the 12 months of the financial year across the page, and the financial year to date at the end. BankLink Practice reports the actual figures up to the month selected, and shows the budget figures from a budget you select in the remaining months of the financial year. You can choose to: produce the report for all divisions or for a single division print account codes and descriptions, or descriptions only print the report GST inclusive or exclusive To print a cash flow report - 12 months actual or budget: 1 Open the client file you want to report on 2 Click Reports, Cash Flow Reports, 12 Months Actual or Budget BankLink Practice displays the Cash Flow - 12 Months Actual or Budget window 3 Check that the Reporting Year Starts field is correct and alter if required 4 Click in the Report Ending field and select a period - the default is the last period of coded data in the 12 months following the Reporting Year Starts 5 Click in the Division field and select: All to report on all divisions 1- Division One, 2 - Division Two, 3 - Division Three etc. to report on a single division 508

29 6 Click in the Budget field and select the budget you want to report on 7 Enable the Include Chart Codes checkbox if you want the report to print account codes 8 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 9 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 509

30 BankLink Practice Guide for Australia From date to date BankLink Practice can produce a cash flow report for any dates you specify. The report can span weeks, months or financial years - it prints actual figures for the period selected in a one column format. You can choose to: print account codes and descriptions, or descriptions only print the report GST inclusive or exclusive print last year and variance comparison figures produce the report for all divisions or for a single division To print a cash flow report - from date to date: 1 Open the client file you want to report on 2 Click Reports, Cash Flow Reports, From Date to Date BankLink Practice displays the Cash Flow - From Date to Date window 3 Enter the From and To dates for the period you want to report on - use the date selection options described at the beginning of this chapter 4 Enable the Print Chart Codes checkbox if you want the report to print account codes 5 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 510

31 6 Enable the Print Last Year and Variance checkbox if you want the report to include these comparisons 7 Click in the Division field and select: All to report on all divisions 1- Division One, 2 - Division Two, 3 - Division Three etc. to report on a single division 8 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 511

32 BankLink Practice Guide for Australia Budget remaining This report shows the budget remaining at the end of the selected month. BankLink Practice shows the financial year to date, actual and budget figures, together with the variance up to the selected month, together with the full year budget allocations and budget remaining. This is a very useful report for keeping track of your budgets. You can choose to: produce the report for all divisions or for a single division print account codes and descriptions, or descriptions only print the report GST inclusive or exclusive To print a cash flow report - budget remaining: 1 Open the client file you want to report on 2 Click Reports, Cash Flow Reports, Budget Remaining BankLink Practice displays the Cash Flow - Budget Remaining window 3 Check that the Reporting Year Starts field is correct and alter if required 4 Click in the Report Ending field and select a period - the default is the last period of coded data in the 12 months following the Reporting Year Starts 5 Click in the Division field and select: All to report on all divisions 1 - Division One, 2 - Division Two, 3 - Division Three etc. to report on a single division 512

33 6 Click in the Budget field and select the budget you want to report on 7 Enable the Include Chart Codes checkbox if you want the report to print account codes 8 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 9 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 513

34 BankLink Practice Guide for Australia This year, last year and variance This report shows the variance between this and last year s figures for the financial year to date. You can choose to: produce the report for all divisions or for a single division print account codes and descriptions, or descriptions only print the report GST inclusive or exclusive To print a cash flow report - this year, last year and variance: 1 Open the client file you want to report on 2 Click Reports, Cash Flow Reports, This Year, Last Year and Variance BankLink Practice displays the Cash Flow - This Year, Last Year and Variance window 3 Check that the Reporting Year Starts field is correct and alter if required 4 Click in the Report Ending field and select a period - the default is the last period of coded data in the 12 months following the Reporting Year Starts 5 Click in the Division field and select: All to report on all divisions 1 - Division One, 2 - Division Two, 3 - Division Three etc. to report on a single division 6 Enable the Include Chart Codes checkbox if you want the report to print account codes 514

35 7 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 8 Select from: Preview to display a print preview on screen File to save a report in csv, txt, Microsoft Excel, or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 515

36 BankLink Practice Guide for Australia Custom You can produce customised cash flow reports if none of the pre-defined reports meets your requirements. To produce custom cash flow reports: 1 Open the client file you want to report on 2 Click Reports, Cash Flow Reports, Custom BankLink Practice displays the Custom Cash Flow Reports window with the Options tab selected Report Style There are three different cash flow report styles. 3 Click in the Report Style field and select: Single Period to report on one period. Multiple Period to report on more than one period in the Reporting Year Budget Remaining to compare your actual year-to-date values with budgeted year-to-date values. This report also displays the budget for the full year and subtracts the actual year-to date values from it, resulting in the budget remaining. 516

37 Reporting Year Starts You can report on a twelve-month period starting from the Reporting Year Starts date. 4 Check the Reporting Year Starts field - you can change the date if required: Click in the Month field and select another month Click in the Year field to change years Report Period You can report on a single period or multiple periods throughout the reporting year. 5 Click in the Report Period field and select from: Weekly Fortnightly Four Weekly Monthly Two Monthly Quarterly Six Monthly Annually Custom The budget remaining report is based on the full reporting year, so you cannot select a report period. BankLink Practice calculates the Report Period Starting date for you. You can also generate single period reports for a custom date range: Click in the Report Period field and select Custom Click in the Starting field and enter the start date for your reporting period Click in the Ending field and enter the end date for your reporting period 517

38 BankLink Practice Guide for Australia 6 Click in the Ending field and select the end date for your reporting period A tick in front of the period end date indicates that the data present in this period is fully coded. A cross in front of the period end date indicates that the data present in this period is not fully coded. A blank in front of the period end date indicates that there is no data present in this period. Report Format You can produce detailed or summarised cash flow reports. 7 Select a format: Detailed to show the movements on individual accounts. Summarised to show the movements at report heading and sub-group level. A detailed cash flow report shows the movements on individual accounts. These accounts display under their designated report headings and sub-groups. A summarised cash flow report shows the movements at report heading and subgroup level. Individual accounts do not display. In order for sub-group headings to show in cash flow reports, sub-groups must be set up and assigned in the BankLink Practice chart. For further information about subgroups see Chapter 12. Jobs You can produce separate cash flow reports for each Job. 8 Click in the Job field and select a Job from the drop down list Enable the Include Completed checkbox to see completed jobs in the list To generate Job reports, jobs must be assigned to transactions in the Code Entries Screen, dissections, journals, manual or historic data entry. For further information about Jobs see Chapter 2. When you select a job, BankLink Practice greys out the option to Include Cash on Hand as you are reporting on only a part of the business. 518

39 Comparisons The cash flow reports show actual cash movement for a selected period. You can compare these movements to last year s or budget figures. 9 Enable the Compare Actual Values To checkbox and select one of the following comparisons: Last Year Budget - you cannot compare against a budget if the Report Period is Weekly, Fortnightly, Four Weekly, or Quarterly 10 If you chose to produce a budget remaining report, or to compare your report to a budget, click in the list of budgets and select one - BankLink Practice only lists budgets whose Start Month is the same as the month in Reporting Year Starts 11 The Variance is the difference between the actual and comparison figures, measured in dollars - enable the Include Variance checkbox to show the Variance in your report 12 To include Year-to-Date totals for actual and comparison figures enable the Include Year-to-Date checkbox Other Options You have some other options: 13 Enable the Include Account codes checkbox to show account code numbers in your report 14 Enable the Include Quantities checkbox to show a quantity column in your report 15 Enable the GST Inclusive checkbox to show the cash flow movements inclusive of GST Non-Posting Chart Code Titles 16 Enable the Include Non-Posting Chart Code Titles checkbox if you want the report to display these titles 17 Select: Detailed to show the values in the report at sub-account level, or Summarised to show the values at title level 519

40 BankLink Practice Guide for Australia Cash Book Balances In order for account codes to appear in this section of the report they must have a Cash on Hand report group - see Assigning report groups in Chapter 12: setting up reporting. The cash flow reports show actual cash movement for a selected period. You can show the corresponding movements on the cash on hand accounts in a separate section at the end of your reports. You may not include the Cash Book Balances section if you deselect: Any bank accounts or journals in the Advanced tab, or Any divisions in the Divisions tab (see below). 18 Enable the Include Cash on Hand checkbox and select from: Detailed Summarised A detailed cash on hand section displays the opening balance, movement and closing balance on individual accounts. A summarised cash on hand section displays the opening balance, movement and closing balance on all cash on hand accounts. If the Cash Book Balances section is incorrect you may need to recalculate the bank balances - see Editing bank account details in Chapter 2: Maintaining client files. BankLink Practice s multiple period report style shows movements on actual data over a full year. If you do not have 12 months of actual data, you can include budget figures in your reports: 19 Enable the Prompt to use budgeted figures when no actual figures are available checkbox If actual data is not available for the full report period when you go to print the report, BankLink Practice displays the Use budget data? window, prompting you to select a budget 20 Choose the Budget to use from the drop down list and click Yes - BankLink Practice only lists budgets whose Start Month is the same month as the Reporting Year Starts ** denotes the columns containing budgeted data in the cash flow reports. 520

41 The Advanced tab By default, BankLink Practice reports on all accounts, and the cash journals - from the Advanced tab you can select which accounts you want to report on. 21 Click Advanced BankLink Practice displays the Advanced tab 22 Enable the checkboxes as required - you can use the Select All and Clear All buttons to make the task easier The Divisions tab If you are using Divisions, you can produce a cash flow report for all or selected divisions, or separate cash flow reports for each division selected. In order to do this, you have to set up divisions and assign them to accounts in the BankLink Practice chart. For further information about divisions see Chapter Click Divisions BankLink Practice displays the Divisions tab 24 By default, BankLink Practice includes all divisions in a single report - to generate the report for specific divisions: Click Clear all to de-select all divisions Enable the checkboxes next to the divisions you want to include Click Select All to select all divisions and restore the default 25 Enable the Split Report by Division checkbox if you want to produce separate reports for each division selected To generate divisional reports, divisions must be assigned in the BankLink Practice chart. For further information about divisions see Chapter 12. When you report on a single division, BankLink Practice greys out the option to Include Cash on Hand as you are reporting on only a part of the business. 521

42 BankLink Practice Guide for Australia Printing reports You can preview the cash flow reports on screen or send them to your default printer. A print to file option allows you to save the reports in Comma Separated (.csv), Fixed Width text (.txt), Microsoft Excel (.xls), or PDF (.pdf) formats. 26 Select from: Preview to display a print preview on screen File to save a report in csv, txt, Microsoft Excel, or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 522

43 Profit and loss reports BankLink Practice s profit and loss reports are similar to the cash flow reports but also include stock and accruals. The reports calculate the cost of goods sold using the opening and closing stock figures you enter in accrual and stock journals. For more information on entering journals see Chapter 10, and for information on linking opening and closing stock see Chapter 11. Any accruals or prepayments you enter as expenses using the accrual journals display under the relevant headings in the reports. Profit and loss reports available: Actual Actual and Budget Actual, Budget and Variance 12 Months Actual 12 Months Actual or Budget You can also produce your own customised profit and loss reports. Although you can produce Profit and Loss Reports without assigning report groups, you should assign groups if you want more detailed reports - see Chapter 12. BankLink Practice saves your settings for items such as Reporting Year and Include Chart Codes, and uses them as defaults the next time you select any of the profit and loss reports. 523

44 BankLink Practice Guide for Australia Actual BankLink Practice produces this profit and loss report for the month you select and includes a separate column showing the financial year to date. You can choose to: produce the report for all divisions or for a single division print account codes and descriptions, or descriptions only print the report GST inclusive or exclusive display the amount coded to each expense code as a percentage of total income To print a profit and loss report - actual: 1 Open the client file you want to report on 2 Click Reports, Profit and Loss Reports, 1 Actual BankLink Practice displays the Profit and Loss - Actual window 3 Check that the Reporting Year Starts field is correct and alter if required 4 Click in the Report Ending field and select a period - the default is the last period of coded data in the 12 months following the Reporting Year Starts 5 Click in the Division field and select: All to report on all divisions 1 - Division One, 2 - Division Two, etc. to report on a single division 524

45 6 Enable the Include Chart Codes checkbox if you want the report to print account codes 7 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 8 Enable the Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income Chart of accounts codes assigned to stock report groups will not have a percentage assigned. 9 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 525

46 BankLink Practice Guide for Australia Actual and budget This report compares the actual figures against budget for the month you select. BankLink Practice also shows the actual and budget figures for the financial year to date. You can choose to: produce the report for all divisions or for a single division print account codes and descriptions, or descriptions only print the report GST inclusive or exclusive display the amount coded to each expense code as a percentage of total income To print a profit and loss report - actual and budget: 1 Open the client file you want to report on 2 Click Reports, Profit and Loss Reports, Actual and Budget BankLink Practice displays the Profit and Loss - Actual & Budget window 3 Check that the Reporting Year Starts field contains the correct data and alter if required 4 Click in the Report Ending field and select a period - BankLink Practice informs you of the last period of coded data 526

47 5 Click in the Division field and select: All to report on all divisions 1 - Division One, 2 - Division Two, etc. to report on a single division 6 Click in the Budget field and select a budget to use 7 Enable the Include Chart Codes checkbox if you want the report to print account codes 8 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 9 Enable the Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income Chart of accounts codes assigned to stock report groups will not have a percentage assigned. 10 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 527

48 BankLink Practice Guide for Australia Actual, budget and variance This report produces: actual and budget figures for the selected month and financial year to date the variance between the actual and budget figures in both the month and year to date the total variance year to date You can choose to: produce the report for all divisions or for a single division print account codes and descriptions, or descriptions only print the report GST inclusive or exclusive display the amount coded to each expense code as a percentage of total income To print a profit and loss report - actual, budget and variance: 1 Open the client file you want to report on 2 Click Reports, Profit and Loss Reports, 3 Actual, Budget and Variance BankLink Practice displays the Profit and Loss - Actual, Budget & Variance window 3 Check that the Reporting Year Starts field is correct and alter if required 4 Click in the Report Ending field and select a period - BankLink Practice informs you of the last period of coded data 528

49 5 Click in the Division field and select: All to report on all divisions 1 - Division One, 2 - Division Two etc. to report on a single division 6 Click in the Budget field and select a budget to use 7 Enable the Include Chart Codes checkbox if you want the report to print account codes 8 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 9 Enable the Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income Chart of accounts codes assigned to stock report groups will not have a percentage assigned. 10 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 529

50 BankLink Practice Guide for Australia 12 months actual This report shows the 12 months of the financial year across the page, and the financial year to date at the end. BankLink Practice reports the actual figures up to the month selected, and leaves the remaining months of the financial year blank. You can choose to: produce the report for all divisions or for a single division print account codes and descriptions, or descriptions only print the report GST inclusive or exclusive display the amount coded to each expense code as a percentage of total income To print a profit and loss flow report - 12 months actual: 1 Open the client file you want to report on 2 Click Reports, Profit and Loss Reports, 12 Months Actual BankLink Practice displays the Profit and Loss - 12 Months Actual window 3 Check that the Reporting Year Starts field is correct and alter if required 4 Click in the Report Ending field and select a period - BankLink Practice informs you of the last period of coded data 5 Click in the Division field and select: All to report on all divisions 1 - Division One, 2 - Division Two etc. to report on a single division 530

51 6 Enable the Include Chart Codes checkbox if you want the report to print account codes 7 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 8 Enable the Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income Chart of accounts codes assigned to stock report groups will not have a percentage assigned. 9 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 531

52 BankLink Practice Guide for Australia 12 Months actual or budget This report shows the 12 months of the financial year across the page, and the financial year to date at the end. BankLink Practice reports the actual figures up to the month selected, and shows the budget figures from a budget you select in the remaining months of the financial year. You can choose to: produce the report for all divisions or for a single division print account codes and descriptions, or descriptions only print the report GST inclusive or exclusive display the amount coded to each expense code as a percentage of total income To print a profit and loss report - 12 months actual or budget: 1 Open the client file you want to report on 2 Click Reports, Profit and Loss Reports, 12 Months Actual or Budget BankLink Practice displays the Profit and Loss - 12 Months Actual or Budget window 3 Check that the Reporting Year Starts field is correct and alter if required 4 Click in the Report Ending field and select a period - BankLink Practice informs you of the last period of coded data 532

53 5 Click in the Division field and select: All to report on all divisions 1 - Division One, 2 - Division Two, 3 - Division Three etc. to report on a single division 6 Click in the Budget field and select a budget to use 7 Enable the Include Chart Codes checkbox if you want the report to print account codes 8 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 9 Enable the Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income Chart of accounts codes assigned to stock report groups will not have a percentage assigned. 10 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 533

54 BankLink Practice Guide for Australia 12 months budget This report shows the selected budget for each month of the financial year across the page. You can choose to: print account codes and descriptions, or descriptions only print the report GST inclusive or exclusive display the amount budgeted for each expense code as a percentage of the budgeted total income To print a profit and loss flow report - 12 months budget: 1 Open the client file you want to report on 2 Click Reports, Profit and Loss Reports, 6 12 Months Budget BankLink Practice displays the Profit and Loss - 12 Months Budget window 3 Click in the Budget field and select the budget you want to display from the dropdown list 4 Enable the Include Chart Codes checkbox if you want the report to print account codes 5 Enable the GST Inclusive checkbox if you want the report to include GST - BankLink calculates this using the default GST codes assigned to the chart of accounts codes 534

55 6 Enable the Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income Chart of accounts codes assigned to stock report groups will not have a percentage assigned. 7 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 535

56 BankLink Practice Guide for Australia Custom You can produce custom profit and loss reports if none of the pre-defined reports meets your requirements. To produce custom profit and loss reports: 1 Open the client file you want to report on 2 Click Reports, Profit and Loss Reports, Custom BankLink Practice displays the Custom Profit and Loss Reports window with the Options tab selected Report style There are two profit and loss report styles available. 3 Click in the Report Style field and select: Single Period to report on one period Multiple Period to report on more than one period in the reporting year 536

57 Reporting year starts You can report on a twelve-month period starting from the reporting year starts date. 4 Check the Reporting Year Starts field and change the date if required: Click in the Month field and select another month Click in the Year field to change years Report period You can report on a single period or multiple periods throughout the reporting year. 5 Click in the Report Period field and select from: Monthly Two Monthly Quarterly Six Monthly Annually The Starting date is automatically calculated. 6 Click in the Ending field and select the end date for your reporting period A tick in front of the period end date indicates that the data present in this period is fully coded. A cross in front of the period end date indicates that the data present in this period is not fully coded. A blank in front of the period end date indicates that there is no data present in this period. Report format You can produce detailed or summarised profit and loss reports. 7 Select from: Detailed to show the movements on individual accounts Summarised to show the movements at Report Heading and Sub-group level In order for sub-group headings to show in profit and loss reports, you set up subgroups and assign them to accounts in the BankLink Practice chart. For further information about sub-groups see Chapter

58 BankLink Practice Guide for Australia Job You can produce separate profit and loss reports for each Job. 8 Click in the Job field and select a Job from the drop down list Enable the Include Completed checkbox to see completed jobs in the list To generate Job reports, jobs must be assigned to transactions in the Code Entries Screen, dissections, journals, manual or historic data entry. For further information about Jobs see Chapter 2. Comparisons The profit and loss reports can be compared to last year s or budget figures 9 Enable the Compare Actual Values To checkbox and select one of the following comparisons: Last Year Budget 10 If you chose to compare your report to a budget, click in the associated field and select a budget 11 The Variance is the difference between the actual and comparison figures, measured in dollars - enable the Include Variance checkbox to show the Variance in your report 12 To include Year-to-Date totals for actual and comparison figures enable the Include Year-to-Date checkbox Other options You have some other options: 13 Enable the Include Chart Codes checkbox to show account code numbers in your report 14 Enable the Include Quantities checkbox to show a quantity column in your report 15 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 16 Enable the Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income Chart of accounts codes assigned to stock report groups will not have a percentage assigned. Non-Posting Chart Code Titles 17 Enable the Include Non-Posting Chart Code Titles checkbox if you want the report to display these titles 538

59 18 Select: Detailed to show the values in the report at sub-account level, or Summarised to show the values at title level Using budget figures when actual figures are not available BankLink Practice s multiple period report style shows movements on actual data over a full year. If you do not have 12 months of actual data, you can include budget figures in your reports. 19 Enable the Prompt to use budgeted figures when no actual figures are available checkbox If actual data is not available for the full report period when you go to print the report, BankLink Practice prompts you to select a budget 20 Choose the Budget to use from the drop down list and click Yes - BankLink Practice only lists budgets whose Start Month is the same month as the Reporting Year Starts ** denotes the columns containing budgeted data in the profit and loss reports. 539

60 BankLink Practice Guide for Australia The Divisions tab If you are using Divisions, you can produce a profit and loss report for all or selected divisions, or separate profit and loss reports for each division selected. In order to do this, you have to set up divisions and assign them to accounts in the BankLink Practice chart. For further information about divisions see Chapter Click Divisions BankLink Practice displays the Divisions tab 22 By default, BankLink Practice includes all divisions in a single report - to generate the report for specific divisions: Click Clear all to de-select all divisions Enable the checkboxes next to the divisions you want to include Click Select All to select all divisions and restore the default 23 Enable the Split Report by Division checkbox if you want to produce separate reports for each division selected Printing reports You can preview the cash flow reports on screen or send them to your default printer. The print to file option allows you to save the reports in Comma Separated (.csv), Fixed Width text (.txt), Microsoft Excel (.xls), or PDF (.pdf) formats. 24 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 540

61 Trial balance report You can produce a trial balance report in BankLink Practice, but in order to obtain the correct values in your reports you must enter opening balances for all applicable accounts. If you do not enter opening balances, the trial balance report shows only the movement on accounts during the reporting year. In order to produce meaningful reports, you must enter opening balances for all accounts. If haven't entered opening balances, BankLink Practice prompts you to confirm you want to print report. For further information see Opening Balances in Chapter 12: Setting up reporting. To produce a trial balance report: 1 Open the client file you want to report on 2 Click Reports, Trial Balance Report BankLink Practice displays the Trial Balance Report window 3 Check the Reporting Year Starts fields - change the date if required Click in the Month field and select another month Click in the Year field to change years 4 Click in the Trial Balance as at field and select the end date for your report - the default is the last period of coded data in the 12 months following the Reporting Year Starts 5 Enable the Include Chart Codes checkbox to show chart code numbers in your report 6 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report 541

62 BankLink Practice Guide for Australia 7 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 542

63 Balance sheet report You can produce balance sheet reports in BankLink Practice. In order to produce meaningful reports, you must enter opening balances for all the balance sheet accounts. See Opening balances in Chapter 12: Setting up reporting. You must assign also Report Groups to the applicable chart codes for BankLink Practice to include them in the Balance sheet report. See Report Groups, also in Chapter 12. To produce balance sheet reports: 1 Open the client file you want to report on 2 Click Reports, Balance Sheet, Balance Sheet Reports BankLink Practice displays the Balance Sheet Report Options window Report style There are two balance sheet report styles available. 3 Click in the Report Style field and select: Single Period to report on balances at one period end date Multiple Period to report on balances at multiple period end dates 543

64 BankLink Practice Guide for Australia Reporting year starts You can report on balances at any period end date during the twelve-month period starting from the Reporting Year Starts date. 4 Check the Reporting Year Starts field - you can change the date if required Click in the Month field and select another month Click in the Year field and select another year Report period You can report on balances at period end dates. 5 Click in the Report Period field and select from: Monthly Two Monthly Quarterly Six Monthly Annually 6 Click in the Ending field and select the end date for your report - the default is the last period of coded data in the 12 months following the Reporting Year Starts A tick in front of the period end date indicates that the data present in this period is fully coded. A cross in front of the period end date indicates that the data present in this period is not fully coded. A blank in front of the period end date indicates that there is no data present in this period. Report format You can produce detailed or summarised balance sheet reports. 7 Select from: Detailed to show the movements on individual accounts Summarised to show the movements at Report Heading and Sub-group level In order for sub-group headings to show in profit and loss reports, you set up subgroups and assign them to accounts in the BankLink Practice chart. For further information about sub-groups see Chapter

65 Comparisons The balance sheet reports can be compared to last year 8 Enable the Compare Actual Values To Last Year checkbox 9 Enable the Include Variance checkbox to show the variance in your report - the variance is the difference between the actual and comparison figures. It is measured in dollars: Other options You have some other options: 10 Enable the Include Chart Codes checkbox to show account code numbers in your report 11 Enable the GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report Non-Posting Chart Code Titles 12 Enable the Include Non-Posting Chart Code Titles checkbox if you want the report to display these titles 13 Select: Detailed to show the values in the report at sub-account level, or Summarised to show the values at title level Printing reports 14 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 545

66 BankLink Practice Guide for Australia Bank reconciliation report You can produce a bank reconciliation for any period that contains BankLink Practice transactions. If multiple bank accounts are attached to a client, you can select which account(s) you want to generate a reconciliation for. The report calculates the opening balance from the balance downloaded with the data - if the balance of any bank account is unknown BankLink Practice displays a window advising that you need to enter the balance. For more information on setting up bank accounts see Chapter 2. The bank reconciliation is available either in detailed format, where every transaction is printed, or in summarised format. The bank reconciliation shows actual bank balances as well as cash book balances, which take into consideration any unpresented items you have entered. Each unpresented item is listed separately in both detailed and summarised formats. See also: List unpresented items report later in this Chapter To produce a summarised bank reconciliation report: 1 Open the client file you want to report on 2 Click Reports, Bank Reconciliation, Summarised BankLink Practice displays the Bank Reconciliation window, showing the complete date range of transactions for this client 3 Enter the From and To dates for the period you want to reconcile - you can use the date selection buttons - see Date selection options 4 Enable the Wrap Narration checkbox if you want to display up to ten lines of narration per transaction 5 Click the Advanced tab 546

67 6 Select which accounts you want to report on - tick the box against each account to report on, use the Select All and Clear All buttons to make the task easier 7 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit To produce a detailed bank reconciliation report: 1 Open the client file you want to report on 2 Click Reports, Bank Reconciliation, Detailed BankLink Practice displays the Bank Reconciliation window, showing the complete date range of transactions for this client 3 Enter the From and To dates for the period you want to reconcile - you can use the date selection buttons to help you 4 Enable the Wrap Narration checkbox if you want to display up to ten lines of narration per transaction 5 Click the Advanced tab to select which accounts you want to report on - tick the box against each account to report on, use the Select All and Clear All buttons to make the task easier 6 Select from: Preview to display a print preview on screen File to save a report in csv, txt, Microsoft Excel, or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 547

68 BankLink Practice Guide for Australia List unpresented items report You can list unpresented cheques and unpresented deposits in a separate report. For each bank account with outstanding unpresented items in the selected date range BankLink Practice lists the details, effective date, cheque number and amount of each item. To produce the List Unpresented Items report: 1 Open the client file you want to report on 2 Click Reports, Bank Reconciliation, List Unpresented Items BankLink Practice displays the Unpresented Items Report window 3 Enter a date range in the From and To fields - use the date selection options described at the beginning of this chapter to help you 4 Enable the Wrap Narration checkbox if you want to display up to ten lines of narration per transaction 5 Click the Advanced tab 6 Select which accounts you want to report on - tick the box against each account to report on, or use the Select All and Clear All buttons to make the task easier 7 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 548

69 Spending by payee reports You can produce two types of Spending by Payee report from BankLink Practice: Summarised spending by payee This shows the total value of transactions coded using payees and can span weeks, months or financial years. Detailed spending by payee report This shows the date, reference and amount of each transaction coded using payees for the selected payee or for all payees together with the account code and description that the transactions were coded to. BankLink Practice excludes from the report those payees with no transactions. For more information on coding using payees see Chapter 3: Start Coding. To produce a spending by payee report: 1 Open the client file you want to report on 2 Click Reports, Spending by Payee BankLink Practice displays the Spending by Payee Report window 3 Click to select All or Selected payees 549

70 BankLink Practice Guide for Australia 4 If you choose Selected BankLink Practice displays the Payee Selection panel 5 You can type in the Payee codes, or use the Payee button, or press F3 to select payees to complete the From and To fields 6 If you have a range of payees you want to regularly report on, click Save Template to save the list of payee numbers as a template you can load next time you run the report BankLink Practice displays the Save Payee Report Template window 7 Type in a File name and click Save to save the template BankLink Practice saves your Payee Report Template files with the extension.prt. 8 To load a template you have already saved click Load Template BankLink Practice displays the Load Payee Report Template window 9 Select the template you require from the list displayed and click Open BankLink Practice loads the template and displays the Payee Numbers 10 Enter the From and To dates for the period you want to report on - you can use the date selection buttons described at the beginning of this Chapter 11 Click to select Detailed or Summarised - if you choose Summarised the Show Periodic Totals and Wrap Narration options are disabled Inactive Payees are suppressed in the Detailed report. 550

71 12 Enable the Show Periodic Totals checkbox and select a period from the drop down list (Monthly, Bi-monthly or Quarterly) if you want to display sub-totals by period selected for each payee on the report A period sub-total is displayed only when there is at least one entry for the Payee in that period. 13 Enable the Wrap Narration checkbox if you want to display up to ten lines of narration per transaction 14 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 551

72 BankLink Practice Guide for Australia Coding by Job report You can produce two types of Coding by Job report from BankLink Practice: Summarised Coding by Job Report This shows the total Net (and optionally Gross and GST) value of transactions coded to jobs and can span weeks, months or financial years. Detailed Coding by Job Report This shows the date, reference and net amount of each transaction coded to a job for the selected job or for all jobs together with the account code and description that the transactions were coded to. You can choose to include Gross and GST columns as well. BankLink Practice excludes from the report those jobs with no transactions. For more information on coding using jobs see Chapter 3: Start Coding. To produce a coding by job report: 1 Open the client file you want to report on 2 Click Reports, Coding by Job BankLink Practice displays the Coding by Job Report window 3 Click to select All or Selected jobs 552

73 4 If you choose Selected BankLink Practice displays the Job Selection panel 5 You can type in the Job codes, or use the Job button, or press F5 to select jobs 6 If you have a range of jobs you want to regularly report on, click Save Template to save the list of job codes as a template you can load next time you run the report BankLink Practice displays the Save Job Report Template window 7 Type in a File name and click Save to save the template BankLink Practice saves your Job Report Template files with the extension.jrt. 8 To load a template you have already saved click Load Template BankLink Practice displays the Load Job Report Template window 9 Select the template you require from the list displayed and click Open BankLink Practice loads the template and displays the Job Codes 10 Enter the From and To dates for the period you want to report on - you can use the date selection buttons described at the beginning of this Chapter 11 Click to select Detailed or Summarised - if you choose Summarised the Wrap Narration option is disabled Job codes which have not been used in the period you are reporting on are suppressed in both the Detailed and Summarised reports. When you report on All job codes, transactions with no job code assigned are listed at the end of the report in the No Job Allocated section. 12 Enable the Wrap Narration checkbox if you want to display up to ten lines of narration per transaction 553

74 BankLink Practice Guide for Australia 13 Enable the Show Gross and GST Amounts checkbox if you want to include Gross and GST columns, as well as Net 14 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 554

75 Exception report The exception report is a management tool allowing you to focus on areas of concern for individual clients. The report takes a summarised look at your cash flow figures (using both bank transactions and cash journals) based on the exception criteria you set. Unlike cash flow and profit and loss reports which look at every account, with exception reporting you narrow the view by defining the exception criteria per account code for each client. Exception criteria In order to produce an exception report for your client you first set up the exception criteria to be used for each account. BankLink Practice reports on the specified accounts that vary from a nominated budget or last year's figures by a defined percentage or dollar value. To be informed if results for an account (such as sales) differ either positively or negatively, by a percentage or fixed amount, you set up exception criteria for the account: $ var+ field - A dollar value positive variance: Income - report if actual figures are greater than budgeted figures. Expenditure - report if actual figures are lower than budgeted figures. %var+ field - A percentage positive variance: Income - report if actual figures are greater than budgeted figures. Expenditure - report if actual figures are lower than budgeted figures. $ var- field - A dollar value negative variance: Income - report if actual figures are lower than budgeted figures. Expenditure - report if actual figures are greater than budgeted figures. %$var- field - A percentage negative variance: Income - report if actual figures are lower than budgeted figures. Expenditure - report if actual figures are greater than budgeted figures. You enter the figures as positives for all options. 555

76 BankLink Practice Guide for Australia To set up exception criteria: 1 Open the client file you want to report on 2 Click Reports, Exception Report, Set-up Exception Criteria BankLink Practice displays the Set-up Exception Criteria window, showing all account codes and descriptions for this client 3 Click next to the Account Code you want to enter exception criteria for 4 You can choose to enter values in one or all of the following fields: Click in the $ var+ field to enter a value Click in the $ var- field to enter a value Click in the %var+ field to enter a percentage Click in the %var- field to enter a percentage 5 Click OK once you have entered exception criteria for all the required codes: To repeat lines of exception criteria (from one code to another): Click on the line below the criteria you want to repeat Click the Repeat button or press + Note that this overrides any entries you may have already keyed into the line. 556

77 Exception report Once you have set up the exception criteria for a client, BankLink Practice uses the information each time you produce an exception report. To print the exception report: 1 Open the client file you want to report on 2 Click Reports, Exception Report, Print Exception Report BankLink Practice displays the Exception Report window 3 Check the Financial Year Starts field is correct and alter if required 4 Click in the Report Period field and select the month for which you want to produce the report 5 Enable one of the following Compare boxes: This Period and This Period Last Year This Period and Budget YTD and Last Year YTD YTD and Budgeted YTD 6 Click to select the Budget you want to use in this report 557

78 BankLink Practice Guide for Australia 7 Click to enable the Print GST Inclusive checkbox if required 8 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit If the report contains unexpected results, the code(s) you select may not have the appropriate report group assigned - see Chapter 12 for more information. 558

79 GST reports You can use BankLink Practice to produce these forms: Monthly statements BAS G, BAS Y Quarterly Statements BAS A, BAS C, BAS D, BAS F, BAS U, BAS V, BAS W, BAS X Annual GST information report - Form Q Annual GST return - Form N, Form P, Form Z Instalment Activity Statements IAS B, IAS I, IAS J BankLink Practice uses the GST Classes assigned to account codes to produce the reports - if the results do not look correct it may be because the GST Classes are not assigned correctly - see Set up GST in Chapter A4: Setting up GST more information. This section covers: Producing Business Activity Statements How BankLink Practice populates the calculation worksheet How BankLink populates the Fuel Tax Worksheet As well as these specific reports: Business norm percentages GST summary GST audit trail GST reconciliation GST overrides Once the GST statement for a period has been produced, you can Finalise the accounting period for GST purposes. 559

80 BankLink Practice Guide for Australia Producing the Business Activity Statement When you select to produce a Business Activity Statement, BankLink Practice displays one of a number of different BAS forms, (or the Instalment Activity Statement - IAS) according to the values you select in five fields in the GST Set Up window. To set up GST for a client: Click Other Functions, GST Set Up or: Click Reports, GST Reports, GST Set Up BankLink displays the GST Set Up window Depending on the values you select, BankLink Practice displays the appropriate BAS form when you produce a Business Activity Statement. See Chapter A4: Setting up GST for further information. If you try to generate a Business Activity Statement in BankLink Practice without first having set up that client s GST information BankLink Practice prompts that you need to do this, and then displays the Details tab in the GST Set Up window. Once GST set up is complete and you have coded all data for the relevant period, you can produce a Business Activity Statement. To produce a Business Activity Statement: 1 Open the client file you want to report on 2 Click Reports, GST Reports, Business/Instalment Activity Statement BankLink Practice displays the Select BAS/IAS Period window, listing the periods for the client data together with the number of entries for each period and the number which remain uncoded 3 Click on the Period for which you want to produce the statement 4 Click View BankLink Practice displays the Business Activity Statement window, showing the relevant BAS Form 5 Review each of the tabs displayed and complete as required BankLink Practice is able to populate many of the fields in each tab using to the data it already holds. Which fields are populated and how they are calculated depend on whether the client is set to use the Full or Simplified method of reporting GST. Although each form is different, all the BAS forms contain a GST Calculation Sheet tab. For BankLink Practice users, the essential fields are on this tab. See How BankLink populates the GST Calculation Sheet for more details. 560

81 6 Select from: Preview to display a print preview on screen File to save the BAS form in PDF format Print to send the BAS form to your default printer Finalise to finalise the accounting period for which you've produced a BAS Export to export the BAS Form to a file for import to your tax system OK to save any changes you have made Cancel to quit without saving your changes 7 Click Add to Favourites if you want to save the setup to the client's Favourite Reports list If you choose File, Print or Export, BankLink Practice carries out the task and then prompts you to Finalise the Accounting Period 8 Click Yes to lock the transactions in the period or No if you want to make further changes. 561

82 BankLink Practice Guide for Australia Producing the Annual GST Information Report When you choose to produce an Annual GST Information Report, BankLink Practice displays Form Q. To produce an Annual GST Information Report: 1 Open the client file you want to report on 2 Click Reports, GST Reports, Annual GST Information Report BankLink Practice displays the Select BAS/IAS Period window, listing the periods for the client data together with the number of entries for each period and the number which remain uncoded 3 Click on the Period for which you want to produce the statement 4 Click View BankLink Practice displays the Annual GST information report window, showing Form Q 5 Review each of the tabs displayed and complete as required BankLink Practice is able to populate many of the fields in each tab using to the data it already holds. Which fields are populated and how they are calculated depend on whether the client is set to use the Full or Simplified method of reporting GST. Although each form is different, all the BAS forms contain a GST Calculation Sheet tab. For BankLink Practice users, the essential fields are on this tab. See How BankLink populates the GST Calculation Sheet for more details. 6 Select from: Preview to display a print preview on screen File to save Form in PDF format Print to send the Form to your default printer Finalise to finalise the accounting period for which you've produced a report Export to export the Form to a file for import to your tax system OK to save any changes you have made Cancel to quit without saving your changes 7 Click Add to Favourites if you want to save the setup to the client's Favourite Reports list If you choose File, Print or Export, BankLink carries out the task and then prompts you to Finalise the Accounting Period 562

83 8 Click Yes to lock the transactions in the period or No if you want to make further changes. 563

84 BankLink Practice Guide for Australia Producing the Annual GST Return When you choose to produce an Annual GST Return, BankLink Practice displays Form P or Form Z, depending on your GST setup. To produce an Annual GST Return: 1 Open the client file you want to report on 2 Click Reports, GST Reports, Annual GST Return BankLink Practice displays the Select BAS/IAS Period window, listing the periods for the client data together with the number of entries for each period and the number which remain uncoded 3 Click on the Period for which you want to produce the statement 4 Click View BankLink Practice displays the Annual GST Return window, showing Form N, Form P or Form Z 5 Review each of the tabs displayed and complete as required BankLink Practice is able to populate many of the fields in each tab using to the data it already holds. Which fields are populated and how they are calculated depend on whether the client is set to use the Full or Simplified method of reporting GST. Although each form is different, all the BAS forms contain a GST Calculation Sheet tab. For BankLink Practice users, the essential fields are on this tab. See How BankLink populates the GST Calculation Sheet for more details. 6 Select from: Preview to display a print preview on screen File to save the Form in PDF format Print to send the Form to your default printer Finalise to finalise the accounting period for which you've produced a return Export to export the information in the Form to a file for import to your tax system OK to save any changes you have made Cancel to quit without saving your changes 7 Click Add to Favourites if you want to save the setup to the client's Favourite Reports list If you choose File, Print or Export, BankLink carries out the task and then prompts you to Finalise the Accounting Period 564

85 8 Click Yes to lock the transactions in the period or No if you want to make further changes. 565

86 BankLink Practice Guide for Australia How BankLink Practice populates the GST Calculation Sheet BankLink Practice is able to populate most of the fields in the worksheet using the data it already holds. Which fields are populated and how they are calculated depend on whether the client is set to use the Full or Simplified method of reporting GST. For more information on GST Set up see Chapter A4. The Full Method This method follows the original ATO guidelines and uses the GST class applied to a transaction to populate the relevant G boxes of the BAS with the gross amount of the transaction. For more information refer to page 30 of the ATO s Business Activity Statement Instructions - GST calculation sheet option. BankLink Practice populates boxes G1 to G4, boxes G10 to G11 and boxes G13 to G15 with the gross amounts of the coded transactions. The GST class applied to each transaction decides which G box is populated. BankLink Practice then calculates the totals boxes on the BAS, boxes G8 and G19. The GST payable (G9) and GST credit (G20) are calculated by dividing these total boxes by

87 The Simplified Method The ATO have since produced BAS instructions offering another option when completing the GST section of the BAS. For more information refer to pages 30 and 31 of the ATO s Business Activity Statement Instructions - GST derived from accounts option. BankLink Practice uses the GST amount of each transaction to calculate boxes G6 and G17. Any adjustment in box G7 or G18 is added to these boxes resulting in total boxes G8 and G19. The GST payable (G9) and GST credit (G20) are calculated by using the GST rate in the GST Rates/Setup tab. This method allows BankLink Practice to use the information from your accounts to complete the following boxes: G9 and 1A to show the GST payable for the tax period G20 and 1B to show the GST credit for the tax period G1, G2, G3, G10, G11 and G12 which relate to the supplies and acquisitions for the tax period Take care if you decide to amend a standard template. When deleting a GST class remember to always leave a blank line in the Rates tab where the GST class used to be. Changing the order of the GST classes in the Rates tab affects the BAS Field Rules. 567

88 BankLink Practice Guide for Australia How BankLink populates the Fuel tax calculation worksheet The Fuel tax calculation worksheet becomes available as part of the BAS when you enable the Include Fuel Tax checkbox in the client's GST Set Up. The Fuel tax calculation worksheet can be used for the basic calculation, the small claimants, or the percentage use method. The worksheet can be populated manually, or you can use the BAS Fields tab of the GST Set Up to create rules which transfer the values and quantities of transactions coded to relevant chart of accounts codes (see Chapter A4: Setting up GST for more information on creating rules for BAS fields). Additional lines can be added even if rules exist. To complete the Fuel tax calculation worksheet: 1 Select the Fuel tax calculation worksheet tab in the BAS If you have added a BAS rule for field 7D Fuel Tax Credit, the Account, Account description, Total fuel acquisitions, Representative percentage, and Total business use of eligible fuel fields contain information based on quantities entered when you code fuel purchases to the accounts for which you set up rules. Account and Account description can't be edited, but the rest of these fields can be amended if required. The Calculation Method defaults to Eligible fuel (litres) when you set the BAS field rules up with 0% or 100% - otherwise Representative percentage is selected 2 Click in Eligible Fuel Type and enter the fuel type for which you are claiming the credit 3 Enter the Total fuel acquisitions in litres 4 Enter a Business fuel use description 5 Enter either a Representative percentage if you are using the percentage use method or enter the Total business use of eligible fuel in litres if you are using the basic calculation or small claimant method to calculate the Fuel tax credit 6 Select a Credit rate from the drop-down list or enter a different rate if required BankLink Practice calculates the Fuel tax credit amount for each line you complete and copies the Total to field 7D on the BAS Summary If you add a rate, BankLink Practice will include it in the list the next time you produce a BAS. Changes to information placed in the worksheet by the BAS rule(s) are stored for the BAS period - rules will not be re-applied unless you click the Recalculate button. 568

89 Business norm percentages report Some retailers have many transactions across a range of GST-free, taxable and mixed sales. To simplify administration the ATO, industry associations, and the business community have jointly developed business norm percentages. These standard percentages are used to estimate GST-free sales and purchases at the end of each tax period, rather than having to record the GST component of every transaction. You can obtain a full list of the retailers eligible to use the business norm method, the relevant percentage rates, and the criteria that must be met, from the ATO. To produce a business norm percentages report: 1 Open the client file you want to report on 2 Click Reports, GST Reports, Business Norm Percentages Report BankLink Practice displays the Print Business Norm Percentages Report window, confirming the complete date range of transactions for this client 3 Enter the From and To dates for the period you require 4 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit For a full description of the steps required to produce a business norm percentages report see About business norm percentages in Chapter A4: Setting up GST. 569

90 BankLink Practice Guide for Australia GST summary report In this report, BankLink Practice summarises the net, GST and total for each GST rate. If the period you select includes uncoded entries or entries with no GST rate they appear as Rate 0: Unallocated Entries. To produce a GST summary report: 1 Open the client file for which you want to print a GST summary report 2 Click Reports, GST Reports, GST Summary BankLink Practice displays the Print GST Summary window 3 Enter the From and To dates for the period you want to report on 4 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 570

91 GST audit trail report In this report, BankLink Practice lists each transaction in GST rate and bank account order showing date, reference, gross amount, GST amount, net amount and narration. You can select to print the report on date or account code order: Date order Account Code order GST class 0 GST class 0 Bank account1 Transactions in date order Bank account2 Transactions in date order Bank account1 Transactions in account code order (by date within the same code) Bank account2 Transactions in account code order (by date within the same code) GST class 1 GST class 1 Bank account1 Transactions in date order Bank account1 Transactions in account code order (by date within the same code) To produce a GST audit trail report: 1 Open the client file for which you want to print a GST Audit Trail 2 Click Reports, GST Reports, GST Audit Trail BankLink Practice displays the Print GST Audit Trail window 3 Enter the From and To dates for the period you want to report on - use the date selection options described at the beginning of this Chapter to help you 4 Select to order the report in Date order or Account code order 5 Enable the Wrap Narration checkbox if you want to display up to ten lines of narration per transaction 571

92 BankLink Practice Guide for Australia 6 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 572

93 GST reconciliation report This report shows the GST payable/receivable monthly, two monthly, quarterly, six monthly or annually and tracks the payments/refunds over the same period. To produce a GST reconciliation report: 1 Open the client file for which you want to print a GST Reconciliation report 2 Click Reports, GST Reports, GST Reconciliation BankLink Practice displays the GST Reconciliation window 3 The Report Period defaults to the GST Period in the client's GST Set Up, but you can select a different period from the drop down list if required 4 Check that the Reporting Year Starts is correct 5 Click in the Report Ending field and select a period to report to 6 Click in the Division field and select a division to report on, or select All for all divisions 7 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 573

94 BankLink Practice Guide for Australia GST overrides report BankLink Practice lists all transactions whose GST class is not the default for that chart code. Each transaction appears under its new GST class. To produce a GST overrides report: 1 Open the client file for which you want to print a GST overrides report 2 Click Reports, GST Reports, GST Overrides BankLink Practice displays the Print GST Overrides window 3 Enter the From and To dates for the period you want to report on 4 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 574

95 Finalise accounting period for GST purposes Once you have printed or exported the Business Activity Statement, BankLink Practice offers the option to lock (finalise) an accounting period for the period of the Business Activity Statement. Finalising an accounting period means that the transactions can be viewed but not edited in the Code Entries Screen. When you enter the Code Entries Screen, the transactions are flagged with a lock symbol in the Status column indicating that they are locked for GST purposes. If you need to unlock the accounting period for any reason in order to amend the coding you can do so. To unlock a finalised period: 1 Open the client file you want to work on 2 Click Other Functions, Housekeeping, Unlock Accounting Period 3 Enter the dates for the accounting period you want to unlock 4 Click OK BankLink Practice confirms that the entries for that period are unlocked When selected, the Unlock an Accounting Period option clears the lock on all data for the dates selected, and you can edit the data. Also, if you make a change such as deleting a memorisation, the change is applied to all the data now unlocked. You then need to lock the accounting period again To lock an accounting period: 1 Open the client file you want to work on 2 Click Other Functions, Housekeeping, Lock Accounting Period 3 Enter the dates for the accounting period you want to finalise / lock 4 Click OK When selected, the Lock an Accounting Period option locks all data for the dates selected, and you cannot edit the data. 575

96 BankLink Practice Guide for Australia List reports BankLink Practice has a number of simple list reports. They are useful for administration purposes, but can be produced by all users. Lists available: List bank accounts List chart of accounts List divisions List jobs List entries List GST details List journals List memorisations List missing cheques report List payees List sub-groups 576

97 List bank accounts You can produce a report of details for each of a client s bank accounts showing account number and name, the date range of entries, number of transactions, and current balances in the BankLink Practice client file. To produce a List Bank Accounts Report: 1 Open the client file you want to report on 2 Click Reports, Listings, List Bank Accounts BankLink Practice displays the List Bank Accounts window 3 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 577

98 BankLink Practice Guide for Australia List chart of accounts You can list each account code in the client s chart of accounts including the account code, description, report group, sub-group, division, GST class and posting status. To produce a list chart of accounts report: 1 Open the client file you want to report on 2 Click Reports, Listings, List Chart of Accounts BankLink Practice displays the List Chart of Accounts window 3 Select from: Print Full Chart to include all chart codes Print Basic Chart to include only those codes flagged as included in the Basic Chart 4 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 578

99 List divisions You can produce a report of a client s divisions showing the number and name of each division. To produce a list divisions report: 1 Open the client file you want to report on 2 Click Reports, Listings, List Divisions BankLink Practice displays the List Divisions window 3 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 579

100 BankLink Practice Guide for Australia List jobs You can produce a report of a client s jobs showing the job code, name and whether the job has been flagged Complete for each job. To produce a list divisions report: 1 Open the client file you want to report on 2 Click Reports, Listings, List Jobs BankLink Practice displays the List Jobs window 3 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 580

101 List entries You can produce an accounting ledger report for a client that lists all entries within a selected date range. The transaction details include transferred status, date, reference, account, amount and narration. You can also add a balance and print any notes if required. You can also produce a version that only includes uncoded items - this is a good way to simultaneously search for uncoded entries in the Code Entries window and all journals. To produce a list entries report: 1 Open the client file you want to report on 2 Click Reports, Listings, Entries BankLink Practice displays the List Entries window 3 Enter the From and To dates for the period you want to report on - you can use the date selection options described at the beginning of this chapter. 4 Click in the Sort entries by field and select one of the following options: Effective Date Date Presented 5 Click in the Include field and select from: All Entries Uncoded Only 6 Select one of the following Style options: Single Column Two Column (debits and credits) 7 Enable the Balance checkbox if required 8 Enable the Notes checkbox if required 9 Enable the Wrap Narration and Notes checkbox if you want to display up to ten lines of narration and/or notes per transaction 581

102 BankLink Practice Guide for Australia 10 By default, BankLink Practice includes all bank accounts and journals with entries in the specified date range - to generate the report for specific accounts and journals Click the Advanced tab Click Clear all to de-select all accounts and journals Select and account or journal by enabling the checkbox next to it Click Select All to select all accounts and journals and restore the default 11 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 582

103 List GST details You can list all the GST information for the client: including the client s ABN, BAS fields, GST IDs, GST descriptions, rates, business norm percentages, and control accounts. To produce a list GST details report: 1 Open the client file you want to report on 2 Click Reports, Listings, List GST Details BankLink Practice displays the List GST Details window 3 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 583

104 BankLink Practice Guide for Australia List journals You can list all entries for each journal you have entered for the client, in date order within each journal type. The data includes transfer states, date, reference, account, amount, GST amount and narration. To produce a list journals report: 1 Open the client file you want to report on 2 Click Reports, Listings, Journals BankLink Practice displays the List Journals window 3 Enter the From and To dates for the period you want to report on - you can use the date selection buttons described at the beginning of this Chapter 4 Enable the Wrap Narration checkbox if you want to display up to ten lines of narration per transaction 5 By default, BankLink Practice includes all journal types with entries in the specified date range - to generate the report for specific journal types Click the Advanced tab Enable the checkboxes next to the journal types as required - you can use the Select All and Clear All buttons to make the task easier 6 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 584

105 List memorisations You can produce a list of a client s memorisations showing the account, the criteria, and the account code allocations by amount, percentage and GST class. BankLink Practice sorts the report by bank account, listing the client-level memorisations for each bank account first, then the master memorisations. To produce a list memorisations report: 1 Open the client file you want to report on 2 Click Reports, Listings, List Memorisations BankLink Practice displays the List Memorisations window 3 Enable or disable the checkboxes next to the accounts to select which accounts are included in the report 4 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 585

106 BankLink Practice Guide for Australia List missing cheques report You can produce a report that lists missing cheques. This means that you can determine what cheques are still to be presented, without having to add ranges of unpresented cheques (UPCs) in the Code Entries Screen. To produce the List Missing Cheques report: 1 Open the client file you want to report on 2 Click Reports, Listings, List Missing Cheques BankLink Practice displays the Missing Cheques Report window 3 Select an account you want to use for the report 4 Enter a date range in the From and To fields - use the date selection options described at the beginning of this chapter to help you 5 Use the From and To range fields to add specific range(s) to narrow down the list - if you do not enter a range BankLink Practice calculates all the missing ranges within your specified date range 6 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 586

107 List payees You can list all of a client s payees in either summarised or detailed format: Summarised in alphabetical order together with their respective payee number Detailed including account, narration, GST class, amount or percentage To produce a list payees report: 1 Open the client file you want to report on 2 Click Reports, Listings, List Payees BankLink Practice displays the List Payees window Report Format 3 Select from: Summarised Detailed Sort Payees by 4 Select from: Name Number 5 Enable the Rule a line between payees checkbox if required 6 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 587

108 BankLink Practice Guide for Australia List sub-groups You can produce a report of a client s sub-groups showing the name and number of each sub-group. To produce a list sub-groups report: 1 Open the client file you want to report on 2 Click Reports, Listings, Sub-Groups BankLink Practice displays the List Sub-Groups window 3 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Add to save the report with the setup shown, to your list of Favourite reports Print to send a report to your default printer Cancel to exit 588

109 Favourite Reports You can set up a list of Favourite Reports for each client, which can be run separately or all at once. Reports and graphs can be added to the list of favourites from the Client Home page, the Reports menu, or when running individual reports and graphs. In the Favourite Reports window you can see which reports and graphs have been added, when they were last run, what the settings are, who they were created by, and the date they were created. The reports are sorted by default in Report order, but you can also sort by Name, Created by, or the date they were created On. To sort the Favourite Reports list: Click on a heading to display the reports sorted in ascending order or: Click on the heading again to display the reports in descending order To find out more about Favourite Reports see: Adding Favourite Reports Generating Favourite Reports Renaming Favourite Reports Deleting Favourite Reports 589

110 BankLink Practice Guide for Australia Adding Favourite Reports Reports and graphs can be added to the list of favourites from the Client Home page, the Reports menu, or when running individual reports. Custom documents can only be added from the Client Home page or Reports menu. To add a report to the Favourite Reports list from the Client Home page: 1 Click Favourite Reports in the Client Tasks sub menu or click Reports, Favourite Reports, Manage Favourites BankLink Practice displays the Favourite Reports window 2 Click Add Report BankLink Practice displays the Add Favourite Report window 3 Click to select the report you want to add Click the triangle signs next to the report names to display further options. 4 Click Add Report or double click the report name BankLink Practice displays the setup window for the report you selected 590

111 5 Make any changes required to the setup and then click Save BankLink Practice adds the report to the list and allows you to edit the report Name if required Each report in the Favourites list must have a unique name - you will not be able to save the report setup with the same name as a report already added to the list. To add a report to the Favourite Reports list when running individual reports and graphs: 1 Click Reports and chose the report, or click Graphs and choose the graph you want to run BankLink Practice displays the setup window 2 Check the setup and when you are happy with the settings chosen click Add BankLink Practice displays the Add to Favourite Reports window 3 Change the Name if required and click OK BankLink Practice adds the report to the client's Favourite Reports list 591

112 BankLink Practice Guide for Australia Generating Favourite Reports You can choose to generate Favourite Reports individually or in groups. To run a report from the Favourite Reports list: 1 In the Client Home page, click Favourite Reports or click Reports, Favourite Reports, Manage Favourites 2 Double click the report you want to run BankLink Practice displays the report setup window You can also click Reports, Favourite Reports and select the report from the Favourite Reports menu. 3 Select from: Preview to display a print preview on screen File to save a report in.csv,.txt, Microsoft Excel or PDF format Save to save the current settings to the list of Favourite Reports Print to send the report to your default printer Cancel to exit When you generate reports you have the option to send the reports to the printer or to them as individual PDF files. To generate reports from the Favourite Reports list: 1 In the Client Home page, click Favourite Reports 2 Click to enable the checkbox to the left of the report(s) you want to generate, or click the checkbox in the heading to enable all the reports at once The report checkbox in the heading can be used to select or deselect all reports. 3 Click Generate Reports BankLink Practice displays the first report setup window 4 Check the setup and amend if necessary to ensure that the report will run for the dates and settings you require 5 Click Next (Enter) until you have viewed the setup window for all the reports selected BankLink Practice displays the report(s) in the Report Viewer window 592

113 6 Click Print to send the report(s) to your printer, or to attach the report(s) as individual PDF files to an with the subject Reports If you have added your client's address to the client file it will be entered in the To field of the form. 593

114 BankLink Practice Guide for Australia Renaming Favourite Reports When you add a report to the list of favourites, BankLink Practice gives it a default Name, which you can change before saving. If you don't change it initially, you may still want to make the name more meaningful or distinguish between similar reports. To rename a favourite report: 1 In the Client Home page, click Favourite Reports or click Reports, Favourite Reports, Manage Favourites 2 Click to select the report you want to rename 3 Click Rename Report BankLink Practice makes the Name field editable 4 Type in the new name and press Enter BankLink Practice displays the report with its new name 594

115 Deleting Favourite Reports If you add a report to the Favourites Reports list in error, or no longer require one you have run in the past, you can delete it from the list. To delete a report from the Favourite Reports list: 1 In the Client Home page, click Favourite Reports or click Reports, Favourite Reports, Manage Favourites 2 Click to select the report you want to remove 3 Click Delete Report BankLink Practice displays the Delete report window, asking you to confirm the deletion 4 Click Yes BankLink Practice removes the report from the list of Favourite Reports 595