Chapter 13: Producing reports

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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

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