The balance sheet, one of the Accounting reports, searches all balance account transactions. The report search criteria determine what information is included on the report.
Balance sheet is found in Reports > Accounting reports (or, alternatively, in Accounting > Accounting reports) by selecting Balance sheet in the Accounting report type drop-down menu.
More about the Accounting reports buttons and their functions in the general guidelines.
Search criteria
- Select Balance sheet from the Accounting report type drop-down menu.
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Receipt date to determines the date up to which the balance sheet is retrieved.
- The information is retrieved from the beginning of the financial period the date filled in this field falls under. Therefore, the chosen date must be on a financial period already created in Procountor.
- Balance sheet shows the data from one financial period at a time, meaning that if the previous financial period is open and the date set in the search criteria is on the new period, the balance sheet will not include the balance from the previous financial period. Opening balance will automatically form for the first day of the following financial period when the previous period is closed.
- If balance sheet needs to be run until a date belonging to the next financial year while the previous year is still open, the previous year can be temporarily closed and then re-opened after the report has been run.
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Presentation type menu gives several options for how the information is presented on the report.
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The Opening balance and Closing balance time periods can be seen in Balance sheet report when the report type is Opening balance, change and closing balance or Opening balance, debit, credit and closing balance and you have selected Hide search options in exports. When Hide search options in exports is chosen, report type name is added to the export.
- By default, the balace sheet presentation type is Total sum of selected period, where the cumulative balance account values are presented in a single column from the beginning of the financial year until to the date set in Receipt date to field.
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- Report length has the options default, brief, detailed, or all accounts.
- Receipt status can be used to select from the drop-down menu the status of receipts to be included on the report. By default, only completed transactions are included, but more specific search terms can be added in this menu.
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Presentation options section includes selections:
- Show rows with zero values option: when selected, includes the rows with zero values to the report.
- Hide creator in exports: option hides the creator from the Excel, HTML, and PDF printouts of the report.
- Hide company ID in exports
- Hide search options in exports
- Show the receipt date in exports: determines whether or not the user wants to include the time period on the export. It can be selected only if user first selects Hide search options in exports.
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Comparison data to be shown gives the option to choose the comparison data. The options are budget (only an option, if the budget has been imported to Procountor) and comparison period. You can select either one or both of these.
- When budget is chosen as comparison data, you need to choose whether the difference is shown as a percentage from the turnover, as currency, or as difference in percentage (of which the latter option is selected by default).
- If the report is not searched according to the dimension items, the basic budget is used for comparison. If the budget data has been imported to Procountor contains dimensions, and these dimension budget values are to be used as comparison data, select the same dimension items as search terms that are used on the budget.
- If several different versions of the budget have been imported to Procountor, the correct one can be chosen using the search term Budget version.
- If comparison period is selected as comparison data, the comparison period must be specified.
- The default comparison period is the previous year, but this can be adjusted as needed.
- If the selected report presentation type is Every month and total sum, Every quarter and total sum, or 12 month cumulative sums ending in different sums, the comparison period must match the report period.
- When budget is chosen as comparison data, you need to choose whether the difference is shown as a percentage from the turnover, as currency, or as difference in percentage (of which the latter option is selected by default).
More options menu gives a list of additional search criteria. For Balance sheet, the available search criteria are:
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Receipt type
- This search criterion defines the type(s) of receipt(s) to be included on the report.
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Receipt currency
- This search criterion narrows the search results to invoices in the specified currency.
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Receipt Name
- This criterion narrows the search only to receipts that are named with the content given in the Name field. The search can be done with the entire name or only with a part of it.
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Customer's Company ID
- This option narrows the search to a specific company ID. The company ID can be filled out in its entirety or only partly, either with the country code and hyphen or without them.
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Entry period (yyyy-mm)
- This search criterion narrows down the entry period of receipts according to the month. If both the date and the entry period have been given, the report searches for receipts according to the shorter time period: for example, if the Receipt date field has the dates 01.10.2019-30.11.2019 and the Entry period is set as 2019-11 – 2019-12, the search results will include receipts from Nov 1 to Nov 30 2019 on the report.
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Transaction value
- This narrows down the search according to the accounting value. The search is conducted in the accounting value column. Multiple values can be searched using <and> between them.
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Report language
- This defines the report language. The language selected by default is the language chosen in Management > Company info > Basic info as Company’s language.
- If English or Swedish is chosen as a report's language, Procountor retrieves the translated version of the default account chart.
- The selected report language defines the reports language.
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Report currency
- This selection defines the currency on the report.
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Number format
- This defines the rounding of the numbers on the report.
- By default, the values are rounded to two decimal places.
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Dimensions
- Adding this search criterion brings only entries allocated to a certain item or items of a specific dimension on the Balance sheet.
- Dimensions drop-down has a list of all the dimensions. Only one dimension can be selected for the report, meaning that several different dimensions cannot be selected on the same report.
- Items field shows all the items belonging to the selected dimension. One or more of these can be selected on the report. To select multiple items, hold down the Ctrl button when clicking the item names. If there are a lot of items, click the magnifying glass icon next to the search field to open a new window for selecting the items.
- If several items have been selected for the report and you want a more detailed list of the values of each item, choose Every dimension code and total sum in the Presentation type menu.
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Allocated part: (dimension name)
- All dimensions that are in use can be selected as their separate Allocated part search criterion.
- Enables for several different items under different dimensions to be selected on the same report and shows the percentage values of each item.
- When choosing Allocated part search criterion or criteria for a report, a section Allocated part (dimension name) is shown in the search criteria listing all the items under that dimension. Items to be included on the report are selected either by holding down the Ctrl button or by clicking the magnifying glass icon and selecting the items to be included.
- Allocated part search criterion means the report is computational only, and the report will not allow drilling down to the transactions.
- More on this search criterion and how to use it is found here.
Search result buttons
- Use the Excel, HTML, and PDF buttons to export the report to different file types.
- By clicking on the number of the account or account group, you will get a report of the transactions of the selected row (account or account group). From the listing, it is possible to drill down to the receipt-specific information.