Old Accounting reports has been removed in the version update 72, 21.1.2023. Due to this change the word 'new' has been removed from the name Accounting reports (new). Until version 72 both versions were available.
Accounting reports is a new and revised version of the old Accounting reports view. In the Accounting reports view, you can create and view the most important accounting reports, which are:
- Income statement
- Balance sheet
- General journal
- General ledger
- Ledger accounts
- Transactions by dimensions
- Profit report (not available for real estate & association chart of accounts)
These links lead to the manual page of each of these reports that explains these reports in a more detailed way. This guide focuses on the general, non-report-specific functions of the Accounting reports view.
One of the most important changes to the Accounting reports view is that it no longer has the Update reporting database button. Any changes made to accounting right before creating the reports will always be included on these reports without the need to update the database.
Accounting reports can be accessed by selecting Reports > Accounting reports or Accounting > Accounting reports in the main menu.
Overview
Top bar buttons
Run report generates a report based on the selections. The generated report will always have up-to-date accounting data. The separate Update reporting database button no longer exists and all the data on the reports will update automatically as the report is generated.
Clear button empties the selected report options (such as the date range) and resets the fields to their defaults (for example the Receipt status field that, by default, has only the statuses selected that are considered business transactions) depending on the field in question.
Report formulas button opens the Report formulas view where new report formulas can be created and edited. After report formulas are saved, they will be visible and can be selected from the Accounting report type drop-down menu. More detailed instructions on how to create report formulas are available in the Report formula guide.
Report options
The report options on the Accounting reports are divided into two parts. By default, the Options section contains Main options and Favorite options. Below these is the More options section that can be opened either by clicking on the More options text or the arrow icon on its left side. The options shown on the page vary according to the report type selected in the Accounting report type menu. Available options for each of these reports are more closely explained in the guide for each of these reports:
- Income statement
- Balance sheet
- General journal
- General ledger
- Ledger accounts
- Transactions by dimensions
- Profit report (not yet available for real estate & association chart of accounts)
Selecting favourite options
In Accounting reports, favorite options that are shown by default in Options can be saved for each of the accounting reports. If no favorite options have been saved yet, the Favorite options section will be empty:
Favorite options can be added to the Favorite options by clicking the star icon next to the field in More options. Clicking the icon will move the option to Favorite options and the field will no longer be shown in More options. Favorite options can be removed by re-clicking the star icon, which returns it to the More options section.
Selecting favorite options automatically saves the options as default search criteria in the Accounting reports view. Any options selected as favorite options will remain selected until they are removed from favorites.
Favorite options are user and environment-specific. Favorite selections made by a certain user in a specific environment will not be shown to other users in that environment, and each user must make their own favorite option selections in that environment. The selections in one environment do not affect the favorite option selections in other environments of that user.
There is no upper limit to the number of Favorite options – all the options in More options can be added as favorites, if necessary. In this case, the More options section will be empty:
Some of the options in More options are available in all types of accounting reports. If this kind of option (for example Receipt type) is selected as a favorite when, for example, Income statement is selected from the Receipt type drop-down menu, this favorite option will be shown in favorites on all the other types of accounting reports as well. If, however, a favorite option that is not available on all the report types (such as Ledger accounts) is selected as a favorite, it will only be shown in the Favorite options section if the option is available on that report type.
Saving selections
On the right side of the Accounting reports view is the Saved Selections to Run Reports section where all selections in the report options can be saved. To save the selections, click the Save Current Selection button. This opens a new window, where the saved option selections can be named:
Save receipt dates selection determines whether or not the saved selections will include the date range set for the report. If these saved selections are to be used well into the future, it may be more practical to save the selections without the date range -- in this case, the date range would change for example at the turn of each fiscal year, even though the other selections might have been saved several years ago.
After the selections have been saved, they will be shown in the Saved Selections to Run Reports section. These options can be selected on the report fields by clicking on the saved option. In addition to the name given to the saved selection, the selections are shown the accounting report type in the parentheses.
Sharing saved selections with other users
When report selections are saved, they will only be available to the user who made the selections in that particular Procountor environment. However, these saved selections can be shared with other users in the same environment. To share the selections, click the Edit button in the Saved Selections to Run Reports section, and choose the selections you want to share by checking the box next to its name:
You can select either just one or multiple options, and these saved selections can be shared with other users of the same environment by clicking the share icon:
The Share Saved Options window opens:
In the Who would you like to share to? field, type in the username of the user you want to share the saved options with. If the given username not in the right format or the user cannot be found in the environment in question, an error message will be shown when the Share button is clicked.
If the username is given correctly, a confirmation will be shown verifying that the saved selections will be shared with the given user.
This user will see all saved selections shared with them on the Accounting reports view in the Saved Selections to Run Reports in the same way they are shown to the user who shared them. The user to whom these selections were shared can share them forward to another user. The sharing is not limited to the user who originally saved the selections.
Saved selections cannot be shared to multiple users at once – favorites can be shared with only one user at a time. To share selections with multiple users, it must be done with each user separately as described above.
Deleting saved selections
Saved selections can be deleted by clicking the Edit button in the Saved Selections to Run Reports section. Choose the saved selections by checking the box beside it.
Activate one or more selections, and click the trash can icon to delete the saved selections:
Confirm the deletion with the Delete button.
If you want to edit only certain fields in the selection, it can be done in the following way:
- Click on a saved selection to add these to the option fields on the Accounting reports view.
- Make the necessary changes to these previously saved selections.
- Save the selections with a new name using the Save Current Selection button.
- Delete the previous selections using the Edit button and the trash can icon (following the instructions above).
Printing the reports
General journal and General ledger can be printed out in HTML, Excel or PDF formats. By right-clicking the report results opens a menu which includes options Invoice, Accounting, Attachments, Export Excel, Open PDF, Export HTML.
Transactions by dimensions report's menu includes options Dimensions, Accounting, Export Excel, Open PDF, Export HTML.