Show Reports - General Ledger - Customise Reports for Your Unique Business

Show Reports G/L Overview

The menu path to this Show Reports function is: Accounts > General Ledger > Show Reports

In the Accounts Mode, the General Ledger Show Reports feature permits users to generate diverse report styles catering to various needs. This versatile functionality equips users with the capability to generate routine reports tailored to their specific needs.

Standardised Layout

In SapphireOne, a standardised layout is employed across all Show Report functions to ensure uniformity and user-friendliness. This consistency streamlines the user experience, as learning a single layout suffices for comprehending all Show Report screens, which share similar structures. Each report is accompanied by a title, automatically generated by SapphireOne, positioned below the options section. This title functions as a header for the items featured within the report.

Selecting a Report

After selecting a report option in SapphireOne, you have the flexibility to choose various criteria for the report, as documented below. Once the report has been generated, you can easily export it as either an HTML or CSV file. These files can be opened in any web browser or external spreadsheet program for your convenience.

Show Reports (Trial Balance)

SapphireOne’s Show Report function facilitates the generation of a Trial Balance report, a foundational financial statement that offers a snapshot of a company’s financial status at a specific moment in time. This report meticulously lists all accounts within a company’s general ledger, accompanied by their respective balances, meticulously categorized into debit and credit columns. Its principal objective is to validate the accuracy of accounting records by ensuring that the total debits align precisely with the total credits, adhering to the core principles of the accounting equation. It serves as an indispensable tool for accountants and auditors, aiding in the identification of errors or discrepancies within financial records, while also providing a concise overview of a company’s financial position, preceding the preparation of more comprehensive financial statements, such as the balance sheet and income statement.

Query Options

• Range – Within SapphireOne, this data entry field plays a pivotal role in enhancing user convenience. This field incorporates a dropdown list, which dynamically populates the From and To fields. The contents of this dropdown menu vary depending on the specific type of Show Report being utilised. Once a user selects an item from this dropdown menu, SapphireOne seamlessly populates the corresponding From and To data entry fields, automating this process for increased efficiency.
  • From & To Fields – Users can also manually enter a From and To periods or dates. To swap between date and period select the User Date or Use Period button. The button acts as a toggle to switch between the two options, Date or Period.
  • Date & Period button – This toggle button can be found in the bottom left corner of the screen.
• Depart Menu – This Menu offers a convenient drop-down selection that empowers users to make a choice between two options when generating a report within SapphireOne. Users can either opt to include all departments within the company in the report, providing a comprehensive overview. Alternatively, they can specify a particular department, tailoring the report to focus exclusively on that selected department’s data. This flexible feature enables users to generate reports that align precisely with their reporting needs.
• Query Button – This button serves as a valuable tool for refining the content of a report within SapphireOne. When users require the ability to filter the report based on particular criteria, such as a specific vendor, they can initiate a comprehensive query by clicking on the Query button. This action prompts SapphireOne to unveil the detailed query pop-up interface, which grants users the capability to conduct thorough searches across SapphireOne’s database, identifying items that align precisely with the specified criteria.

Display Options

The Display area offers a variety of options and settings, including:

• Grouping Menu –To tailor the appearance of your General Ledgers in the report, SapphireOne offers a versatile feature through the Grouping Menu. Within this menu, users can exercise their choice from an array of options, including Account ID, Account, Class, UDF (User-Defined Field), Custom Class, and Alternate ID.
• Sort Menu – With this menu in SapphireOne, users have the capability to arrange the report’s data according to different criteria, offering enhanced data organization. The criteria available for sorting include ID, Name, Debit, and Credit.
  • Inverting Sort – Furthermore, an Inverting Sort option is available. By clicking the > button situated adjacent to the data entry field, users can toggle between ascending and descending sort orders. The direction of the > symbol on the button serves as a visual indicator of the current sort order, allowing users to easily determine the arrangement of data in the report.
• Outstanding + Accrued checkbox – Typically, a report in SapphireOne does not incorporate outstanding amounts. However, when the Outstanding + Accrued checkbox is selected, the report is configured to include any outstanding amounts. This checkbox option provides users with the flexibility to extend the report’s scope to encompass outstanding and accrued transactions, offering a more comprehensive view of their related financial data.
• Column By Menu – This menu in SapphireOne offers users supplementary choices for configuring the display of report columns. Users can select from a range of options, including Detail, Period, Project, Project Class, Project Parent, Task, and Department. This feature empowers users to customize the report columns to align with their specific reporting needs, providing flexibility in presenting data within the report.
• Recalculate – In SapphireOne, the Recalculate button serves a crucial role in generating and updating reports. Users must select this button to trigger the initial calculation of the report based on the default settings. Furthermore, it is essential to select the Recalculate button whenever modifications are applied to the report settings.

Footer Buttons

There are several buttons at the bottom of the Show Reports Page that Perform the following functions.

• Use Date/Period Button– Upon selecting this button, the To Field box will automatically be filled with either the current date or period. (Documented above in this article)
• Cancel Button – By selecting this button, the current report processing will be canceled.
• Export to HTML Button – Selecting this button will export the current report as an HTML file
• Export to CSV Button – Selecting this button will export the current report as a CSV file. CSV file.
• Print Button – By selecting this button, the printing interface for the current report will be opened.

Show Report (Income Statement)

SapphireOne users have the ability to create an income statement, also known as a profit and loss statement (P&L), is a concise financial report summarizing a company’s revenues, expenses, and profits over a specific period, or a financial year. It showcases the firm’s ability to generate profits from its core operations and provides a foundation for assessing financial performance, making informed decisions, and satisfying tax obligations..

Query Options

• Range –This Range menu in SapphireOne is a user-friendly feature that streamlines data entry. It includes a dropdown list that dynamically populates the From and To fields, depending on the selected item from the dropdown menu. The dropdown menu contents are tailored to the specific type of Show Report being used. This automation simplifies the data input process, enhancing overall efficiency for users.
  • From & To Fields – Users can also manually enter a From and To periods or dates. To swap between date and period select the User Date or Use Period button. The button acts as a toggle to switch between the two options, Date or Period.
  • Date & Period button – This toggle button can be found in the bottom left corner of the screen.
• Depart Menu – This Menu offers a convenient drop-down selection that empowers users to make a choice between two options when generating a report within SapphireOne. Users can either opt to include all departments within the company in the report, providing a comprehensive overview. Alternatively, they can specify a particular department, tailoring the report to focus exclusively on that selected department’s data. This flexible feature enables users to generate reports that align precisely with their reporting needs.
• Query Button – This button serves as a valuable tool for refining the content of a report within SapphireOne. When users require the ability to filter the report based on particular criteria, such as a specific vendor, they can initiate a comprehensive query by clicking on the Query button. This action prompts SapphireOne to unveil the detailed query pop-up interface, which grants users the capability to conduct thorough searches across SapphireOne’s database, identifying items that align precisely with the specified criteria.

Display Options

• Grouping Menu – In the SapphireOne interface, the Grouping Menu offers users a multitude of choices to customize the presentation of General Ledgers in the report. These options encompass various criteria, such as Account ID, Account, Class, UDF (User-Defined Field), Custom Class, Alternate ID, and Custom Class Hierarchic.
• Column By Menu – In SapphireOne, this menu offers users the flexibility to organize the columns in addition to the default display. Users can opt to arrange columns by Detail, Period, Project, Project Class, Project Parent, Task, and Department.
• Outstanding + Accrued checkbox – Typically, a report in SapphireOne does not incorporate outstanding amounts. However, when the Outstanding + Accrued checkbox is selected, the report is configured to include any outstanding amounts. This checkbox option provides users with the flexibility to extend the report’s scope to encompass outstanding and accrued transactions, offering a more comprehensive view of their related financial data.
• Recalculate – In SapphireOne, the Recalculate button serves a crucial role in generating and updating reports. Users must select this button to trigger the initial calculation of the report based on the default settings. Furthermore, it is essential to select the Recalculate button whenever modifications are applied to the report settings.

Footer Buttons

There are several buttons at the bottom of the Show Reports Page that Perform the functions as listed below.

• Use Date/Period Button – Upon selecting this button, the To Field box will automatically be filled with either the current date or period. (Documented above in this article)
• Cancel Button – By selecting this button, the current report processing will be canceled.
• Export to HTML Button – Selecting this button will export the current Report as a HTML file.
• Export to CSV Button – Selecting this button will export the current Report as a CSV file.
• Print Button – By selecting this button, the printing interface for the current report will be opened.

Show Report (Balance Sheet)

Within SapphireOne’s show reports function the user is able to set up a balance sheet report which is a fundamental financial statement that provides a snapshot of a company’s financial position at a specific point in time. It comprises two key sections: assets and liabilities. The assets section details the company’s resources, including cash, accounts receivable, inventory, and investments, while the liabilities section outlines the company’s obligations, such as loans, accounts payable, and accrued expenses.

Query Options

• Range – Within SapphireOne, this data entry field plays a pivotal role in enhancing user convenience. This field incorporates a dropdown list, which dynamically populates the From and To fields. The contents of this dropdown menu vary depending on the specific type of Show Report being utilised. Once a user selects an item from this dropdown menu, SapphireOne seamlessly populates the corresponding From and To data entry fields, automating this process for increased efficiency.
  • From & To – Users can also manually enter a From and To periods or dates. To swap between date and period select the or button. The button acts as a toggle to switch between the two options, Date or Period.
  • Date & Period button location – This toggle button can be found in the bottom left corner of the screen.
• Depart Menu – This Menu offers a convenient drop-down selection that empowers users to make a choice between two options when generating a report within SapphireOne. Users can either opt to include all departments within the company in the report, providing a comprehensive overview. Alternatively, they can specify a particular department, tailoring the report to focus exclusively on that selected department’s data. This flexible feature enables users to generate reports that align precisely with their reporting needs.
• Query Button – This button serves as a valuable tool for refining the content of a report within SapphireOne. When users require the ability to filter the report based on particular criteria, such as a specific vendor, they can initiate a comprehensive query by clicking on the Query button. This action prompts SapphireOne to unveil the detailed query pop-up interface, which grants users the capability to conduct thorough searches across SapphireOne’s database, identifying items that align precisely with the specified criteria.

Display Options

The Display Field contains a number of options or settings as follows.

• Grouping Menu – To tailor the appearance of your General Ledgers in the report, SapphireOne offers a versatile feature through the Grouping Menu. The options are by Account ID, Account, Class, UDF, Custom Class, Alternate ID, and Custom Class Hierarchical.
• Column By Menu – This menu in SapphireOne offers users supplementary choices for configuring the display of report columns. Users can select from a range of options, including Detail, Period, Project, Project Class, Project Parent, Task, and Department. This feature empowers users to customize the report columns to align with their specific reporting needs, providing flexibility in presenting data within the report.
• Outstanding + Accrued checkbox – Typically, a report in SapphireOne does not incorporate outstanding amounts. However, when the Outstanding + Accrued checkbox is selected, the report is configured to include any outstanding amounts. This checkbox option provides users with the flexibility to extend the report’s scope to encompass outstanding and accrued transactions, offering a more comprehensive view of their related financial data.
• Recalculate – In SapphireOne, the Recalculate button serves a crucial role in generating and updating reports. Users must select this button to trigger the initial calculation of the report based on the default settings. Furthermore, it is essential to select the Recalculate button whenever modifications are applied to the report settings.

Footer Buttons

There are several buttons at the bottom of the Show Reports Page that Perform the following functions.

• Use Date/Period Button – Upon selecting this button, the To Field box will automatically be filled with either the current date or period.
• Cancel Button – By selecting this button, the current report processing will be canceled.
• Export to HTML Button – Selecting this button will export the current report as an HTML file.
• Export to CSV Button – Selecting this button will export the current Report as a CSV file.
• Print Button – Selecting this button will open the printing interface for the current report.

Show Report (Statement of Cash Flow)

The Show Reports function within SapphireOne empowers users to generate a Statement of Cash Flow report, a pivotal financial document meticulously monitoring cash inflows and outflows within a business during a specified time frame. This report categorises transactions into three fundamental segments: operating activities, investing activities, and financing activities. By doing so, it furnishes a comprehensive overview of how a company both generates and deploys its cash resources. This report not only illuminates a company’s liquidity but also assesses its capacity to fulfill financial obligations while shedding light on prospects for future investments and expansion.

Query Options

• Range – Within SapphireOne, this data entry field plays a pivotal role in enhancing user convenience. This field incorporates a dropdown list, which dynamically populates the From and To fields. The contents of this dropdown menu vary depending on the specific type of Show Report being utilised. Once a user selects an item from this dropdown menu, SapphireOne seamlessly populates the corresponding From and To data entry fields, automating this process for increased efficiency.
  • From & To – Users can also manually enter a From and To period only. The date option is not available for this report
• Depart Menu – This Menu offers a convenient drop-down selection that empowers users to make a choice between two options when generating a report within SapphireOne. Users can either opt to include all departments within the company in the report, providing a comprehensive overview. Alternatively, they can specify a particular department, tailoring the report to focus exclusively on that selected department’s data. This flexible feature enables users to generate reports that align precisely with their reporting needs

Display Options

The Display Options area contains a limited number of settings as follows.

• Column By Menu – In addition to the default sorting, the Columns can be sorted by Detail, Period, Project, Project Class, Project Parent, Task, and Department.
• Outstanding + Accrued checkbox – Typically, a report in SapphireOne does not incorporate outstanding amounts. However, when the Outstanding + Accrued checkbox is selected, the report is configured to include any outstanding amounts. This checkbox option provides users with the flexibility to extend the report’s scope to encompass outstanding and accrued transactions, offering a more comprehensive view of their related financial data.
• Recalculate – This menu in SapphireOne offers users supplementary choices for configuring the display of report columns. Users can select from a range of options, including Detail, Period, Project, Project Class, Project Parent, Task, and Department. This feature empowers users to customize the report columns to align with their specific reporting needs, providing flexibility in presenting

Footer Buttons

There are several buttons at the bottom of the Show Reports Page that Perform the functions as listed below.

• Cancel Button – By selecting this button, the current report processing will be canceled.
• Export to HTML Button – Selecting this button will export the current report as an HTML file.
• Export to CSV Button- Selecting this button will export the current report as a CSV file. CSV file.
• Print Button – By selecting this button, the printing interface for the current report will be opened

Show Report (GST Accrual)

The Show Report function within SapphireOne enables users to generate a GST (Goods and Services Tax) Accrual report, a pivotal financial document meticulously recording GST transactions within a specified period. This report diligently tracks both the GST collected from customers and the GST paid to suppliers, facilitating businesses in the reconciliation of their GST liabilities. Beyond compliance with tax regulations, it offers invaluable insights into a company’s financial well-being, shedding light on GST obligations and potential refunds. This report serves as an indispensable tool for businesses, facilitating the effective management of their GST-related activities while maintaining precise and up-to-date financial records.

Query Options

• Range – Within SapphireOne, this data entry field plays a pivotal role in enhancing user convenience. This field incorporates a dropdown list, which dynamically populates the From and To fields. The contents of this dropdown menu vary and for this report It’s unusual in that the user has 13 options to choose from. Once a user selects an item from this dropdown menu, SapphireOne seamlessly populates the corresponding From and To data entry fields, automating this process for increased efficiency.
  • From & To Fields – Users can also manually enter a From and To periods or dates. To swap between date and period select the User Date or Use Period button. The button acts as a toggle to switch between the two options, Date or Period.
  • Date & Period button – This toggle button can be found in the bottom left corner of the screen..
• Depart Menu – This Menu offers a convenient drop-down selection that empowers users to make a choice between two options when generating a report within SapphireOne. Users can either opt to include all departments within the company in the report, providing a comprehensive overview. Alternatively, they can specify a particular department, tailoring the report to focus exclusively on that selected department’s data. This flexible feature enables users to generate reports that align precisely with their reporting needs.

Display Options

The Display Field contains a number of options or settings as follows.

• Sort Menu – The Sort Menu in SapphireOne provides users with a versatile range of criteria for sorting the report. These criteria encompass Code, Description, Tax Rate, Sales, Purchase, Tax Collected, and Tax Paid. This feature empowers users to customise the report’s organisation according to their specific requirements, enhancing their ability to access and analyze data effectively.
  • Inverting Sort – Furthermore, an Inverting Sort option is available. By clicking the > button situated adjacent to the data entry field, users can toggle between ascending and descending sort orders. The direction of the > symbol on the button serves as a visual indicator of the current sort order, allowing users to easily determine the arrangement of data in the report.
• Outstanding + Accrued checkbox – Typically, a GST Accrual report in SapphireOne does not incorporate outstanding amounts. However, when the Outstanding + Accrued checkbox is selected, the report is configured to include any outstanding amounts. This checkbox option provides users with the flexibility to extend the report’s scope to encompass outstanding and accrued transactions, offering a more comprehensive view of their GST-related financial data.
• Recalculate – In SapphireOne, the Recalculate button serves a crucial role in generating and updating reports. Users must select this button to trigger the initial calculation of the report based on the default settings. Furthermore, it is essential to select the Recalculate button whenever modifications are applied to the report settings.

Footer Buttons

There are several buttons at the bottom of the Show Reports Page that Perform the following function

• Use Period Button – Upon selecting this button, the To Field box will automatically be filled with either the current date or period.
• Cancel Button – By selecting this button, the current report processing will be canceled.
• Export to HTML Button – Selecting this button will export the current report as an HTML file.
• Export to CSV Button- Selecting this button will export the current report as a CSV file. CSV file.
• Print Button – By selecting this button, the printing interface for the current report will be opened.

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