Management reports

Management reports show the worth of your business over a specified period of time. When running the reports you can view more detail about each of the values on the reports to see how they’re calculated. You can also choose to export these reports as CSV files which you can open with Excel, or produce a PDF which you can print or save.

You can produce the following type of management reports in Sage One.

The Profit and Loss report

What the report shows

The profit and loss report shows the performance of your business over a specified period of time. It shows the value for sales, direct expenses including cost of sales, and overheads in the given period. It also shows the resulting gross and net profit or loss. When running the report, you can drill down on the values to see what transactions are included.

To produce the report

  • 1. Go to Reporting then click Profit and Loss.
  • 2. On the Period list, click the period you want to report on.

If you choose This year or Last year, the values that appear are for the calendar year. If you’ve entered your financial year end date in Accounting Dates & VAT, you can also produce the report for the current or previous financial year.

  • 3. If you use analysis types, for example departments, click More then click the required criteria.

To view how the values are calculated for a particular ledger account, click the relevant line. This takes you to the Nominal Activity Report and shows the transactions for this account in the specified period. If you want to view details of a transaction, click the individual entry. To return to the Profit and Loss Report, click back on your browser menu bar.

  • 4. To save or print the report, on the Export menu, click one of the following options:
  • CSV – Depending on your Internet browser, the file automatically downloads to your Downloads folder or you’re prompted to save the file. If prompted to save the file, browse to where you want to save it, then click Save.
  • PDF – The PDF opens in a new window or tab and you can then print or save it from your browser menu.

The Balance Sheet report

What the report shows

The balance sheet is a snapshot of the worth of your business from the day you started trading up to at date you specify. It details your company’s assets and liabilities. The balance sheet includes values for your:

  • Fixed assets
  • Current assets
  • Liabilities
  • Equity

Profit and loss values appear in the equity section of the report. Trading Activity is the total net profit or loss for the same period.

To produce the report

  • 1. Go to Reporting then click Balance Sheet Report.
  • 2. Enter the date you want to run the report up to.

There’s no start date as the balance sheet shows the worth of your business from when you started trading, up to the date you enter.

  • 3. To view how the values are calculated for a particular ledger account, click the relevant line.

Depending on which ledger account you want to view the details of, this links to either the Nominal Activity report or the Profit and Loss report for the same period. If required you can then drill down on these reports further to view the individual transactions that make up the values. To return to the Balance Sheet report, click back on your browser menu bar.

  • 4. To save or print the report, on the Export menu, click one of the following options:
  • CSV – Depending on your Internet browser, the file automatically downloads to your Downloads folder or you’re prompted to save the file. If prompted to save the file, browse to where you want to save it, then click Save.
  • PDF – The PDF opens in a new window or tab and you can then print or save it from your browser menu.

The Trial Balance

What the report shows

The trial balance shows the balance on each nominal ledger account between a specified date range. The balances appear as debits or credits and the totals always balance. You can choose whether to show the values for the chosen period only, or to include brought forward values. You can also choose to show any brought forward values summarised against your retained earnings ledger account.

To produce the report

  • 1. Go to Reporting then click Trial Balance.
  • 2. On the Period list, click the period you want to report on.

If you choose This year or Last year, the values that appear are for the calendar year. If you’ve entered your financial year end date in Accounting Dates & VAT, you can also produce the report for the current or previous financial year.

  • 3. Choose whether you want to show the values for this period only, or whether you want to also show brought forward values.

If you choose to show brought forward values, the report includes all values prior to the period you chose, including any values from the previous financial year.

  • 4. If you chose to include brought forward values, to show values from a previous financial year against your profit and loss account, 3100, select the Summarise profit and loss values check box.

For more information about this check box, please see the following section.

  • 5. To view how the values are calculated for a particular ledger account, click the relevant value.

Depending on which ledger account you want to view the details of, this links to either the Nominal Activity report or the Profit and Loss report for the same period. If required you can then drill down on these reports further to view the individual transactions that make up the values. To return to the Trial Balance report, click back on your browser menu bar.

  • 6. To save or print the report, on the Export menu, click one of the following options:
  • CSV – Depending on your Internet browser, the file automatically downloads to your Downloads folder or you’re prompted to save the file. If prompted to save the file, browse to where you want to save it, then click Save.
  • PDF – The PDF opens in a new window or tab and you can then print or save it from your browser menu.

The Summarise profit and loss values check box

When you include brought forward values on your trial balance, it includes all values prior to the period you chose, including any values from the previous financial year.

By default, these show against whichever nominal ledger account you used to enter the transaction.

When you select the Summarise profit and loss values check box, any values recorded against a nominal ledger account that uses the income or expenditure category group, are summarised against 3100, Profit and Loss Account.

The values that are summarised are normally from the previous financial year. However, if you run the report for a date outside your current financial year, all transactions entered against an income and expenditure nominal ledger account, are summarised against 3100, Profit and Loss Account.

Example

In the following example, our financial year ends on 31 December, we’ve entered a sales invoice in the current month for £500, one in the previous month for £200 and one in the previous financial year for £100.

When we run the report for the current month and we include brought forward values, but don’t select the Summarise profit and loss values, we have £500 against nominal ledger account 4900, Other Income in the This Month column, and £300 against the same nominal ledger account in the Brought Forward column.

When we select the Sumarise profit and loss values check box, the sales invoice for £100 we entered in the previous financial year appears against nominal ledger account 3100, Profit and Loss Account.

Drill down

When you drill down on the values against the Profit and Loss Account, it takes you to the profit and loss report. The from date of the profit and loss report is the date of the earliest transaction included in the brought forward values on the trial balance.

If you entered a journal or opening balance against the Profit and Loss Account, these values are included on the trial balance but not on the profit and loss report so the total on the profit and loss report may be different. Nominal activity

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