How To Utilize Your Transaction Reports

What you need to know: 

Transaction Reports provide detailed insight into your accounting activity for a selected date range, contact, account, or group of accounts. Many of these reports allow you to drill down into the underlying transactions, making it easy to review details and make adjustments when needed.  

Please refer to the appendices for report descriptions. 

What you need to do: 

  • Identify the date range your report will cover. 

  • Decide if you require a summary or detailed view. 

How to (Step by Step): 

For Bank account – transaction/reconciliation history: 

  1. Click Reports. 

  2. Select Bank account – transaction/reconciliation history. 

  3. Use the drop-down filters to customize your report: 

  4. Choose the number of transactions to show Per page: 50, 250, or All. 

  5. Choose the Sort by method: Transaction #, Date, Reconciliation Date or Amount. 

    Note: You can sort the list ascending or descending with the Arrow icon 

  6. Select the Date: Current fiscal year, Date range, Month, or By individual quarter. 

  7. Choose the Account (bank account or credit account) to view. 

  8. Click the Show reversals box to include reversed transactions on report. 

  9. You can print the report with the Printer icon, or export to Excel, PowerPoint, CSV, or XML with the Export icon. 

 

For Cash flow: 

  1. Select Reports.  

  2. Click Cash flow. 

  3. Use the drop-down filters on the View options slide-out to customize your report: 

  4. Choose the number of transactions to show Per page: 10, 50, or All. 

  5. Click the box to Include current year project cash flow. 

  6. You can print the report with the Printer icon, or export to Excel, PowerPoint, CSV, or XML with the Export icon. 

 

For Cash reconciliation: 

  1. Click Reports. 

  2. Select Cash reconciliation. 

  3. Use the drop-down filters to customize your report: 

  4. Choose the number of transactions to show Per page: 50, 250 or All. 

  5. Choose the Sort by method: Account # or Account name. 

    Note: You can sort the list ascending or descending with the Arrow icon. 

  6. Select the Date: Current fiscal year, Date range, Month, or By individual quarter. 

  7. Choose the Account option to view:  

  8. All accounts 

  9. Single account – opens a new drop-down menu to choose a specific account 

  10. Account range – opens two new drop-down menus to choose two accounts to show all accounts between (inclusive). 

  11. You can print the report with the Printer icon, or export to Excel, PowerPoint, CSV, or XML with the Export icon. 

 

For General ledger: 

  1. Click Reports. 

  2. Select General ledger. 

  3. Use the drop-down filters to customize your report: 

  4. Choose the number of transactions to show Per page: 50, 100, 250, or All. 

  5. Choose the Sort by method: Transaction # or Date. 

    Note: You can sort the list ascending or descending with the Arrow icon 

  6. Select the Date: Current fiscal year, Date range, Month or By individual quarter. 

  7. Choose reporting Method: Cash or Accrual. 

  8. Choose your Contact preference: All contacts or an individual contact. 

  9. Choose the Account option to view:  

    - All accounts 

    - Single account – opens a new drop-down menu to choose a specific account 

    - Account range – opens two new drop-down menus to choose two accounts to show all accounts between (inclusive). 

  10. Click Show reversals button if you wish to include reversed transactions on report. 

  11. Select View report to generate the report. 

  12. You can print the report with the Printer icon, or export to Excel, PowerPoint, CSV, or XML with the Export icon. 

 

For Inventory: 

  1. Click Reports. 

  2. Select Inventory. 

  3. Use the drop-down filters to customize your report: 

  4. Choose the number of transactions to show Per page: 50, 250, or All. 

  5. Choose desired Report view: Detailed or Summary. 

  6. Select the Date: Current fiscal year, Date range, Month, or By individual quarter. 

  7. Choose the Account option to view:  

    - All accounts 

    - Single account – opens a new drop-down menu to choose a specific account 

    - Account range – opens two new drop-down menus to choose two accounts to show all accounts between (inclusive). 

  8. Check box to Include notes from inventory adjustments. 

  9. Check box Include zero balances to see inventory accounts emptied. 

  10. Click Show reversals button if you wish to include reversed transactions on report. 

  11. Select View report to generate the report. 

  12. You can print the report with the Printer icon, or export to Excel, PowerPoint, CSV, or XML with the Export icon. 

 

For Loan: 

  1. Click Reports. 

  2. Select Loan. 

  3. Use the drop-down filters to customize your report: 

  4. Choose the number of transactions to show Per page: 50, 250, or All. 

  5. Choose desired Report view: Detailed or Summary. 

  6. Select the Date: Current fiscal year, Date range, Month, or By individual quarter. 

  7. Choose the Account option to view:  

    - All accounts 

    - Single account – opens a new drop-down menu to choose a specific account 

    - Account range – opens two new drop-down menus to choose two accounts to show all accounts between (inclusive). 

  8. Check box Include zero balances to see completed loans. 

  9. Click Show reversals button if you wish to include reversed transactions on report. 

  10. Select View report to generate the report. 

  11. You can print the report with the Printer icon, or export to Excel, PowerPoint, CSV, or XML with the Export icon. 

 

For Transactions: 

  1. Click Reports. 

  2. Select Transactions. 

  3. Use the drop-down filters to customize your report: 

  4. Choose the number of transactions to show Per page: 50, 100, 150, or All. 

  5. Choose the Sort by method: Transaction # or Date. 

    Note: You can sort the list ascending or descending with the Arrow icon  

  6. Select the Date: Current fiscal year, Date range, Month, or By individual quarter. 

  7. Choose your Contact preference: All contacts or an individual contact. 

  8. Choose the Account option to view: 

    - All accounts 

    - Single account – opens a new drop-down menu to choose a specific account 

    - Account range – opens two new drop-down menus to choose two accounts to show all accounts between (inclusive). 

  9. Click Show reversals button if you wish to include reversed transactions on report. 

  10. Select View report to generate the report. 

  11. You can print the report with the Printer icon, or export to Excel, PowerPoint, CSV, or XML with the Export icon. 

Note: You can re-run a report at any time by changing the View options and clicking View report again. 

 

Appendices 

  • The bank account transaction/reconciliation history report - provides a list of transactions associated with a selected bank account and indicates whether each transaction was reconciled during the specified reporting period. 

  • The cash flow report - shows the cash flowing in and out of your business over a five-year period, with the option to include current year projections.  It differs from your income statement in that it focuses only on cash in and out of your business. 

  • The cash reconciliation report - helps you understand the differences between the accrual and cash Income and Expense Statements. It displays the accrual balances along with the accounts payable and accounts receivable charges and payments that are used to calculate the cash values. 

  • The general ledger report - is a foundational source for other reports and shows transactions through all accounts in your chart of accounts.   It includes account information, opening balances, transaction details, and subtotals sorted by account.   

  • The inventory report - gives you both a detailed and summary view of all your inventory accounts contributing to an accurate picture of your total assets. 

  • The loan report - shows you a detailed and summary view of all transactions you have entered involving loan accounts, along with showing remaining balances for your loans. 

  • The transaction report - provides you with a detailed chronological record of all financial transactions in your business, such as sales, purchases, and payroll over a specific period. 

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