chapter 13: producing reports · 2014-06-24 · practice, as well as options common to all reports:...
TRANSCRIPT
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Chapter 13: Producing reports This Chapter covers how to produce the various kinds of report available in BankLink Practice, as well as options common to all reports:
• Standard report options
• Cash flow reports
• Profit and loss reports
• Trial balance reports
• Balance sheet reports
• Bank reconciliation reports
• GST reports
• List reports
• Favourite reports
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Standard report options There are number of options that apply to all your reports in BankLink Practice:
• Date selection options
• Save to file options
• Print preview options
• Report printing options
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Date selection options
The date selection options display when running these reports:
• Coding Report
• Ledger Report
• Cash Flow - From Date to Date
• Bank Reconciliation
• GST Summary
• GST Audit Trail
• GST Overrides
• Spending by Payee
• List Entries
• List Journals
• List Missing Cheques
• List Unpresented Items
You can either enter the date directly in dd/mm/yy format, or use the date selection buttons to assist you. The options, except Last Month, are based on the month entered in the Financial Year Start Date for each client, along with the PC date.
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To use the Calendar button:
1 Click the Calendar
2 Select from:
button
• Last Month (M
•
) to display the dates for the previous calendar month
Last Quarter (Q
•
) to display the dates for the last complete quarter
This Year (T
•
) to display the dates for the whole financial year as per the year start date in Client Details
Last Year (L
•
) to display the dates for the whole financial year as per the year start date in Client Details
All Data (A
3 Once you have selected your coding dates you can use the left and right arrow
buttons to move to the following or previous equivalent ranges:
) to display the dates for all the data that your BankLink system holds for this client
If you have entered a quarterly date range (for example: from 01/07/09 - 30/9/09
• Click the right arrow button (+) to select the next quarter (
):
01/10/09 - 31/12/09
• Click the left arrow button (-) to select the previous quarter (
)
01/04/09 - 30/06/09
When producing standard cash flow reports, standard profit and loss reports, exception reports, trial balances and GST reconciliations, these date selection options display:
)
BankLink Practice confirms the last month that contains fully coded data - in this case September 2009.
If the data for the month has no uncoded or invalidly coded entries, a tick displays to the left of the month and the word CODED displays to the right of the month.
If the data has some uncoded or invalidly coded entries a cross displays to the left of the month and the word Uncoded displays to the right of the month.
If there is no data available for this client the space on either side of the month is blank.
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Save to file options
Saving to file is a useful feature, for example:
• it allows you to carry out further analysis of the figures using a spreadsheet program such as Microsoft Excel
• you can e-mail the file to a client for their use - and demonstrates to them the value you add to managing their accounts
To save a report to a file:
1 Click the File
BankLink Practice displays the
button when producing a BankLink Practice report
Save Report to File
2 Click in the
window
Format
•
field and select from:
Comma Separated (CSV)
•
Use this option to create and save a file suitable for use in a spreadsheet application
Fixed Width Text (TXT)
•
Use this option to create and save a file for use in a word processing application
Microsoft Excel (XLS)
•
Use this option to create and save a Microsoft Excel workbook
Portable Document Format (PDF)
3 Click in the
Use this option to create an Acrobat-readable PDF file
Save Report To
By default, BankLink Practice saves the file in your BankLink Practice folder - to specify a different folder, click the
field and change the name of the file if required
Browse
4 Click
button and select the required location
5 If BankLink Practice prompts you to overwrite the existing file, click
OK
6 BankLink Practice asks you if you want to view the file
Yes
7 Click Yes if you want to see it now, or No to return to BankLink Practice
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Print preview options
In every report available in BankLink Practice you have the option to:
• Preview
•
the report on screen
Save
•
the report as a file
•
the report directly to the printer
Cancel
You may want to preview any of the available reports on screen either prior to or instead of printing the report.
the report production
If you click the Preview button, BankLink Practice displays the Report Preview window - for example.
When you print, BankLink Practice sends the report to your Windows default printer. You can choose to change the printer and / or alter the report layout.
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Preview options toolbar
Display the Printer Set-up window. (see printer set-up options)
Print the report on your screen directly to your default printer
Display the full width of the report on screen
Display the full page of the report on screen
Alter the size of the report in Report Preview window
Add or remove the tick to apply or remove the Style defined for the report type in Report and Graph Options
Add or remove the tick to apply or remove the Header and/or Footer defined for the report type in Report and Graph Options
Close the report and returns you to the report dialog window
Display the first page of the document
Display the previous page of the document
Display the next page of the document
Display the last page of the document
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Printer Setup
You can select a variety of print job and report layout options via the Setup
Print job settings:
window:
• Print more than one copy
• Print selected pages
Report settings:
• Print on a different printer
• The paper size
• The paper source
• The orientation
• The font
• The margins
You can save the changed report settings, or restore the defaults with a single click.
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To change print job settings:
1 In the Report Preview window, click File, Set-up, or click the Setup
BankLink Practice displays the
button
Setup window
2 BankLink Practice displays your Windows default printer - to choose a different printer for this report, click in the Printer
3 Click the
field and select the printer required
Properties
4 The
button to set particular attributes of the selected printer
Always use the Windows default printer for this report
5 To print more than one copy of a report, enter the number of copies you require in the
checkbox is ticked by default - click to remove the tick if you want to use a printer other than your Windows default
Copies
6 By default, BankLink Practice prints all the pages of the report - if you want to print only a range of pages, enter the page numbers in the
field
From and To
7 To choose the paper size of the report, click in the
fields to print the required page range
Size
8 To select the paper source, click in the
field and select the size you want the report to print on
Paper Source field and select the source you require for this report
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9 Click one of the Orientation
•
options:
•
Portrait
10 To set the margins of the report:
Landscape
• Click the Margins button - the Set Report Margins
• Click on the
window displays
Top, Bottom, Left or Right
• Click
, to select individual margins from the edge of the page
11 To save the settings for this report, click the
OK
Save button
This saves the current settings for this report for this client file for you only. It does not affect other reports, other clients, or other users when they produce this report for this client.
If you've made changes but want to start again from scratch, click the Restore Defaults
12 Select from:
button.
• Preview
•
to display a print preview on screen
•
to send the report to your selected printer
Cancel to exit the Setup window
If your User code is set up with the Always show printer options before printing checkbox selected you will see the Print
The options are the same as in the
window each time you choose to print a report.
Setup window but you can change at the time of printing without needing to Preview
first. See Chapter A1 for more information on Adding and maintaining users.
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Ledger Report You can produce a list of transactions by account code showing total movements for the period. You can select a range of codes to list and the period for which you want to produce the report.
The transactions can be shown with or without GST details and a grand total, and bank and GST contras can be summarised or listed in detail.
You can choose which bank accounts to include, and journals can be included or excluded.
For Superfund clients who use BGL Simple Fund, BGL Simple Ledger, Desktop Super, MYOB Superfund, or Supercorp Supervisor II, you can show extra superfund detail, and configure the report to show the information in the way that makes the most sense for your practice.
To produce a ledger report:
1 Open the client file for which you want to produce the report
2 Click
BankLink Practice displays the
Reports, Ledger Report
Ledger Report window
3 Select to report on either All account codes, or Selected
If you choose to report on selected account codes, BankLink Practice displays the
account codes
select codes panel in the right-hand side of the window
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4 Click in the From field and enter the first code you want to appear on the report - you can click on the Chart button or press F2
5 Click in the
to look up the chart of accounts
To field and enter the last code you want to appear on the report - you can click the Chart button or press F2
6 If you have a list of account codes you want to regularly report on, click
to look up the chart of accounts
Save Template
BankLink Practice displays the
to save the list of account codes as a template you can load next time you run the report
Save Ledger Report Template
7 Type in a
window
File name and click Save
8 To load a template you have already saved click
to save the template
BankLink Practice displays the
Load Template
Load Ledger Report Template
9 Select the template you require from the list displayed and click
window
BankLink Practice loads the template and displays the account codes in the
Open
From and To
10 Enable the
fields
Include Accounts with no movement
11 Enter the
checkbox to display accounts with no transactions in the period you are reporting on
From and To
12 Select whether you want a
dates for the period you want to report on - you can use the date selection buttons described at the beginning of this Chapter
Detailed or Summarised
13 Enable the
report
Show Opening/Closing Balances
14 If the
checkbox to display opening and closing balances for each account for the period you have selected
System Used for the client file is set to one of the following: BGL Simple Fund, BGL Simple Ledger, Desktop Super, MYOB Superfund, or Supercorp Supervisor II, you see the Show Superfund Details checkbox - enable this to display the Super Details
15 Click the
tab which lets you make choices about the way superfund information is displayed on the report
Advanced tab for further set up options
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Advanced tab
1 By default, BankLink Practice includes all bank accounts with entries in the specified date range - to generate the report for specific accounts:
• Click Clear all
• Enable the checkbox next to the account to select that account
to de-select all accounts
• Click Select All to select all accounts and restore the default
Where journal entries are shown on the Ledger Report, the journal type, for example Cash Jnl or Accrual Jnl appears in the Reference
2 Enable the
field.
Include Non-Transferring Journals
3 Enable the
checkbox if you want Stock/Adjustment, GST and Year-end adjustment journals to be included in this listing
Show Gross and GST Amounts
4 Enable the
checkbox to include these as well as the Net Amount for each transaction
Show Quantities
5 Enable the
checkbox if you want the quantities to be included in this listing
Show Notes
6 Enable the
checkbox to display notes added to the transactions
Wrap Narration and Notes checkbox if you want to display up to ten lines of narration and/or notes per transaction
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7 By default only Totals are shown for Bank Contra(s) and GST Control Account(s) - to display the transactions click to select All Entries for Bank Contra(s) and GST Control Account(s)
If you have enabled the Superfund Details checkbox on the Options tab, the Bank Contra(s) and GST Control Account Contra(s) fields default to Totals
8 If available, click the
and cannot be changed.
Super Details
9 Select from:
tab for further set up options, or
• Preview
•
to view the report on the screen
File
•
to save a report in csv, txt, Microsoft Excel®, or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send the report directly to your default printer
Cancel to exit
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Superfund Details tab
When the Show Superfund Details checkbox in the Options tab is enabled for client files with Superfund as the System Type, BankLink Practice displays the Super Details tab where you can see the columns available - the Superfund columns differ depending on which system you are using
A tick next to a column name means that column will be displayed on the report.
Greyed out columns are controlled by the selections you make on the Options and Advanced tabs.
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1 Accept the Default Report Title or enter a new report title in the User Defined Report Title field
If you enter hide (not case sensitive) into the User Defined Report Title field, then no report title is used for this client’s Ledger Report with Super Details. The FROM and TO dates are displayed in the title.
User Defined Report Title settings are:
• saved per client,
• are case sensitive, and
• have a 200 character maximum.
2 Click the checkbox next to a column to add or remove the tick and show or hide that column
3 Click on a column description to highlight it and click the Move Up button to move the column further to the left or the Move Down button to move it further to the right in the Ledger Report
You can also drag the columns up or down with the mouse
• Click the column name and drag it to the desired position
BankLink Practice shows an outline where the column will be shifted to
• Release the mouse.
4 Click the Portrait or Landscape radio button to choose the report's Orientation
You can click the Defaults button to restore the default settings if you want to start again from scratch.
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5 Select from:
• Preview
•
to view the report on the screen
File
•
to save a report in csv, txt, Microsoft Excel®, or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send the report directly to your default printer
Cancel
BankLink Practice will remember the settings for the next time you produce the report, but you can save the layout as a template, so that you can apply it to other client files where the
to exit.
System Used
The template includes saved settings for:
is the same for that client. Other users can also use the template you define.
• which columns are visible
• the order of columns
• whether the report is produced Portrait or Landscape
To save a Superfund Report Layout:
1 Open a client file
2 Click
BankLink displays the
Reports, Ledger Report
Ledger Report window, with the Options
3 Select the settings on the
tab selected by default
Options and Advanced tabs as required, making sure that you enable the Show Superfund Details
4 Click the
check box
Superfund Details
5 Change the layout as required
tab
6 In the Templates section, click
BankLink Practice displays the
Save
Save As
7 In the
window
File name field, enter the name you want to use for this custom Superfund Report Layout template
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8 Click
BankLink Practice saves the template as a
Save
.srl
You, and all other users, can now load the template to any client file where the
(Superfund Report Layout) file
System Used is BGL Simple Fund, BGL Simple Ledger, Desktop Super, MYOB Superfund, or Supercorp Supervisor II
To load a Superfund Report Layout template:
.
1 Open a client file
2 Click
BankLink displays the
Reports, Ledger Report
Ledger Report window, with the Options
3 Enable the
tab selected by default
Show Superfund Details
BankLink Practice enables the
checkbox
Super Details
4 Click the
tab
Super Details
5 Click
tab
BankLink Practice displays the
Load
Open
6 Click to select the template you want to load
window
7 Click
BankLink Practice loads the template and displays the settings for columns, column order and orientation
Open
8 Click:
• Preview
•
to view the report on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
if you want to save the report with the setup shown, to your list of Favourite reports
•
to send the report directly to your default printer
Cancel
to exit
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Cash flow reports BankLink Practice provides a range of cash flow reports showing the net cash movement over a user-defined period of time.
Cash flow reports available:
• Actual
• Actual and Budget
• Actual, Budget and Variance
• 12 Months Actual
• 12 Months Budget
• 12 Months Actual or Budget
• From Date to Date
• Budget Remaining
• This Year, Last Year and Variance
You can also produce your own customised cash flow reports.
Although you can produce Cash Flow Reports without assigning report groups, you should assign groups if you want more detailed reports - see Report Groups in Chapter 12.
BankLink Practice saves your settings for items such as Reporting Year and Include Chart Codes, and uses them as defaults the next time you select any of the Cash Flow Reports.
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Actual
This report calculates cash movement in the client’s chart for the month you select and calculates the financial year to date in a separate column. BankLink Practice produces the report based on the report groups defined for each account code in the client’s chart of accounts - see Chapter 12.
You can choose to:
• produce the report for all divisions or for a single division
• print account codes and descriptions, or descriptions only
• print the report GST inclusive or exclusive
To print a cash flow report - actual:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Cash Flow Reports, Actual
Cash Flow - Actual
3 Check that the
window
Reporting Year Starts
4 Click in the
field is correct and alter if required
Report Ending field and select a period - the default is the last period of coded data in the 12 months following the
5 Click in the
Reporting Year Starts
Division field
•
and select:
All
•
to report on all divisions
1 - Division One, 2 - Division Two, 3 - Division Three
6 Enable the
etc. to report on a single division
Include Chart Codes
7 Enable the
checkbox if you want the report to print account codes
GST Inclusive
8 Select from:
checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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Actual and budget
This report calculates the actual cash movement for the month you select and compares the figures against budget. BankLink Practice also shows the actual and budgeted figures for the financial year to date.
You can choose to:
• produce the report for all divisions or for a single division
• print account codes and descriptions, or descriptions only
• print the report GST inclusive or exclusive
To print a cash flow report - actual and budget:
1 Open the client file you want to report on
2 Click
3 BankLink Practice displays the
Reports, Cash Flow Reports, Actual and Budget
Cash Flow - Actual & Budget window
4 Check that the Reporting Year Starts
5 Click in the
field is correct and alter if required
Report Ending field and select a period - the default is the last period of coded data in the 12 months following the
6 Click in the
Reporting Year Starts
Division
•
field and select:
All
• 1 - Division One, 2 - Division Two, 3 - Division Three etc. to report on a single division
to report on all divisions
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7 Click in the Budget
8 Enable the
field to select a budget to use
Include Chart Codes
9 Enable the
checkbox if you want the report to print account codes
GST Inclusive
10 Select from:
checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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Actual, budget and variance
This report produces:
• actual and budget figures for the selected month and financial year to date
• the variance between the actual and budget figures for both the month and year to date
You can choose to:
• produce the report for all divisions or for a single division
• print account codes and descriptions, or descriptions only
• print the report GST inclusive or exclusive
To print a cash flow report - actual, budget and variance:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Cash Flow Reports, Actual, Budget and Variance
Cash Flow - Actual, Budget & Variance window
3 Check that the Reporting Year Starts
4 Click in the
field is correct and alter if required
Report Ending field and select a period - the default is the last period of coded data in the 12 months following the Reporting Year Starts
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5 Click in the Division
•
field and select:
All
•
to report on all divisions
1 - Division One, 2 - Division Two, 3 - Division Three
6 Click in the
etc. to report on a single division
Budget
7 Enable the
field to select the budget you want to use
Include Chart Codes
8 Enable the
checkbox if you want the report to print account codes
GST Inclusive
9 Select from:
checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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12 months actual
This report shows the 12 months of the financial year across the page, and the financial year to date at the end. BankLink Practice reports the actual figures up to the month selected and leaves the remaining months of the financial year blank.
You can choose to:
• produce the report for all divisions or for a single division
• print account codes and descriptions, or descriptions only
• print the report GST inclusive or exclusive
To produce a cash flow report - 12 months actual:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Cash Flow Reports, 12 Months Actual
Cash Flow - 12 Months Actual window
3 Check that the Reporting Year Starts
4 Click in the
field is correct and alter if required
Report Ending field and select a period - the default is the last period of coded data in the 12 months following the
5 Click in the
Reporting Year Starts
Division
•
field and select:
All
•
to report on all divisions
1 - Division One, 2 - Division Two, 3 - Division Three
6 Enable the
etc. to report on a single division
Include Chart Codes checkbox if you want the report to print account codes
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7 Enable the GST Inclusive
8 Select from:
checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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12 months budget
Use the Cash Flow - 12 Months Budget report to print the budget figures for each account code in the selected budget. The report prints the entire financial year across the page with a financial year total in the final column. See Chapter 9 for more information on setting up budgets.
To produce a cash flow report - 12 months budget:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Cash Flow Reports, 12 months budget
Cash Flow - 12 Months Budget window
3 Click in the Select Budget
4 Enable the
field and select the budget you want to print a report for
Include Chart Codes
5 Enable the
checkbox if you want to display account codes
GST Inclusive
6 Enable the
checkbox if you want to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
Include Quantities and Unit Price
7 Select from:
checkbox if you want to show the quantities and unit prices used to calculate amounts in the budget
• Preview
•
to display a print preview on screen
File
•
to save a report in csv, txt, Microsoft Excel®, or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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12 months actual or budget
This report shows the 12 months of the financial year across the page, and the financial year to date at the end. BankLink Practice reports the actual figures up to the month selected, and shows the budget figures from a budget you select in the remaining months of the financial year.
You can choose to:
• produce the report for all divisions or for a single division
• print account codes and descriptions, or descriptions only
• print the report GST inclusive or exclusive
To print a cash flow report - 12 months actual or budget:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Cash Flow Reports, 12 Months Actual or Budget
Cash Flow - 12 Months Actual or Budget window
3 Check that the Reporting Year Starts
4 Click in the
field is correct and alter if required
Report Ending field and select a period - the default is the last period of coded data in the 12 months following the
5 Click in the
Reporting Year Starts
Division
•
field and select:
All
•
to report on all divisions
1- Division One, 2 - Division Two, 3 - Division Three etc. to report on a single division
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6 Click in the Budget
7 Enable the
field and select the budget you want to report on
Include Chart Codes
8 Enable the
checkbox if you want the report to print account codes
GST Inclusive
9 Select from:
checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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From date to date
BankLink Practice can produce a cash flow report for any dates you specify. The report can span weeks, months or financial years - it prints actual figures for the period selected in a one column format.
You can choose to:
• print account codes and descriptions, or descriptions only
• print the report GST inclusive or exclusive
• print last year and variance comparison figures
• produce the report for all divisions or for a single division
To print a cash flow report - from date to date:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Cash Flow Reports, From Date to Date
Cash Flow - From Date to Date window
3 Enter the From and To
4 Enable the
dates for the period you want to report on - use the date selection options described at the beginning of this chapter
Print Chart Codes
5 Enable the
checkbox if you want the report to print account codes
GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
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6 Enable the Print Last Year and Variance
7 Click in the
checkbox if you want the report to include these comparisons
Division
•
field and select:
All
•
to report on all divisions
1- Division One, 2 - Division Two, 3 - Division Three
8 Select from:
etc. to report on a single division
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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Budget remaining
This report shows the budget remaining at the end of the selected month. BankLink Practice shows the financial year to date, actual and budget figures, together with the variance up to the selected month, together with the full year budget allocations and budget remaining. This is a very useful report for keeping track of your budgets.
You can choose to:
• produce the report for all divisions or for a single division
• print account codes and descriptions, or descriptions only
• print the report GST inclusive or exclusive
To print a cash flow report - budget remaining:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Cash Flow Reports, Budget Remaining
Cash Flow - Budget Remaining window
3 Check that the Reporting Year Starts
4 Click in the
field is correct and alter if required
Report Ending field and select a period - the default is the last period of coded data in the 12 months following the
5 Click in the
Reporting Year Starts
Division
•
field and select:
All
•
to report on all divisions
1 - Division One, 2 - Division Two, 3 - Division Three etc. to report on a single division
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6 Click in the Budget
7 Enable the
field and select the budget you want to report on
Include Chart Codes
8 Enable the
checkbox if you want the report to print account codes
GST Inclusive
9 Select from:
checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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This year, last year and variance
This report shows the variance between this and last year’s figures for the financial year to date.
You can choose to:
• produce the report for all divisions or for a single division
• print account codes and descriptions, or descriptions only
• print the report GST inclusive or exclusive
To print a cash flow report - this year, last year and variance:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Cash Flow Reports, This Year, Last Year and Variance
Cash Flow - This Year, Last Year and Variance window
3 Check that the Reporting Year Starts
4 Click in the
field is correct and alter if required
Report Ending field and select a period - the default is the last period of coded data in the 12 months following the
5 Click in the
Reporting Year Starts
Division
•
field and select:
All
•
to report on all divisions
1 - Division One, 2 - Division Two, 3 - Division Three
6 Enable the
etc. to report on a single division
Include Chart Codes checkbox if you want the report to print account codes
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7 Enable the GST Inclusive
8 Select from:
checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
• Preview
•
to display a print preview on screen
File
•
to save a report in csv, txt, Microsoft Excel®, or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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Custom
You can produce customised cash flow reports if none of the pre-defined reports meets your requirements.
To produce custom cash flow reports:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Cash Flow Reports, Custom
Custom Cash Flow Reports window with the Options tab selected
Report Style
There are three different cash flow report styles.
3 Click in the Report Style
•
field and select:
Single Period
•
to report on one period.
Multiple Period
•
to report on more than one period in the Reporting Year
Budget Remaining to compare your actual year-to-date values with budgeted year-to-date values. This report also displays the budget for the full year and subtracts the actual year-to date values from it, resulting in the budget remaining.
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Reporting Year Starts
You can report on a twelve-month period starting from the Reporting Year Starts
4 Check the
date.
Reporting Year Starts
• Click in the
field - you can change the date if required:
Month
• Click in the
field and select another month
Year
Report Period
field to change years
You can report on a single period or multiple periods throughout the reporting year.
5 Click in the Report Period
• Weekly
field and select from:
• Fortnightly
• Four Weekly
• Monthly
• Two Monthly
• Quarterly
• Six Monthly
• Annually
• Custom
The budget remaining report is based on the full reporting year, so you cannot select a report period.
BankLink Practice calculates the Report Period Starting date for you.
You can also generate single period reports for a custom date range:
• Click in the Report Period field and select
• Click in the
Custom
Starting
• Click in the
field and enter the start date for your reporting period
Ending field and enter the end date for your reporting period
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6 Click in the Ending field and select the end date for your reporting period
A tick in front of the period end date indicates that the data present in this period is fully coded.
A cross in front of the period end date indicates that the data present in this period is not fully coded.
A blank in front of the period end date indicates that there is no data present in this period.
Report Format
You can produce detailed or summarised cash flow reports.
7 Select a format:
• Detailed
•
to show the movements on individual accounts.
Summarised to show the movements at report heading and sub-group level.
A detailed cash flow report shows the movements on individual accounts. These accounts display under their designated report headings and sub-groups.
A summarised cash flow report shows the movements at report heading and sub-group level. Individual accounts do not display.
In order for sub-group headings to show in cash flow reports, sub-groups must be set up and assigned in the BankLink Practice chart. For further information about sub-groups see Chapter 12.
Jobs
You can produce separate cash flow reports for each Job.
8 Click in the Job
• Enable the
field and select a Job from the drop down list
Include Completed checkbox to see completed jobs in the list
To generate Job reports, jobs must be assigned to transactions in the Code Entries Screen, dissections, journals, manual or historic data entry. For further information about Jobs see Chapter 2.
When you select a job, BankLink Practice greys out the option to Include Cash on Hand as you are reporting on only a part of the business.
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Comparisons
The cash flow reports show actual cash movement for a selected period. You can compare these movements to last year’s or budget figures.
9 Enable the Compare Actual Values To
•
checkbox and select one of the following comparisons:
•
Last Year
Budget - you cannot compare against a budget if the Report Period
10 If you chose to produce a budget remaining report, or to compare your report to a budget, click in the list of budgets and select one - BankLink Practice only lists budgets whose
is Weekly, Fortnightly, Four Weekly, or Quarterly
Start Month is the same as the month in Reporting Year Starts
11 The Variance is the difference between the actual and comparison figures, measured in dollars - enable the
Include Variance
12 To include Year-to-Date totals for actual and comparison figures enable the
checkbox to show the Variance in your report
Include Year-to-Date
Other Options
checkbox
You have some other options:
13 Enable the Include Account codes
14 Enable the
checkbox to show account code numbers in your report
Include Quantities
15 Enable the
checkbox to show a quantity column in your report
GST Inclusive
Non-Posting Chart Code Titles
checkbox to show the cash flow movements inclusive of GST
16 Enable the Include Non-Posting Chart Code Titles
17 Select:
checkbox if you want the report to display these titles
• Detailed
•
to show the values in the report at sub-account level, or
Summarised to show the values at title level
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Cash Book Balances
In order for account codes to appear in this section of the report they must have a Cash on Hand report group - see Assigning report groups in Chapter 12: setting up reporting.
The cash flow reports show actual cash movement for a selected period. You can show the corresponding movements on the cash on hand accounts in a separate section at the end of your reports.
You may not include the Cash Book Balances section if you deselect:
• Any bank accounts or journals in the Advanced
• Any divisions in the
tab, or
Divisions
18 Enable the
tab (see below).
Include Cash on Hand
•
checkbox and select from:
•
Detailed
Summarised
A detailed cash on hand section displays the opening balance, movement and closing balance on individual accounts.
A summarised cash on hand section displays the opening balance, movement and closing balance on all cash on hand accounts.
If the Cash Book Balances section is incorrect you may need to recalculate the bank balances - see Editing bank account details in Chapter 2: Maintaining client files.
BankLink Practice’s multiple period report style shows movements on actual data over a full year. If you do not have 12 months of actual data, you can include budget figures in your reports:
19 Enable the Prompt to use budgeted figures when no actual figures are available
If actual data is not available for the full report period when you go to print the report, BankLink Practice displays the
checkbox
Use budget data?
20 Choose the
window, prompting you to select a budget
Budget to use from the drop down list and click Yes - BankLink Practice only lists budgets whose Start Month is the same month as the Reporting Year Starts
** denotes the columns containing budgeted data in the cash flow reports.
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The Advanced tab
By default, BankLink Practice reports on all accounts, and the cash journals - from the Advanced
21 Click
tab you can select which accounts you want to report on.
BankLink Practice displays the
Advanced
Advanced
22 Enable the checkboxes as required - you can use the
tab
Select All and Clear All
The Divisions tab
buttons to make the task easier
If you are using Divisions, you can produce a cash flow report for all or selected divisions, or separate cash flow reports for each division selected.
In order to do this, you have to set up divisions and assign them to accounts in the BankLink Practice chart. For further information about divisions see Chapter 12.
23 Click
BankLink Practice displays the
Divisions
Divisions
24 By default, BankLink Practice includes all divisions in a single report - to generate the report for specific divisions:
tab
• Click Clear all
• Enable the checkboxes next to the divisions you want to include
to de-select all divisions
• Click Select All
25 Enable the
to select all divisions and restore the default
Split Report by Division checkbox if you want to produce separate reports for each division selected
To generate divisional reports, divisions must be assigned in the BankLink Practice chart. For further information about divisions see Chapter 12.
When you report on a single division, BankLink Practice greys out the option to Include Cash on Hand as you are reporting on only a part of the business.
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Printing reports
You can preview the cash flow reports on screen or send them to your default printer. A print to file option allows you to save the reports in Comma Separated (.csv), Fixed Width text (.txt), Microsoft Excel (.xls), or PDF (.pdf) formats.
26 Select from:
• Preview
•
to display a print preview on screen
File
•
to save a report in csv, txt, Microsoft Excel®, or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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Profit and loss reports BankLink Practice’s profit and loss reports are similar to the cash flow reports but also include stock and accruals.
The reports calculate the cost of goods sold using the opening and closing stock figures you enter in accrual and stock journals. For more information on entering journals see Chapter 10, and for information on linking opening and closing stock see Chapter 11. Any accruals or prepayments you enter as expenses using the accrual journals display under the relevant headings in the reports.
Profit and loss reports available:
• Actual
• Actual and Budget
• Actual, Budget and Variance
• 12 Months Actual
• 12 Months Actual or Budget
You can also produce your own customised profit and loss reports.
Although you can produce Profit and Loss Reports without assigning report groups, you should assign groups if you want more detailed reports - see Chapter 12.
BankLink Practice saves your settings for items such as Reporting Year and Include Chart Codes, and uses them as defaults the next time you select any of the profit and loss reports.
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Actual
BankLink Practice produces this profit and loss report for the month you select and includes a separate column showing the financial year to date.
You can choose to:
• produce the report for all divisions or for a single division
• print account codes and descriptions, or descriptions only
• print the report GST inclusive or exclusive
• display the amount coded to each expense code as a percentage of total income
To print a profit and loss report - actual:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Profit and Loss Reports, 1 Actual
Profit and Loss - Actual window
3 Check that the Reporting Year Starts
4 Click in the
field is correct and alter if required
Report Ending field and select a period - the default is the last period of coded data in the 12 months following the
5 Click in the
Reporting Year Starts
Division
•
field and select:
All
•
to report on all divisions
1 - Division One, 2 - Division Two, etc. to report on a single division
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6 Enable the Include Chart Codes
7 Enable the
checkbox if you want the report to print account codes
GST Inclusive
8 Enable the
checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income
Chart of accounts codes assigned to stock report groups will not have a percentage assigned.
9 Select from:
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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Actual and budget
This report compares the actual figures against budget for the month you select. BankLink Practice also shows the actual and budget figures for the financial year to date.
You can choose to:
• produce the report for all divisions or for a single division
• print account codes and descriptions, or descriptions only
• print the report GST inclusive or exclusive
• display the amount coded to each expense code as a percentage of total income
To print a profit and loss report - actual and budget:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Profit and Loss Reports, Actual and Budget
Profit and Loss - Actual & Budget window
3 Check that the Reporting Year Starts
4 Click in the
field contains the correct data and alter if required
Report Ending field and select a period - BankLink Practice informs you of the last period of coded data
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527
5 Click in the Division
•
field and select:
All
•
to report on all divisions
1 - Division One, 2 - Division Two,
6 Click in the
etc. to report on a single division
Budget
7 Enable the
field and select a budget to use
Include Chart Codes
8 Enable the
checkbox if you want the report to print account codes
GST Inclusive
9 Enable the
checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income
Chart of accounts codes assigned to stock report groups will not have a percentage assigned.
10 Select from:
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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Actual, budget and variance
This report produces:
• actual and budget figures for the selected month and financial year to date
• the variance between the actual and budget figures in both the month and year to date
• the total variance year to date
You can choose to:
• produce the report for all divisions or for a single division
• print account codes and descriptions, or descriptions only
• print the report GST inclusive or exclusive
• display the amount coded to each expense code as a percentage of total income
To print a profit and loss report - actual, budget and variance:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Profit and Loss Reports, 3 Actual, Budget and Variance
Profit and Loss - Actual, Budget & Variance window
3 Check that the Reporting Year Starts
4 Click in the Report Ending field and select a period - BankLink Practice informs you of the last period of coded data
field is correct and alter if required
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5 Click in the Division
•
field and select:
All
•
to report on all divisions
1 - Division One, 2 - Division Two
6 Click in the
etc. to report on a single division
Budget
7 Enable the
field and select a budget to use
Include Chart Codes
8 Enable the
checkbox if you want the report to print account codes
GST Inclusive
9 Enable the
checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income
Chart of accounts codes assigned to stock report groups will not have a percentage assigned.
10 Select from:
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel
to exit
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12 months actual
This report shows the 12 months of the financial year across the page, and the financial year to date at the end. BankLink Practice reports the actual figures up to the month selected, and leaves the remaining months of the financial year blank.
You can choose to:
• produce the report for all divisions or for a single division
• print account codes and descriptions, or descriptions only
• print the report GST inclusive or exclusive
• display the amount coded to each expense code as a percentage of total income
To print a profit and loss flow report - 12 months actual:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Profit and Loss Reports, 12 Months Actual
Profit and Loss - 12 Months Actual window
3 Check that the Reporting Year Starts
4 Click in the
field is correct and alter if required
Report Ending
5 Click in the
field and select a period - BankLink Practice informs you of the last period of coded data
Division
•
field and select:
All
•
to report on all divisions
1 - Division One, 2 - Division Two etc. to report on a single division
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6 Enable the Include Chart Codes
7 Enable the
checkbox if you want the report to print account codes
GST Inclusive
8 Enable the
checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income
Chart of accounts codes assigned to stock report groups will not have a percentage assigned.
9 Select from:
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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12 Months actual or budget
This report shows the 12 months of the financial year across the page, and the financial year to date at the end. BankLink Practice reports the actual figures up to the month selected, and shows the budget figures from a budget you select in the remaining months of the financial year.
You can choose to:
• produce the report for all divisions or for a single division
• print account codes and descriptions, or descriptions only
• print the report GST inclusive or exclusive
• display the amount coded to each expense code as a percentage of total income
To print a profit and loss report - 12 months actual or budget:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Profit and Loss Reports, 12 Months Actual or Budget
Profit and Loss - 12 Months Actual or Budget window
3 Check that the Reporting Year Starts
4 Click in the
field is correct and alter if required
Report Ending field and select a period - BankLink Practice informs you of the last period of coded data
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533
5 Click in the Division
•
field and select:
All
•
to report on all divisions
1 - Division One, 2 - Division Two, 3 - Division Three
6 Click in the
etc. to report on a single division
Budget
7 Enable the
field and select a budget to use
Include Chart Codes
8 Enable the
checkbox if you want the report to print account codes
GST Inclusive
9 Enable the
checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income
Chart of accounts codes assigned to stock report groups will not have a percentage assigned.
10 Select from:
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel
to exit
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12 months budget
This report shows the selected budget for each month of the financial year across the page.
You can choose to:
• print account codes and descriptions, or descriptions only
• print the report GST inclusive or exclusive
• display the amount budgeted for each expense code as a percentage of the budgeted total income
To print a profit and loss flow report - 12 months budget:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Profit and Loss Reports, 6 12 Months Budget
Profit and Loss - 12 Months Budget window
3 Click in the Budget
4 Enable the
field and select the budget you want to display from the drop-down list
Include Chart Codes
5 Enable the
checkbox if you want the report to print account codes
GST Inclusive checkbox if you want the report to include GST - BankLink calculates this using the default GST codes assigned to the chart of accounts codes
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6 Enable the Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income
Chart of accounts codes assigned to stock report groups will not have a percentage assigned.
7 Select from:
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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Custom
You can produce custom profit and loss reports if none of the pre-defined reports meets your requirements.
To produce custom profit and loss reports:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Profit and Loss Reports, Custom
Custom Profit and Loss Reports window with the Options tab selected
Report style
There are two profit and loss report styles available.
3 Click in the Report Style
•
field and select:
Single Period
•
to report on one period
Multiple Period to report on more than one period in the reporting year
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Reporting year starts
You can report on a twelve-month period starting from the reporting year starts date.
4 Check the Reporting Year Starts
• Click in the
field and change the date if required:
Month
• Click in the
field and select another month
Year
Report period
field to change years
You can report on a single period or multiple periods throughout the reporting year.
5 Click in the Report Period
•
field and select from:
•
Monthly
•
Two Monthly
•
Quarterly
•
Six Monthly
Annually
The Starting
6 Click in the
date is automatically calculated.
Ending field and select the end date for your reporting period
A tick in front of the period end date indicates that the data present in this period is fully coded.
A cross in front of the period end date indicates that the data present in this period is not fully coded.
A blank in front of the period end date indicates that there is no data present in this period.
Report format
You can produce detailed or summarised profit and loss reports.
7 Select from:
• Detailed
•
to show the movements on individual accounts
Summarised to show the movements at Report Heading and Sub-group level
In order for sub-group headings to show in profit and loss reports, you set up sub-groups and assign them to accounts in the BankLink Practice chart. For further information about sub-groups see Chapter 12.
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Job
You can produce separate profit and loss reports for each Job.
8 Click in the Job
• Enable the
field and select a Job from the drop down list
Include Completed checkbox to see completed jobs in the list
To generate Job reports, jobs must be assigned to transactions in the Code Entries Screen, dissections, journals, manual or historic data entry. For further information about Jobs see Chapter 2.
Comparisons
The profit and loss reports can be compared to last year’s or budget figures
9 Enable the Compare Actual Values To
•
checkbox and select one of the following comparisons:
•
Last Year
10 If you chose to compare your report to a budget, click in the associated field and select a budget
Budget
11 The Variance is the difference between the actual and comparison figures, measured in dollars - enable the Include Variance
12 To include Year-to-Date totals for actual and comparison figures enable the
checkbox to show the Variance in your report
Include Year-to-Date
Other options
checkbox
You have some other options:
13 Enable the Include Chart Codes
14 Enable the
checkbox to show account code numbers in your report
Include Quantities
15 Enable the
checkbox to show a quantity column in your report
GST Inclusive
16 Enable the
checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income
Chart of accounts codes assigned to stock report groups will not have a percentage assigned.
Non-Posting Chart Code Titles
17 Enable the Include Non-Posting Chart Code Titles checkbox if you want the report to display these titles
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18 Select:
• Detailed
•
to show the values in the report at sub-account level, or
Summarised
Using budget figures when actual figures are not available
to show the values at title level
BankLink Practice’s multiple period report style shows movements on actual data over a full year. If you do not have 12 months of actual data, you can include budget figures in your reports.
19 Enable the Prompt to use budgeted figures when no actual figures are available
If actual data is not available for the full report period when you go to print the report, BankLink Practice prompts you to select a budget
checkbox
20 Choose the Budget to use from the drop down list and click Yes - BankLink Practice only lists budgets whose Start Month is the same month as the Reporting Year Starts
** denotes the columns containing budgeted data in the profit and loss reports.
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The Divisions tab
If you are using Divisions, you can produce a profit and loss report for all or selected divisions, or separate profit and loss reports for each division selected.
In order to do this, you have to set up divisions and assign them to accounts in the BankLink Practice chart. For further information about divisions see Chapter 12.
21 Click
BankLink Practice displays the
Divisions
Divisions
22 By default, BankLink Practice includes all divisions in a single report - to generate the report for specific divisions:
tab
• Click Clear all
• Enable the checkboxes next to the divisions you want to include
to de-select all divisions
• Click Select All
23 Enable the
to select all divisions and restore the default
Split Report by Division
Printing reports
checkbox if you want to produce separate reports for each division selected
You can preview the cash flow reports on screen or send them to your default printer. The print to file option allows you to save the reports in Comma Separated (.csv), Fixed Width text (.txt), Microsoft Excel (.xls), or PDF (.pdf) formats.
24 Select from:
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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541
Trial balance report You can produce a trial balance report in BankLink Practice, but in order to obtain the correct values in your reports you must enter opening balances for all applicable accounts. If you do not enter opening balances, the trial balance report shows only the movement on accounts during the reporting year.
In order to produce meaningful reports, you must enter opening balances for all accounts. If haven't entered opening balances, BankLink Practice prompts you to confirm you want to print report. For further information see Opening Balances in Chapter 12: Setting up reporting.
To produce a trial balance report:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Trial Balance Report
Trial Balance Report window
3 Check the Reporting Year Starts
• Click in the
fields - change the date if required
Month
• Click in the
field and select another month
Year
4 Click in the
field to change years
Trial Balance as at field and select the end date for your report - the default is the last period of coded data in the 12 months following the
5 Enable the
Reporting Year Starts
Include Chart Codes
6 Enable the
checkbox to show chart code numbers in your report
GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
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7 Select from:
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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Balance sheet report You can produce balance sheet reports in BankLink Practice.
In order to produce meaningful reports, you must enter opening balances for all the balance sheet accounts. See Opening balances in Chapter 12: Setting up reporting.
You must assign also Report Groups to the applicable chart codes for BankLink Practice to include them in the Balance sheet report. See Report Groups, also in Chapter 12.
To produce balance sheet reports:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Balance Sheet, Balance Sheet Reports
Balance Sheet Report Options window
Report style
There are two balance sheet report styles available.
3 Click in the Report Style field and select:
• Single Period
•
to report on balances at one period end date
Multiple Period to report on balances at multiple period end dates
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Reporting year starts
You can report on balances at any period end date during the twelve-month period starting from the Reporting Year Starts
4 Check the
date.
Reporting Year Starts
• Click in the
field - you can change the date if required
Month
• Click in the
field and select another month
Year
Report period
field and select another year
You can report on balances at period end dates.
5 Click in the Report Period
•
field and select from:
•
Monthly
•
Two Monthly
•
Quarterly
•
Six Monthly
6 Click in the
Annually
Ending field and select the end date for your report - the default is the last period of coded data in the 12 months following the Reporting Year Starts
A tick in front of the period end date indicates that the data present in this period is fully coded.
A cross in front of the period end date indicates that the data present in this period is not fully coded.
A blank in front of the period end date indicates that there is no data present in this period.
Report format
You can produce detailed or summarised balance sheet reports.
7 Select from:
• Detailed
•
to show the movements on individual accounts
Summarised to show the movements at Report Heading and Sub-group level
In order for sub-group headings to show in profit and loss reports, you set up sub-groups and assign them to accounts in the BankLink Practice chart. For further information about sub-groups see Chapter 12.
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Comparisons
The balance sheet reports can be compared to last year
8 Enable the Compare Actual Values To Last Year
9 Enable the Include Variance checkbox to show the variance in your report - the variance is the difference between the actual and comparison figures. It is measured in dollars:
checkbox
Other options
You have some other options:
10 Enable the Include Chart Codes
11 Enable the
checkbox to show account code numbers in your report
GST Inclusive
Non-Posting Chart Code Titles
checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report
12 Enable the Include Non-Posting Chart Code Titles
13 Select:
checkbox if you want the report to display these titles
• Detailed
•
to show the values in the report at sub-account level, or
Summarised
Printing reports
to show the values at title level
14 Select from:
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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Bank reconciliation report You can produce a bank reconciliation for any period that contains BankLink Practice transactions. If multiple bank accounts are attached to a client, you can select which account(s) you want to generate a reconciliation for.
The report calculates the opening balance from the balance downloaded with the data - if the balance of any bank account is unknown BankLink Practice displays a window advising that you need to enter the balance. For more information on setting up bank accounts see Chapter 2.
The bank reconciliation is available either in detailed format, where every transaction is printed, or in summarised format. The bank reconciliation shows actual bank balances as well as cash book balances, which take into consideration any unpresented items you have entered. Each unpresented item is listed separately in both detailed and summarised formats.
See also: List unpresented items report later in this Chapter
To produce a summarised bank reconciliation report:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Bank Reconciliation, Summarised
Bank Reconciliation window, showing the complete date range of transactions for this client
3 Enter the From and To
4 Enable the
dates for the period you want to reconcile - you can use the date selection buttons - see Date selection options
Wrap Narration
5 Click the
checkbox if you want to display up to ten lines of narration per transaction
Advanced tab
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6 Select which accounts you want to report on - tick the box against each account to report on, use the Select All and Clear All
7 Select from:
buttons to make the task easier
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel
To produce a detailed bank reconciliation report:
to exit
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Bank Reconciliation, Detailed
Bank Reconciliation
3 Enter the
window, showing the complete date range of transactions for this client
From and To
4 Enable the
dates for the period you want to reconcile - you can use the date selection buttons to help you
Wrap Narration
5 Click the
checkbox if you want to display up to ten lines of narration per transaction
Advanced tab to select which accounts you want to report on - tick the box against each account to report on, use the Select All and Clear All
6 Select from:
buttons to make the task easier
• Preview
•
to display a print preview on screen
File
•
to save a report in csv, txt, Microsoft Excel®, or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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List unpresented items report You can list unpresented cheques and unpresented deposits in a separate report. For each bank account with outstanding unpresented items in the selected date range BankLink Practice lists the details, effective date, cheque number and amount of each item.
To produce the List Unpresented Items report:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Bank Reconciliation, List Unpresented Items
Unpresented Items Report window
3 Enter a date range in the From and To
4 Enable the
fields - use the date selection options described at the beginning of this chapter to help you
Wrap Narration
5 Click the
checkbox if you want to display up to ten lines of narration per transaction
Advanced
6 Select which accounts you want to report on - tick the box against each account to report on, or use the
tab
Select All and Clear All
7 Select from:
buttons to make the task easier
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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Spending by payee reports You can produce two types of Spending by Payee report from BankLink Practice:
Summarised spending by payee
This shows the total value of transactions coded using payees and can span weeks, months or financial years.
Detailed spending by payee report
This shows the date, reference and amount of each transaction coded using payees for the selected payee or for all payees together with the account code and description that the transactions were coded to. BankLink Practice excludes from the report those payees with no transactions.
For more information on coding using payees see Chapter 3: Start Coding.
To produce a spending by payee report:
1 Open the client file you want to report on
2 Click Reports,
BankLink Practice displays the
Spending by Payee
Spending by Payee Report window
3 Click to select All or Selected payees
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4 If you choose Selected BankLink Practice displays the Payee Selection panel
5 You can type in the Payee codes, or use the Payee button, or press F3 to select payees to complete the From and To
6 If you have a range of payees you want to regularly report on, click
fields
Save Template
BankLink Practice displays the
to save the list of payee numbers as a template you can load next time you run the report
Save Payee Report Template
7 Type in a
window
File name and click Save to save the template
BankLink Practice saves your Payee Report Template files with the extension .prt
8 To load a template you have already saved click
.
BankLink Practice displays the
Load Template
Load Payee Report Template
9 Select the template you require from the list displayed and click
window
BankLink Practice loads the template and displays the
Open
10 Enter the
Payee Numbers
From and To
11 Click to select
dates for the period you want to report on - you can use the date selection buttons described at the beginning of this Chapter
Detailed or Summarised - if you choose Summarised the Show Periodic Totals and Wrap Narration options are disabled
Inactive Payees are suppressed in the Detailed report.
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12 Enable the Show Periodic Totals checkbox and select a period from the drop down list (Monthly, Bi-monthly or Quarterly) if you want to display sub-totals by period selected for each payee on the report
A period sub-total is displayed only when there is at least one entry for the Payee in that period.
13 Enable the Wrap Narration
14 Select from:
checkbox if you want to display up to ten lines of narration per transaction
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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Coding by Job report You can produce two types of Coding by Job report from BankLink Practice:
Summarised Coding by Job Report
This shows the total Net (and optionally Gross and GST) value of transactions coded to jobs and can span weeks, months or financial years.
Detailed Coding by Job Report
This shows the date, reference and net amount of each transaction coded to a job for the selected job or for all jobs together with the account code and description that the transactions were coded to. You can choose to include Gross and GST columns as well. BankLink Practice excludes from the report those jobs with no transactions.
For more information on coding using jobs see Chapter 3: Start Coding.
To produce a coding by job report:
1 Open the client file you want to report on
2 Click Reports,
BankLink Practice displays the
Coding by Job
Coding by Job Report window
3 Click to select All or Selected jobs
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4 If you choose Selected BankLink Practice displays the Job Selection panel
5 You can type in the Job codes, or use the Job button, or press F5
6 If you have a range of jobs you want to regularly report on, click
to select jobs
Save Template
BankLink Practice displays the
to save the list of job codes as a template you can load next time you run the report
Save Job Report Template
7 Type in a
window
File name and click Save to save the template
BankLink Practice saves your Job Report Template files with the extension .jrt
8 To load a template you have already saved click
.
BankLink Practice displays the
Load Template
Load Job Report Template
9 Select the template you require from the list displayed and click
window
BankLink Practice loads the template and displays the
Open
Job
10 Enter the
Codes
From and To
11 Click to select
dates for the period you want to report on - you can use the date selection buttons described at the beginning of this Chapter
Detailed or Summarised - if you choose Summarised the Wrap Narration option is disabled
Job codes which have not been used in the period you are reporting on are suppressed in both the Detailed and Summarised reports.
When you report on All job codes, transactions with no job code assigned are listed at the end of the report in the No Job Allocated
12 Enable the
section.
Wrap Narration checkbox if you want to display up to ten lines of narration per transaction
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13 Enable the Show Gross and GST Amounts checkbox if you want to include Gross and GST columns, as well as
14 Select from:
Net
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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Exception report The exception report is a management tool allowing you to focus on areas of concern for individual clients. The report takes a summarised look at your cash flow figures (using both bank transactions and cash journals) based on the exception criteria you set. Unlike cash flow and profit and loss reports which look at every account, with exception reporting you narrow the view by defining the exception criteria per account code for each client.
Exception criteria
In order to produce an exception report for your client you first set up the exception criteria to be used for each account. BankLink Practice reports on the specified accounts that vary from a nominated budget or last year's figures by a defined percentage or dollar value.
To be informed if results for an account (such as sales) differ either positively or negatively, by a percentage or fixed amount, you set up exception criteria for the account:
• $ var+
•
field - A dollar value positive variance: Income - report if actual figures are greater than budgeted figures. Expenditure - report if actual figures are lower than budgeted figures.
$ var-
•
field - A dollar value negative variance: Income - report if actual figures are lower than budgeted figures. Expenditure - report if actual figures are greater than budgeted figures.
%var+
•
field - A percentage positive variance: Income - report if actual figures are greater than budgeted figures. Expenditure - report if actual figures are lower than budgeted figures.
%$var-
You enter the figures as positives for all options.
field - A percentage negative variance: Income - report if actual figures are lower than budgeted figures. Expenditure - report if actual figures are greater than budgeted figures.
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To set up exception criteria:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Exception Report, Set-up Exception Criteria
Set-up Exception Criteria window, showing all account codes and descriptions for this client
3 Click next to the Account Code
4 You can choose to enter values in one or all of the following fields:
you want to enter exception criteria for
• Click in the $ var+
• Click in the
field to enter a value
$ var-
• Click in the
field to enter a value
%var+
• Click in the
field to enter a percentage
%var-
5 Click
field to enter a percentage
OK once you have entered exception criteria for all the required codes:
To repeat lines of exception criteria (from one code to another):
• Click on the line below the criteria you want to repeat
• Click the Repeat button or press
Note that this overrides any entries you may have already keyed into the line.
+
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Exception report
Once you have set up the exception criteria for a client, BankLink Practice uses the information each time you produce an exception report.
To print the exception report:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Exception Report, Print Exception Report
Exception Report window
3 Check the Financial Year Starts
4 Click in the
field is correct and alter if required
Report Period
5 Enable one of the following
field and select the month for which you want to produce the report
Compare
•
boxes:
•
This Period and This Period Last Year
•
This Period and Budget
•
YTD and Last Year YTD
6 Click to select the
YTD and Budgeted YTD
Budget you want to use in this report
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7 Click to enable the Print GST Inclusive
8 Select from:
checkbox if required
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
If the report contains unexpected results, the code(s) you select may not have the appropriate report group assigned - see Chapter 12 for more information.
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GST reports You can use BankLink Practice to produce these forms:
• Monthly statements BAS G, BAS Y
• Quarterly Statements BAS A, BAS C, BAS D, BAS F, BAS U, BAS V, BAS W, BAS X
• Annual GST information report - Form Q
• Annual GST return - Form N, Form P, Form Z
• Instalment Activity Statements IAS B, IAS I, IAS J
BankLink Practice uses the GST Classes assigned to account codes to produce the reports - if the results do not look correct it may be because the GST Classes are not assigned correctly - see Set up GST in Chapter A4: Setting up GST more information.
This section covers:
• Producing Business Activity Statements
• How BankLink Practice populates the calculation worksheet
•
H
As well as these specific reports:
ow BankLink populates the Fuel Tax Worksheet
• Business norm percentages
• GST summary
• GST audit trail
• GST reconciliation
• GST overrides
Once the GST statement for a period has been produced, you can Finalise the accounting period for GST purposes.
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Producing the Business Activity Statement
When you select to produce a Business Activity Statement, BankLink Practice displays one of a number of different BAS forms, (or the Instalment Activity Statement - IAS) according to the values you select in five fields in the GST Set Up
To set up GST for a client:
window.
• Click
or:
Other Functions, GST Set Up
• Click
BankLink displays the
Reports, GST Reports, GST Set Up
GST Set Up
Depending on the values you select, BankLink Practice displays the appropriate BAS form when you produce a Business Activity Statement.
window
See Chapter A4: Setting up GST for further information.
If you try to generate a Business Activity Statement in BankLink Practice without first having set up that client’s GST information BankLink Practice prompts that you need to do this, and then displays the Details tab in the GST Set Up
Once GST set up is complete and you have coded all data for the relevant period, you can produce a Business Activity Statement.
window.
To produce a Business Activity Statement:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, GST Reports, Business/Instalment Activity Statement
Select BAS/IAS Period
3 Click on the
window, listing the periods for the client data together with the number of entries for each period and the number which remain uncoded
Period
4 Click
for which you want to produce the statement
BankLink Practice displays the
View
Business Activity Statement
5 Review each of the tabs displayed and complete as required
window, showing the relevant BAS Form
BankLink Practice is able to populate many of the fields in each tab using to the data it already holds. Which fields are populated and how they are calculated depend on whether the client is set to use the Full or Simplified method of reporting GST.
Although each form is different, all the BAS forms contain a GST Calculation Sheet tab. For BankLink Practice users, the essential fields are on this tab. See How BankLink populates the GST Calculation Sheet for more details.
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6 Select from:
• Preview
•
to display a print preview on screen
File
•
to save the BAS form in PDF format
•
to send the BAS form to your default printer
Finalise
•
to finalise the accounting period for which you've produced a BAS
Export
•
to export the BAS Form to a file for import to your tax system
OK
•
to save any changes you have made
Cancel
7 Click
to quit without saving your changes
Add to Favourites
If you choose File, Print or Export, BankLink Practice carries out the task and then prompts you to Finalise the Accounting Period
if you want to save the setup to the client's Favourite Reports list
8 Click Yes to lock the transactions in the period or No
if you want to make further changes.
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Producing the Annual GST Information Report
When you choose to produce an Annual GST Information Report, BankLink Practice displays Form Q.
To produce an Annual GST Information Report:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, GST Reports, Annual GST Information Report
Select BAS/IAS Period
3 Click on the
window, listing the periods for the client data together with the number of entries for each period and the number which remain uncoded
Period
4 Click
for which you want to produce the statement
BankLink Practice displays the
View
Annual GST information report
5 Review each of the tabs displayed and complete as required
window, showing Form Q
BankLink Practice is able to populate many of the fields in each tab using to the data it already holds. Which fields are populated and how they are calculated depend on whether the client is set to use the Full or Simplified method of reporting GST.
Although each form is different, all the BAS forms contain a GST Calculation Sheet tab. For BankLink Practice users, the essential fields are on this tab. See How BankLink populates the GST Calculation Sheet for more details.
6 Select from:
• Preview
•
to display a print preview on screen
File
•
to save Form in PDF format
•
to send the Form to your default printer
Finalise
•
to finalise the accounting period for which you've produced a report
Export
•
to export the Form to a file for import to your tax system
OK
•
to save any changes you have made
Cancel
7 Click
to quit without saving your changes
Add to Favourites
If you choose File, Print or Export, BankLink carries out the task and then prompts you to Finalise the Accounting Period
if you want to save the setup to the client's Favourite Reports list
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8 Click Yes to lock the transactions in the period or No
if you want to make further changes.
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Producing the Annual GST Return
When you choose to produce an Annual GST Return, BankLink Practice displays Form P or Form Z, depending on your GST setup.
To produce an Annual GST Return:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, GST Reports, Annual GST Return
Select BAS/IAS Period
3 Click on the
window, listing the periods for the client data together with the number of entries for each period and the number which remain uncoded
Period
4 Click
for which you want to produce the statement
View
BankLink Practice displays the
Annual GST Return
5 Review each of the tabs displayed and complete as required
window, showing Form N, Form P or Form Z
BankLink Practice is able to populate many of the fields in each tab using to the data it already holds. Which fields are populated and how they are calculated depend on whether the client is set to use the Full or Simplified method of reporting GST.
Although each form is different, all the BAS forms contain a GST Calculation Sheet tab. For BankLink Practice users, the essential fields are on this tab. See How BankLink populates the GST Calculation Sheet for more details.
6 Select from:
• Preview
•
to display a print preview on screen
File
•
to save the Form in PDF format
•
to send the Form to your default printer
Finalise
•
to finalise the accounting period for which you've produced a return
Export
•
to export the information in the Form to a file for import to your tax system
OK
•
to save any changes you have made
Cancel
7 Click
to quit without saving your changes
Add to Favourites
If you choose File, Print or Export, BankLink carries out the task and then prompts you to Finalise the Accounting Period
if you want to save the setup to the client's Favourite Reports list
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8 Click Yes to lock the transactions in the period or No
if you want to make further changes.
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How BankLink Practice populates the GST Calculation Sheet
BankLink Practice is able to populate most of the fields in the worksheet using the data it already holds. Which fields are populated and how they are calculated depend on whether the client is set to use the Full or Simplified method of reporting GST.
For more information on GST Set up see Chapter A4.
The Full Method
This method follows the original ATO guidelines and uses the GST class applied to a transaction to populate the relevant G boxes of the BAS with the gross amount of the transaction. For more information refer to page 30 of the ATO’s Business Activity Statement Instructions - GST calculation sheet option.
BankLink Practice populates boxes G1 to G4, boxes G10 to G11 and boxes G13 to G15 with the gross amounts of the coded transactions. The GST class applied to each transaction decides which G box is populated. BankLink Practice then calculates the totals boxes on the BAS, boxes G8 and G19. The GST payable (G9) and GST credit (G20) are calculated by dividing these total boxes by 11.
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The Simplified Method
The ATO have since produced BAS instructions offering another option when completing the GST section of the BAS. For more information refer to pages 30 and 31 of the ATO’s Business Activity Statement Instructions - GST derived from accounts option.
BankLink Practice uses the GST amount of each transaction to calculate boxes G6 and G17. Any adjustment in box G7 or G18 is added to these boxes resulting in total boxes G8 and G19. The GST payable (G9) and GST credit (G20) are calculated by using the GST rate in the GST Rates/Setup tab.
This method allows BankLink Practice to use the information from your accounts to complete the following boxes:
• G9 and 1A to show the GST payable for the tax period
• G20 and 1B to show the GST credit for the tax period
• G1, G2, G3, G10, G11 and G12 which relate to the supplies and acquisitions for the tax period
Take care if you decide to amend a standard template.
When deleting a GST class remember to always leave a blank line in the Rates tab where the GST class used to be. Changing the order of the GST classes in the Rates tab affects the BAS Field Rules.
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How BankLink populates the Fuel tax calculation worksheet
The Fuel tax calculation worksheet becomes available as part of the BAS when you enable the Include Fuel Tax checkbox in the client's GST Set Up
The Fuel tax calculation worksheet can be used for the basic calculation, the small claimants, or the percentage use method.
.
The worksheet can be populated manually , or you can use the BAS Fields tab of the GST Set Up
To complete the Fuel tax calculation worksheet:
to create rules which transfer the values and quantities of transactions coded to relevant chart of accounts codes (see Chapter A4: Setting up GST for more information on creating rules for BAS fields). Additional lines can be added even if rules exist.
1 Select the Fuel tax calculation worksheet tab in the BAS
If you have added a BAS rule for field 7D Fuel Tax Credit, the Account, Account description, Total fuel acquisitions, Representative percentage, and Total business use of eligible fuel fields contain information based on quantities entered when you code fuel purchases to the accounts for which you set up rules. Account and Account description
The
can't be edited, but the rest of these fields can be amended if required.
Calculation Method defaults to Eligible fuel (litres) when you set the BAS field rules up with 0% or 100% - otherwise Representative percentage
2 Click in
is selected
Eligible Fuel Type
3 Enter the
and enter the fuel type for which you are claiming the credit
Total fuel acquisitions
4 Enter a
in litres
Business fuel use
5 Enter either a
description
Representative percentage if you are using the percentage use method or enter the Total business use of eligible fuel
6 Select a
in litres if you are using the basic calculation or small claimant method to calculate the Fuel tax credit
Credit rate
BankLink Practice calculates the
from the drop-down list or enter a different rate if required
Fuel tax credit amount for each line you complete and copies the Total to field 7D on the BAS Summary
If you add a rate, BankLink Practice will include it in the list the next time you produce a BAS.
Changes to information placed in the worksheet by the BAS rule(s) are stored for the BAS period - rules will not be re-applied unless you click the Recalculate
button.
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Business norm percentages report
Some retailers have many transactions across a range of GST-free, taxable and mixed sales. To simplify administration the ATO, industry associations, and the business community have jointly developed business norm percentages.
These standard percentages are used to estimate GST-free sales and purchases at the end of each tax period, rather than having to record the GST component of every transaction. You can obtain a full list of the retailers eligible to use the business norm method, the relevant percentage rates, and the criteria that must be met, from the ATO.
To produce a business norm percentages report:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, GST Reports, Business Norm Percentages Report
Print Business Norm Percentages Report window, confirming the complete date range of transactions for this client
3 Enter the From and To
4 Select from:
dates for the period you require
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
For a full description of the steps required to produce a business norm percentages report see About business norm percentages in Chapter A4: Setting up GST.
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GST summary report
In this report, BankLink Practice summarises the net, GST and total for each GST rate. If the period you select includes uncoded entries or entries with no GST rate they appear as Rate 0: Unallocated Entries
To produce a GST summary report:
.
1 Open the client file for which you want to print a GST summary report
2 Click
BankLink Practice displays the
Reports, GST Reports, GST Summary
Print GST Summary
3 Enter the
window
From and To
4 Select from:
dates for the period you want to report on
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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GST audit trail report
In this report, BankLink Practice lists each transaction in GST rate and bank account order showing date, reference, gross amount, GST amount, net amount and narration.
You can select to print the report on date or account code order:
Date order Account Code order
GST class 0 GST class 0
Bank account1 Bank account1
Transactions in date order
Transactions in account code order (by date within the same code)
Bank account2 Bank account2
Transactions in date order
Transactions in account code order (by date within the same code)
GST class 1 GST class 1
Bank account1 Bank account1
Transactions in date order
Transactions in account code order (by date within the same code)
To produce a GST audit trail report:
1 Open the client file for which you want to print a GST Audit Trail
2 Click
BankLink Practice displays the
Reports, GST Reports, GST Audit Trail
Print GST Audit Trail
3 Enter the
window
From and To
4 Select to order the report in
dates for the period you want to report on - use the date selection options described at the beginning of this Chapter to help you
Date order or
5 Enable the
Account code order
Wrap Narration checkbox if you want to display up to ten lines of narration per transaction
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6 Select from:
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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GST reconciliation report
This report shows the GST payable/receivable monthly, two monthly, quarterly, six monthly or annually and tracks the payments/refunds over the same period.
To produce a GST reconciliation report:
1 Open the client file for which you want to print a GST Reconciliation report
2 Click
BankLink Practice displays the
Reports, GST Reports, GST Reconciliation
GST Reconciliation window
3 The Report Period
4 Check that the
defaults to the GST Period in the client's GST Set Up, but you can select a different period from the drop down list if required
Reporting Year Starts
5 Click in the
is correct
Report Ending
6 Click in the
field and select a period to report to
Division field and select a division to report on, or select All
7 Select from:
for all divisions
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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GST overrides report
BankLink Practice lists all transactions whose GST class is not the default for that chart code. Each transaction appears under its new GST class
To produce a GST overrides report:
.
1 Open the client file for which you want to print a GST overrides report
2 Click
BankLink Practice displays the
Reports, GST Reports, GST Overrides
Print GST Overrides
3 Enter the
window
From and To
4 Select from:
dates for the period you want to report on
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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Finalise accounting period for GST purposes
Once you have printed or exported the Business Activity Statement, BankLink Practice offers the option to lock (finalise) an accounting period for the period of the Business Activity Statement.
Finalising an accounting period means that the transactions can be viewed but not edited in the Code Entries Screen. When you enter the Code Entries Screen, the transactions are flagged with a lock symbol in the Status
If you need to unlock the accounting period for any reason in order to amend the coding you can do so.
column indicating that they are locked for GST purposes.
To unlock a finalised period:
1 Open the client file you want to work on
2 Click
3 Enter the dates for the accounting period you want to unlock
Other Functions, Housekeeping, Unlock Accounting Period
4 Click
BankLink Practice confirms that the entries for that period are unlocked
OK
When selected, the Unlock an Accounting Period
You then need to lock the accounting period again
option clears the lock on all data for the dates selected, and you can edit the data. Also, if you make a change such as deleting a memorisation, the change is applied to all the data now unlocked.
To lock an accounting period:
1 Open the client file you want to work on
2 Click
3 Enter the dates for the accounting period you want to finalise / lock
Other Functions, Housekeeping, Lock Accounting Period
4 Click
When selected, the
OK
Lock an Accounting Period option locks all data for the dates selected, and you cannot edit the data.
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List reports BankLink Practice has a number of simple list reports. They are useful for administration purposes, but can be produced by all users.
Lists available:
• List bank accounts
• List chart of accounts
• List divisions
• List jobs
• List entries
• List GST details
• List journals
• List memorisations
• List missing cheques report
• List payees
• List sub-groups
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List bank accounts
You can produce a report of details for each of a client’s bank accounts showing account number and name, the date range of entries, number of transactions, and current balances in the BankLink Practice client file.
To produce a List Bank Accounts Report:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Listings, List Bank Accounts
List Bank Accounts
3 Select from:
window
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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List chart of accounts
You can list each account code in the client’s chart of accounts including the account code, description, report group, sub-group, division, GST class and posting status.
To produce a list chart of accounts report:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Listings, List Chart of Accounts
List Chart of Accounts
3 Select from:
window
• Print Full Chart
•
to include all chart codes
Print Basic Chart
4 Select from:
to include only those codes flagged as included in the Basic Chart
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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List divisions
You can produce a report of a client’s divisions showing the number and name of each division.
To produce a list divisions report:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Listings, List Divisions
List Divisions
3 Select from:
window
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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List jobs
You can produce a report of a client’s jobs showing the job code, name and whether the job has been flagged Complete for each job.
To produce a list divisions report:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Listings, List Jobs
List Jobs
3 Select from:
window
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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List entries
You can produce an accounting ledger report for a client that lists all entries within a selected date range. The transaction details include transferred status, date, reference, account, amount and narration. You can also add a balance and print any notes if required.
You can also produce a version that only includes uncoded items - this is a good way to simultaneously search for uncoded entries in the Code Entries
To produce a list entries report:
window and all journals.
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Listings, Entries
List Entries
3 Enter the
window
From and To
4 Click in the
dates for the period you want to report on - you can use the date selection options described at the beginning of this chapter.
Sort entries by
•
field and select one of the following options:
•
Effective Date
5 Click in the
Date Presented
Include
•
field and select from:
•
All Entries
6 Select one of the following
Uncoded Only
Style
•
options:
•
Single Column
Two Column
7 Enable the
(debits and credits)
Balance
8 Enable the
checkbox if required
Notes
9 Enable the
checkbox if required
Wrap Narration and Notes checkbox if you want to display up to ten lines of narration and/or notes per transaction
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10 By default, BankLink Practice includes all bank accounts and journals with entries in the specified date range - to generate the report for specific accounts and journals
• Click the Advanced
• Click
tab
Clear all
• Select and account or journal by enabling the checkbox next to it
to de-select all accounts and journals
• Click Select All
11 Select from:
to select all accounts and journals and restore the default
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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List GST details
You can list all the GST information for the client: including the client’s ABN, BAS fields, GST IDs, GST descriptions, rates, business norm percentages, and control accounts.
To produce a list GST details report:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Listings, List GST Details
3 Select from:
List GST Details window
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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List journals
You can list all entries for each journal you have entered for the client, in date order within each journal type. The data includes transfer states, date, reference, account, amount, GST amount and narration.
To produce a list journals report:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Listings, Journals
List Journals
3 Enter the
window
From and To
4 Enable the
dates for the period you want to report on - you can use the date selection buttons described at the beginning of this Chapter
Wrap Narration
5 By default, BankLink Practice includes all journal types with entries in the specified date range - to generate the report for specific journal types
checkbox if you want to display up to ten lines of narration per transaction
• Click the Advanced
• Enable the checkboxes next to the journal types as required - you can use the
tab
Select All and Clear All
6 Select from:
buttons to make the task easier
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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List memorisations
You can produce a list of a client’s memorisations showing the account, the criteria, and the account code allocations by amount, percentage and GST class.
BankLink Practice sorts the report by bank account, listing the client-level memorisations for each bank account first, then the master memorisations.
To produce a list memorisations report:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Listings, List Memorisations
List Memorisations window
3 Enable or disable the checkboxes next to the accounts to select which accounts are included in the report
4 Select from:
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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List missing cheques report
You can produce a report that lists missing cheques. This means that you can determine what cheques are still to be presented, without having to add ranges of unpresented cheques (UPCs) in the Code Entries Screen
To produce the List Missing Cheques report:
.
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Listings, List Missing Cheques
Missing Cheques Report window
3 Select an account you want to use for the report
4 Enter a date range in the From and To
5 Use the From and To range fields to add specific range(s) to narrow down the list - if you do not enter a range BankLink Practice calculates all the missing ranges within your specified date range
fields - use the date selection options described at the beginning of this chapter to help you
6 Select from:
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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List payees
You can list all of a client’s payees in either summarised or detailed format:
• Summarised
•
in alphabetical order together with their respective payee number
Detailed
To produce a list payees report:
including account, narration, GST class, amount or percentage
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Listings, List Payees
List Payees
Report Format
window
3 Select from:
•
•
Summarised
Sort Payees by
Detailed
4 Select from:
•
•
Name
5 Enable the
Number
Rule a line between payees
6 Select from:
checkbox if required
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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List sub-groups
You can produce a report of a client’s sub-groups showing the name and number of each sub-group.
To produce a list sub-groups report:
1 Open the client file you want to report on
2 Click
BankLink Practice displays the
Reports, Listings, Sub-Groups
List Sub-Groups
3 Select from:
window
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Add
•
to save the report with the setup shown, to your list of Favourite reports
•
to send a report to your default printer
Cancel to exit
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Favourite Reports You can set up a list of Favourite Reports
Reports and graphs can be added to the list of favourites from the
for each client, which can be run separately or all at once.
Client Home page, the Reports menu, or when running individual reports and graphs.
In the Favourite Reports window you can see which reports and graphs have been added, when they were last run, what the settings are, who they were created by, and the date they were created.
The reports are sorted by default in Report order, but you can also sort by Name, Created by, or the date they were created On
To sort the Favourite Reports list:
.
• Click on a heading to display the reports sorted in ascending order
or:
• Click on the heading again to display the reports in descending order
To find out more about Favourite Reports see:
Adding Favourite Reports
Generating Favourite Reports
Renaming Favourite Reports
Deleting Favourite Reports
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Adding Favourite Reports
Reports and graphs can be added to the list of favourites from the Client Home page, the Reports menu, or when running individual reports.
Custom documents can only be added from the Client Home page or Reports
To add a report to the Favourite Reports list from the Client Home page:
menu.
1 Click Favourite Reports in the Client Tasks sub menu or click Reports, Favourite Reports,
BankLink Practice displays the
Manage Favourites
Favourite Reports
2 Click
window
BankLink Practice displays the
Add Report
Add Favourite Report window
3 Click to select the report you want to add
Click the triangle signs next to the report names to display further options.
4 Click Add Report
BankLink Practice displays the setup window for the report you selected
or double click the report name
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5 Make any changes required to the setup and then click
BankLink Practice adds the report to the list and allows you to edit the report
Save
Name if required
Each report in the Favourites list must have a unique name - you will not be able to save the report setup with the same name as a report already added to the list.
To add a report to the Favourite Reports list when running individual reports and graphs:
1 Click Reports
BankLink Practice displays the setup window
and chose the report, or click Graphs and choose the graph you want to run
2 Check the setup and when you are happy with the settings chosen click
BankLink Practice displays the
Add
Add to Favourite Reports window
3 Change the Name if required and click
BankLink Practice adds the report to the client's Favourite Reports list
OK
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Generating Favourite Reports
You can choose to generate Favourite Reports individually or in groups.
To run a report from the Favourite Reports list:
1 In the Client Home page, click Favourite Reports or click Reports, Favourite Reports,
2 Double click the report you want to run
Manage Favourites
BankLink Practice displays the report setup window
You can also click Reports, Favourite Reports
3 Select from:
and select the report from the Favourite Reports menu.
• Preview
•
to display a print preview on screen
File
•
to save a report in .csv, .txt, Microsoft Excel® or PDF format
Save
•
to save the current settings to the list of Favourite Reports
•
to send the report to your default printer
Cancel
When you generate reports you have the option to send the reports to the printer or to email them as individual PDF files.
to exit
To generate reports from the Favourite Reports list:
1 In the Client Home page, click
2 Click to enable the checkbox to the left of the report(s) you want to generate, or click the checkbox in the heading to enable all the reports at once
Favourite Reports
The report checkbox in the heading can be used to select or deselect all reports.
3 Click
BankLink Practice displays the first report setup window
Generate Reports
4 Check the setup and amend if necessary to ensure that the report will run for the dates and settings you require
5 Click Next (Enter
BankLink Practice displays the report(s) in the
) until you have viewed the setup window for all the reports selected
Report Viewer window
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6 Click
•
to send the report(s) to your printer, or
E-mail to attach the report(s) as individual PDF files to an email with the subject Reports
If you have added your client's email address to the client file it will be entered in the To
field of the email form.
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Renaming Favourite Reports
When you add a report to the list of favourites, BankLink Practice gives it a default Name
To rename a favourite report:
, which you can change before saving. If you don't change it initially, you may still want to make the name more meaningful or distinguish between similar reports.
1 In the Client Home page, click Favourite Reports or click Reports, Favourite Reports,
2 Click to select the report you want to rename
Manage Favourites
3 Click
BankLink Practice makes the
Rename Report
Name
4 Type in the new name and press
field editable
BankLink Practice displays the report with its new name
Enter
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Deleting Favourite Reports
If you add a report to the Favourites Reports list in error, or no longer require one you have run in the past, you can delete it from the list.
To delete a report from the Favourite Reports list:
1 In the Client Home page, click Favourite Reports or click Reports, Favourite Reports,
2 Click to select the report you want to remove
Manage Favourites
3 Click
BankLink Practice displays the
Delete Report
Delete report
4 Click
window, asking you to confirm the deletion
BankLink Practice removes the report from the list of Favourite Reports
Yes