Introduction to Reports in the Nominal Ledger

As with all modules, to print a report in the Nominal Ledger, click (Windows/Mac OS X) or tap (iOS/Android) the [Reports] button in the Navigation Centre. You can also use the Ctrl-R (Windows) or ⌘-R (Mac OS X) keyboard shortcuts. The 'Reports' window will open, listing the reports that are available in the Nominal Ledger:

Double-click (Windows/Mac OS X) or tap (iOS/Android) the report that you need. A specification window will then appear, where you can decide what is to be included in the report. Leave all the fields in this window blank if the report is to cover all the records in the appropriate register. If you need to restrict the coverage of the report, use the fields as described individually for each report.

You can often report on a selection range, such as a range of Accounts, or a range of Items. To do this, enter the lowest and highest values of the range, separated by a colon. For example, to report on Accounts 001 to 010, enter "001:010" in the Account field. Depending on the field, the sort used might be alpha or numeric. In the case of an alpha sort, a range of 1:2 would also include 100, 10109, etc.

Use the Media options at the bottom of the specification window to determine the print destination of the report. The default is to print to screen. You can initially print to screen and subsequently send the report to a printer by clicking the Printer icon at the top of the window (Windows/Mac OS X) or by selecting 'Recalculate and Print' from the Operations menu. If you are using iOS or Android, you will find this function on the Tools menu (with 'wrench' icon). You can also print the report to disk as a text file. This will be useful if you want to format the report in your house style before printing.

Once you have entered the reporting criteria and have chosen a print destination, click or tap [Run].

If you print a report to screen, you can use the 'Recalculate' command on the Operations menu of the report window to update the report after making alterations to background data. The 'Reopen Report Specification' command on the same menu allows you to produce a new report using different reporting criteria. If you are using iOS or Android, the 'Recalculate' function will be on the Tools menu. There will be no 'Reopen Report Specification' command: tap < to go back to the specification window instead.

Please follow the links below for details about each report:

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Definition of Nominal Ledger Reports

You can change the appearance and format of some Nominal Ledger reports to suit your specific requirements. This is known as changing the report's definition. The reports for which this facility is available are the Balance Sheet, Key Financial Ratios, Profit & Loss Report and VAT Report.

To change a report definition, first click the [Settings] button in the Master Control panel and double-click 'Report Settings' in the subsequent list. Then, highlight a report name in the list on the left-hand side of the 'Report Settings' window and click the [Definition] button. The subsequent definitions windows are described on the pages describing the individual reports.

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If you have modified the standard Chart of Accounts or imported your own, you must change the Nominal Ledger report definitions accordingly.

Drill-down

There is a unique drill-down feature in some of the reports when you print them to screen. For example, when you have a Profit & Loss statement on the screen, you can click on any of the Account numbers in the report. Subject to you having the necessary access rights, the Nominal Ledger report for the same Account and period is then opened in a separate window, listing the Transactions that contribute to the account balance on the P&L statement. If you then click on one of the Transaction Numbers in the Nominal Ledger report, the Transaction record will open, showing all the details recorded for the event. This example is illustrated below:

Text with the drill-down feature is shown underlined in a screen report.

The Operations Menu

When a report window is active on the screen, the Operations menu is available. The 'Recalculate' command will immediately recalculate the report to include all changes made in any Transactions, Budget records etc. since the report was last calculated. The 'Reopen Report Specification' command on the same menu allows you to produce a new report using different reporting criteria.

Account Reconciliation

This page describes the Account Reconciliation report in the Nominal Ledger.

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You will most commonly use this report to help with the task of bank reconciliation, which you should do using the 'Account Reconciliation' window. The report is a list of Transaction rows (i.e. individual account postings) for the report period in date order, showing for each the Account, Transaction Number and Date, Amount in either Base Currency (as selected) and Amount in foreign Currency (where appropriate). You can choose whether the report will list reconciled or unreconciled postings or both. If you choose both, reconciled or unreconciled postings will be shown in separate sections.

You can also produce this report from the 'Account Reconciliation' window, by selecting 'Account Reconciliation Report' from the Operations menu (with 'cog' icon, Windows/macOS) or Tools menu (with 'wrench' icon, iOS/Android). When you produce the report in this way, the specification window will not appear. Instead, the report will be produced for the Account, Tags/Objects and Reconciliation Code that you have entered in the 'Account Reconciliation' window, and the selection of the Reconciled and Unreconciled options will also be taken from the 'Account Reconciliation' window. You should therefore supply this information in the 'Account Reconciliation' window before producing the report.

When printed to screen, the Account Reconciliation report has the Standard ERP Drill-down feature. Click (Windows/macOS) or tap (iOS/Android) on a Transaction Number in the report to open a Nominal Ledger Transaction. If the Nominal Ledger Transaction was created from a Sub System record (e.g. from a Receipt or Payment), you can then open the Sub System record by selecting 'Open Subsystem Record' from the Operations or Tools menu.

Period
Paste Special    Reporting Periods setting, System module
The report will list the postings (i.e. the Transaction rows) made during the period that you specify here. The default value is the first period in the Reporting Periods setting.

Using the Reconciled and Unreconciled options below, you can choose whether reconciled or unreconciled postings or both will be included in the report. By default, the period specified here will be used for both reconciled and unreconciled postings. However, if you are using the Ignore Period Start Date for Unreconciled Transactions option in the Reconciliation Settings setting, the start of the period will be ignored when listing unreconciled postings. All unreconciled postings up to the end of the specified period will be listed.

Accounts
Paste Special    Account register, Nominal Ledger/System module
Range Reporting    Alpha
Use this field to limit the report to Transaction rows posting to a certain Account, or range of Accounts. Usually you will only need to specify your Bank Account(s) or other reconcilable Account here, otherwise the report will be much longer than necessary.

In multi-user systems, you can use Access Groups to prevent the postings to sensitive Accounts such as salary Accounts being listed in this report, depending on the user producing the report. To do this, list the sensitive Accounts in the Block A/Cs field in each Access Group as appropriate.

Tags/Objects
Paste Special    Tag/Object register, Nominal Ledger/System module
Specify a Tag/Object here if you need the report to list Transaction rows with a particular Tag/Object. If you enter a number of Tags/Objects separated by commas, only those Transaction rows with all the Tags/Objects that you have listed will be shown in the report.

Recon. Code, Exclude with Code
If you want to list reconciled Transaction postings with a particular Recon. Code, enter that Recon. Code here. To list all reconciled postings except those with a particular Recon. Code, tick the Exclude With Code box as well.

Reconciliation Codes are arbitrary codes that you can use to identify postings that you have reconciled on a particular day or from a particular bank statement. Specifying a Reconciliation Code here will therefore allow you to list those postings if you need to check them at a later date.

This field and check box will have no effect if you are only listing unreconciled postings.

Reconciled
Select this option if you need reconciled postings to be included in the report.

Unreconciled
Select this option if you need unreconciled postings to be included in the report. You must select at least one of the Reconciled and Unreconciled options or the report will be blank.

Show Recon. Comments
When you reconcile each posting, you can mark it with a Reconciliation Code. The Reconciliation Code that you use might be connected to a longer description in the Reconciliation Descriptions setting. Select this option if you want these longer descriptions to be included in the report.

Values in
If you are using the Dual-Base system, use these options to specify whether the values in the report are to be shown in Base Currency 1 or 2.

If you are not using the Dual-Base system, use the Base Currency 1 option to produce a report in your home Currency.

Print
You can choose to have Descriptions or Tag/Object Codes included in the report. If you choose the

Descriptions option, the Description from each Transaction row will be shown together with the Text from its Transaction header.

Note that the calculation of the Reconciled Before Period, Reconciled During this Period and Reconciled Balance at End of Period figures assumes postings are reconciled on their Transaction Dates rather than their Reconciliation Dates.

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Reports in the Nominal Ledger:

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Accrual Report

This report is a list of Invoices with an N/L Accrual specified on flip C (in the case of Purchase Invoices) or flip B (in the case of Sales Invoices). For each Invoice, it lists the accrued postings that have not yet been debited to Purchase Accounts or credited to Sales Accounts. It therefore provides an indication of the value of these accrued postings, and also provides a timetable for when these accrued postings will be transferred from Accrual Accounts to Sales or Purchase Accounts. For more details about N/L Accruals, please click here.

When printed to screen, the Accrual Report has the HansaWorld Enterprise Drill-down feature. Click on an Invoice Number in the report to open the Nominal Ledger Transaction for that Invoice. You can then open the Invoice itself by selecting 'Open Subsystem Record' from the Operations menu. You can also click on a Simulation Number in the report to open an individual Accrual Simulation record.

Period
Paste Special    Reporting Periods setting, System module
The report will list Purchase and Sales Invoices whose Transaction Dates fall in the period specified here and with an N/L Accrual specified on flip C (in the case of Purchase Invoices) or flip B (in the case of Sales Invoices).

Account
Paste Special    Account register, Nominal Ledger/System module
Range Reporting    Alpha
If you specify an Account (or range of Accounts) here, the report will list Invoices that use that Account as an Accrual Account. This is the Account that is quoted in the N/L Accrual record specified on flip C of an accrued Purchase Invoice or on flip B of an accrued Sales Invoice.

S/L
Use this option if you like accrued Sales Invoices to be listed in the report.

P/L
Use this option if you like accrued Purchase Invoices to be listed in the report.

Only not balancing
By default, every accrued Invoice in the selected Ledger and from the specified period will be listed in the report. If you use this option, only those Invoices where the accrued value is less than the Invoice value will be listed. These are Invoices where at least one Transaction has been created from a balancing pair of postings in the Accrual Simulation, moving part of the Invoice value from the Accrual Account to the Sales or Purchase Account.

Analytical Balance

This report is similar to the Trial Balance, but with the addition of debit and credit balances for each Account. The paper printout in addition shows the accumulated balances for the financial year.

Header
Period
Paste Special    Reporting Periods setting, System module
Enter the period to be covered by the report. The default value is the first period in the Reporting Periods setting.
Card 1
Accounts
Paste Special    Account register, Nominal Ledger/System module
Range Reporting    Alpha
Limit the report to a single Account, or range of Accounts.

Object
Paste Special    Object register, Nominal Ledger/System module
Enter an Object here if you want the balances in the report to be calculated from Transactions with that Object only. Unlike most Nominal Ledger reports, you can only enter a single Object here: if you enter a number of Objects separated by commas, the report will be empty.

Fwd Bal Date
Specify here the date for which the Forward Balances are to be calculated. The default is the first date of the default report period above.

Sub A/C Length
You should use this field together with the Sub A/C Totals check box on card 2. Please refer to the description of that check box below for details.

Object Type
Paste Special    Object Types setting, Nominal Ledger
Enter an Object Type here if you want the balances in the report to be calculated from Transactions with Objects belonging to a certain Object Type only.

Values in
If you are using the Dual-Base system, values in this report can be shown in either Base Currency. Use these options to choose which Currency is to be used on this occasion.

If you are not using the Dual-Base system, use the Base Currency 1 option to produce a report in your home Currency.

Presentation
You can produce two versions of this report:
Standard
This version of the report shows standard Accounts only.

With Group Accounts
This version of the report is designed for use in Portugal. It includes the hierarchical report headings (together with subtotals) defined using the Group Account check box on the Account screen. Please click here for full details.

If you use this option together with the Opening Statement option on card 2, the report will show Balance Sheet Accounts only.

Language
Paste Special    Languages setting, System module
You can produce the Analytical Balance report in different Languages: enter the required Language Code here. The appropriate translation for each Account Name will be taken from the 'Texts' card of the Account record.

If you do not enter a Language here, but you have entered a Language in the Company Info setting in the System module, the report will be produced in that Language if you are using the Account Description in Company Language option in the Transaction Settings setting in the Nominal Ledger.

Groups only
Using this option, the report will only show subtotals for groups of Accounts, grouped using the first digit of the Account Code. If you do not use this option, balances for each Account will be shown together with the group subtotals.

List Transactions
If you use this option, the Transaction Numbers of all Transactions that fall within the reporting period, together with debit and credit totals, will be listed at the bottom of the report.

Sub A/C Totals
This option takes the group totalling offered by the Groups Only option above a stage further. It displays subtotals for groups of Accounts with the same initial digits. Specify the number of initial digits that should be the same in the Sub A/C Length field on card 1. For example, if the Sub A/C Length is 3, the balances for Accounts 4011, 4012 and 4014 will be shown as a subtotal. The single-digit group total (for Accounts starting with 4 in the example) will be shown as well.

Don't print Groups
By default, the report lists balances for each Account together with the group subtotals (subtotals of balances of Accounts with the same initial digit). If you don't want to print the group subtotals, check this box.

Don't print Header
Check this box if you want the report to be printed without a header.

Opening Statement
You can only use this option together with the With Group Accounts option card 1. This combination produces a report only showing opening balances (i.e. balances for the Fwd Bal Date specified on card 1) for Balance Sheet Accounts.

For Fiscal Purposes
This option prints the figures without the thousands separator (i.e. 1,000.00 is printed as 1000.00). This format is required by the fiscal authorities in Portugal.

Cut Account Names
This option prints abbreviated versions of each Account Name (the first fifteen characters are printed).

Show Objects
Usually the report shows total debit and credit balances for each Account. Check this box if you would like subtotal balances for each Object to be shown as well.

Include Simulations
Choose one of these options if you want to include simulated transactions in the report. If you choose the All option, Simulation rows of "Invalid" or "Transferred" Status will not be included.

Analytical Balance (Fiscal purposes)

This report as the same as the Analytical Balance with the For Fiscal Purposes option selected. Please refer to the description of the Analytical Balance report for full details.

Balance Sheet

The Balance Sheet shows the assets, liabilities and capital of the company at a given point in time.
The Balance Sheet is fully user-definable. An example Balance Sheet definition is supplied with Standard ERP. You can edit this example to suit your needs, or you can create your own definition.

Please click for details about:

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Balance Sheet - Defining

Before producing a Balance Sheet for the first time, you should define the structure of the Balance Sheet to suit your requirements. The following example illustrates the set-up process.

A file containing an example Balance Sheet definition is supplied with Standard ERP. If you want to use this example as a template for your own definitions, import the relevant file (named "UKACCS1.TXT" in the UK) as described on the Importing Sample Data page.

To set or change the report definition of the Balance Sheet, ensure you are in the Nominal Ledger, click the [Settings] button in the Navigation Centre and double-click 'Report Settings' in the subsequent list. Then, double-click 'Balance Sheet' in the list on the left-hand side of the 'Report Settings' window (or highlight it and click the [Definition] button). The 'Balance Sheet Report Definition: Inspect' window will be opened.

The window shows the Balance Sheet row by row, as it has been presented up to now.
Each row in the definitions list will cause a section to be printed in the Balance Sheet, as shown in the illustration below:

A row in the definitions list is sometimes known as a "Line Definition". To insert a new Line Definition, click the [New Line] button. To open and edit an existing Line Definition, double-click the row in the definitions list. To duplicate a Line Definition, open it from the list and then select 'Duplicate Line Definition' from the Create menu (do not highlight it in the list and select 'Duplicate Balance Sheet Report Definition' from the Create menu because then you will duplicate the entire report definition, not just the line). In all cases, the 'Line Definition' window will open:

The example Line Definition illustrated above will cause the Account Number, Name and balance of a range of Accounts to be printed in the Balance Sheet, as follows:
No.
As well as acting as the unique identifying code for each row in the Balance Sheet, the No. determines the order in which the rows will be printed in the report. When entering rows, it is recommended that you leave gaps in the numbering sequence, so there is room to insert new rows later.

Text
This Text will be printed in the report as a heading.

You can use the grid in the lower part of the window to enter various translations of this Text. Specify a Language in the first column using 'Paste Special' if necessary, and the appropriate translation in the second column. There is no need to enter a row for your home Language. When you print the report, you will be able to specify which Language is to be used.

Accounts
Paste Special    Account register, Nominal Ledger/System module

Enter an Account or a range of Account numbers separated by a colon (:). The Account Number, Name and balance of every Account in this range will be printed in the Balance Sheet, under the heading specified in the Text field. An alpha sort is used so, in the example illustration above, "600:69999" effectively means that all Accounts whose first digit is "6" will be printed in the report.

The Accounts field consists of three rows, with room for a definition 300 characters long. As well as specifying a single Account or a range of Accounts, you can also specify a number of individual Accounts, or ranges of Accounts, separated by commas. If you enter a range of Accounts with the highest number first, the Accounts in that range will be presented in reverse order. For example, the sequence "605:601,626,651:655" will appear as follows in the printed report:

In this example, the "Reverse order example" heading was taken from the Text field in the Line Definition.

Type
Choose the "Accounts" option to signify that each of the Accounts in the range will be printed individually in the report. After the last Account in the group, a total for the range will be printed.

Account Type
Choose the Account Type. This will connect the Line Definition with the Presentation of Balances setting, which controls whether figures and balances will be treated in reports as positive or negative depending on the Account Type. For example, if you select "Asset" as the Account Type, the Line Definition will obey the Assets check box in column 1 in the Presentation of Balances setting.

Side and Active/Passive
These options are described on the Special Features of the Balance Sheet page.

Extra Code
This field is used in Russia where the Balance Sheet is printed using a standard report design that includes line numbers: use this field to specify the correct line number for this row of the report. The Extra Code will only appear in the report when you produce it using the No Comparison option.

Cor. A/C
Paste Special    Account register, Nominal Ledger/System module
This field is only used in the Profit & Loss report, not the Balance Sheet (you will use the same 'Line Definition' window when defining both reports).

If you specify an Account as the Cor. A/C in this field, the report will show the balance posted to the Accounts specified above where the Cor. A/C is the balancing Account. For example, if you have entered "100:199" in the Accounts field above and "720" as the Cor. A/C, the report will print the total amount posted to the Accounts 100:199 where Account 720 is the balancing Account.
The next example Line Definition will add the results of previous Line Definitions together and print the result:

Type
Choose the "Sum" option to signify that the line in the report will add the total values from previous lines in the report together and print the result on a separate line. In this case, the result will be printed under the heading " Total Current Assets" (from the Text field).

Accounts
Since the Type is "Sum", use the Accounts field to specify the line numbers (25+30+35) whose total values are to be added together. Do not enter Account Numbers in the three Accounts fields if the Type is "Sum".

Account Type
Again these options control the presentation of the total figure when printed in the report (positive or negative).
The Text field in the next example Line Definition (illustrated below) is empty. As the Type is "Accounts", this means that the line will not be printed in the report. If this line had some Text, it would cause the balances of every Account between 100 and 599999 to be listed in the report, followed by the total balance for that range of Accounts. As there is no Text, the processing will still take place (i.e. the total balance for that range of Accounts will still be calculated), but this processing will effectively be hidden as nothing will be printed.

The next line (105) will print the total balance figure that was calculated by line 100:

Taken together, lines 100 and 105 will print the total balance for Accounts 100:599999 without listing those Accounts individually. Since these are the Income and Expense Accounts, this is appropriate for the Balance Sheet.

If the Type in a Line is "Text", then you can leave the Text field empty. This will cause a blank line to be printed in the report. This can be useful if you want to insert spaces between sections in the report.

When you have finished with the last row, if you want to save your changes, click [Save], or else close the window with the close box. Then, close the list of definitions using the close box once again.

The new Balance Sheet report is now ready to print.

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A standard Chart of Accounts and a set of Report Definitions are supplied with Standard ERP. This is a well-structured Chart, with systematic groupings of Accounts. It is suitable without any changes for most small or medium companies, but it is also easily modified by you or your financial adviser.


If you stay within the structure of the Chart (e.g. avoid putting Liability Accounts among the Assets!), there is no need to alter the definitions. But remember, it is a good idea to print a test Balance Sheet to see if your definitions produce exactly what you expect.

Deleting a line from the Balance Sheet

  1. Ensure you are in the Nominal Ledger, then open the 'Settings' list window and double-click 'Report Settings' in the subsequent list. Then, double-click 'Balance Sheet' in the list on the left-hand side of the 'Report Settings' window (or highlight it and click the [Definition] button).

    The 'Balance Sheet Report Definition: Inspect' window is opened.

  2. Double-click the line you want to remove, to open its definition window.

  3. Select 'Delete' from the Record menu. The line will be deleted from the Balance Sheet and you will be returned to the 'Balance Sheet Report Definition: Inspect' window.

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You cannot undo the deletion of a row in the Balance Sheet.

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Reports in the Nominal Ledger:

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Balance Sheet - Multiple Balance Sheet and Other Report Definitions

In some companies there is a requirement for multiple Balance Sheet, Profit & Loss and Key Financial Ratio report definitions. To cater for this requirement, you can add as many separate reports of these types as you need to the Nominal Ledger. Each of these reports should have its own definition. This page describes adding a new report definition using the Balance Sheet as an example.

To add a new Balance Sheet, follow these steps:

  1. Click the [Settings] button in the Navigation Centre and double-click 'Report Settings' in the subsequent list.

  2. When the 'Report Settings' window opens, click the [New] button to create a new report. Alternatively, to copy an existing report and its definition (either one you have added yourself or the standard Balance Sheet), highlight it in the list and click the [Duplicate] button. The 'New Report' window opens, empty if you clicked [New] or containing the details of the duplicated report:

    Name
    Enter a name for the report. This name will appear in the 'Reports' list. You cannot use the same name for more than one report.

    Header
    Enter a second name for the report. This name will be printed in the report header, and will also appear in the title bar of the report window if you print the report to screen.

    Type
    Paste Special    Choices of possible entries
    Use this field to specify the report type (i.e. Balance Sheet, Profit & Loss, Key Financial Ratios or VAT Report).

  3. Click the [Save] button to save the new report. The 'New Report' window will close, and the new report will be added to the bottom of the list in the Report Settings window, using the Name that you specified in the 'New Report' window:

    If you need to modify the report (perhaps you made a spelling mistake or you chose a temporary name), highlight it in the list in the 'Report Settings' window and click the [Open] button. The report will be opened in the 'New Report' window illustrated in step 2.

  4. Having created the new report, you should now enter a definition for the new report. Double-click it in the list in the 'Report Settings' window (or highlight it and click the [Definition] button). This process is the same as for the 'standard' Balance Sheet, and is as described on the Defining a Balance Sheet page. If you created the new report by duplicating an existing one, the definition will have been duplicated as well.

    You can also drag rows from an existing report definition to the new one. Double-click both reports in the list in the 'Report Settings' window (or highlight each report in turn and click the [Definition] button). You will then have two report definition windows open. You can now drag rows individually from one window to the other, or you can highlight several rows at a time by shift-clicking and drag them all at once.

  5. To print the new report, open the 'Reports' list as normal. The new report will appear at the bottom of the list, using the Name that you specified in the 'New Report' window:

    Double-click the report name and print the report in the usual way. The specification window for the report is the same as that for the 'standard' Balance Sheet, and is described on the Printing a Balance Sheet page. The text in the title bar of the report window, and the report title on the first line of the report header ("Header for New Balance Sheet") will be taken from the Header field in the 'New Report' window illustrated in step 2 above.

  6. If you need to remove the new report, open the 'Report Settings' window or the 'Reports' list and highlight the report name. Then, select 'Clear' from the Edit menu.

  7. You can control access to the new report using Access Groups in the usual way. In a new row in an Access Group record, enter "Report" in the Type column and the Name (as specified in the 'New Report' window illustrated in step 2) in the Item column, and then specify the appropriate level of access in the Level column::

    As shown in the illustration, if you need to grant Full or Read access to the new report, you must grant the same access to the standard Balance Sheet as well. In other words, access to the new report cannot be higher than the access to the standard report.
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Reports in the Nominal Ledger:

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Balance Sheet - Printing

Having entered a definition for the Balance Sheet as described here, you will be ready to print the report. After ensuring you are in the Nominal Ledger, click the [Reports] button in the Navigation Centre and then double-click 'Balance Sheet' in the 'Reports' list. The 'Specify Balance Sheet' window will be opened.

Period
Paste Special    Reporting Periods setting, System module
Enter the period for the Balance Sheet you want to print. The Account balances in the report will be calculated from postings (i.e. from Transaction rows) recorded during the period specified here. The first period in the Reporting Periods setting will be offered as a default.

Header
Specify a title for the report here. This title will be printed in the report header, and will also appear in the title bar of the report window if you print the report to screen.

Object
Paste Special    Object register, Nominal Ledger/System module
Enter an Object Code here if you need the Account balances in the report to be calculated from postings with a particular Object. You can also enter a number of Objects separated by commas, in which case Account balances will be calculated from postings with all the Objects listed. If you leave this field empty, the Account balances in the report will be calculated from all Transaction rows, with and without Objects.

Object Type
Paste Special    Object Types setting, Nominal Ledger
Enter an Object Type Code in this field if you want the report to show Account balances calculated from postings with Objects belonging to a certain Object Type.

Including Unspecified
Check this box if, for each Account, you want to show a balance figure for Transaction rows for Objects belonging to the Object Type specified above and a second balance for all other Transaction rows.

Currency
Paste Special    Currency register, System module
If you specify a Currency here, the Account balances in the report will be calculated only from those Transaction rows with the specified Currency shown on flip C. The balances will be calculated using the figures on flip C of those Transaction rows (i.e. they will be in the chosen Currency). If you leave this field blank, all Transaction rows will be included in the calculations. In this case the calculation will use the figures in the Base 1 or Base 2 Debit or Credit fields on flip A (choose which Base Currency is to be used using the Values In options described below).

Language
Paste Special    Languages setting, System module
You can produce the Balance Sheet in different Languages: enter the required Language Code here. The appropriate translation for each Account Name will be taken from the 'Texts' card of the Account record and for each report heading and sub-heading from the report definition.

If you do not enter a Language here, but you have entered a Language in the Company Info setting in the System module, the report will be produced in that Language if you are using the Account Description in Company Language option in the Transaction Settings setting in the Nominal Ledger.

Accounts
Use these options to choose how you want the Accounts to be printed in the report.
All
This option will list all the Accounts that have been included in the Balance Sheet definition.

With Balance
This option will only list Accounts that have an opening balance and/or a closing balance.

An Account with no opening balance that has been used in the period in such a way that it also has no closing balance will not be shown in the report. If you want such an Account to be included in the report, use the Used Only option below.

Groups only
This option does not print balances for individual Accounts. Instead, it simply prints an overall balance for each line in the Balance Sheet definition.

Used Groups only
This option only prints balances for lines in the Balance Sheet definition that have been used.

Used only
This option will only list Accounts that have been used. This includes Accounts that have balances brought forward from a previous period that have not been used during the report period.

This option is similar to With Balance above, with the exception that it also includes Accounts with no opening balances that have been used during the period in such a way that they also have no closing balances.
Notation
Select the printing format for the values in the Balance Sheet.
Exact
Shows the balances as stored in the Transactions.

No Decimals
Rounds the balances up or down to the nearest whole number.

Thousands, Millions
Divide the balances by 1,000 or 1,000,000.

Comparison in %
If you choose "Budget" or "Revised Budget" as the Comparison option (below), an extra column will be added to the report. If you do not select this Comparison in % option, this column will display the Budget or Revised Budget figures for each Account. If you do select this option, the column will display the difference between the Budget or Revised Budget and actual figures, expressed as a percentage.
Comparison
Choose to compare with Net Change, Budget, Revised Budget or the same period the previous year.

If you are using the Budget or Revised Budget options, Budget or Revised Budget records will only be included in the report if they have at least one entry in the grid area of the screen complete with date. If you use Objects, you should create Budget (and, if you are using them, Revised Budget) records for each Account/Object combination and overall Budgets/Revised Budgets for each Account without Objects. This will allow you to use the Budget or Revised Budget options with a particular Object, and with no Object.

If you are using the Budget or Revised Budget options, you can choose a Budget Class using 'Paste Special' from the Class field. The Budget or Revised Budget figures will be taken from the Budget or Revised Budget records with the specified Class. If you do not specify a Class, figures will be taken from the Budget or Revised Budget records in which the Class is blank.

The No Comparison option will simply display balances brought forward and for the report period. It is appropriate for users in Russia where the Balance Sheet is printed using a standard report design including line numbers. You should define the line numbers using the Extra Code field in the Balance Sheet line definitions.

Including Simulations
Select this option if you need simulated transactions from the Simulation register to be included in the report. Simulation rows in which the Status is "Invalid" and "Transferred" will not be included.

List Transaction Nos
If you select this option, the Transaction Numbers of all Transactions that fall within the reporting period, together with debit and credit totals, will be listed at the end of the report.

No Header
Check this box if you want the report to be printed without a header.

Show zeroes instead of blank strings
If you choose All as the Accounts option, unused Accounts will be shown in the report with blank values. Similarly, blank values may be included in the report if you choose Budget or Revised Budget as the Comparison option, which will add an extra column to the report. Depending on the Comparison in % option, this column will display the Budget or Revised Budget figures for each Account or the difference between the Budget or Revised Budget and actual figures, expressed as a percentage. If there is no Budget or Revised Budget figure for a particular Account, nothing will be printed (i.e. the space will be blank).

If you would prefer "0.00" to be printed instead of the blanks, select this Show zeroes instead of blank strings option.

Values in
If you are using the Dual-Base system, values in this report can be shown in either Base Currency. Use these options to choose which Currency is to be used on this occasion.

If you are not using the Dual-Base system, use the Base Currency 1 option to produce a report in your home Currency.

If you have entered a Currency in the Currency field above, the figures in the report will be in that Currency.
When you click [Run], the Balance Sheet will be printed as you have specified.

When printed to screen, the Balance Sheet has the Standard ERP Drill-down feature. Click on the Account Number of any Account in the report to open the Nominal Ledger Report for the same Account and period. From the Nominal Ledger report, you can click on any Transaction Number to open an individual Transaction record.

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Reports in the Nominal Ledger:

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Balance Sheet - Special Features

This web page describes the Side and Active/Passive options in the Balance Sheet line definitions.

You can use these options to satisfy certain accounting and reporting requirements in various countries. The easiest way to describe these options is with the help of an example. In most companies, there are a number of reconciliation or suspense accounts, either assets or liabilities, which alternately can hold debit or credit balances. The accounting conventions of some countries only allow "pure" debit or credit accounts, and when a balance sheet is produced, it becomes necessary to move individual accounts back and forth between the active or the passive groups, depending on the current positive or negative balance.

To complicate things even further, in some countries it is customary to distinguish between four different "states" of a book entry: Debit+, Debit-, Credit+ and Credit-. In modern western accounting systems, a book entry is either debit or credit, regardless of the class of the account, i.e. there is a simple arithmetic definition of balances.

In those environments where all these special rules are used, the preparation of balance reports tends to become complicated and labour consuming. These special functions in Standard ERP allow the far-reaching automation of many of these routine tasks. This is how it works.

Let us start with the following Nominal Ledger reports, showing the postings made to four Asset Accounts.

If the Accounts are used in a report definition in the normal way and with the Side:Normal and Active/Passive:Normal options selected, the report will display the overall balances of both Accounts, with the s of Accounts 703 and 704 being shown as negative value as they are asset Accounts in credit:

The Side options specify which balance figures will be shown in the report, as follows:
Normal
The overall balance will be shown (debits - credits).

Debit
The debit balance will be shown.

Credit
The credit balance will be shown.
For example, if the Side:Debit and Active/Passive:Normal options are selected, the report will show the debit balance on each Account:

The Active/Passive options specify which Accounts will be included in the report, as follows:
Normal
All Accounts will be included in the report.

Only Debit
Only Accounts that are in debit will be included in the report. For each Account, the overall balance will be shown (debits - credits).

Only Credit
Only Accounts that are in credit will be included in the report. For each Account, the overall balance will be shown (debits - credits).
For example, if the Side:Normal and Active/Passive:Only Debit options are selected, the report will only show Accounts 702 and 705, as they each have an overall debit balance:

The various combinations of Side and Active/Passive options are:
Debit, Only Debit
Side:Debit signifies that the debit balance of each Account will be shown in the report, and Acitve/Passive:Only Debit signifies that an Account will only be included in the report if its debit balance is positive (debit+).

Credit, Only Credit
Side:Credit signifies that the credit balance of each Account will be shown in the report, and Acitve/Passive:Only Credit signifies that an Account will only be included in the report if its credit balance is positive (credit+).

Debit, Only Credit
Side:Debit signifies that the debit balance of each Account will be shown in the report, and Acitve/Passive:Only Credit signifies that an Account will only be included in the report if its debit balance is negative (debit-).

Credit, Only Debit
Side:Credit signifies that the credit balance of each Account will be shown in the report, and Acitve/Passive:Only Debit signifies that an Account will only be included in the report if its credit balance is negative (credit-).
For example, with the Side:Debit and Active/Passive:Only Debit options selected, the debit column totals for Accounts 702 and 703 will be shown, because those totals are positive. The debit column totals for Accounts 704 and 705 are negative, so these Accounts aren't included:

With Side:Credit and Active/Passive:Only Credit selected, the credit column totals for Accounts 702 and 703 will be shown, because those totals are positive (shown as negative in the report because the sign is changed for credit figures posted to Asset Accounts). The credit column totals for Accounts 704 and 705 are negative, so again these Accounts aren't included:

With Side:Debit and Active/Passive:Only Credit selected, the debit column totals for Accounts 704 and 705 will be shown, because those totals are negative. The credit column totals for Accounts 702 and 703 are positive, so these Accounts aren't included:

With Side:Credit and Active/Passive:Only Debit selected, the credit column totals for Accounts 704 and 705 will be shown, because those totals are negative (shown as positive in the report because the sign is changed for credit figures posted to Asset Accounts). The credit column totals for Accounts 702 and 703 are positive, so again these Accounts aren't included:

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Please click for details about:

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Reports in the Nominal Ledger:

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Bank Reconciliation

This report lists all unreconciled postings to the Bank Account and divides them into three groups: Outstanding Payments; Outstanding Receipts; and Bank Charges. The third group includes all postings that do not fall into the other two groups (e.g. bank interest, transfers between bank accounts, salary payments).

The report will then take the closing balance from your last bank statement and calculates a new balance that takes the unreconciled postings into account. This new balance is then compared to the current balance for the Bank Account in your database. If the two balances are different, the probable reason is that there is still at least one unreconciled posting that you can reconcile with the bank statement.

When printed to screen, the Bank Reconciliation report has the HansaWorld Enterprise Drill-down feature. Click on a Sub System Number (e.g. Invoice Number) in the report to open the Nominal Ledger Transaction for that Sub System record. You can then open the Sub System record itself (e.g. the Invoice) by selecting 'Open Subsystem Record' from the Operations menu.

Period
Paste Special    Reporting Periods setting, System module
Specify the report period. This should be sufficient to include all unreconciled postings to the Bank Account.

Pay Mode
Paste Special     Payment Modes setting, Sales/Purchase Ledger
Enter a Payment Mode: the report will show all unreconciled postings to the Account shown on flip A of this Payment Mode.

The report will be empty if you do not specify a Payment Mode.

Balance
Enter the closing balance from your last bank statement. The report will calculate a new balance that takes the unreconciled postings into account. This new balance is then compared with the current balance for the Account in the Payment Mode specified above.

Values in
If you are using the Dual-Base system, values in this report can be shown in either Base Currency. Use these options to choose which Currency is to be used on this occasion.

If you are not using the Dual-Base system, use the Base Currency 1 option to produce a report in your home Currency.

Bank Statement

This report lists the Payments, Receipts, Nominal Ledger Transactions and Personnel Payments posting to the specified Bank or Cash Account during the specified period, together with a final balance.

Compared to other Nominal Ledger reports listing Account postings and balances, the Bank Statement lists each transaction individually and also shows Customer and Supplier information. In addition, using the HansaWorld Drill-down feature to click on a Receipt, Payment or Personnel Payment Number will open the corresponding sub system record, not the related Nominal Ledger Transaction that will be opened from other Nominal Ledger reports.

You can also produce this report using the 'Bank Statement' function on the Operations menu of the Receipt, Payment and Personnel Payment screens.

Period
Paste Special    Reporting Periods setting, System module
The report will list the transactions posting to the Bank or Cash Account during the period specified here.

Bank Account
Paste Special    Account register, Nominal Ledger/System module
Specify the Account whose transactions and balance you wish to see. You must specify an Account, otherwise the report will be empty.

Specify
Use these options to specify whether approved and/or unapproved Receipts, Payments and Personnel Payments will be shown in the report. Nominal Ledger Transactions will always be shown, irrespective of the options chosen here.

Bank Transactions

This report is a list of the records in the Bank Transactions setting. If your database is registered in Estonia and you are using the SEB Bank Statements Internet Service, this setting will contain bank statements received electronically from SEB Bank. One record in the setting represents a single transaction on a statement. If you need to check the statement is correct, you can print this report and then compare it with the Account Reconciliation or Nominal Ledger report.

Period
Paste Special    Reporting Periods setting, System module
Enter the start and end date of the period whose Bank Transactions are to be shown in the report. The first record in the Reporting Periods setting is used as a default. A Bank Transaction record will be included in the report if the R. Trans. Date on the 'Recipient' card falls in the period specified here.

Bank Account
If you have several bank accounts, you can use the SEB Bank Statements Internet Service to receive electronic statements for more than one of those accounts. If so, you can use this field to restrict the report to the Bank Transactions affecting just one bank account. The report will contain those Bank Transactions where the Type is "C" and this bank account is specified on the 'Payer' card, and those Bank Transactions where the Type is "D" and this bank account is specified on the 'Recipient' card.

N/L Bank Account
Paste Special    Account register, Nominal Ledger/System module
If you enter the Account that represents your bank account in your Chart of Accounts here, the report will include the opening balance for that Account, and a theoretical closing balance that includes the Bank Transactions.

Function
Use these options to choose the level of detail that you want to be printed in the report.
Overview
The report will contain a single line for each Bank Transaction, showing the R. Trans. Date, the Tr. Number, the Currency, the amount (shown as a debit if the Type is "D" or as a credit if the Type is "C") and the Comment.

Detailed
In addition to the information printed in the Overview, the report will print the Payer and Recipient names, the P. and R. References and the P. Reg. No. 1.

Base Currency Rate Change

Please click here for full details of this report.

Budget Journal

This report lists the records in the Budget register.

Account
Paste Special    Account register, Nominal Ledger/System module
Range Reporting    Alpha
Specify the Account or range of Accounts for which Budgets are to be printed.

Period
Paste Special    Reporting Periods setting, System module
Enter the start and end date of the period whose Budgets are to be shown in the report. The first record in the Reporting Periods setting is used as a default.

All Budgets that are relevant to the report period will be listed in the report. For example, if the report period is June 1st to June 30th, Budgets starting or ending in June will be included, and Budgets starting before June and ending after June will also be shown.

Object
Paste Special    Object register, Nominal Ledger/System module
To list Budgets with a particular Object, enter that Object here.

Function
Use these options to determine the level of detail to be included in the report.
Overview
This option gives a report with one line per Budget, showing Account Number and Name, Object, Start and End Date and Sum.

Detailed
In addition to the information shown in the Overview, this option also lists the monthly or quarterly totals in each Budget.
Specify
Specify here whether approved and/or unapproved Budgets are to be included in the report. You must choose at least one option, otherwise the report will be empty.

Chart of Accounts

This page describes the Chart of Accounts report in the Nominal Ledger.

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Use the Chart of Accounts report when you need to print a list of the Accounts in the Account register. You can also produce this report by running the System Documentation report in the System module using the Chart of Accounts or Chart of Accounts with Report definitions options.

Account
Paste Special    Account register, Nominal Ledger/System module
Range Reporting    Alpha
Enter an Account Number or a range of Numbers separated by a colon (:) here if you would like specific Accounts to be shown in the report.

Chart of Accounts
This option prints a list of the Accounts in the Account register, in Account Number order. It shows the Account Number and Name, VAT Code, Autotransaction and Account Type.

Chart of Accounts with Report definitions
This option adds an extra column to the report showing the report definitions in which each Account has been used.

For example, if Account 11110 appears in row 1020 in the Balance Sheet, the extra column in this report will show "B1020", with "B" signifying the Balance Sheet and "1020" signifying the row number. If you have more than one Balance Sheet definition, the same code "B" will be used for each one, so it will not be possible to distinguish between different definitions. If you would like the report to show the Account usage in a single report definition, specify that report in the Report field below.

Exclude closed Accounts
Select this option if you would like to omit Accounts that have been marked as Closed from the report.

Include Required Tags/Objects
Select this option if you would like the report to display the Tags/Objects that must be used with each Account, as specified in the Tag/Object Type Control setting.

Exclude closed Tags/Objects
If you have selected the Include Required Tags/Objects option above, select this option as well if you need Objects that have been marked as Closed to be excluded from the report.

Report
Paste Special    Report Definitions in the Report Settings setting, Nominal Ledger
If you have selected the Chart of Accounts with Report definitions option above and you need the report to show the Accounts that are used in a single report definition, specify that report here.
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Reports in the Nominal Ledger:

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Correction List

This page describes the Correction List report in the Nominal Ledger.

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The Correction List is a list of corrections and updates that you have made to Transactions from a specified period. You can make a correction to a Transaction by opening it in a record window and selecting 'Correction Mark' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android), while you can make an update using the 'Update Mark' function on the same menu. The report will also include Transactions created from Sub System records that you have invalidated. You cannot change the definition of this report.

You can also produce this report from the Consolidation module. In this case, the report will list corrections and updates made to Transactions in every Company in the database.

When printed to screen, the Correction List has the Standard ERP Drill-down feature. Click (Windows/macOS) or tap (iOS/Android) on any Transaction Number in the report to open an individual Transaction record.

Selecting 'Correction List' from the 'Reports' list in the Nominal Ledger or the Consolidation module will open the following window:

Period
Paste Special    Reporting Periods setting, System module
Enter the report period. The report will list corrected and updated Transactions that were originally entered during the period that you specify here. The corrections and updates themselves may have been made after this period.

If you need the period to be a single day, just enter the date once and this will be converted to the period format automatically.

The first row of the Reporting Periods setting will be used as the default value.

Account
Paste Special    Account register, Nominal Ledger/System module
Range Reporting    Alpha
Enter an Account here if you need the report to list corrected and updated Transactions featuring a particular Account in at least one row.

From Reg. Date
Enter a date here if you need the report to list corrections and updates made on or after a particular date.

All Transactions
By default, the report will only list Transactions that have been corrected or updated. For each Transaction, it will show the Transaction Number, the Transaction Date, the action (i.e. correction or update) and date of the action. In the case of a corrected Transaction, the Number of the correcting Transaction will also be shown. If you select this option, every Transaction, including those that have not been corrected or updated, will be listed in the report, together with their registration dates. You might use this option to gain an impression of the proportion of Transactions that have been changed, or to get an idea of how long it takes for updates and corrections to be made.

If you use this option and also enter an Account in the field above, the report will list all Transactions that post to that Account, with and without corrections and updates. Other updates and corrections will not be shown.

Show Person
If a Transaction was corrected, the Signature of the correcting Person will be included in the report if you have selected this option. If a Transaction was updated or invalidated, the Signature will always be shown.
Press the [Run] button to print the Correction List. The example report illustrated below includes three Transactions as follows:
2020.1379
Transaction corrected by Transaction 2020.1381.

2020.1380
Transaction updated.

P/INV.970435
Transaction created from a Sub System record (Purchase Invoice 970435) that was invalidated.

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Reports in the Nominal Ledger:

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Correction List

This page describes the Correction List report in the Nominal Ledger.

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The Correction List is a list of corrections and updates that you have made to Transactions from a specified period. You can make a correction to a Transaction by opening it in a record window and selecting 'Correction Mark' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android), while you can make an update using the 'Update Mark' function on the same menu. The report will also include Transactions created from Sub System records that you have invalidated. You cannot change the definition of this report.

You can also produce this report from the Consolidation module. In this case, the report will list corrections and updates made to Transactions in every Company in the database.

When printed to screen, the Correction List has the Standard ERP Drill-down feature. Click (Windows/macOS) or tap (iOS/Android) on any Transaction Number in the report to open an individual Transaction record.

Selecting 'Correction List' from the 'Reports' list in the Nominal Ledger or the Consolidation module will open the following window:

Period
Paste Special    Reporting Periods setting, System module
Enter the report period. The report will list corrected and updated Transactions that were originally entered during the period that you specify here. The corrections and updates themselves may have been made after this period.

If you need the period to be a single day, just enter the date once and this will be converted to the period format automatically.

The first row of the Reporting Periods setting will be used as the default value.

Account
Paste Special    Account register, Nominal Ledger/System module
Range Reporting    Alpha
Enter an Account here if you need the report to list corrected and updated Transactions featuring a particular Account in at least one row.

From Reg. Date
Enter a date here if you need the report to list corrections and updates made on or after a particular date.

All Transactions
By default, the report will only list Transactions that have been corrected or updated. For each Transaction, it will show the Transaction Number, the Transaction Date, the action (i.e. correction or update) and date of the action. In the case of a corrected Transaction, the Number of the correcting Transaction will also be shown. If you select this option, every Transaction, including those that have not been corrected or updated, will be listed in the report, together with their registration dates. You might use this option to gain an impression of the proportion of Transactions that have been changed, or to get an idea of how long it takes for updates and corrections to be made.

If you use this option and also enter an Account in the field above, the report will list all Transactions that post to that Account, with and without corrections and updates. Other updates and corrections will not be shown.

Show Person
If a Transaction was corrected, the Signature of the correcting Person will be included in the report if you have selected this option. If a Transaction was updated or invalidated, the Signature will always be shown.
Press the [Run] button to print the Correction List. The example report illustrated below includes three Transactions as follows:
2020.1379
Transaction corrected by Transaction 2020.1381.

2020.1380
Transaction updated.

P/INV.970435
Transaction created from a Sub System record (Purchase Invoice 970435) that was invalidated.

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Reports in the Nominal Ledger:

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Corresponding Accounts

This report shows how each Account posting in the selected period has been balanced. For example, where an Account has been used on the credit side of a Transaction, this report will show the Account(s) used on the debit side, with amounts posted. The balancing Accounts are termed 'Corresponding Accounts'.

In complex transactions, where, for example, the first two lines are debit Accounts and there are then several credit lines, you should establish correspondence manually using the Corr field on flip F of each Transaction row.

Period
Paste Special    Reporting Periods setting, System module
Specify the period to be covered by the report.

Main Accounts
Paste Special    Account register, Nominal Ledger/System module
Specify here the Account whose correspondence you wish to analyse.

Corr. Accounts
Paste Special    Account register, Nominal Ledger/System module
Use this field if you are only interested in viewing a specific corresponding Account.

Balances Only
With this box checked, for each main Account, each corresponding Account is listed on a single row, with, as appropriate, debit and credit balances for the report period. With the box not checked, for each main Account, all Transactions for each corresponding Account are shown individually.

List Transaction Nos
With this box checked, the Transaction Numbers of all Transactions that fall within the reporting period, together with debit and credit totals, will be listed at the bottom of the report.

Creditors Account

This report satisfies a specific requirement of users in Russia. It is a list of the debit and credit postings made to a specified Creditor Account, organised by Supplier.

The report is compiled from Transaction rows that post to the specified Account. It uses the Supplier information on flip E of each Transaction row to connect that row to a Supplier. If the Supplier information is missing from a particular Transaction row that posts to the specified Creditor Account, that Transaction row cannot be connected to a Supplier and therefore it will not be included in the report. When you create a Nominal Ledger Transaction from a Purchase Invoice or Payment, Supplier information will only be copied to flip E of that Transaction if you are using the Supp Info on Trans. option in the Account Usage P/L setting (or on the 'Terms' card of an individual Purchase Invoice or in a Payment). It is therefore recommended that you use the Supp Info on Trans. option in the Account Usage P/L setting if you want to use this report.

Period
Paste Special    Reporting Periods setting, System module
The report will list all postings to the Creditor Account made during the period that you specify here.

Account
Paste Special    Account register, Nominal Ledger/System module
Specify the Creditor Account whose postings are to be listed in the report. You must specify an Account, otherwise the report will be empty.

Supplier
Paste Special    Suppliers in Contact register
Range Reporting    Alpha
Enter a Supplier Number (or range of Supplier Numbers separated by a colon) to list postings to the Creditor Account related to that particular Supplier (or range of Suppliers).

Suppliers with Balance only
By default, the report will list every Supplier in the Contact register. Use this option if you want the report only to list those Suppliers that have been quoted in at least one posting to the Creditor Account (i.e. Suppliers with at least one Purchase Invoice or Payment posting to that Account).

Function
Use these options to control the level of detail shown in the report.
Overview
The Overview is a simple list with one line per Supplier, showing the following debit and credit balances for the specified Creditor Account: opening balances; period balances; and closing balances.

Detailed
As well as the information contained in the Overview, the Detailed option lists the individual postings to the Creditor Account, showing the Purchase Invoice Number in each case.

Currency A/C Rate Change

Please click here for full details of this report.

Daily Balances

This report provides daily debit, credit and overall balances for all used Accounts.

Period
Paste Special    Reporting Periods setting, System module
Specify the period to be covered by the report. To obtain balances for a particular day, simply enter the date.

If you enter a report period of greater than one day, for each Account individual daily balances are shown only for those days on which the Account was used.

Account
Paste Special    Account register, Nominal Ledger/System module
Range Reporting    Alpha
Specify the Account or range of Accounts whose balances are to be shown in the report.

Balance for Object as well
Paste Special    Object register, Nominal Ledger/System module
If you need to show for each Account a balance for a particular Object as well, specify that Object here. If you enter a number of Objects separated by commas, a single balance for Transactions featuring all the Objects listed will be shown.

Show Transactions in Period
With this box checked, the Transaction Numbers of each Transaction that falls within the reporting period, together with debit and credit totals, will be listed at the bottom of the report.

Values in
If you are using the Dual-Base system, values in this report can be shown in either Base Currency. Use these options to choose which Currency is to be used on this occasion.

If you are not using the Dual-Base system, use the Base Currency 1 option to produce a report in your home Currency.

Debtors Account

This report satisfies a specific requirement of users in Russia. It is a list of the debit and credit postings made to a specified Debtor Account, organised by Customer.

The report is compiled from Transaction rows that post to the specified Account. It uses the Customer information on flip E of each Transaction row to connect that row to a Customer. If the Customer information is missing from a particular Transaction row that posts to the specified Debtor Account, that Transaction row cannot be connected to a Customer and therefore it will not be included in the report. When you create a Nominal Ledger Transaction from an Invoice or Receipt, Customer information will only be copied to flip E of that Transaction if you are using the Invoice Info on NL Transaction option in the Account Usage S/L setting (or on the 'Delivery' card of an individual Invoice or in a Receipt). It is therefore recommended that you use the Invoice Info on NL Transaction option in the Account Usage S/L setting if you want to use this report.

Period
Paste Special    Reporting Periods setting, System module
The report will list all postings to the Debtor Account made during the period that you specify here.

Account
Paste Special    Account register, Nominal Ledger/System module
Specify the Debtor Account whose postings are to be listed in the report. You must specify an Account, otherwise the report will be empty.

Customer
Paste Special    Customers in Contact register
Range Reporting    Alpha
Enter a Customer Number (or range of Customer Numbers separated by a colon) to list postings to the Debtor Account related to that particular Customer (or range of Customers).

Customers with Balance only
By default, the report will list every Customer in the Contact register. Use this option if you want the report only to list those Customers that have been quoted in at least one posting to the Debtor Account (i.e. Customers with at least one Invoice or Receipt posting to that Account).

Function
Use these options to control the level of detail shown in the report.
Overview
The Overview is a simple list with one line per Customer, showing the following debit and credit balances for the specified Debtor Account: opening balances; period balances; and closing balances.

Detailed
As well as the information contained in the Overview, the Detailed option lists the individual postings to the Debtor Account, showing the Invoice Number in each case.

Forward Balance Journal

This report lists the records in the Brought Forward Balance register.

For each record, the report shows the Serial Number, Date, Object and Description. The individual debit and credit postings to each Account are listed, together with the Currencies of the balances.

When printed to screen, the Forward Balance Journal has the HansaWorld Enterprise Drill-down feature. Click on any serial number in the report to open an individual Brought Forward Balance record.

Number
Range Reporting    Numeric
Enter a Serial Number or a range of Numbers to show particular Brought Forward Balance records, or leave blank to include all such records.

Period
Paste Special    Reporting Periods setting, System module
Enter the start and end date of the period whose Brought Forward Balance records are to be shown in the report. The first record in the Reporting Periods setting is used as a default.

Object
Paste Special    Object register, Nominal Ledger/System module
To list Budgets with a particular Object, enter that Object here.

Include Simulations
Check this box if you would like to include in the report Brought Forward Balance records whose Simulation boxes have been checked. These records will be marked as Simulations in the report.

Show in
If you are using the Dual-Base system, values in this report can be shown in either Base Currency. Use these options to choose which Currency is to be used on this occasion.

If you are not using the Dual-Base system, use the Base Currency 1 option to produce a report in your home Currency.

Income & Expense Book

This page describes the Income & Expense Book report in the Nominal Ledger.

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The Income and Expense Book report is a list of postings made during a specified period, sorted by date and classified by the type of Account. The report uses six Account classifications: Income Sales; Income Other; Purchases; Expense; Expense Cash and Expense Other.

Before running the report, you should use the Income & Expense Book setting in the Nominal Ledger to classify each Account. Usually you will need to enter a separate record to this setting for each classification, but you can enter more than one record for a particular classification if necessary.

No.
Enter a unique code to identify each record in the Income & Expense Book setting. The code must be numeric.

Text
Use this field to assign a descriptive name to each record in the Income & Expense Book setting. This will be shown in the browse window.

Accounts
Paste Special    Account register, Nominal Ledger/System module
Enter an Account or a range of Account numbers separated by a colon (:). You can also enter a number of individual Accounts, or ranges of Accounts, separated by commas, as shown in the illustration above.

These Accounts should all have the same classification for the purposes of the Income & Expense Book report (e.g. they should all be income Accounts, or they should all be expense Accounts)

The Accounts field consists of three rows, each allowing 100 characters, thus allowing for a definition 300 characters long.

Type
Choose an option to specify the type or classification of the Accounts listed above for the purposes of the Income & Expense Book report.
Having classified each Account, you can run the Income & Expense Book report:

Period
Paste Special    Reporting Periods setting, System module
The report will list postings from the period that you specify here. The first period in the Reporting Periods setting will be offered as a default.

When printed to screen, the Income & Expense Book report has the Standard ERP Drill-down feature. Click (Windows/macOS) or tap (iOS/Android) on any Transaction Number to open an individual Transaction record.

For each posting, the report will display the following information depending on the origin of the posting:

Invoice
The Customer Name, the Invoice Address (from the Invoice) and the Description from the Transaction row (or, if blank, the Text from the Transaction header). If the Invoice has been invalidated, the date and value will be shown struck through with red lines, the date of the invalidation and the Signature of the invalidator will be displayed, and the value will not be included in the report totals.

Purchase Invoice
The Supplier Name, the Invoice Address (from the Contact record for the Supplier) and the Description from the Transaction row (or, if blank, the Text from the Transaction header). Both the Supp. Inv. No. and the Purchase Invoice Number will be displayed, with the Purchase Invoice Number in brackets. If the Purchase Invoice has been invalidated, the date and value will be shown struck through with red lines, the date of the invalidation and the Signature of the invalidator will be displayed, and the value will not be included in the report totals.

If the Purchase Invoice and Transaction Dates in a Purchase Invoice are different, the Purchase Invoice Date will be displayed in the report, but the inclusion of the Purchase Invoice in the report period will depend on the Transaction Date.

Other
The Description from the Transaction row (or, if blank, the Text from the Transaction header).
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Reports in the Nominal Ledger:

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Key Financial Ratios

The Key Financial Ratios report is a useful tool that can help you evaluate the performance and prospects of your company.

A Key Ratio is a figure representing a particular aspect of your company’s performance. Key Ratios are fully user-definable: you must create your own Key Ratios before you can produce the report. Examples might be sales for the current period or for a previous one, sales per sq. ft. for retail outlets, and the relation between salaries and debited time for consultants. The Key Financial Ratios report is essentially a list of Key Ratios that you have defined yourself.

As well as creating your own Key Ratios to appear in the Key Financial Ratios report, you can also create several Key Ratio reports. This will allow you to create and produce several discrete reports that focus on different aspects of your business.

One particular Key Ratio is used in another report. The % Turnover option in the Profit & Loss report requires you to have defined a Key Ratio for ‘turnover’, named “TURNO”.

Please click for details about:

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Key Financial Ratios - Defining

Before producing the Key Financial Ratios report for the first time, you should define how the figures in the report will be calculated and ensure the format of the report suits your specific requirements. This is known as "Defining" the Key Financial Ratios report.

To set or change the report definition of the Key Financial Ratios report, ensure you are in the Nominal Ledger, click the [Settings] button in the Navigation Centre and double-click 'Report Settings' in the subsequent list. Then double-click 'Key Financial Ratios' in the list on the left-hand side of the 'Report Settings' window (or highlight it and click the [Definition] button). The 'Key Financial Ratios Report Definition: Inspect' window will be opened.

The illustration shows many of the commands that you can use when defining Key Ratios.

Most of the 'Key Financial Ratios Report Definition: Inspect' window is taken up by a matrix. Use this matrix to define your Key Ratios: each Key Ratio will occupy a separate row in the matrix, and each Key Ratio will cause a separate line to be printed in the Key Financial Ratios report. This is shown in the illustration below:

You can add, insert or delete rows in the report definition as necessary. To insert a row, highlight the row above which the new one is to be inserted (by clicking the row number) and press the Return key. To delete a row, highlight it and press the Backspace key. Click the [Save] button to save your Key Ratio definitions.

Each row in the Key Financial Ratios report definition should contain a separate Key Ratio. For each Key Ratio, enter the following information:

Flip A

Code
Enter a unique code to identify each Key Ratio. You can use this Code to refer to the Key Ratio in other formulae, as shown on line 8 in the illustration above.

Comment
Enter a name of the Key Ratio, to be printed in the report.

Definition
Paste Special    Assisted Formula Entry
The formula that will be used to calculate the value of the Key Ratio. The commands that you can use in the formulae are listed immediately below, while the 'Assisted Formula Entry' window is described here.

Hide
Paste Special    Choice of possible entries
Enter "Yes" in this field if you do not want a particular Key Ratio to be printed in the report. This option allows you to use rows for hidden calculations that you can then include in the definitions in later rows (using the KEY command).
You can use the commands listed below in the formula in the Definition field. These commands are not case sensitive.
RESULT("Account Code")
This command prints the net change during the period for the Account specified in the brackets. Some examples of the use of this command are as follows:
RESULT("100")
Prints the net change in Account 100 for the specified period. For example, if Account 100 is a Sales Account, this will print the net sales posted to that Account during the specified period.

RESULT("100:1999")
Prints the sum of the net changes in Accounts 100 to 1999 for the specified period. The Accounts in the range will be determined using an alpha sort, rather than a numeric one. So, Account 1000001 will be included in the example range, while Account 200 will not.

-RESULT("100:1999")
As the previous example, but the sign of the final figure will be changed. This will be useful when displaying figures for sales, which are stored as negative figures in Standard ERP. Prefixing the RESULT command with a minus sign will cause sales to be displayed as positive figures in the report.

RESULT("100,199")
Prints the sum of the net changes in the individual Accounts 100 and 199 for the specified period.

RESULT("100+120:1999")
Takes the net change in Account 100 and adds it to the sum of the net changes in Accounts 120 to 1999.
AVGRESULT("Account Code")
This command prints the average monthly posting during the report period to the specified Account or Accounts. For example, if the report period is one year, the command will print the RESULT divided by 12.

CREDRESULT("Account Code")
This command prints the total credit posting during the report period to the specified Account or Accounts.

DEBRESULT("Account Code")
This command prints the total debit posting during the report period to the specified Account or Accounts.

BALANCE("Account Code")
This command prints the closing balance for the specified Account. It therefore differs from the RESULT command in that balances brought forward from previous periods are taken into account.

The BALANCE command can print the sum of the balances of a range of Accounts or of a number of Accounts in the same manner as the RESULT command: please refer to the description of the RESULT command above for examples.

CREDBALANCE("Account Code")
This command prints the closing credit balance for the Account specified. It therefore differs from the CREDRESULT command in that balances brought forward from previous periods are taken into account.

DEBBALANCE("Account Code")
This command prints the closing debit balance for the Account specified. It therefore differs from the DEBRESULT command in that balances brought forward from previous periods are taken into account.

KEY("Code")
Use the KEY command to include the value of another Key Ratio in the calculation. You must already have defined the Key Ratio that you are referring to. If not, a zero value will be used. Therefore, in the example illustration, the GPP line (row 8) must appear below the GP and TURNO lines (rows 7 and 1 respectively).

Although the KEY command itself is not case sensitive, the reference to the other Key Ratio is. Thus, in the example illustration, you can use key("TURNO") and KEY("TURNO"), but not key("turno").

IFKEY("Comparison","print if true","print if false")
IFKEY allows you to compare the values of two Key Ratios and to print the value of one of them, depending on the result of the comparison. You must already have defined the Key Ratios that you are referring to.

The following examples illustrate the possible comparisons:
IFKEY("KEY_A>KEY_B","KEY_A","KEY_B")
If the value of KEY_A is greater than the value of KEY_B, the value of KEY_A will be printed. Otherwise, the value of KEY_B will be printed.

IFKEY("KEY_A<KEY_B","KEY_A","KEY_B")
If the value of KEY_A is less than the value of KEY_B, the value of KEY_A will be printed. Otherwise, the value of KEY_B will be printed.

IFKEY("KEY_A=KEY_B","KEY_A","KEY_C")
If the value of KEY_A is the same as the value of KEY_B, the value of KEY_A will be printed. Otherwise, the value of KEY_C will be printed.

IFKEY("KEY_A>=KEY_B","KEY_A","KEY_B")
If the value of KEY_A is greater than or equal to the value of KEY_B, the value of KEY_A will be printed. Otherwise, the value of KEY_B will be printed.

IFKEY("KEY_A<=KEY_B","KEY_A","KEY_B")
If the value of KEY_A is less than the value of KEY_B, the value of KEY_A will be printed. Otherwise, the value of KEY_B will be printed.
OBJRESULT("Account Code","Object Code")
This command is similar to RESULT, but in calculating the net change during the period in the specified Account or Accounts, only postings with the specified Object Code are taken into account.

The reference to the Object Code is not case sensitive.

The command can print the sum of the net changes in a range of Accounts or in a number of Accounts in the same manner as the RESULT command: please refer to the description of the RESULT command above for examples.

AVGOBJRESULT("Account Code","Object Code")
This command prints the average monthly posting to the specified Account or Accounts during the period, taking only transactions with the specified Object Code into account. For example, if the report period is one year, the command will print the OBJRESULT divided by 12.

OBJCREDRESULT("Account Code","Object Code")
This command prints the total credit posting to the specified Account or Accounts during the period, taking only transactions with the specified Object Code into account.

OBJDEBRESULT("Account Code","Object Code")
This command prints the total debit posting to the specified Account or Accounts during the period, taking only transactions with the specified Object Code into account.

VATRESULT("Account Code","VAT Code")
This command is similar to RESULT, but in calculating the net change during the period in the specified Account or Accounts, only postings with the specified VAT Code are taken into account.

The reference to the VAT Code is not case sensitive.

The command can print the sum of the net changes in a range of Accounts or in a number of Accounts in the same manner as the RESULT command: please refer to the description of the RESULT command above for examples.

In Transactions created from Sub Systems (e.g. Invoices and Purchase Invoices), the appropriate VAT Code will be copied to the V-Cd field in each Transaction row posting to a Sales or Cost Account. The V-Cd field is the mechanism that allows you to use the VATRESULT command with these Accounts. However, if you are using the Add VAT Code to VAT A/C rows option in the Transaction Settings setting, the appropriate VAT Code will also be copied to the V-Cd field in each Transaction row posting to a VAT Account. This will allow you to apply the VATRESULT command to the VAT Accounts (e.g. VATRESULT("830","1"), where Account 830 is the Output VAT Account).

VATBALANCE("Account Code","VAT Code")
This command prints the closing balance for the specified Account or Accounts, with only Transactions with the specified VAT Code taken into account. It therefore differs from the VATRESULT command in that balances brought forward from previous periods are taken into account.

AVGVATRESULT("Account Code","VAT Code")
This command prints the average monthly posting to the specified Account or Accounts during the period, taking only transactions with the specified VAT Code into account. For example, if the report period is one year, the command will print the VATRESULT divided by 12.

VATCREDRESULT("Account Code","VAT Code")
This command prints the total credit posting to the specified Account or Accounts during the period, taking only transactions with the specified VAT Code into account.

VATDEBRESULT("Account Code","VAT Code")
This command prints the total debit posting to the specified Account or Accounts during the period, taking only transactions with the specified VAT Code into account.

APDUE(Number of days)
This command prints the total in the Purchase Ledger that is overdue for payment by more than the specified number of days. The last day of the report period will be used as the due date. For example, APDUE(30) will print the total that became due more than 30 days before the end of the report period (i.e. the total that is overdue by at least 30 days on the last day of the period). You must specify a number of days: use APDUE(0) if the total is to include all overdue Purchase Invoices.

This figure does not include open On Account Payments and Prepayments: use APONACC described below if you need this figure to be shown in the report.

There is no need place the number of days parameter in inverted commas, but doing so will not affect the calculation. In other words, you can use both APDUE(30) and APDUE("30").

APOHDUE(Number of days)
This command is similar to APDUE above, but Purchase Invoices marked as On Hold will not be included.

APONACC
This command prints the On Account balance in the Purchase Ledger on the last day of the report period. This includes open On Account Payments and Prepayments.

APRESULT("Account","Supplier")
This command checks any Purchase Invoices that were issued by the specified Supplier during the report period for any rows with the specified Account and prints the total amount posted to that Account. Some examples of the use of this command are as follows:
APRESULT("240","")
Prints the total amount posted to Account 240 in Purchase Invoices received from the following Suppliers:
  1. The Supplier or range of Suppliers specified in the Contact field in the report specification window.

  2. Suppliers with the Contact Classification specified in the Contact Class. field in the report specification window.

  3. All Suppliers, if the Contact and Contact Class. fields in the report specification window are both empty.
APRESULT("200:299","503")
Prints the total amount posted to all Accounts in the range 200:299 in Purchase Invoices received from Supplier 503.

APRESULT("200:299","500:599")
Prints the total amount posted to all Accounts in the range 200:299 in Purchase Invoices received from Suppliers 500:599.

APRESULT("","503")
Prints the total amount posted to all Accounts in Purchase Invoices received from Supplier 503.
ARDUE(Number of days)
This command is the Sales Ledger equivalent of APDUE above.

ARDPDUE(Number of days)
This command is similar to ARDUE above, but Invoices marked as Disputed will not be included.

ARNRDUE(Number of days)
This command is similar to ARDUE above, but Invoices marked as No Reminder will not be included.

ARDPNRDUE(Number of days)
This command is similar to ARDUE above, but Invoices marked as both Disputed and No Reminder will not be included.

ARONACC
This command is the Sales Ledger equivalent of APONACC above.

ARRESULT("Account","Customer")
This command is the Sales Ledger equivalent of APRESULT above.
As you enter your Key Ratio definitions, remember that all calculations will use figures as stored inside the Standard ERP database. This means that credit balances (e.g. those for Sales Accounts) will be negative. If you want to print these balances as positive figures, place a minus sign in front of the formula, as shown in line 1 in the illustration above.

The value of a well-structured Chart of Accounts can easily be seen here. For example, if you have grouped your Income Accounts together in a consecutive series, totalling them using a range becomes simple.

In the first row in the illustration above, we have included a Key Ratio with the Code "“TURNO"”. This Key Ratio contains a definition of "“turnover"” (in the example, "“turnover"” has been defined as the net change in the balance of all Sales Accounts over the report period). You must have a Key Ratio with this Code if you will use the % Turnover option when printing the Profit & Loss report, as this option needs a definition of "“turnover"”.

Note that the syntax used in the Key Ratio formulae changed in version 4.1. If you are updating from a version earlier than 4.1 to a later version, you will therefore need to change your formulae as follows:

Please refer here for a description of an example Key Financial Ratios report definition, including details about flip B of the 'Key Financial Ratios Report Definition' window.

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Pages describing the Key Financial Ratios report:

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Reports in the Nominal Ledger:

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Key Financial Ratios - Example - Key Ratios for Different Periods

This page uses an example Key Financial Ratios report to describe using the fields on flip B of the 'Key Financial Ratios Report Definition' window. These fields allow you to have the same Key Ratios printed for different periods. Please refer here for descriptions of the commands you can include in a Key Ratios report definition.

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To begin the example, we have created the simple report illustrated below in which we have used the RESULT command to print the net sales for the report period. The RESULT command will print the net change in the Account balance(s) over the report period, and Accounts 100:199 are the Sales Accounts. The report was printed with the month of August as the period:

One way to extend the report is to have the same Key Ratio printed for different periods. Follow these steps:
  1. Place the same formula on each line in the definition:

  2. To set the period for each Key Ratio, go to flip B and use the Period, Offset and Length fields:

    This the resulting report:

In the Period field in each row, you can choose an option using 'Paste Special'. The following options are available (in these descriptions, the phrase "report period" means "the period specified in the column definition or the report specification window". Column definitions are described here, and the report specification window here).
From Columns Definition
Select this option if you would like the period for the Key Ratio to be the same as the report period.

In the example illustrated above, the period specified in the report specification window is August, so the Key Ratio in row 1 will print the sales figures for August.

The Offset and Length fields are not used with this option.

Month
Use this option if you would like the period for the Key Ratio to be a particular calendar month or months.

Use the Offset field to specify when the Key Ratio period is to start. For example, if the Offset is 0, the Key Ratio period will begin on the same date as the report period. If the Offset is -1, the Key Ratio period will begin one month before the start of the report period. If the Offset is 1, the Key Ratio period will begin one month after the start of the report period.

If the Offset is not 0, you must also specify a Length. The Length is the number of months in the Key Ratio period. For example, if the Offset is -3 and the Length is 3, the Key Ratio period will begin three months before the report period and will be three months in duration. In the example illustrated above, if the report period is August, the period for the Key Ratio in row 3 will run from May 1 to July 31. If the Offset is 0 and you do not specify a Length, the Length will be assumed to be 1 (i.e. the Key Ratio period will be the first month in the report period).

Year
Use this option if you would like the period for the Key Ratio to be a particular calendar year or years.

Use the Offset field to specify when the Key Ratio period is to start. For example, if the Offset is 0, the Key Ratio period will begin on the same date as the report period. If the Offset is -1, the Key Ratio period will begin one year before the start of the report period. If the Offset is 1, the Key Ratio period will begin one year after the start of the report period.

You must also specify a Length (i.e. the Length should not be 0). The Length is the number of years in the Key Ratio period. For example, if the Offset is -3 and the Length is 3, the Key Ratio period will begin three years before the report period and will be three years in duration. If the report period is the month of August, the Key Ratio period will begin in August three years previously and end the day before the report period begins.

Fiscal Year to Date
If you select this option, the period for the Key Ratio will run from the beginning of the fiscal year in which the start date in the report period falls to the end of the report period.

In the example illustrated above, if the report period is August, and fiscal years begin on January 1, the period for the Key Ratio in row 4 will run from January 1 to August 31.

You can use the Offset field to move the beginning of the period to a different year. For example, if the Offset is -1, the start of the period will be the beginning of the previous fiscal year (January 1 in the previous year in the example). The end of the Key Ratio period will always be the same as the end of the report period, so positive Offsets are not useful.

The Length field is not used with this option.

Fiscal Year
Select this option if the period for the Key Ratio is to be the fiscal year in which the start date in the report period falls.

For example, if the report period is August and fiscal years begin on January 1, the period for the Key Ratio will run from January 1 to December 31 in the same year as the report period.

You can use the Offset field to choose a different year, and the Length field to choose the number of years in the period. For example, if the Offset is -1 and the Length is 1, the period will be the fiscal year before the report period. If the Offset is 0 and the Length is 3, the period will be the three fiscal years starting with the fiscal year in which the start date in the report period falls.

If you specify an Offset, you must also specify a Length.
Please refer here for details about adding columns to the report.

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Pages describing the Key Financial Ratios report:

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Key Financial Ratios - Example - Adding Columns to the Report

This page describes adding columns to a Key Financial Ratios report. Please refer here for descriptions of the commands you can include in a Key Ratios report definition.

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If you have many Key Ratios, listing them with various periods as described in the previous example might result in a long report in which comparison between the various periods is not easy. An alternative is to add column definitions to the report. This will allow you to display information from different periods in columns.

To add column definitions, click the [Define Columns] button in the 'Key Financial Ratios Report Definitions' window (in this illustration we have removed rows 2-4 from the previous example as they are no longer needed):

The 'Column Definition: New' window opens:

Most of the 'Column Definition: New' window is taken up by a matrix. Each row in the matrix will cause a separate column to be printed in the Key Financial Ratios report.

In its standard form and as shown in the illustrations so far, the Key Ratios report will contain three columns: the Code, Comment and Value columns. When you use the 'Column Definition' window to add columns to the report, you should first add three columns to represent the three that are already there:

For each column, enter the following information:
Code
Enter a Code for each column. There's no need to specify a Code if the Type (below) is "Code" or "Comment", but you must do so otherwise. If the columns in a report all contain the same figures or do not contain any figures at all, the probable reason is that the columns do not have Codes.

Comment
Enter the column heading of each column here.

Type
Paste Special    Choice of possible entries
The column type will determine what will be printed in the column, as follows:
Code
The Key Ratio Code (i.e. the Code in the row in the 'Key Financial Ratios Report Definitions' window) will be printed.

Comment
The Key Ratio Comment will be printed.

Actuals
Figures calculated using the Key Ratio formula will be printed.

Columns Sumup
Allows you to apply mathematical operations to values in previous columns (e.g. to add the values in various columns together, to subtract the value in one column from the value in another, or to express the value in one column as a percentage of the value in another). Enter the mathematical operation in the Additional Info field to the right using the format column("Code") (e.g. column("10")+column("20")+column("30"), column("10")-column("20"), column("10")/column("20")*100).

Budget
Budget figures for the Account(s) used in the Key Ratio formula will be printed.

Revised Budget
Revised Budget figures for the Account(s) used in the Key Ratio formula will be printed.

Purchase Order Commitments
Will print the total value of open Purchase Order rows in which the Purch. A/C is one of the Accounts used in the Key Ratio formula. An open Purchase Order row is one where the Recvd. OK figure is less than the Qty (i.e. you have ordered but not yet received the Items). Only rows in Purchase Orders that have been marked as OK and that are not Closed will be included.

For example, if the Key Ratio formula is RESULT("820") and there is an open Purchase Order row in which the Purch A/C is 820, the value of this row will be included in the column figure.

Goods Receipt Accruals
Will print the total value of uninvoiced Purchase Order rows in which the Purch. A/C is one of the Accounts used in the Key Ratio formula. An uninvoiced Purchase Order row is one where the Invoiced figure is less than the Recvd. OK figure (i.e. you have received the Items but not yet been invoiced for them). Only rows in Purchase Orders that have been marked as OK and that are not Closed will be included.
Some of the Type options will be described in more detail later in this example.
This is the report that will result from the columns shown defined in the previous illustration:

By default, the page will be right-justified, with the last column (row 3 in the example definition) being placed on the right-hand side of the page. To move the columns to the left-hand side of the page and adjust the column widths, go to flip C in the 'Column Definition' window and use the Position field. You can enter the following special values in this field:
0
The column will be placed on the left-hand side of the report.

1
The column will be placed on the right-hand side of the report.
Otherwise, enter a value between 20 and 480 to locate the column precisely in the report.

To add more columns, enter a Code and Comment for each new one and choose a Type using 'Paste Special'. In this example we need the report to display sales figures for various periods, so we've set the Type to "Actuals" in each case (meaning that the figures will be calculated using the Key Ratio formula i.e. the formula in the row in the 'Key Financial Ratios Report Definitions' window):

On flip C, use the Period, Offset and Length fields to specify the periods for each column. Use these fields in the same way as the similar fields on flip B of the 'Key Financial Ratios Report Definitions: Inspect' window (described on the Example page). Again, you can choose the Period using 'Paste Special': the options are the same as previously described, with the exception that the first option is named 'Selected Period'. This means that the period will be taken from the report specification window. Also as in the 'Key Financial Ratios Report Definitions' window, you can hide a particular column if necessary.

This is the resulting report (in the example we did not use the Position field for the new columns so they are right-justified):

If we now add a second Key Ratio in the 'Key Financial Ratios Report Definitions' window, the columns will be applied to the new Key Ratio automatically:

The report now displays actual figures for four different periods. As well as columns displaying actual figures, you can add columns displaying Budget and Revised Budget figures. In the next example, we've added a column in that will display Budget figures (the Type is "Budget"). A column displaying Revised Budget figures would be similar, except the Type would be "Revised Budget".

As the first Key Ratio is -RESULT(100:1999), the Budget column will display the total Budgeted amount for all the Accounts in the range 100:1999. For the second Key Ratio, the Budget column will similarly display the total Budgeted amount for Accounts 200:299 and 811:822.

The Period on flip C of the Budget column definition is "Selected Period", so the total Budgeted amounts will be calculated from Budget rows with dates falling in the period in the report specification window. For example:

You can add columns displaying Budget or Revised Budget figures for different periods, using the Period, Offset and Length fields on flip C as described above.

This is the resulting report:

So far, the columns in the example have all printed information extracted from the database. You can also add columns that will display figures calculated from those in previous columns. To do this, add a column in which the Type is "Columns Sumup" and enter the calculation formula in the Additional Info field. In the formula, the syntax for referring to previous columns is COLUMN("CODE"), where "CODE" is the Code of the column you are referring to.

In the example illustrated below, we've added two columns comparing actual and Budget figures. In the first one (row 8), the formula is:

COLUMN("10")-COLUMN("50")
This will subtract the Budget figure from the actual figure for the current month. The second column will display the actual figure as a percentage of the Budget:

When you need to enter a calculation formula in the Additional Info field, you can type it directly into the field, or you can use the Assisted Formula Entry feature to have the formula constructed for you. This feature will be helpful when you don't remember the correct syntax.

To use the Assisted Formula Entry feature, follow these steps:

  1. Simply activate 'Paste Special' from the Additional Info field in the relevant row:

  2. Enter the Code of the previous column in the Column field:

  3. Then click the [Replace] or [Add] buttons as follows:
    Replace
    The new formula will be placed in the Additional Info field, replacing what was previously there.

    Add
    The new formula will be placed in the Additional Info field, in addition to what is already there.

  4. Type a mathematical operator in the Additional Info field.

  5. Type in a second column reference or open 'Paste Special' once again, enter a Column Code and click the [Add] button to have the column reference added to the formula.

Please click the following links for more information about columns in Key Ratio report definitions:

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Key Financial Ratios - Example - Objects

This page describes adding two- and three-dimensional Object analysis to a Key Financial Ratios report definition. Please refer here for descriptions of the commands you can include in a Key Ratios report definition.

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The first step is to use the OBJRESULT command in Key Ratio definitions. This command will print the net change over the report period for a specified Account or Accounts, only including postings with a particular Object. In this example in which Accounts 100:199 are Sales Accounts, we have created Key Ratios to compare the sales figures of various product types. Each product type has its own Object:

The second step is to create columns to provide a second level of analysis. For example, you might want to analyse sales of the various product types by salesman, or by the business types of the customers. To do this, add the columns as described here and then go to flip B of the 'Column Definition' window to specify the Objects for each column. In this example, we have created columns for each salesperson. Each salesperson also has their own Object:

If necessary, you can add a third level of Object analysis. For example, in addition to the breakdown by product type and salesperson, you might want to see the type of customers being sold to (e.g. business type or area). In the specification window for the Key Financial Ratios report, you can specify an Object Type. In this example, we have specified BUS (i.e. business types):

The report will contain separate sections for each Object belonging to the BUS Object Type:

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Key Financial Ratios - Additional Column Options

This page describes various options on Flip B of the Key Ratio Column Definition window. Please refer here for more details about adding columns to a Key Ratio report definition.

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Company
Paste Special    Companies in the database
If you have more than one Company in your database, you can use this field if you need the column to display figures from a particular Company. Leave the field empty to display figures from the Company you are in (i.e. the Company in which the Key Ratio report definition is stored).

Currency Type
Paste Special    Choice of possible entries
Use this field to specify whether the figures in the column will be in Base Currency 1 or 2, as follows:
Base Currency 1
Choose this option if the figures are to be in Base Currency 1.

Base Currency 2
Choose this option if the figures are to be in Base Currency 2.

From Specification
Choose this option if you would like to choose the Base Currency when printing the report, using the Values in options in the report specification window.
Note that if you specify a Currency in the Display Values in field in the report specification window, the figures in the report will be in that Currency so this Currency Type will be ignored.

Prefix
If you would like every figure in the column to be printed with a prefix, specify that prefix here.

Suffix
If you would like every figure in the column to be printed with a suffix, specify that suffix here.
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Key Financial Ratios - Assisted Formula Entry

As described on the Defining Key Ratios page, there are a number of commands that you can use when defining Key Ratio formulae. You can type these commands directly into the Definition field in the 'Key Financial Ratios Report Definition' window, or you can use the Assisted Formula Entry feature to have the command constructed for you. This feature will be helpful when you don't remember a Key Ratio command or the correct syntax.

To use the Assisted Formula Entry feature, simply activate 'Paste Special' from the Definition field in the Key Ratio row:

Each of the radio button options on the left-hand side of the window represents one of the Key Ratio commands. When you choose one of these options, the equivalent Key Ratio command will be placed in the Formula field at the bottom of the window. Depending on the command, you should then specify additional details on the right-hand side of the window: these will be added to the formula in the Formula field. For example, if you select the Account Result option on the left, you should then specify an Account or Accounts on the right.

When the formula is complete, click the [Replace] or [Add] buttons as follows:

Replace
The new formula will be placed in the Definition field in the Key Ratio row, replacing what was previously there.

Add
The new formula will be placed in the Definition field in the Key Ratio row, in addition to what is already there. This will be useful if you are constructing a Definition that will contain more than one Key Ratio command.
The options on the left-hand side of the window are divided into sections as follows:
Nominal Ledger
Choose one of these options if you need the Key Ratio to print information from the Nominal Ledger.
Account Result
Prints the net change over the report period in the balance of a particular Account or Accounts.

Additional details required:
  • Specify an Account, range of Accounts separated by a colon or individual Accounts separated by commas in the Accounts field. Use 'Paste Special' to choose the Accounts if necessary.

  • Select the Debit Only option if you only need the debit result to be printed.

  • Select the Credit Only option if you only need the credit result to be printed.
Equivalent Key Ratio commands: Result, DebResult, CredResult

Avg. Account Result
Prints the prints the average monthly net change over the report period in the balance of a particular Account or Accounts.

Additional details required:
  • Specify an Account, range of Accounts separated by a colon or individual Accounts separated by commas in the Accounts field. Use 'Paste Special' to choose the Accounts if necessary.
Equivalent Key Ratio command: AvgResult

Account Balance
Prints the balance of a particular Account or Accounts on the last day of the report period.

Additional details required:
  • Specify an Account, range of Accounts separated by a colon or individual Accounts separated by commas in the Accounts field. Use 'Paste Special' to choose the Accounts if necessary.

  • Select the Debit Only option if you only need the debit balance to be printed.

  • Select the Credit Only option if you only need the credit balance to be printed.
Equivalent Key Ratio commands: Balance, DebBalance, CredBalance

Account Result for VAT Code
Prints the net change over the report period in the balance of a particular Account or Accounts, only taking postings with a particular VAT Code into account.

Additional details required:
  • Specify an Account, range of Accounts separated by a colon or individual Accounts separated by commas in the Accounts field. Use 'Paste Special' to choose the Accounts if necessary.

  • Specify a VAT Code in the VAT Code field. Use 'Paste Special' to choose the VAT Code if necessary.

  • Select the Debit Only option if you only need the debit result to be printed.

  • Select the Credit Only option if you only need the credit result to be printed.
Equivalent Key Ratio commands: VATResult, VATDebResult, VATCredResult

Avg. Account Result for VAT Code
Prints the prints the average monthly net change over the report period in the balance of a particular Account or Accounts, only taking postings with a particular VAT Code into account.

Additional details required:
  • Specify an Account, range of Accounts separated by a colon or individual Accounts separated by commas in the Accounts field. Use 'Paste Special' to choose the Accounts if necessary.

  • Specify a VAT Code in the VAT Code field. Use 'Paste Special' to choose the VAT Code if necessary.
Equivalent Key Ratio command: AvgVATResult

Account Balance for VAT Code
Prints the balance of a particular Account or Accounts on the last day of the report period, only taking postings with a particular VAT Code into account.

Additional details required:
  • Specify an Account, range of Accounts separated by a colon or individual Accounts separated by commas in the Accounts field. Use 'Paste Special' to choose the Accounts if necessary.

  • Specify a VAT Code in the VAT Code field. Use 'Paste Special' to choose the VAT Code if necessary.

  • Select the Debit Only option if you only need the debit balance to be printed.

  • Select the Credit Only option if you only need the credit balance to be printed.
Equivalent Key Ratio commands: VATBalance, VATDebBalance, VATCredBalance

Object Result
Prints the net change over the report period in the balance of a particular Account or Accounts, only taking postings with a particular Object into account.

Additional details required:
  • Specify an Account, range of Accounts separated by a colon or individual Accounts separated by commas in the Accounts field. Use 'Paste Special' to choose the Accounts if necessary.

  • Specify an Object in the Object field. Use 'Paste Special' to choose the Object if necessary.

  • Select the Debit Only option if you only need the debit result to be printed.

  • Select the Credit Only option if you only need the credit result to be printed.
Equivalent Key Ratio commands: ObjResult, ObjDebResult, ObjCredResult

Avg. Object Result
Prints the prints the average monthly net change over the report period in the balance of a particular Account or Accounts, only taking postings with a particular Object into account.

Additional details required:
  • Specify an Account, range of Accounts separated by a colon or individual Accounts separated by commas in the Accounts field. Use 'Paste Special' to choose the Accounts if necessary.

  • Specify an Object in the Object field. Use 'Paste Special' to choose the Object if necessary.
Equivalent Key Ratio command: AvgObjResult

Row Total
Select this option to include the result of another Key Ratio calculation in the formula.

Additional details required:
  • Enter the Code of the other Key Ratio in the Row Code field.
Equivalent Key Ratio command: Key
Purchase Ledger
Choose one of these options if you need the Key Ratio to print information from the Purchase Ledger.
Purchase Invoices Due
Prints the total amount in the Purchase Ledger that is overdue for payment on the last day of the report period.

Additional details required:
  • If you need to see how much is overdue by more than a particular number of days on the last day of the report period, enter that number of days in the Days field.

  • If you want to exclude Purchase Invoices that have been marked as On Hold, select the On Hold option.
Equivalent Key Ratio commands: APDue, APOHDue

Outstanding On Account P/L
Prints the On Account balance in the Purchase Ledger on the last day of the report period (including open On Account Payments and Prepayments).

Equivalent Key Ratio command: APOnAcc
Sales Ledger
Choose one of these options if you need the Key Ratio to print information from the Sales Ledger.
Sales Invoices Due
Prints the total amount in the Sales Ledger that is overdue for payment on the last day of the report period.

Additional details required:
  • If you need to see how much is overdue by more than a particular number of days on the last day of the report period, enter that number of days in the Days field.

  • If you want to exclude Invoices that have been marked as Disputed, select the Disputed Only option.

  • If you want to exclude Invoices that have been marked as No Reminders, select the No Reminders Only option.

  • If you want to exclude Invoices that have been marked as Disputed, and Invoices that have been marked as No Reminders, select the No Reminders and Disputed option.
Equivalent Key Ratio commands: ARDue, ARDPDue, ARNRDue, ARDPNRDue

Outstanding On Account S/L
Prints the On Account balance in the Sales Ledger on the last day of the report period (including open On Account Receipts and Prepayments).

Equivalent Key Ratio command: AROnAcc

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Key Financial Ratios - Multiple Key Ratio Report Definitions

You can create as many of your own Key Financial Ratio reports as you need. Please refer to the Multiple Balance Sheet Definitions page for full details about creating new reports. After creating a new report, you should then enter a definition for it, as described on the Defining Key Ratios page.

If you have added column definitions to the definition of the built-in Key Financial Ratios report as described on the Adding Columns to the Report page, these column definitions will also be used in the new reports unless you explicitly add column definitions to those reports. If you do not want these column definitions to be used for a particular report, save an empty column definition for that report (click the [Define Columns] button in the 'Key Financial Ratios Report Definitions' window and immediately press the [Save] button when the 'Column Definition: New' window opens).

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Key Financial Ratios - Printing

Having entered a definition for the Key Financial Ratios report as described here, you will be ready to print the report. Ensure you are in the Nominal Ledger, click the [Reports] button in the Navigation Centre and then double-click 'Key Financial Ratios' in the 'Reports' list. The 'Specify Key Financial Ratios' window will be opened.

Period
Paste Special    Reporting Periods setting, System module
Enter the report period, in the format "01-02-15:28-02-15". If you are using four-digit years as in the illustration, the leading digits will be inserted automatically. If your report period is a single day, just enter the date once and this will be converted to a period format automatically. The first row of the Reporting Periods setting is the default value.

You can set different periods for individual Key Ratios and in column definitions, using the Period, Offset and Length fields on flip C in each case. When you do so, the different periods will all be related to the overall report period that you have chosen in this field. For example, you can enter Key Ratios and/or column definitions for the month, quarter or year prior to the overall report period. Please refer here for more details.

Object
Paste Special    Object register, Nominal Ledger/System module
Enter an Object here if you want the Key Ratio figures in the report to be calculated from Transaction rows with that Object only. If you enter a number of Objects separated by commas, only those Transaction rows featuring all the Objects listed will be included in the calculations.

Specifying an Object will mean the figures supplied to the Key Ratio definitions will be filtered before the Key Ratio calculations are carried out. For example:
  • If you do not specify an Object here, a Key Ratio with the definition -RESULT("100") will print the total posted to Account 100 during the report period. If you specify Object 1 in this field, the Key Ratio will print the total posted to Account 100 with Object 1.

  • A Key Ratio with the definition -OBJRESULT("100","1") will by default print the total posted to Account 100 with Object 1. If you specify Object 1 in this field, the Key Ratio will be unaffected and the same figure will be printed.

  • A Key Ratio with the definition -OBJRESULT("100","2") will by default print the total posted to Account 100 with Object 2. If you specify Object 1 in this field, all Transaction rows with Object 2 will be filtered out before the Key Ratio is calculated, so it will print zero.

  • If you have any column definitions in which you have specified Objects on flip B and you specify Object 1 in this field, again all Transaction rows with Objects other than 1 will be filtered out before the column values are calculated, so all columns with Objects other than 1 will print zero.
Object Type
Paste Special    Object Types setting, Nominal Ledger
Specifying an Object Type in this field will have two effects on the report:
  1. The Key Ratio figures in the report will be calculated from Transaction rows with Objects belonging to that Object Type only.

  2. The report will contain separate sections for each Object belonging to the Object Type. Each Key Ratio will be printed separately for each Object. For example, if you specify an Object Type that contains Objects 1, 2 and 3, each Key Ratio will be printed three times, once for each Object.
New Page for each Object
If you have specified an Object Type in the field immediately to the left, select this option if you would like each Object to be printed on a separate page. This applies when the report is printed to a printer or to PDF only.

Keys
If you do not want every Key Ratio to be included in the report, specify here which ones are to be included. If you specify more than one, separate them using commas (e.g. "TURNO,CR,EMP").

Header
Specify a title for the report here.

Contact
Paste Special    Customers, Suppliers and Contact Persons in Contact register
Range Reporting    Alpha
If you have Key Ratios that use the APRESULT, APPAIDRESULT, ARRESULT or ARPAIDRESULT commands, you can specify here the Supplier or Customer (or the range of Suppliers or Customers) for which the Key Ratios are to be calculated.

As described for the Object field above, specifying a Supplier or Customer here will mean the figures supplied to the Key Ratio definitions will be filtered before the Key Ratio calculations are carried out. So, if you have specified Suppliers or Customers in the Key Ratio definitions, specifying a different Supplier or Customer here will cause those Key Ratios to print zeros.

Contact Class.
Paste Special    Contact Classifications setting, CRM module
If you have Key Ratios that use the APRESULT, APPAIDRESULT, ARRESULT or ARPAIDRESULT commands, you can specify here that the Key Ratios are to be calculated for all Suppliers or Customers with a particular Contact Classification.

If you enter a number of Classifications separated by commas, only those Suppliers or Customers featuring all the Classifications will be included in the calculations.

Display Values in
Paste Special    Currency register, System module
Specify a Currency here if you would like the Key Ratio figures in the report to be calculated from Transaction rows that have the specified Currency shown on flip C. The calculations will use the figures on flip C of those Transaction rows, so the figures in the report will be in that Currency.

If you leave this field blank, all Transaction rows will be included in the calculations. In this case, choose whether the figures in the report will be in Base Currency 1 or 2 as follows:
  • If you have added column definitions to the Key Ratio report definition, you can use the Currency Type field on flip B of the 'Column Definition' window to specify whether the figures in a particular column will always be in Base Currency 1 or 2.

  • If the Key Ratio report definition does not have columns, or the Currency Type in a column is "From Specification", use the Values in options in the specification window (described below) to choose whether the figures in the report will be in Base Currency 1 or 2.
This field is only used by Key Ratios that are calculated directly from Transaction rows (e.g. RESULT, BALANCE, OBJRESULT). Other Key Ratios (e.g. APDUE, ARDUE and their relations) will not use this field and their figures will always be in Base Currency 1 or 2.

Accounts
Use these options to choose how you want the Accounts to be printed in the report.
Groups only
This option will simply print a single figure for each Key Ratio. For example, if the Key Ratio definition is -RESULT(100:199), a single total result figure for the Accounts in the range will be printed.

With Balance
As well as a single figure for each Key Ratio, this option will also list Accounts that have a closing result or balance (depending on the Key Ratio command) individually. For example, if the Key Ratio definition is -RESULT(100:199), every Account in the range that has a result at the end of the report or column period will be listed individually, and this will be followed by the overall total result figure.

All Accounts
This option will list every Account in the range individually, whether or not they have been used. For example, if the Key Ratio definition is -RESULT(100:199), every Account in the range will be listed individually, and this will be followed by the overall total result figure.
If you use the With Balance or All Accounts options and you print the report to screen, the lists of Accounts will have the Standard ERP Drill-down feature. Click on the Account Number of any Account in the report to open the Nominal Ledger Report for the same Account and period. When in the Nominal Ledger report, you can click on any Transaction Number to open an individual Transaction record.

Values in
If you leave the Display Values in field above empty, use these options to specify whether the figures in the report should be in Base Currency 1 or 2.

If you have any column definitions in which you have set the Currency Type on flip B to "Base Currency 1" or "Base Currency 2", the option that you choose here will be ignored. The figures in the column will always obey the specified Currency Type. If you need your columns to obey the option that you choose here, set the Currency Type in the column definition to "From Specification".

Notation
Select the printing format for the values in the report.
Exact
Shows the balances as stored in the Transactions.

No Decimals
Rounds the balances up or down to the nearest whole number.

Thousands, Millions
Divide the balances by 1,000 or 1,000,000.
Including Simulations
Select this option if you simulated transactions from the Simulation register to be included in your report. Simulation rows of "Invalid" and "Transferred" Status will not be included.

No Header
Select this option if you want the report to be printed without a header.
Click [Run] to calculate and print the Key Ratios.

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Liquidity Forecast

This report presents a forecast of future payments to and from the firm during a specified period. The report will therefore be very useful for cash flow prediction purposes. The forecast is based on the Due Dates of Purchase and Sales Invoices. You can also include in the report any records in the Simulation register affecting the Cash and Bank Accounts specified in the Payment Modes setting in the Sales and Purchase Ledgers. You would have entered these simulated transactions in advance to predict payments that will not be recorded in the Sales and Purchase Ledgers. Including them in the report will therefore render it more accurate. You can easily convert such Simulations into Transactions at the appropriate time using the 'Transactions' function on the Operations menu of the 'Simulations: Browse' window. If you have the Cheques module, you can also take Cheques and Own Cheques into account when producing the report.

When printed to screen, the Detailed version of this report has the HansaWorld Enterprise Drill-down feature. Click on any Transaction Number in the report to open the Transaction. Invoices will be shown in the 'Invoice: Inspect' window, Purchase Invoices in the 'Purchase Invoice: Inspect' window.

Double-clicking 'Liquidity Forecast' in the 'Reports' list opens the following window:

Period
Paste Special    Reporting Periods setting, System module
Enter the report period, in the format "01-02-07:28-02-07". If you are using four-digit years as in the illustration, the leading digits will be inserted automatically. If your report period is a single day, just enter the date once and this will be converted to a period format automatically. The first row of the Reporting Periods setting is the default value.

Start Balance Accounts
Paste Special    Account register, Nominal Ledger/System module
Range Reporting    Alpha
If you specify an Account here (e.g. a Bank or Cash Account), the report will contain an opening balance for that Account, incremented balances after each Receipt, Payment or other transaction, and a theoretical closing balance. If you specify a range of Accounts, the opening balance for the report will be the sum of the opening balances of the Accounts in the range.

Function
Use these options to control the level of detail shown in the report.
Detailed
The Detailed option produces a report listing each transaction in expected payment date order. The expected payment dates and payment amounts for Sales and Purchase Invoices will be taken from the Invoices themselves. Amounts in Invoices in Currency will be converted to your home Currency using the Exchange Rates for the report date.

Overview
The Overview contains a single line summary for each day on which it is expected a payment will be made or received. Expected payment dates, payment amounts and Currency conversion will be determined in the same way as in the Detailed report described above.
Registers
By default, the report contains the Debtors' and Creditors' forecasts and Simulations containing any of the Accounts used in the Payment Modes setting. You can exclude any of these sections from the report by clicking in these boxes. If you have the Cheques module, you can also include sections for Cheques and Own Cheques.

Status Purch. Inv.
You can choose to exclude those Purchase Invoices for which payment has been prevented (those whose Hold check box has been switched on).

Receipts, Payments
Select an alternative for the payment pattern to be used in calculating the Receipt and Payment schedule.
Net
This option assumes that payment will be received or issued on the Due Date.

Discount
This option assumes that invoices with a cash discount term will be paid by the Discount Date in order to qualify for the cash discount.

X days late
This option allows you to assume that all Invoices will be paid on average a specified number of days later than the Due Date.
Cut Names
If you are using the Detailed option, the Customer or Supplier Name will be shown for each Invoice, and each Simulation comment will be printed in full. Check this box if you would like to cut these Names and Comments so that the first 25 characters only are printed.

Cut Decimals
Check this box if you would like whole numbers only to be shown in the report. For example, an amount of 5.88 will be shown as 5 if you use this option.

Skip Disputed Invoices
Check this box to exclude from the report Sales Invoices marked as Disputed.
This report can be a very useful tool in your liquidity management. As with all reports in HansaWorld Enterprise, you can export the Liquidity Forecast to disk as a text file. You can then import the data to an Excel spreadsheet, and use Excel's excellent graphing capabilities to produce a graph of the money flowing through your business.

Multicurrency Accounts Rate Difference

This page describes the Multicurrency Accounts Rate Difference report in the Nominal Ledger.

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The Multicurrency Accounts Rate Difference report summarises the postings made to a particular Account in a specified Currency or in all Currencies (except Base Currencies 1 and 2). Three versions of each balance will be shown: in the original Currency; in Base Currency 1 using the Exchange Rate at the time of each posting; and in Base Currency 1 using the Exchange Rate for a specified date. The report will also show the difference between the two Base Currency figures. The report will therefore show the losses or gains that will result from applying the Exchange Rate to old Transactions.

Date
Paste Special    Choose date
The report will use the date that you specify here for the following purposes:

  1. The first two columns in the report will display the total postings to the specified Account up to this date in two Currencies: the Currency of the posting and Base Currency 1 (your home Currency).

  2. The third column in the report will display the Currency balance of each Account converted to Base Currency 1 using the Exchange Rate applying on this date.

You must specify a date, otherwise the report will be empty.

Account
Paste Special    Account register, Nominal Ledger/System module
The report will summarise the postings made to the Account that you specify here. For example, if you have posted to a particular Account in Currencies JPY and USD, the report will contain two lines, one for the JPY postings and one for the USD postings. If you only need one of those lines, specify the relevant Currency in the field below. Postings made after the date specified above will not be included.

You must specify a single Account, otherwise the report will be empty.

Tag/Object
Paste Special    Tag/Object register, Nominal Ledger/System module
If you only need postings with a particular Tag/Object to be included in the report, specify that Tag/Object here.

Currency
Paste Special    Currency register, System module
By default, the report will summarise the postings made to the Account specified above, with each Currency that you have used occupying a separate line in the report. If you only need the report to contain a single line for a particular Currency, specify that Currency here.

The example report illustrated above was produced with 1 October 2020 as the Date. All postings to Account 751 have been made in JPY, so the report contains a single line for that Currency. First, the Exchange Rate applying on the specified date is shown (the date of this Exchange Rate (30 September 2020) is shown as this is not the same as the specified date).This is followed by the following figures:
In currency
The total value posted to the Account up to the specified date expressed in JPY.

Previous
The total value posted to the Account up to the specified date expressed in Base Currency 1, using the values converted and stored at the time of posting.

Current
The total value posted to the Account up to the specified date expressed in Base Currency 1, converted using the Exchange Rate from 30 September 2020.

Difference
The difference between the Previous and Current figures.
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N/L Accrual Transactions

You can use this report to preview the Transactions that will be created if you then run the 'Generate N/L Accrual Transactions' Maintenance function. The specification windows used for the report and Maintenance function are the same: please refer to the description of the 'Generate N/L Accrual Transactions' Maintenance function for details.

N/L Transfer, Subsystems

The integration between the different modules in HansaWorld Enterprise means that Nominal Ledger Transactions can be generated automatically when you approve (mark as OK and save) records in other ledgers and modules ("Sub Systems"). For example, when you approve an Invoice in the Sales Ledger, this can cause a Nominal Ledger Transaction to be generated automatically, debiting a Debtor Account and crediting a Sales Account and, if appropriate, a VAT Account. This feature is controlled using the Sub Systems setting.

If you are not having Nominal Ledger Transactions generated automatically when you approve Sub System records, you will need to enter them to the Transaction register yourself. This report will help you with this task, as it is a list of the Account postings that should result from the records entered in one Sub System (e.g. from Invoices entered in the Sales Ledger). Alternatively you can create the Transactions in batches using the 'Create NL Transactions' Maintenance function in the System module, in which case this report will list the Transactions that will be created by that function.

The report shows all transactions of the specified type in the specified period, irrespective of whether equivalent Nominal Ledger Transactions have already been created. Only approved transactions are shown.

Period
Paste Special    Reporting Periods setting, System module
Enter the start and end date of the report period, separated by a colon (:).

Number   
Paste Special    Numeric
Use this field to report on certain records in your chosen Sub System register. These records must have dates that fall in the period specified above, otherwise the report will be empty.

For example, to report on Purchase Invoices 20 to 30, enter "20:30" here and choose the Purchase Invoice subsystem below.

Subsystem
Select one subsystem for the report.

Function
Use these options to control the level of detail shown in the report.
Overview
This option will produce a list with a single row for each Sub System record (Invoice, Payment etc.) showing the total value of each one. This section is followed by a list of the total values that should be debited or credited to each Account/Object combination as a result of those Sub System records. This allows you to the summarise the Sub System records in a single Nominal Ledger Transaction.

Detailed
This option shows the Account/Object combinations used by each Sub System record, allowing you to enter a separate Nominal Ledger Transaction for each Sub System transaction. As with the Overview option, a summary of the postings to in each Account/Object combination is shown at the end of the report.
Function
Use these options to specify whether approved and/or unapproved Sub System records are to be listed in the report.
OKed
You will tend to use this option if you are not using the feature whereby Nominal Ledger Transactions are created automatically when you approve Sub System records. You can then enter the equivalent Nominal Ledger Transactions manually, taking the information from this report.

Not OKed
You will tend to use this option if you are using the feature whereby Nominal Ledger Transactions are created automatically when you approve Sub System records. You can produce this report for a particular Sub System record before approving it to see in advance the Nominal Ledger Transaction that will result.

Nominal Ledger

The Nominal Ledger report is a list of the Transaction rows entered during the report period (i.e. it is a list of the amounts posted to each Account in that period).

This report offers exceptionally powerful multi-level Object analysis. You can search for Transaction rows with several different Objects, and you can control subtotalling. For example, if you have Object Types of DEPT (Departments) and PERS (Persons), you can create a report with the Transaction rows sorted by Account and department and with subtotals per person within each department. These features are illustrated in detail on the Examples page.

When printed to screen, the Nominal Ledger report has the HansaWorld Enterprise Drill-down feature. Click on any Transaction Number to open an individual Transaction record.

Double-clicking 'Nominal Ledger' in the 'Reports' list opens the following window:

Header
Period
Paste Special    Reporting Periods setting, System module
Specify a report period, in the format "01-02-07:28-02-07". If you are using four-digit years as in the illustration, the leading digits will be inserted automatically. If your report period is a single day, just enter the date once and this will be converted to a period format automatically. The first row of the Reporting Periods setting is the default value.

Loop 1, Loop 2, Loop 3
(Loop 2 and Loop 3 are on card 2.)

You can enter a range of Accounts, a range of Objects or an Object Type to each of these fields. The following examples illustrate how you can use these fields:

EgEntryReport contains
1Loop 1: 100:199 (Accounts) Transaction rows posting to Accounts in the range 100:199, sorted by Account
2Loop 1: SALES (Object) Transaction rows with the SALES Object, sorted by Object
3Loop 1: DEPT (Object Type) Transaction rows with Objects belonging to the DEPT Object Type, sorted by Object
4Loop 1: 100:199 (Accounts) Loop 2: DEPT (Object Type) Transaction rows with Objects belonging to the DEPT Object Type and posting to Accounts in the range 100:199, sorted by Account then Object
5Loop 1: DEPT (Object Type) Loop 2: 100:199 (Accounts) As 4 but sorted by Object then Account
6Loop 1: 100:199 (Accounts) Loop 2: DEPT (Object Type) Loop 3: PERS (Object Type) Transaction rows with Objects belonging to the DEPT Object Type and to the PERS Object Type and posting to Accounts in the range 100:199, sorted by Account, by DEPT Objects and finally by PERS Objects

You must make an entry in the Loop 1 field before using Loops 2 and 3, or the report will be blank.

Please refer to the Examples page for more information about how to use these fields.

Accounts
Next to each Loop field there is an Accounts radio button. You should select this radio button if you wish to enter an Account or range of Accounts in the corresponding Loop field, for two reasons:
  1. If you select the Accounts radio button, HansaWorld Enterprise will assume that what you have entered in the Loop field is an Account or range of Accounts and search for matching Transaction rows accordingly. If you do not select the Accounts radio button, HansaWorld Enterprise will assume that the Loop field contains an Object, a range of Objects or an Object Type.

  2. If you select the Accounts radio button, you can use 'Paste Special' from the Loop field to open a list of Accounts from which you can choose the appropriate one. If you do not select the Accounts radio button, 'Paste Special' will open a list of Objects.
Card 1
Object
Paste Special    Object register, Nominal Ledger/System module
Enter an Object Code in this field if you want the report to list Transaction rows with a certain Object. If the field is empty, all Transaction rows, with and without Objects, will be listed. If you enter a number of Objects separated by commas, only those Transaction rows featuring all the Objects listed will be included in the report.

Object Type
Paste Special    Object Types setting, Nominal Ledger
Enter an Object Type Code in this field if you want the report to list Transaction rows with Objects belonging to a certain Object Type.

If a Transaction row has more than one Object, the Show Object option (below) will usually cause all those Objects to be printed in the relevant line in the report. However if you specify an Object Type here and choose the Show Object option, only the Object belonging to the Object Type will be printed. This is illustrated on the 'Examples' page.

Including Unspecified
If you specify an Object Type above, the report will only contain Transaction rows with Objects belonging to that Object. If you use this option as well, every Transaction row will be listed in the report. If you also choose the Show Object option below, only those Objects belonging to the specified Object Type will printed in the relevant lines in the report. In other words, this combination of options will list every Transaction row, while allowing you to distinguish the Transaction rows with Objects belonging to the specified Object Type from the other Transaction rows.

Only with Text
Enter a search string in this field to list Transaction rows with certain Descriptions. Thus, assuming that you have used the default entries in the Description field of each Transaction row, you can enter an Account Name here to report on all postings to that Account. Note that you do not have to enter the complete text string: "Sales" finds "Sales Type 1", "Sales Type 2", etc.

VAT Code
Paste Special    VAT Codes setting, Nominal Ledger
Enter a VAT Code here to list Transaction rows with a particular VAT Code.

Language
Paste Special    Languages setting, System module
You can produce the Nominal Ledger report in different Languages: enter the required Language Code here. The appropriate translation for each Account Name will be taken from the 'Texts' card of the Account record.

If you do not enter a Language here, but you have entered a Language in the Company Info setting in the System module, the report will be produced in that Language if you are using the Account Description in Company Language option in the Transaction Settings setting in the Nominal Ledger.

Currency
Paste Special    Currency register, System module
If you enter a Currency here, the report will only list those Transaction rows with that Currency shown on flip C. The amounts shown in the report will be taken from flip C of those Transaction rows: i.e. they will be in the chosen Currency. If you leave this field blank, all Transaction rows will be included in the report with their amounts taken from the Base 1 or Base 2 Debit or Credit fields on flip B (choose which Base Currency is to be used using the Values In options described below).

Recon. Code, Exclude with Code
If you want to list reconciled Transaction rows with a particular Recon. Code (entered on flip D of the 'Account Reconciliation' window), enter that Recon. Code here. To list all reconciled Transaction rows except those with a particular Recon. Code, check the Exclude With Code box as well.

You must also use the Reconciled option (below) if you want to use this field and check box.

Reference
If you enter a Reference here, the report will only list Transaction rows from Transactions that have the Reference specified in the header. You should enter the complete Reference: "Accrual" will not find "Accrual Posting", etc.

If you would like the Reference to be printed in the report, use the Show References option (below).

Exclude Object   
Paste Special    Object register, Nominal Ledger/System module
Enter an Object Code to remove Transaction rows with that Object from the report.

Used Accounts only
Check this box to exclude Accounts that were not used during the report period. Accounts not used but with a balance brought forward will be shown.

Show References
By default, the report shows the Text of each Transaction. Use this option if you would like the Reference and the Text to be shown.

With Corrections
Check this box if you want all corrections in the Transactions to be shown.

Subtotal VAT Codes
Check this box if you want the total debit and credit amounts for each VAT Code to be shown at the bottom of the report.

List Transaction Nos
With this box checked, the Transaction Numbers of all Transactions that fall within the reporting period, together with debit and credit totals, will be listed at the bottom of the report.

Don't Print Transaction Prefix
Transaction Numbers are usually printed in the report together with their prefixes as shown in the 'Transactions: Browse' window. Transactions entered directly to the Nominal Ledger, for example, are printed as "2007.3" while those created from a Sub System are printed as, for example, "S/INV.070003". If you do not want these prefixes to be printed in the report (i.e. in the examples, to omit "2007." and "S/INV."), check this box.

If you use the 'Lock N/L' Maintenance function to close an accounting period, a Document Number will be assigned permanently to every Transaction in the newly closed period. If you print the report using this option, these Document Numbers will be printed in place of the usual Transaction Numbers. The usual Transaction Number (without prefix) will be printed if there is no Document Number (i.e. when a Transaction belongs to a period that has not been closed yet). You can use the Function options below to restrict the report to Transactions with or without Document Numbers.

Show Base Currency 2 Differences only
Use this option if you want the report to list any Transaction rows where the value in Base Currency 2 is not correct, according to the Exchange and Base Rate for the Transaction Date. This may be because you used an ad hoc Exchange or Base Rate in the Transaction row in question, or because you changed an Exchange or Base Rate record was changed some time after you entered it. Changing existing Exchange or Base Rate records is not recommended.

This option does not calculate values in Base Currency 2 by applying current Exchange and Base Rates to old Transactions rows. To do this, use the Base Currency Rate Change report.

Balances only
Use this option if you only need to show a balance for each Account, instead of having every Transaction row listed.

Corresponding Accounts
Check this box if you want the Corresponding Accounts of each Transaction row printed in the report. The Object column will be replaced with one showing the Corresponding Accounts.

Show Object
Check this box to print the Objects used in each Transaction row.

Show Currencies
In the case of Transaction rows in a foreign Currency (i.e. not Base Currency 1 or 2), check this box if you want to show amounts in Currency as well as in the home Currency. Total Currency balances for each Account will also be shown, together with the overall Account balance in the home Currency.

Not Reconciled
Check this box to include in the report Transaction rows that have not been reconciled using the Account Reconciliation register.

Reconciled
Check this box to include in the report Transaction rows that have been reconciled using the Account Reconciliation register.

Long Lines
Three options are available for dealing with long descriptions when printing on paper. The Don't Break option is always used when printing to screen. If you preview the report to screen, choose 'Recalculate and Print' from the Operations menu to invoke the Long Lines option (i.e. do not click the Printer icon).

If you use a landscape Page Setup and/or reduce the page magnification, the space available for long descriptions (i.e. the width of the description column) is increased.
Don't Break
The full length of the description is printed on one line. If it interferes with figures in the next column, these are moved to the next line.

Break
The full length of the description is printed, spread over several lines if necessary.

Cut
The final characters of the description are not printed, so that it fits onto one line in the allocated column.
Function
If you use the 'Lock N/L' Maintenance function to close an accounting period, a Document Number will be assigned permanently to every Transaction in the newly closed period. Use these options to choose whether the report is to include every Transaction in the report period, those with Document Numbers only (i.e. those from closed periods only) or those without Document Numbers only.
Card 2

Include Simulations
Choose one of these options if you want to include simulated transactions in the report. If you choose the All option, Simulation rows of "Invalid" or "Transferred" Status will not be included.

Values in
If you are using the Dual-Base system, values in this report can be shown in either Base Currency. Use these options to choose which Currency is to be used on this occasion.

If you are not using the Dual-Base system, use the Base Currency 1 option to produce a report in your home Currency.

If you enter a foreign Currency in the Currency field above, the amounts in the report will be in that Currency.
Click [Run] to print the Nominal Ledger report as you have specified it.

Nominal Ledger - Examples

In this section, we will illustrate the features offered by the Nominal Ledger report, using the Transactions resulting from a day's invoicing. Each Invoice carries an Object representing the sales person and one representing the office making the sale. The Objects representing the sales people belong to the "PERS" Object Type, while those representing the offices belong to the "OFF" Object Type.

The Transactions involved are as follows:

Trans NoAccountObjectsDebitCredit
5013750 Debtors408.50
110 Sales - VideoNB,TALL64.00
100 Sales - AudioNB,TALL284.00
830 VAT Outputs Payable60.50
5014750 Debtors306.68
110 Sales - Video IP,TALL48.00
100 Sales - AudioIP,TALL213.00
830 VAT Outputs Payable45.68
5015750 Debtors715.58
110 Sales - Video JM,LOND112.00
100 Sales - AudioJM,LOND497.00
830 VAT Outputs Payable106.58
5016750 Debtors102.23
110 Sales - Video FF,LOND16.00
100 Sales - AudioFF,LOND71.00
830 VAT Outputs Payable15.23

First, use the Nominal Ledger report to list the journal postings to each Sales Account (i.e. to list Transaction rows with Sales Accounts):

Enter the range of Sales Accounts (100:199) in the Loop 1 field in the header. You can use 'Paste Special'. As with all the examples on this page, we have checked the Show Object box so that Objects are shown in the illustrations.

This is the resulting report:

The report is a list of Accounts. For each Account, opening and closing balances are shown together with the net change over the report period. The postings to each Account are listed in date order.

The next example is a list of Transaction rows with Objects belonging to a particular Object Type. As well as again entering the Sales Account range in the Loop 1 field, enter "PERS" in the Object Type field, with the aim of listing all Transaction rows that have an Object representing a sales person:

Since every Transaction row in this example has an Object belonging to the "PERS" Object Type, the result is similar to the first report, with two differences:
  1. There are no opening balances. While the Accounts have been used prior to the report period, the Objects have not; and

  2. Because we specified an Object Type and we are using the Show Object option, only those Objects belonging to the Object Type are printed for each Transaction row.

If you want subtotals for each Object belonging to the "PERS" Object Type, do not use the Object Type field. Instead, go to card 2 of the specification window and enter "PERS" in the Loop 2 field:

In one sense, entering "PERS" in the Loop 2 field is the same as entering it in the Object Type field in the previous example: it ensures that only Transaction rows with Objects belonging to the "PERS" Object Type will be listed in the report (although, as we are using the Show Object option, every Object is printed for each Transaction row, not just those belonging to the Object Type). However, entering "PERS" in the Loop 2 field also means that within each Account the postings will be sorted by sales person. This means that subtotals will be provided for each sales person within each Account.

In general terms, you should use Loops 1, 2 and 3 to impose a sort order on the report. As you have entered the Account range in the Loop 1 field, the top level sort order is by Account. Entering the "PERS" Object Type in the Loop 2 field means that the second level sort order is by the Objects belonging to that Type. Subtotals are provided at the lowest level of sorting. So, in this case, the report is sorted by Account and then by Object, with subtotals for each Object:

Use the Loop 3 field if you want to sort through three levels. For example, you might want to report on the range of Sales Accounts, by office, with subtotals per sales person within each office. Enter the "OFF" Object Type (for Objects representing the offices) in the Loop 2 field, and the "PERS" Object Type in the Loop 3 field:

The Loop 2 and Loop 3 fields are both used as search criteria (only Transaction rows with Objects belonging to both Object Types will be listed in the report). Also, because an entry has been made to the Loop 3 field, subtotals will be provided at this level.

Again, the resulting report is structured on an Account-by-Account basis (i.e. the top level sort is by Account). This time, within each Account the postings are sorted first at the Loop 2 level (i.e. by office) and then at the Loop 3 level (i.e. by sales person). Within each Loop 2 Object (i.e. within each office) subtotals are provided for each Loop 3 Object (i.e. for each sales person):

Finally, you can change the structure of the report from Account-by-Account to Object-by-Object. This time, within each Object subtotals are provided for each Account. In the example, this has the effect of listing the Sales Accounts used by each sales person, so that you can see what each person has sold. To do this, enter the "PERS" Object Type in the Loop 1 field and the range of Sales Accounts in the Loop 2 field. Select the Accounts radio button next to the Loop 2 field, because this now contains Account Numbers and not Objects:

This is the report, sorted by Object (level 1) and then by Account (level 2), with subtotals provided for each Account within each Object:

Profit & Loss

The Profit & Loss report shows the sales turnover achieved by your company in the specified period. It also shows the total cost of sales and thus the gross profit, and the total overheads and thus the net profit of your business.

When printed to screen, the Profit & Loss report has the HansaWorld Enterprise Drill-down feature. Click on the Account Number of any Account in the report to open the Nominal Ledger Report for the same Account and period. When in the Nominal Ledger report, you can click on any Transaction Number to open an individual Transaction record.

Please click for details about:

Profit & Loss - Defining

The content of the Profit & Loss report is defined in the same way as the Balance Sheet. Please refer to the Balance Sheet Definition page for full details. You can also create up to 15 of your own Profit & Loss reports as required. Please refer to the Multiple Balance Sheet Definitions page for full details.

Profit & Loss - Printing

Open the 'Reports' list window and double-click 'Profit & Loss'. The 'Specify Profit & Loss Report' window is opened.

Period
Paste Special    Reporting Periods setting, System module
The report period. Enter first and last date. The first period in the Reporting Periods setting is the default.

Budget period
Paste Special    Reporting Periods setting, System module
If you are using the Budget or Revised Budget Comparisons (below), specify the Budget period here. The first period in the Reporting Periods setting is the default. If you leave this field blank, the report period above will be used.

Header
Enter your own title for the report.

Objects
Paste Special    Object register, Nominal Ledger/System module
Enter an Object Code to reduce the scope of the report. If you leave this field empty, the Account balances in the report will be calculated from all Transaction rows, with and without Objects. If you enter a number of Objects separated by commas, only those Transaction rows featuring all the Objects listed will be included in the calculations.

Object Type
Paste Special    Object Types setting, Nominal Ledger
Enter an Object Type Code in this field if you want the report to show Account Balances calculated from Transaction rows with Objects belonging to a certain Object Type.

Including Unspecified
Check this box if, for each Account, you want to show a balance figure for Transaction rows for Objects belonging to the Object Type specified above and a second balance for all other Transaction rows.

Currency
Paste Special    Currency register, System module
If you specify a Currency here, the Account balances in the report will be calculated only from those Transaction rows with the specified Currency shown on flip C. The balances will be calculated using the figures on flip C of those Transaction rows (i.e. they will be in the chosen Currency). If you leave this field blank, all Transaction rows will be included in the calculations. In this case the calculation will use the figures in the Base 1 or Base 2 Debit or Credit fields on flip A (choose which Base Currency is to be used using the Values In options described below).

Language
Paste Special    Languages setting, System module
You can produce the Profit & Loss report in different Languages: enter the required Language Code here. The appropriate translation for each Account Name will be taken from the 'Texts' card of the Account record and for each report heading or sub-heading from the report definition (please refer to the Balance Sheet Definition page for full details).

If you do not enter a Language here, but you have entered a Language in the Company Info setting in the System module, the report will be produced in that Language if you are using the Account Description in Company Language option in the Transaction Settings setting in the Nominal Ledger.

Exclude Object   
Paste Special    Object register, Nominal Ledger/System module
Enter an Object Code to remove Transaction rows with that Object from the calculations.

Accounts
Select how you want the Accounts printed in the report.
All
This option will show all Accounts that have been included in the Profit & Loss report definitions.

Used only
When you use this option together with the Accumulated Comparison, the report will only show Accounts that have been used. This option is similar to With Balance below, with the exception that it also includes Accounts that have been used in the period in such a way that they have no closing balances. This includes Accounts that have balances brought forward from a previous period in the financial year but that have not been used in the report period.

When you use this option together with the Previous Year or Previous Result Comparisons, the report will show Accounts that have a closing balance either in the report period or in the same period last year.

When you use this option together with the Budget or Revised Budget Comparisons, the report will show Accounts that either have a Budget or Revised Budget for the report period or have been used during the report period.

Groups only
This option does not show balances for individual Accounts. Instead, it simply shows an overall balance for each row as entered in the Profit & Loss report definitions.

Used Groups only
This option only shows balances for rows as entered in the Profit & Loss report definitions that have been used.

With Balance
When you use this option together with the Accumulated Comparison, the report will only show Accounts that have a balance for the report period. An Account that has been used in the period in such a way that it also has no closing balance will not be shown in the report. An Account that has not been used during the report period but that has a balance from a previous period in the financial year will also not be shown in the report. If you want these Accounts to be included in the report, use the Used Only option above.

When you use this option together with the Previous Year or Previous Result Comparisons, the report will only show Accounts that have a closing balance in both the report period and in the same period last year.

When you use this option together with the Budget or Revised Budget Comparisons, the report will only show Accounts that have a Budget or Revised Budget for the report period. Providing this criterion is met, the Account does not need to have a closing balance to be shown in the report.
Notation
Use these options to control the presentation of amounts in the report.
Exact
Shows the balances as stored in the Transactions.

No Decimals
Rounds the balances up or down to the nearest whole number.

Thousands, Millions
Divide the balances by 1,000 or 1,000,000.

% Turnover
Shows each account balance as a percentage of overall turnover. This option requires that 'turnover' be defined as a Key Ratio using the code "TURNO". Please refer to the page describing the definition of the Key Financial Ratios report for details about how to do this.

Comparison in %
This option is only valid if you use Previous Year, Budget or Rev Budget as the Comparison option (below). It causes comparison values to be expressed as percentages rather than as absolute values.
Comparison
Select one option for the comparison column in the report.
Accumulated
This option compares the report period with the Year To Date.

Previous Year
This compares the report period with the same period last year, and shows the difference between the two periods as an absolute figure or a percentage depending on whether you are using the Comparison in % option above.

Previous Result
This compares the report period with the same period last year, but does not show the difference between the two periods.

Budget, Rev Budget
These options compare the report period with the Budget or Revised Budget figures for the Budget period. Note that for each Budget or Revised Budget record there must be at least one entry in the grid area of the screen complete with date before they will be included in the report. If you use Objects, you should create Budget (and, if you are using them, Revised Budget) records for each Account/Object combination and overall Budgets/Revised Budgets for each Account without Objects. This will allow you to use the Budget or Revised Budget options with a particular Object, and with no Object.
Including Simulations
Check this box to include Simulation transactions in the report. Simulation rows of "Invalid" and "Transferred" Status will not be included.

List Transaction Nos
With this box checked, the Transaction Numbers of all Transactions that fall within the reporting period, together with debit and credit totals, will be listed at the bottom of the report.

No Header
Check this box if you want the report to be printed without a header.

Values in
If you are using the Dual-Base system, values in this report can be shown in either Base Currency. Use these options to choose which Currency is to be used on this occasion.

If you are not using the Dual-Base system, use the Base Currency 1 option to produce a report in your home Currency.

If you enter a foreign Currency in the Currency field above, the amounts in the report will be in that Currency.

Revised Budget Journal

This report lists the records in the Revised Budget register.

Account
Paste Special    Account register, Nominal Ledger/System module
Range Reporting    Alpha
Specify the Account or range of Accounts for which Revised Budgets are to be printed.

Period
Paste Special    Reporting Periods setting, System module
Enter the start and end date of the period whose Revised Budgets are to be shown in the report. The first record in the Reporting Periods setting is used as a default.

All Revised Budgets that are relevant to the report period will be listed in the report. For example, if the report period is June 1st to June 30th, Revised Budgets starting or ending in June will be included, and Revised Budgets starting before June and ending after June will also be shown.

Object
Paste Special    Object register, Nominal Ledger/System module
To list Revised Budgets with a particular Object, enter that Object here.

Function
Use these options to determine the level of detail to be included in the report.
Overview
This option gives a report with one line per Revised Budget, showing Account Number and Name, Object, Start and End Date and Sum.

Detailed
In addition to the information shown in the Overview, this option also lists the monthly or quarterly totals in each Revised Budget.
Specify
Specify here whether approved and/or unapproved Revised Budgets are to be included in the report. You must choose at least one option, otherwise the report will be empty.

Simulation Journal

This page describes the Simulation Journal report in the Nominal Ledger.

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The Simulation Journal is a list of the records in the Simulation register.

When printed to screen, the Simulation Journal has the Standard ERP Drill-down feature. Click (Windows/macOS) or tap (iOS/Android) on any Simulation Number in the report to open an individual Simulation record.

Simulations
Range Reporting    Numeric
Enter a Simulation Number or a range of Numbers separated by a colon (:) here if you would like specific Simulations to be shown in the report.

Period
Paste Special    Reporting Periods setting, System module
Enter the report period. The report will list Simulations whose Transaction Dates fall in the period specified here. The first period listed in the Reporting Periods setting will be used as a default.

Account
Paste Special    Account register, Nominal Ledger/System module
Use this field if you want to list Simulations in which a particular Account has been used in at least one row.

If you produce the report using the Overview option, the figures in the report for each Simulation will be calculated from the rows with the specified Account. If you use the Detailed option, only the rows with the specified Account will be listed.

Tag/Object
Paste Special    Tag/Object register, Nominal Ledger/System module
Use this field if you want to list Simulations in which a particular Tag/Object has been used in at least one row. If you enter a number of Tags/Objects separated by commas, a Simulation will only be included in the report if it has at least one row featuring all the Tags/Objects.

If you produce the report using the Overview option, the figures in the report for each Simulation will be calculated from the rows with the specified Tag/Object(s). If you use the Detailed option, only the rows with the specified Tag/Object(s) will be listed.

Simulation Type
Select one or more of these options if you need to list Simulations in which there is at least one row with a particular Status.

List Accounts
If you select this option, each Account used in the Simulations in the report, together with debit and credit totals, will be listed at the end of the report.

Subtotals by Status
This option will list each Status used in the Simulations in the report, together with debit and credit totals.

Values in
If you are using the Dual-Base system, use these options to specify whether the values in the report are to be shown in Base Currency 1 or 2.

If you are not using the Dual-Base system, use the Base Currency 1 option to produce a report in your home Currency.

Function
Use these options to specify the level of detail required in the report.
Overview
This choice produces a report with a single line for each Simulation, showing the Simulation Number, Transaction Date, Reference, Text, Signature of the user who created the Simulation and debit and credit totals.

Detailed
In addition to the information shown in the Overview, this option lists the Simulation rows individually, showing the Account, Tags/Objects, Transaction Date, Description, Debit or Credit Value and VAT Code.

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Reports in the Nominal Ledger:

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Tag/Object Results

This page describes the Tag/Object Results report in the Nominal Ledger module. For clarity, the term "Object" has been used in this description.

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The Tag/Object Results report analyses the profitability of each Object over the report period. For each Object, the report displays the total value posted to Income Accounts over the report period, the total value posted to Expense Accounts, and the gross profit (i.e. the difference between the Income and Expense postings). The report includes an option that allows you to compare the results for the report period with those for a previous period if necessary.

Period
Paste Special    Reporting Periods setting, System module
Enter the first and last date of the report period, separated by a colon (:). For each Object, the report will display the total value posted to Income Accounts over the period specified here, the total value posted to Expense Accounts over the same period, and the gross profit.

Account
Paste Special    Account register, Nominal Ledger/System module
Range Reporting    Alpha
If you need the report to show postings to a particular Account, specify that Account here. You can also enter a range of Accounts, separated by a colon. Remember that the report only includes postings to Income and Expense Accounts, so the report will be empty if you specify an Asset, Equity or Liability Account.

Tag/Object
Paste Special    Tag/Object register, Nominal Ledger/System module
Range Reporting    Alpha
If you need particular Objects to be included in the report, you have the following options:

  • Enter a single Object in this field.

  • Enter a range of Objects separated by a colon. The report will list every Object in the range.

  • Enter various Objects separated by commas. The report will list the Objects that you have entered.

    Note that this behaviour is different to that in most reports in Standard ERP. In most reports, separating Objects with commas will usually means you need to report on postings with a particular combination of Objects.

Tag/Object Type
Paste Special    Tag/Object Types setting, Nominal Ledger
Enter an Object Type here if you need to report on the Objects belonging to a particular Object Type.

Compared period
Paste Special    Reporting Periods setting, System module
If you want the report to compare the results from the report period with those from a different period, enter that period here and select the Include Compared Period option below. The default is to a period one year earlier than the main reporting period.

Including Simulations
Select this option if you need simulated transactions from the Simulation register to be included in the report. Simulation rows whose Status is "Invalid" or "Transferred" will not be included.

List Transactions
If you select this option, the Transaction Number of each Transaction that falls within the reporting period, together with debit and credit totals, will be listed at the end of the report. Every Transaction will be listed, irrespective of Object usage.

Only with Balance
If you select this option, the report will only list Objects that were used during the report period. Otherwise, every Object will be listed.

Include Compared Period
If you want the report to include a comparison with a different period, select this option and specify that period in the Compared Period field (above).

Values in
If you are using the Dual-Base system, values in this report can be shown in either Base Currency. Use these options to choose which Currency is to be used on this occasion.

If you are not using the Dual-Base system, use the Base Currency 1 option to produce a report in your home Currency.
In its basic form when printed to screen, the report will display the total value for each Object posted to Income Accounts over the report period, the total value posted to Expense Accounts, and the difference between those two figures (i.e. the gross profit). In the example illustrated below, the report period is June 2018:

If you print the report using the Include Compared Period option, the total values posted to Income and Expense Accounts during the Compared Period will be shown in additional columns. In the example illustrated below, the report period is again June 2018 and the Compared Period (shown in the first two columns) is May 2018:

If you print the report to any destination except to screen, the following additional columns will be added:
Ack. Deb
Displays the total value for each Object posted to Income Accounts for the year to the end of the report period.

Ack. Cred
Displays the total value for each Object posted to Expense Accounts for the year to the end of the report period.

Fwd. Bal
Ack. Deb - Ack. Cred the gross profit for the year to the end of the report period.
In the example illustrated below, the report period is again June 2018, so the Ack. Deb, Ack. Cred and Fwd. Bal columns contain figures from both May and June 2018 as these were the only two months of trading:

As shown in the illustrations above, the Tag/Object Results report will display the total value for each Object posted to Income Accounts as a whole over the report period and the total value posted to Expense Accounts, again as a whole. If you need to see individual figures for each Income and Expense Account, use the Tag/Object/Quantity Results report.

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Reports in the Nominal Ledger:

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Tag/Object/Quantity Results

This page describes the Tag/Object Results report in the Nominal Ledger module. For clarity, the term "Object" has been used in this description.

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The Tag/Object/Quantity Results report provides a detailed analysis of Object usage during the report period. For each Object, the report displays the total values posted to individual Income and Expense Accounts over the report period. For comparison purposes, Budget and Revised Budget figures for the report period are included.

Period
Paste Special    Reporting Periods setting, System module
The reporting period. Enter the first and last date separated by a colon (:).For each Object, the report will display the total values posted to individual Income and Expense Accounts over the period specified here.

Tag/Object
Paste Special    Tag/Object register, Nominal Ledger/System module
Range Reporting    Alpha
If you need the report to show postings with a particular Object, specify that Account here. You can also enter a range of Objects, separated by a colon.

Tag/Object Type
Paste Special    Tag/Object Types setting, Nominal Ledger
Enter an Object Type here if you need to report on the Objects that belong to a particular Object Type.

Tag/Object Group Length
You should use this field together with the Show Group Sub Accounts option. Please refer to the description of this option below for details.

Show Sub Accounts
This report can show subtotals for groups of Accounts or Objects with the same initial characters. Use these option to control this feature.
Don't Show
Use this option if you don't want to use the group subtotalling feature.

Show Sub Accounts
Use this option if you would like the report to show subtotals for groups of Accounts, grouped using the first character of the Account Number.

For example, if your Sales Accounts are in the range 100-199, the report will show a separate balance for each Account and a balance for all Sales Accounts (because they share the same initial character, "1"). These balances are all per Object.

Show Group Sub Accounts
Use this option if you would like the report to show subtotals for groups of Objects, grouped using the initial characters of the Object Code. Specify the number of initial characters that are to be the same using the Object Group Length field above.

For example, if the Object Group Length is 2, the report will contain individual sections for Objects 010, 011, 012 etc. and a separate section for these Objects grouped together (i.e. all Objects with the initial characters of "01").

This option also provides subtotals for groups of Accounts, as described for the Show Sub Accounts option above.

Values in
If you are using the Dual-Base system, values in this report can be shown in either Base Currency. Use these options to choose which Currency is to be used on this occasion.

If you are not using the Dual-Base system, use the Base Currency 1 option to produce a report in your home Currency.

New page for each Tag/Object
Select this option if you are printing the report to a printer and would like each Object to be printed on a separate page.
If you would like a less detailed version of this report that summarises the total values for each Object posted to Income and Expense Accounts and does not display figures for each individual Account, use the Tag/Object Results report.

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Reports in the Nominal Ledger:

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Tax Accounts Balances

This report is used in Russia. Please refer to your local HansaWorld representative for details.

Tax Calculations

Please click here for a description of this report.

Tax Transactions for Registers

This report is used in Russia. Please refer to your local HansaWorld representative for details.

Template Transaction Journal

This report lists the records in the Template Transactions setting.

Transactions
Range Reporting    Numeric
Specify the Template Transaction or range of Template Transactions that you want to be printed in the report.

Period
Paste Special    Reporting Periods setting, System module
Enter the start and end date of the period whose Template Transactions are to be shown in the report. The first record in the Reporting Periods setting is used as a default.

Test Corresponding Rules

If you are using the Check Corresponding A/C Rules option in the Transaction Settings setting, the Accounts used on each side (debit/credit) of a Transaction will be subject to certain rules (the "Corresponding Account Rules"). These rules are described in detail on the Transaction Settings setting page: they ensure that it is clear which debit postings are balanced by which credit postings in each Transaction. If you are not using this feature, you can use this report to list the Transactions that would not comply with these rules (i.e. those that would not be permissible if you were using the Check Corresponding A/C Rules option).

Transactions
Range Reporting    Numeric
If you only want to print a certain range of Transactions, enter the first and the last transaction number, separated by a colon. If you leave the field blank, the whole journal will be printed.

The Transaction Number must include the prefix as shown in the 'Transactions: Browse' window. To print a Transaction that was entered directly to the Nominal Ledger, enter, for example, "2007.3" or, for a range, "2007.3:2007.10". To print a Transaction that was created from a Sub System, enter, for example, "S/INV.070003" or "S/INV.070003:S/INV.070010" for a range.

Period
Paste Special    Reporting Periods setting, System module
Specify the period to be covered by the report.

Sorting
The report can be sorted by Transaction Number or Date.

Transaction Journal

The Transaction Journal (also called Daily Transaction Ledger) is a summary of all entries made in the ledger. You cannot change the definition of this report.

Reporting in HansaWorld Enterprise is non-destructive. That means you can make and print a report as many times as you wish. Some accounting programs are designed in such a way as to allow journal printing only directly in connection with the data entry. HansaWorld Enterprise does not have this limitation.

Open the 'Reports' list window and double-click 'Transaction Journal'. The 'Specify Transaction Journal' window is opened.

Transactions
Range Reporting    Numeric
If you only want to print a certain range of Transactions, e.g. those entered today, you can select this range using the Transactions field. Enter the first and the last Transaction Number, separated by a colon (:). If you leave the field blank, all records in the Transaction register from the selected period will be printed.

The Transaction Number must include the prefix as shown in the 'Transactions: Browse' window. To print a Transaction that was entered directly to the Nominal Ledger, enter, for example, "2007.3" or, for a range, "2007.3:2007.10". To print a Transaction that was created from a Sub System, enter, for example, "S/INV.070003" or "S/INV.070003:S/INV.070010" for a range.

Period
Paste Special    Reporting Periods setting, System module
Enter the period to be covered by the report.

Only VAT Code
Paste Special    VAT Codes setting, Nominal Ledger
You may limit the report to Transactions that include postings with a particular VAT Code.

Report Header
Specify the report title here. If you do not specify a title, 'Transaction Journal' will be used.

Legal Ser No.
In some countries it is mandatory for all Transactions to follow a single number series, irrespective of their nature. If that is the case, enter the first number in the series here and check the Don't Print Transaction Prefix box below. Each Transaction will be given a number in the specified series, in place of the usual Transaction Number.

Fwd Turnover
If you enter an amount in this field, this amount will be added to the total turnover at the bottom of the report.

Language
Paste Special    Languages setting, System module
You can produce the Transaction Journal in different Languages: enter the required Language Code here. The appropriate translation for each Account Name will be taken from the 'Texts' card of the Account record.

If you do not enter a Language here, but you have entered a Language in the Company Info setting in the System module, the report will be produced in that Language if you are using the Account Description in Company Language option in the Transaction Settings setting in the Nominal Ledger.

Sorting
The report can be sorted by Transaction Number or Transaction Date.

If you sort by Transaction Number, all Transactions of a similar type will be grouped together. For example, Transactions resulting from Sales Invoices will be grouped together, Transactions resulting from Purchase Invoices will be grouped together, and so on. This allows the report to provide debit and credit turnover figures for each type. If you have used different Number Series, then debit and credit turnover figures will be provided for each Number Series, identified by the Comment from the Number Series. For example, if you have created Invoices using three Number Series, the resulting Transactions in this report will be divided into three sections, with debit and credit turnover figures provided for each one.

If you sort by Transaction Date, all Transactions of a similar type from a particular month will be grouped together. For example, Transactions resulting from Sales Invoices in January will be grouped together, Transactions resulting from Purchase Invoices from January will then be grouped together, to be followed by other Transactions from January, then the pattern will be repeated for February, and so on. This allows the report to provide monthly debit and credit turnover figures for each type. If you have used different Number Series, then monthly debit and credit turnover figures will be provided for each Number Series, identified by the Comment from the Number Series.

Values in
If you are using the Dual-Base system, values in this report can be shown in either Base Currency. Use these options to choose which Currency is to be used on this occasion.

If you are not using the Dual-Base system, use the Base Currency 1 option to produce a report in your home Currency.

List Transactions
With this box checked, each Transaction used by the report, together with debit and credit totals, will be listed at the bottom of the report. If the scope of the report has been restricted using any of the fields above, only those Transactions included in the report will be listed.

Don't show Account description
Use this option if you don't wish Account Descriptions for each Transaction row to be shown.

List Accounts
With this box checked, each Account used by the Transactions in the report, together with debit and credit totals, will be listed at the bottom of the report. If the scope of the report has been restricted using any of the fields above, only those Accounts affected by the Transactions shown will be listed.

List VAT Codes
With this box checked, each VAT Code used by the Transactions in the report, together with debit and credit totals, will be listed at the bottom of the report. If the scope of the report has been restricted using any of the fields above, only those VAT Codes affected by the Transactions shown will be listed.

Skip VAT Codes on the Rows
If a Transaction row has a VAT Code, this is usually shown in the report. Check this box if this is not needed.

Don't print Registration Date
The report usually shows both the Transaction Date (as shown in the Transaction header) and the Registration Date (the date you entered the Transaction in your HansaWorld Enterprise database). If you do not wish to show the Registration Date, check this box.

Don't print Transaction Prefix
Transaction Numbers are usually printed in the report together with their prefixes as shown in the 'Transactions: Browse' window. Transactions entered directly to the Nominal Ledger, for example, are printed as "2007.3" while those created from a Sub System are printed as, for example, "S/INV.070003". If you do not want these prefixes to be printed in the report (i.e. in the examples, to omit "2007." and "S/INV."), check this box.

If you use the 'Lock N/L' Maintenance function to close an accounting period, a Document Number will be assigned permanently to every Transaction in the newly closed period. If you print the report using this option, these Document Numbers will be printed in place of the usual Transaction Numbers. The usual Transaction Number (without prefix) will be printed if there is no Document Number (i.e. when a Transaction belongs to a period that has not been closed yet).

If you check this box and enter a Legal Ser. No. above, each Transaction will be printed with a number in the sequence beginning with the Legal Ser. No. in place of the usual Transaction Number or Document Number.

Don't print Trans. for Invalidated Subsystem
By default, a Transaction created from a Sub System record (e.g. from an Invoice) that you then invalidate will be included in the report. Every piece of information will be printed drawn through with a red line, and the total value of the Transaction will be zero. Use this option if you want the Transaction excluded from the report altogether.
Click [Run] in the Button Bar. The Transaction Journal is printed.

Transaction Summary

The first section of this report is very similar to the Transaction Journal. Like that report, it lists each Transaction in the report period, showing the Accounts debited and credited, together with the amounts. Transactions resulting from Invoices, Receipts, Purchase Invoices and Payments are not listed.

Unlike the Transaction Journal, this report does not show the usual Transaction Numbers. Instead, each Transaction is given a sequential number in a single number series, irrespective of their nature.

Following this list of Transactions, the report can contain up to four summary sections. These show the debit and credit totals posted to each Account in Transactions resulting from Invoices, Receipts, Purchase Invoices and/or Payments in the report period.

Period
Paste Special    Reporting Periods setting, System module
Enter the period to be covered by the report.

Start of Legal Nos
This report does not show Transaction Numbers, as stored in the Transaction register. Instead, the Transactions are renumbered to follow a single number series, irrespective of their nature. Enter the first number in the series here. If you do not enter a number, the sequence will start at 1.

Sum Transactions for
You can have up to four summary sections printed at the end of the report. These sections will show debit and credit totals posted to each Account in Transactions resulting from Invoices, Receipts, Purchase Invoices and/or Payments in the report period. Use these options to choose which summary sections are to be printed.

Sorting
Three sort options are offered:
Number
The Transactions are listed in Transaction Number order, as stored in the Transaction register. If included in the report, the four summary sections are printed at the end.

Trans. Date
The Transactions are listed in Transaction Date order. If included in the report, the four summary sections are printed at the end.

Monthly Sumup
The Transactions are listed in Transaction Date order. Instead of printing the four summary sections at the end of the report, this option provides those summaries per month and prints them in the appropriate places in the list.
Don't print Transaction Prefix
When listed in the 'Transactions: Browse' window, Transaction Numbers are shown together with prefixes that indicate the type of the transaction. Transactions entered directly to the Nominal Ledger, for example, are shown as "2007.3" while those created from a Sub System are shown as, for example, "S/INV.070003".

Although this report does not print Transaction Numbers, their prefixes are printed as an indication of the type of Transaction. If you do not want these prefixes to be shown in the report (i.e. in the examples, to omit "2007." and "S/INV."), check this box.

If included in the report, the four summary sections will be marked with the appropriate prefix. Again, these prefixes will not be printed if you use this option.

Trial Balance

This page describes the Trial Balance report in the Nominal Ledger.

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The Trial Balance is a report that lists the balances of each Account.

The main purpose of the Trial Balance is to confirm that the sum of the debit balances is the same as the sum of the credit balances. The totals of the three columns in the report should each be zero, signifying that in your accounts the total debits and the total credits are equal. If this is not the case, there may be an error in one or more of your Transactions that you should correct immediately. and before producing the Balance Sheet and Profit & Loss reports.

You cannot alter the definition of the Trial Balance report, but you can determine the Transactions that are to be included.

When printed to screen, the Trial Balance has the Standard ERP Drill-down feature. Click (Windows/macOS) or tap (iOS/Android) the Account Number of any Account in the report to open the Nominal Ledger Report for the same Account and period. When in the Nominal Ledger report, you can click or tap any Transaction Number to open an individual Transaction record.

You can specify whether figures in the Trial Balance will be positive or negative depending on Account Type. To do this, use the check boxes in column 2 in the Presentation of Balances setting. For example, figures in the report for Asset Accounts will obey the Assets check box in column 2 in the Presentation of Balances setting. It is recommended that the check boxes in column 2 in this setting should all be ticked or not ticked. If only some of the check boxes in column 2 are ticked, the Trial Balance report will not balance.

To print the Trial Balance, ensure you are in the Nominal Ledger and click or tap the [Reports] button in the Navigation Centre. Then double-click or tap 'Trial Balance' in the 'Reports' list. The 'Specify Trial Balance' window will be opened.

Period
Paste Special    Reporting Periods setting, System module
Enter the period for which you want to produce the Trial Balance. The Account balances in the report will be calculated from postings (i.e. from Transaction rows) recorded during the period specified here. The first period in the Reporting Periods setting is the default value.

Accounts
Paste Special    Account register, Nominal Ledger/System module
Range Reporting    Alpha
Enter an Account Number or a range of Numbers separated by a colon (:) here if you would like specific Accounts to be listed in the report.

Tag/Object
Paste Special    Tag/Object register, Nominal Ledger/System module
Enter a Tag/Object Code here if you need the Account balances in the report to be calculated from postings with a particular Tag/Object. You can also enter a number of Tags/Objects separated by commas, in which case Account balances will be calculated from postings with all the Tags/Objects listed. If you leave this field empty, Account balances will be calculated from all postings, with and without Tags/Objects.

VAT Code
Paste Special    VAT Codes setting, Nominal Ledger
Enter a VAT Code here if you need if you need the Account balances in the report to be calculated from Transaction rows with a particular VAT Code.

Currency
Paste Special    Currency register, System module
If you specify a Currency here, the Account balances in the report will be calculated only from Transaction rows with the specified Currency shown on flip C. The balances will be calculated using the figures on flip C of those Transaction rows (i.e. they will be in the chosen Currency). If you leave this field blank, all Transaction rows will be included in the calculations. In this case the calculation will use the figures in the Base 1 or Base 2 Debit or Credit fields on flip A (choose which Base Currency is to be used using the Values in options described below).

Language
Paste Special    Languages setting, System module
You can produce the Trial Balance in different Languages: enter the required Language Code here. The appropriate translations of the Account Names will be taken from the 'Texts' card of each Account record.

If you do not enter a Language here, but you have entered a Language in the Company Info setting in the System module, the report will be produced in that Language if you are using the Account Description in Company Language option in the Transaction Settings setting in the Nominal Ledger.

Exclude Tag/Object
Paste Special    Tag/Object register, Nominal Ledger/System module
Enter a Tag/Object Code here if you need postings with a particular Tag/Object to be excluded from the Account balance calculations.

Including Simulations
Select this option if you need to simulated transactions from the Simulation register to be included in the report. Simulation rows in which the Status is "Invalid" and "Transferred" will not be included.

Only with Balance
With this option selected, Accounts that have zero balances at the end of the report period will be excluded from the report.

List Transaction No.
If you select this option, the Transaction Numbers of all Transactions that fall within the reporting period, together with debit and credit totals, will be listed at the end of the report.

Include Turnovers
The standard version of this report has three columns showing for each Account the balance brought forward for each Account, the net change over the report period and the final balance. If you select this option, two additional columns will be included, showing the total debit and credit postings to each Account.

Accounts only
In the standard version of the report, the Accounts will be divided into groups, using the first character of the Account Number. Subtotals for each group of Accounts will be shown. For example, the report will list the Accounts in the range 100:199 and then provide subtotals for those Accounts, because they share the same initial character, "1".

Select this option if you only need a simple list of Accounts with overall totals and so do not need Accounts to be grouped together in this way.

Values in
If you are using the Dual-Base system, use these options to specify whether the values in the report are to be shown in Base Currency 1 or 2.

If you are not using the Dual-Base system, use the Base Currency 1 option to produce a report in your home Currency.

If you have entered a Currency in the Currency field above, the figures in the report will be in that Currency.

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Reports in the Nominal Ledger:

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VAT Listing

This report lists the transactions used in calculating the VAT Return (produced using the VAT Report). For each transaction, the total including and excluding VAT, the VAT total, the overall VAT percentage and the Currency are shown.

This report is compiled from the Sub System records (e.g. Invoices, Purchase Invoices) that are liable for VAT. The VAT Report is compiled from the Nominal Ledger postings to the VAT Accounts. If there is a difference between the two reports, one possible reason is that the connection between a Sub System record and its related Nominal Ledger Transaction is not correct. Perhaps the Nominal Ledger Transaction does not exist at all, or perhaps it has been subject to a Correction Mark or Update Mark. It might be that the VAT Code in a Transaction row posting to a Sales or Purchase/Cost Account is incorrect or missing, in which case that row will not be included in the figure calculated by the VATRESULT or VATBALANCE commands in the VAT Report.

Period
Paste Special    Reporting Periods setting, System module
Enter the period to be covered in the report. The first period in the Reporting Periods setting is the default value.

Number
Range Reporting    Numeric
If you want to list transactions whose serial numbers fall within a particular range, enter that range here.

Only Registered From
If you want to list transactions entered after a certain date, enter that date here. In the case of Sub System records, this means the date they were approved (i.e. the date the resulting Nominal Ledger Transaction was created).

Specify
You can choose to have Sales Invoices, Purchase Invoices, Expenses, Receipts, Payments, inward and outgoing cash transactions and/or Nominal Ledger Transactions listed in the report. At least one section must be chosen or the report will be blank. For each section, the list of transactions will be followed by a list of VAT Codes used by those transactions, together with totals. If you don't need the transactions to be listed and just want a single line summary of each section, use the Show Totals Only option.

The Invoices option depends on whether you are using the Post Receipt VAT option in the Account Usage S/L setting in the Sales Ledger. If you are not using this option, the report will list the Invoices issued during the report period, together with Invoice Dates. If you are using this option (i.e. your VAT calculation is based on Receipts rather than Invoices), the report will list the Invoices paid during the report period, together with the dates they were paid. The Purchase Invoices option will similarly depend on the Post Payment VAT option in the Account Usage P/L setting in the Purchase Ledger.

The Receipts option will only list Prepayments and On Account Receipts (i.e. Receipts that do not have Invoice Numbers). Similarly, the Payments option will only list Prepayments and On Account Payments.

Select
The report can show all Transactions or just those with or without VAT.

Function
Use these options to determine the level of detail to be included in the report.
Overview
This option lists each transaction, showing for each one the date, number, amount excluding VAT, VAT amount, total amount, effective VAT rate and Currency. This is followed by summary totals for each VAT Code.

Detailed
This is similar to the Overview, with the addition of VAT Code analysis for each transaction.

VAT Report

Whenever a VAT Return is due you should print a VAT Report. This report will act both as a transaction document for the ledger and as the basis for payment.

The VAT Report is fully user-definable. Using a typical report definition, the report will summarise the postings made to the Input and Output VAT Accounts during the specified period, and will also show the total Inputs (purchases) and Outputs (sales).

Once you have printed a VAT Return for a given period, it is recommended that you enter a Transaction in the Transaction register transferring the VAT amount payable/receivable into the VAT Payments Account (Account 835 in the Chart of Accounts supplied with Standard ERP). This Transaction would debit the VAT Outputs Payable Account (830) and credit the VAT Inputs Receivable Account (831), with a balancing posting to the VAT Payments Account. The date of this Transaction must be within the period it concerns, and preferably it should be the last Transaction of the period. You can then enter a second Transaction transferring the amount payable/receivable to your bank account when you issue or receive payment.

If your company has separate departments or subsidiary companies with different VAT Numbers, you will usually have separate Companies for each VAT entity in your database, or separate databases. You will therefore be able to print separate VAT Reports for each VAT entity from each Company or database. So, although the option is provided, you usually won't need to print different VAT Reports for specific Objects.

If you do need to print a VAT Report for a specific Object in a single Company, you should ensure that you are using the Objects on VAT Account options in the Account Usage S/L and Account Usage P/L settings. When a Nominal Ledger Transaction is created from a Sub System record (e.g. from an Invoice or Purchase Invoice), these options will cause any Objects used in the Sub System record to be attached to the VAT posting (as well as to the Sales and Cost Accounts). If you are not using these options, Objects will not be assigned to VAT postings and so the report will not be able to display the balances of the Output and Input VAT Accounts for particular Objects. You will also need to ensure you use the correct Objects when manually entering Transactions that post to the VAT Accounts.

Be careful if you are using hierarchical Object structures in a single Company. Producing separate VAT Returns for each Object will be prone to error because of the risk of double-counting as each posting can have more than one Object.

Please click for details about:

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VAT Report - Defining

Before producing a VAT Report for the first time, you should define how the figures in the report will be calculated and ensure the format of the report suits your specific requirements. This is known as "Defining" the VAT Report.

A file containing an example VAT Report definition is supplied with Standard ERP. If you want to use this example as a template for your own definitions, import the relevant file (named "UKACCS1.TXT" in the UK) as described on the Importing Set-up Data page.

To set or change the report definition of the VAT Report, ensure you are in the Nominal Ledger, click the [Settings] button in the Navigation Centre and double-click 'Report Settings' in the subsequent list. Then double-click 'VAT Report' in the list on the left-hand side of the 'Report Settings' window (or highlight it and click the [Definition] button). The 'VAT Report Definition: Inspect' window will be opened.

The definition illustrated above is a standard UK VAT report, using the Chart of Accounts supplied with Standard ERP. You can alter it to suit your specific requirements: you will need to change it if you have modified the standard Chart of Accounts or imported your own.

Each row in the definitions list will cause a line to be printed in the VAT Report, as shown in the illustration below:

You can add, insert or delete rows as necessary. To insert a row, highlight the row above which the new one is to be inserted (by clicking the row number) and press the Return key. To delete a row, highlight it and press the Backspace key. When you have finished defining the VAT Report, click [Save].

The fields in each row in the VAT Report definition are as follows:

Code
Enter a unique code to identify each a row. You can use the Code in the definitions in later rows, as shown in row 3 in the example illustrated.

Comment
Enter descriptive text to identify the line in the printed report.

Definition
The formula that will be used to calculate the figure that will be printed in the report.
There are several commands that you can use in the formula in the Definition field. They are not case sensitive. These are the same commands that you can use in the definition of the Key Financial Ratios report. The commands that will be useful in the VAT Report are described below: please refer to the Defining Key Ratios page for a full list.
RESULT("Account Code")
This command returns the net change during the period for the Account specified in the brackets. Some examples of the use of this command are as follows:
RESULT("830")
Returns the net change in Account 830 for the specified period. If Account 830 is the Output VAT Account, this will therefore return the output VAT total for the specified period.

-RESULT("830")
As the previous example, but the sign of the final figure is changed. This is useful when displaying figures for sales, which are stored as negative figures in Standard ERP. Prefixing the RESULT command with a minus sign will cause sales to be displayed as positive figures in the report.

RESULT("830+832")
Adds the net change in Account 830 to the net change in Account 832.
KEY("Code")
Use the KEY command to include the value of another Key Ratio in the calculation. You must already have defined the Key Ratio that you are referring to. If not, a zero value will be used. Therefore, in the example illustration, the NET line must appear below the OUT and ACQ lines.

Although the KEY command itself is not case sensitive, the reference to another Key Ratio is. Thus, in the example illustration, you can use key("OUT") and KEY("OUT"), but not key("out").

VATRESULT("Account Code","VAT Code")
This command is similar to RESULT, but in calculating the net change during the period for the Account specified, only postings with the specified VAT Code are taken into account.

The reference to the VAT Code is not case sensitive.

Some examples of the use of this command are as follows:
VATRESULT("100";"1")
Returns the net change in Account 100 for the specified period, only taking postings with VAT Code 1 into account. If Account 100 is a Sales Account, this will therefore return the total sales with VAT Code 1 posted to that Account during the specified period.

-VATRESULT("100";"1")
As the previous example, but the sign of the figure is changed.

VATRESULT("100:1999";"1")
Returns the sum of the net changes in Accounts 100 to 1999 for the specified period. The Accounts in the range will be determined using an alpha sort, rather than a numeric one. So, Account 1000001 will be included in the example range, while Account 200 will not. If all Sales Accounts are in the range 100:1999, this will therefore return the total sales with VAT Code 1 posted to all Sales Accounts during the specified period.
In Transactions created from Sub Systems (e.g. Invoices and Purchase Invoices), the appropriate VAT Code will be copied to the V-Cd field in each Transaction row posting to a Sales or Cost Account. The V-Cd field is the mechanism that allows you to use the VATRESULT command with these Accounts. However, if you are using the Add VAT Code to VAT A/C rows option in the Transaction Settings setting, the appropriate VAT Code will be copied to the V-Cd field in each Transaction row posting to a VAT Account, as well as to the V-Cd field in the rows posting to a Sales or Cost Account. This will allow you to apply the VATRESULT command to the VAT Accounts (e.g. VATRESULT("830","1")).
Note that the syntax used in the formulae changed in version 4.1. If you are updating from a version earlier than 4.1 to a later version, you will therefore need to change your formulae as follows:
  • All parameters should now be enclosed in quotation marks. For example, you should change RESULT(830) to RESULT("830").

  • The order of parameters for the VATRESULT, VATBALANCE, VATCREDRESULT and VATDEBRESULT commands has been transposed. For example, you should change VATRESULT(1,100:199) to VATRESULT("100:199","1").
Please refer here for some illustrated examples.

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VAT Report - Example VAT Report Definitions

This page describes and illustrates some example VAT Report Definitions. Please follow the links below for more details about the VAT Report:
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Example - Standard VAT

A VAT Report definition suitable for use in the UK is illustrated below:

In essence, we are using the RESULT command to calculate the VAT to be paid or reclaimed and the VATRESULT command to calculate turnover figures. The RESULT command will print the net change in a specified Account over the report period i.e. the net amount posted to the Account. The VATRESULT command will print the net amount posted with a specified VAT Code to the Account.

In more detail the calculations in this report definition are as follows:

Row 1

OUT

-RESULT("830")830 is the Output VAT Account, so this row prints the total output VAT on domestic sales made during the report period. Sales figures are stored as negative figures in Standard ERP, so the negative sign will convert them to positive. This figure should be placed in Box 1 on the UK VAT Return.

If you have more than one Output VAT Account, you can include them all in the formula (e.g. -RESULT("830+8300")), or you can print the net change in each Account on separate lines and then add them together using the KEY command.

Row 2

ACQ

-RESULT("832")832 is the Account for output VAT on EU acquisitions of goods, so this row will print the VAT due on acquisitions of goods from other EU member states. This figure should be placed in Box 2 on the UK VAT Return. Please refer to the Reverse Charge VAT example towards the end of this page for more details about EU acquisitions.

Row 3

NET

KEY("OUT")+KEY("ACQ")Prints the total Output VAT due, calculated by adding the previous two figures together. This figure should be placed in Box 3 on the UK VAT Return.

Row 4

INP

-RESULT("831+833")831 is the Input VAT Account and 833 is the Account for input VAT on EU acquisitions of goods. This row will therefore print the VAT reclaimable on purchases and other inputs (including acquisitions from the EU). The result will be printed as a negative figure. This figure should be placed in Box 4 on the UK VAT Return.

Row 5

PAY

KEY("NET")+KEY("INP")Prints the net VAT to be paid or reclaimed, calculated by adding the figure in row 3 to the (negative) figure in row 4. A positive figure indicates that you are liable for VAT, a negative one signifies that you are owed money by the VAT authority. This figure should be placed in Box 5 on the UK VAT Return.

Rows 8-12

SAL0-SAL4

-VATRESULT("100:1999999","0")

-VATRESULT("100:1999999","1")

-VATRESULT("100:1999999","2")

-VATRESULT("100:1999999","3")

-VATRESULT("200:8299999","5")

Accounts 100:199 are the Sales Accounts. These rows print the total values of sales made with each VAT Code.

If you sell non-digital services to customers in the EU who are not registered for VAT, you will need to charge VAT at the relevant domestic rate for the type of Item. Place these Customers in the Inside EU (Post VAT) Zone and use the standard VAT Code. This will ensure these sales will be included in the Box 1 figure (row 1) and in the relevant sales turnover figure here.

Row 12 will print the value of purchases of services from Suppliers in the Inside EU Zone. This will ensure this figure is included in Box 6 (row 14 below).

Row 14

SALT

KEY("SAL0") + KEY("SAL1") + KEY("SAL2") + KEY("SAL3") + KEY("SAL4")Prints the sum of rows 8-12 i.e. the total value of sales and all other outputs excluding VAT.

This figure should be placed in Box 6 on the UK VAT Return.

Rows 17-21

PUR0-PUR4

-VATRESULT("200:8299999","0")

-VATRESULT("200:8299999","1")

-VATRESULT("200:8299999","2")

-VATRESULT("200:8299999","4")

-VATRESULT("200:8299999","5")

Accounts 200:829 all represent items that can be purchased by the business. These rows print the total values of purchases made with each VAT Code.

The range does not include the VAT Accounts (830:835). If you are using the Add VAT Code to VAT A/C rows option in the Transaction Settings setting, the appropriate VAT Code will be copied to the V-Cd field in each Transaction row posting to a VAT Account, as well as to the V-Cd field in the rows posting to a Sales or Cost Account. If the range included the VAT Accounts, the resulting figures would include VAT when they should exclude it.

Row 23

PURT

KEY("PUR0") + KEY("PUR1") + KEY("PUR2") + KEY("PUR3") + KEY("PUR4")Prints the sum of rows 17-21 i.e. the total value of purchases and all other inputs excluding VAT. This figure should be placed in Box 7 on the UK VAT Return.

Row 26

SALEC

KEY("SAL3")Prints the total value of sales made with VAT Code 3 i.e. the total value of sales to other EU member states. This assumes that sales made to other EU member states will always carry VAT Code 3, and that VAT Code 3 is not used for any other sales. This figure should be placed in Box 8 on the UK VAT Return. (Box 8 should not include sales of services, so a different VAT Code would need to be used for such sales.)

Row 27

PUREC

KEY("PUR3")Prints the total value of purchases made with VAT Code 4 i.e. the total value of purchases of goods from other EU member states. This assumes that purchases of goods made from other EU member states will always carry VAT Code 4, and that VAT Code 4 is not used for any other purchases. This figure should be placed in Box 9 on the UK VAT Return. (Box 9 should not include purchases of services. In the example, VAT Code 5 would be used for such purchases.)

As previously mentioned, the VAT Report definition illustrated and described above uses the Chart of Accounts and VAT Codes that are supplied with Standard ERP. You will need to amend the VAT Report definition (or start one from scratch) if you have modified the standard Chart of Accounts and/or VAT Codes, or created your own. For example, in the sample Chart of Accounts, the Output VAT Account is 830 and the standard VAT Code is 1. If your Output VAT Account is not 830 (e.g. it is 83010), you must replace every instance of "830" in the report definition with "83010". If your standard VAT Code is not 1 (e.g. it is S), you must replace every instance of "1" in the report definition with "S". It may be for example that you use different VAT Codes for sales and purchases.

Example - Cash VAT

In some countries, you can account for output VAT on the basis of the payments you receive, rather than on the Invoices you issue. Similarly, you can account for input VAT on the basis of the payments you issue, rather than on the Purchase Invoices that you receive. This is sometimes known as accounting for VAT on a cash basis or, in the UK, Cash Accounting.

If you need to account for VAT on a cash basis, follow these steps:

  1. On the sales side, the Account Usage S/L contains two options that you should select, depending on your requirements:

    • Select the Post Receipt VAT option if you need VAT to be posted from normal Receipts (i.e. Receipts in which you are receiving payment against Invoices) and On Account Receipts.

    • Select the Post Prepayment VAT option if you would like VAT to be posted from Prepayment Receipts. You will also need to specify a Prepayment VAT Account in the same setting.

  2. Similarly, on the purchase side, the Account Usage P/L contains two options that you should select, depending on your requirements:

    • Select the Post Payment VAT option if you need VAT to be posted from normal Payments (i.e. Payments in which you are issuing payment against Purchase Invoices) and On Account Payments.

    • Select one of the Post Prepayment VAT options if you would like VAT to be posted from Prepayment Payments. You will also need to specify On Account VAT and Prepayment VAT Accounts in the same setting and, depending on your requirements, you may also need to select the Prepayment amount excluding VAT option.

  3. If you need to account for VAT on a cash basis, Sales Invoices will still post to an Output VAT Account as normal, and Purchase Invoices will still post to an Input VAT Account. However, these Accounts will now be treated as preliminary VAT Accounts. When a Customer pays an Invoice, the Transaction from the Receipt will include an extra VAT element in which the VAT is moved from the Output VAT Account to a final Account, known as the O/P Account. On the purchase side, when you pay a Purchase Invoice, the Transaction from the Payment will include an extra VAT element in which the VAT is moved from the Input VAT Account to a final Account, known as the I/P Account.

    The next step is to specify the O/P and I/P Accounts, which you should do in the VAT Codes setting:

    Note in the rows for VAT Codes 4 and 5 that the Output and O/P Accounts are the same, and the Input and I/P Accounts are the same. VAT Codes 4 and 5 are used for acquisitions from the EU, and in the UK such transactions cannot be included in the Cash Accounting scheme. Standard ERP still requires O/P and I/P Accounts to be specified: using the same Accounts in effect means that acquisition VAT will be immediately be posted to the final Account, without passing through a preliminary Account.

  4. Finally, you should change the definition of the VAT Report so that the VAT to be paid or reclaimed will be calculated using the O/P and I/P Accounts instead of the Output and Input Accounts. In the illustration below, we have changed rows 1 and 4:

  5. Illustrated below is an example Invoice together with its Nominal Ledger Transaction. The VAT is posted to the Output Account as normal:

    When the Customer pays the Invoice a month later, the Nominal Ledger Transaction shows the VAT being moved from the Output Account to the O/P Account:

    The VAT Report for the month when the Invoice was paid includes the VAT in the payable figure:

    Note that the Invoice is not included in rows 8-11 and 14 (SAL0-SAL3 and SALT). As previously described, these rows use the VATRESULT command to print the total values of sales and purchases made with each VAT Code. For example, VATRESULT("100";"1") will print the value of sales posted from Invoices to Account 100 with VAT Code 1. The date when such a sale is posted is the Invoice date.

    When you are accounting for VAT on a cash basis, you need to be able to establish the total value of sales and purchases by payment date, not by Invoice date. This information is not held in the Nominal Ledger and so cannot be retrieved by the VATRESULT command.

    Instead, you can obtain this information from the VAT Code Statistics report in the Sales Ledger and the P/L VAT Code Statistics report in the Purchase Ledger. These reports each include a summary section in which the Base column will list the total values excluding VAT of sales and purchases made with each VAT Code. When you are using the Post Receipt VAT and Post Payment VAT options, the information in this summary section will be compiled by Receipt/Payment Date, not by Invoice Date:

    Example - Reverse Charge VAT

    In a normal transaction, the Supplier should account to the tax authorities for the VAT that is due on the supply. However, in certain situations, it is the Customer who must account for any VAT that is due. If you are the customer in such a situation, you will not pay VAT to the Supplier but instead will pay VAT to the tax authorities at the domestic rate that would apply had you purchased the Items from a local Supplier. This is sometimes known as the "reverse charge" procedure. You can reclaim this VAT, if the purchase relates to VAT taxable supplies that you will go on to make.

    One situation when you need to use the reverse charge procedure is when you purchase Items from VAT-registered Suppliers in other countries in the EU. Items that you purchase from other countries in the EU are usually known as "acquisitions" or "arrivals" (the term "imports" usually refers to Items purchased from other countries outside the EU). One method for handling VAT on acquisitions using the reverse charge procedure is described below. An alternative method is to create Internal Invoices from Purchase Invoices for EU Acquisitions. Please refer here for more details.

    To include EU Acquisition VAT in the VAT Report, follow these steps:

    1. In the VAT Codes setting in the Nominal Ledger, create two VAT Codes for VAT on EU Acquisitions. Two VAT Codes are needed because purchases of goods and purchases of services need to be reported differently on the UK VAT Return.

      VAT Code 4 in the example illustration below will be used for purchases of goods. VAT will be debited to the Input Account in this VAT Code and credited to the Output Account. It is recommended that you use an Output Account that is not used in any other VAT Code.

      VAT Code 5 in the example will be used for purchases of services. In this case, you can use the standard Output and Input Accounts (although you can use dedicated Accounts if you prefer).

    2. In a Purchase Invoice for goods received from a Supplier in the Inside EU VAT Zone, enter the total charged by the Supplier (i.e. without VAT) in the TOTAL field and the Amounts in the rows using the VAT Code 4 from step 1. The Calculated VAT field in the footer will be updated automatically. In this example, the Currency in the Invoice is the Euro:

      The VAT Code in each row will be chosen as follows:

      1. The Purch. VAT Code for the Supplier will be used.

      2. It will be taken from the Account record.

      3. The VAT Code on the 'VAT' card of the Account Usage P/L setting will be used.

      In the case of point (ii), you can only specify a single VAT Code in each Account record. It is therefore recommended that you use dedicated Accounts for purchases of goods from the EU, to ensure that the correct VAT Code will be offered as the default. If you use the same Account for non-EU and EU purchases, there is a risk that the wrong VAT Code will be offered by default and that you don't change it.

      In the last case, the appropriate VAT Code for the Zone of the Supplier will be used.

    3. When you mark the Purchase Invoice as OK and save it, the total charged by the Supplier will be posted to the Creditor Account. Because the Supplier is in the Inside EU VAT Zone, VAT will be debited to the Input Account of the selected VAT Code and credited to the Output Account (EUR figures are shown in the Base 2 Debit and Credit fields, with figures in Base Currency 1 in the Base 1 Debit and Credit fields):

    4. In the VAT report, you will need to include acquisition VAT when calculating the output VAT that is payable. You will also be able to include it when calculating the input VAT that is reclaimable, if the acquisitions relate to VAT taxable supplies that you make.

      In the UK, the output VAT payable on EU goods acquisitions should be included in the VAT report as a separate figure. This has been done in row 2 in the example VAT Report definition illustrated below. In this row, the RESULT command will return the net change in the Output VAT Account used in VAT Code 4, hence the recommendation that this be an Output Account that is not used in any other VAT Code. From there the output VAT will be included in the total output VAT figure in row 3.

      It is not necessary to include the input VAT as a separate figure. So, in row 4 the RESULT of the Input VAT Account has been added to that of the domestic Input VAT Account to produce a total figure.

      Row 20 uses the VATRESULT command to print the total value of EU acquisitions with VAT Code 4. This figure is then used in rows 23 and 27 (Boxes 7 and 9 on the UK VAT Return).

    5. Using this definition, the Purchase Invoice illustrated above will be included in the VAT Report as shown below:

    In the UK, services purchased from Suppliers in the Inside EU VAT Zone need to be reported differently to goods. In step 1 we added a VAT Code 5 for this purpose. This VAT Code uses the standard Output and Input Accounts.

    Follow these steps:

    1. The procedure for entering a Purchase Invoice for services is the same as that for entering a Purchase Invoice for goods. Enter the total charged by the Supplier (i.e. without VAT) in the TOTAL field and the Amounts in the rows using VAT Code 5. Again, it is therefore recommended that you use dedicated Accounts for purchases of services from the EU, to ensure that the correct VAT Code will be offered as the default The Calculated VAT field in the footer will be updated automatically. In this example, the Currency in the Invoice is the Euro:

    2. When you mark the Purchase Invoice as OK and save it, the total charged by the Supplier will be posted to the Creditor Account. Because the Supplier is in the Inside EU VAT Zone, VAT will be debited to the Input Account of the selected VAT Code and credited to the Output Account (EUR figures are shown in the Base 2 Debit and Credit fields, with figures in Base Currency 1 in the Base 1 Debit and Credit fields):

    3. In the VAT report, you will need to include acquisition VAT when calculating the output VAT that is payable. You will also be able to include it when calculating the input VAT that is reclaimable, if the acquisitions relate to VAT taxable supplies that you make. In this respect, reporting services is similar to reporting goods.

      However, in the UK, the output VAT payable on EU services acquisitions should not be included in the VAT report as a separate figure (unlike EU goods acquisitions) i.e. it should be included in box 1 in the UK VAT Return and not box 2. As with goods, the input VAT should be included in box 4. This allows you to use the standard Output and Input Accounts, as in this example. You can use dedicated Accounts if you prefer, but if you do, be sure to include them in the RESULT commands that calculate the Output VAT and Input VAT totals in your VAT Report Definition (rows 1 and 4 in the example).

      Purchase of services from Suppliers in the EU VAT Zone need to be included in both the sales totals and the purchase totals on the UK VAT Return (boxes 6 and 7). Using a dedicated VAT Code (VAT Code 5 in the example) will allow you to do this. Rows 12 and 21 in the example VAT Report definition use the VATRESULT command to print the total value of EU acquisitions with VAT Code 5. This figure is then used in rows 14 and 23.

    4. Using this definition, the Purchase Invoice illustrated above will be included in the VAT Report as shown below:

    When you enter a Purchase Invoice from a Supplier in the Inside EU VAT Zone, the VAT posting will follow the reverse charge procedure automatically, as described for goods and services above. However, there may be occasions when you need to use the reverse charge procedure with Suppliers in the Domestic or Outside EU VAT Zones. Follow these steps:

    1. Create a new record in the Tax Rules setting in the Nominal Ledger. In the VAT Type field, choose "Reversed" using 'Paste Special':

    2. In the VAT Codes setting, create a VAT Code for reverse charge VAT. Specify Input and Output Accounts and the VAT rate and, in the Tax Rules field on flip B, enter the Tax Rule record that you created in step 10:

    3. In a Purchase Invoice that is to be subject to the reverse charge procedure, enter the total charged by the Supplier (i.e. without VAT) in the TOTAL field and the Amounts in the rows using the VAT Code from step 11:

    4. When you mark the Purchase Invoice as OK and save it, the total charged by the Supplier will be posted to the Creditor Account. Because the Tax Rule in the VAT Code is "Reversed", VAT will be debited to the Input Account of the selected VAT Code and credited to the Output Account:

    5. In the VAT report, you will need to include reverse charge VAT when calculating the output VAT that is payable. Subject to the normal rules, you will also be able to include it when calculating the input VAT that is reclaimable.

      In the UK, you must include the output tax payable on purchases under the reverse charge in the output VAT total (box 1 in the UK VAT Return). This has been done in row 1 in the example VAT Report definition illustrated below. In this row, the RESULT command will return the total net change in the standard Output VAT Account (Account 830) and in the Output VAT Account used in VAT Code 6 (Account 8320). From there the output VAT will be included in the total output VAT figure in row 3.

      You should not include the VAT exclusive value of the purchases (box 6 on the UK VAT Return). So, rows 8-12 do not include a VATRESULT calculation for VAT Code 6.

      If you will reclaim input VAT, you should include it in the input VAT total. In row 4 the RESULT of the Input VAT Account has been added to those of the domestic Input VAT Account and the EU Acquisitions Input Account to produce a total figure.

      Row 22 uses the VATRESULT command to the total value of reverse charge purchases with VAT Code 5. This figure is then used in row 24 (Box 7 on the UK VAT Return).

    6. Using this definition, the Purchase Invoice illustrated above will be included in the VAT Report as shown below:

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    Please click for details about:

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    Reports in the Nominal Ledger:

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    Go back to:

    VAT Report - Example VAT Report Definitions - Standard VAT

    This page describes an example VAT Report definition that is suitable for use in the UK. Please refer to the following pages for more details about the VAT Report in Standard ERP:
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    A VAT Report definition suitable for use in the UK is illustrated below:

    In essence, we are using the RESULT command to calculate the VAT to be paid or reclaimed and the VATRESULT command to calculate turnover figures. The RESULT command will print the net change in a specified Account over the report period i.e. the net amount posted to the Account. The VATRESULT command will print the net amount posted with a specified VAT Code to the Account.

    In more detail the calculations in this report definition are as follows:

    Row 1

    OUT

    		-RESULT("830")830 is the Output VAT Account, so this row prints the total output VAT on domestic sales made during the report period. Sales figures are stored as negative figures in Standard ERP, so the negative sign will convert them to positive. This figure should be placed in Box 1 on the UK VAT Return.

    If you have more than one Output VAT Account, you can include them all in the formula (e.g. -RESULT("830+8300")), or you can print the net change in each Account on separate lines and then add them together using the KEY command.

    Row 2

    ACQ

    		-RESULT("832")832 is the Account for output VAT on EU acquisitions of goods, so this row will print the VAT due on acquisitions of goods from other EU member states. This figure should be placed in Box 2 on the UK VAT Return. Please refer to the Reverse Charge VAT example towards the end of this page for more details about EU acquisitions.

    Row 3

    NET

    		KEY("OUT")+KEY("ACQ")Prints the total Output VAT due, calculated by adding the previous two figures together. This figure should be placed in Box 3 on the UK VAT Return.

    Row 4

    INP

    		-RESULT("831+833")831 is the Input VAT Account and 833 is the Account for input VAT on EU acquisitions of goods. This row will therefore print the VAT reclaimable on purchases and other inputs (including acquisitions from the EU). The result will be printed as a negative figure. This figure should be placed in Box 4 on the UK VAT Return.

    Row 5

    PAY

    		KEY("NET")+KEY("INP")Prints the net VAT to be paid or reclaimed, calculated by adding the figure in row 3 to the (negative) figure in row 4. A positive figure indicates that you are liable for VAT, a negative one signifies that you are owed money by the VAT authority. This figure should be placed in Box 5 on the UK VAT Return.

    Rows 8-12

    SAL0-SAL4

    		-VATRESULT("100:1999999","0")

    -VATRESULT("100:1999999","1")

    -VATRESULT("100:1999999","2")

    -VATRESULT("100:1999999","3")

    -VATRESULT("200:8299999","5")

    		Accounts 100:199 are the Sales Accounts. These rows print the total values of sales made with each VAT Code.

    If you sell non-digital services to customers in the EU who are not registered for VAT, you will need to charge VAT at the relevant domestic rate for the type of Item. Place these Customers in the Inside EU (Post VAT) Zone and use the standard VAT Code. This will ensure these sales will be included in the Box 1 figure (row 1) and in the relevant sales turnover figure here.

    Row 12 will print the value of purchases of services from Suppliers in the Inside EU Zone. This will ensure this figure is included in Box 6 (row 14 below).

    Row 14

    SALT

    		KEY("SAL0") + KEY("SAL1") + KEY("SAL2") + KEY("SAL3") + KEY("SAL4")Prints the sum of rows 8-12 i.e. the total value of sales and all other outputs excluding VAT.

    This figure should be placed in Box 6 on the UK VAT Return.

    Rows 17-21

    PUR0-PUR4

    		-VATRESULT("200:8299999","0")

    -VATRESULT("200:8299999","1")

    -VATRESULT("200:8299999","2")

    -VATRESULT("200:8299999","4")

    -VATRESULT("200:8299999","5")

    		Accounts 200:829 all represent items that can be purchased by the business. These rows print the total values of purchases made with each VAT Code.

    The range does not include the VAT Accounts (830:835). If you are using the Add VAT Code to VAT A/C rows option in the Transaction Settings setting, the appropriate VAT Code will be copied to the V-Cd field in each Transaction row posting to a VAT Account, as well as to the V-Cd field in the rows posting to a Sales or Cost Account. If the range included the VAT Accounts, the resulting figures would include VAT when they should exclude it.

    Row 23

    PURT

    		KEY("PUR0") + KEY("PUR1") + KEY("PUR2") + KEY("PUR3") + KEY("PUR4")Prints the sum of rows 17-21 i.e. the total value of purchases and all other inputs excluding VAT. This figure should be placed in Box 7 on the UK VAT Return.

    Row 26

    SALEC

    		KEY("SAL3")Prints the total value of sales made with VAT Code 3 i.e. the total value of sales to other EU member states. This assumes that sales made to other EU member states will always carry VAT Code 3, and that VAT Code 3 is not used for any other sales. This figure should be placed in Box 8 on the UK VAT Return. (Box 8 should not include sales of services, so a different VAT Code would need to be used for such sales.)

    Row 27

    PUREC

    		KEY("PUR3")Prints the total value of purchases made with VAT Code 4 i.e. the total value of purchases of goods from other EU member states. This assumes that purchases of goods made from other EU member states will always carry VAT Code 4, and that VAT Code 4 is not used for any other purchases. This figure should be placed in Box 9 on the UK VAT Return. (Box 9 should not include purchases of services. In the example, VAT Code 5 would be used for such purchases.)

    As previously mentioned, the VAT Report definition illustrated and described above uses the Chart of Accounts and VAT Codes that are supplied with Standard ERP. You will need to amend the VAT Report definition (or start one from scratch) if you have modified the standard Chart of Accounts and/or VAT Codes, or created your own. For example, in the sample Chart of Accounts, the Output VAT Account is 830 and the standard VAT Code is 1. If your Output VAT Account is not 830 (e.g. it is 83010), you must replace every instance of "830" in the report definition with "83010". If your standard VAT Code is not 1 (e.g. it is S), you must replace every instance of "1" in the report definition with "S". It may be for example that you use different VAT Codes for sales and purchases.

    Please follow the links below for more details about the VAT Report:

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    Reports in the Nominal Ledger:

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    Go back to:

    VAT Report - Example VAT Report Definitions - Cash VAT

    This page describes an example VAT Report definition that is suitable for use when using the Post Receipt VAT and Post Payment VAT options, with particular reference to the Cash VAT scheme in the UK. Please refer to the following pages for more details about the VAT Report in Standard ERP:
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    In some countries, you can account for output VAT on the basis of the payments you receive, rather than on the Invoices you issue. Similarly, you can account for input VAT on the basis of the payments you issue, rather than on the Purchase Invoices that you receive. This is sometimes known as accounting for VAT on a cash basis or, in the UK, Cash Accounting.

    If you need to account for VAT on a cash basis, follow these steps:

    1. On the sales side, the Account Usage S/L contains two options that you should select, depending on your requirements:

      • Select the Post Receipt VAT option if you need VAT to be posted from normal Receipts (i.e. Receipts in which you are receiving payment against Invoices) and On Account Receipts.

      • Select the Post Prepayment VAT option if you would like VAT to be posted from Prepayment Receipts. You will also need to specify a Prepayment VAT Account in the same setting.

      In the UK only (i.e. when the VAT Law in the Company Info setting is "Default"), you should also specify VAT Base and VAT Base Opposite Accounts. When an Invoice is paid, the VAT Base Account will be credited with the Invoice turnover (i.e. value excluding VAT). The V-Cd field in this posting will be filled in. The purpose of this posting is to allow the Invoice turnover to be added to the value of sales and all other outputs excluding VAT (the Box 6 figure on the UK VAT Return) on the payment date rather than on the Invoice Date. The purpose of the VAT Base Opposite Account is solely to balance the VAT Base Account.

    2. Similarly, on the purchase side, the Account Usage P/L contains two options that you should select, depending on your requirements:

      • Select the Post Payment VAT option if you need VAT to be posted from normal Payments (i.e. Payments in which you are issuing payment against Purchase Invoices) and On Account Payments.

      • Select one of the Post Prepayment VAT options if you would like VAT to be posted from Prepayment Payments. You will also need to specify On Account VAT and Prepayment VAT Accounts in the same setting and, depending on your requirements, you may also need to select the Prepayment amount excluding VAT option.

      In the UK only, you should also specify VAT Base and VAT Base Opposite Accounts. When you pay a Purchase Invoice, the VAT Base Account will be debited with the Invoice turnover (i.e. value excluding VAT). The V-Cd field in this posting will be filled in. The purpose of this posting is to allow the Purchase Invoice turnover to be added to the value of purchases and all other inputs excluding VAT (the Box 7 figure on the UK VAT Return) on the payment date rather than on the Invoice Date. The purpose of the VAT Base Opposite Account is solely to balance the VAT Base Account.

    3. If you need to account for VAT on a cash basis, Sales Invoices will still post to an Output VAT Account as normal, and Purchase Invoices will still post to an Input VAT Account. However, these Accounts will now be treated as preliminary VAT Accounts. When a Customer pays an Invoice, the Transaction from the Receipt will include an extra VAT element in which the VAT is moved from the Output VAT Account to a final Account, known as the O/P Account. On the purchase side, when you pay a Purchase Invoice, the Transaction from the Payment will include an extra VAT element in which the VAT is moved from the Input VAT Account to a final Account, known as the I/P Account.

      The next step is to specify the O/P and I/P Accounts, which you should do in the VAT Codes setting:

      Note in the rows for VAT Codes 4 and 5 that the Output and O/P Accounts are the same, and the Input and I/P Accounts are the same. VAT Codes 4 and 5 are used for acquisitions from the EU, and in the UK such transactions cannot be included in the Cash Accounting scheme. Standard ERP still requires O/P and I/P Accounts to be specified: using the same Accounts in effect means that acquisition VAT will be immediately be posted to the final Account, without passing through a preliminary Account.

    4. Finally, you should make two changes to the definition of the VAT Report (in this example, we will add the changes to the example standard VAT Report definition described here). The first change is to ensure that the VAT to be paid or reclaimed will be calculated using the O/P and I/P Accounts instead of the Output and Input Accounts. In the illustration below, we have changed rows 1 and 4:

      The second change is to ensure that the values of sales and purchases are calculated from the two VAT Base Accounts. Postings to the sales and cost Accounts should still be included in the calculations, because the value of Invoices that are Cash Notes (i.e. Invoices that are immediately paid and so will not have corresponding Receipts and Payments) will not be posted to the VAT Base Account:

    5. Illustrated below is an example Invoice together with its Nominal Ledger Transaction. The VAT is posted to the Output Account as normal (row 3), but the posting to the Sales Account (row 2) does not include a VAT Code (V-Cd):

      When the Customer pays the Invoice a month later, the Nominal Ledger Transaction shows the VAT being moved from the Output Account to the O/P Account. The sales value excluding VAT is credited to the VAT Base Account and debited to the VAT Base Opposite Account. The posting to the VAT Base Account includes the VAT Code:

      The VAT Report for the month when the Invoice was paid includes the VAT in the payable figure:

      The value of the Invoice is included in rows 8-11 and 14 (SAL0-SAL3 and SALT). As previously described, these rows use the VATRESULT command to print the total values of sales and purchases made with each VAT Code. For example, VATRESULT("100";"1") will print the value of sales posted from Invoices to Account 100 with VAT Code 1

      When you are accounting for VAT on a cash basis, you need to be able to establish the total value of sales and purchases by payment date, not by Invoice date. To this end, the VAT Code field in postings to Sales and Cost Accounts in Transactions created from Sales and Purchase Invoices will be empty. Transactions created from Receipts and Payments will include postings to VAT Base Accounts, and VAT Codes will be assigned to these postings. This allows you to use the VATRESULT command to establish the total value of sales and purchases by payment date.

    6. The next illustration shows an Invoice with a "Cash" Type Payment Term (i.e. a Cash Note) together with its Nominal Ledger Transaction. As the Invoice is a Cash Note there will be no Receipt, so the VAT is posted directly to the O/P Account (row 3) and the posting to the Sales Account (row 2) does include a VAT Code (V-Cd):

      On recalculating the VAT Report previously illustrated, it will now include the Cash Note. The value of the Cash Note is included in rows 8-11 and 14 (SAL0-SAL3 and SALT because the figures in these rows are calculated by applying the VATRESULT command to the Sales Accounts as well as to the VAT Base Account:

      Please follow the links below for more details about the VAT Report:
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      Reports in the Nominal Ledger:

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      VAT Report - Example VAT Report Definitions - Reverse Charge VAT

      This page describes an example VAT Report definition that is suitable for use with Reverse Charge VAT. Please refer to the following pages for more details about the VAT Report in Standard ERP:
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      In a normal transaction, the Supplier should account to the tax authorities for the VAT that is due on the supply. However, in certain situations, it is the Customer who must account for any VAT that is due. If you are the customer in such a situation, you will not pay VAT to the Supplier but instead will pay VAT to the tax authorities at the domestic rate that would apply had you purchased the Items from a local Supplier. This is sometimes known as the "reverse charge" procedure. You can reclaim this VAT, if the purchase relates to VAT taxable supplies that you will go on to make.

      One situation when you need to use the reverse charge procedure is when you purchase Items from VAT-registered Suppliers in other countries in the EU. Items that you purchase from other countries in the EU are usually known as "acquisitions" or "arrivals" (the term "imports" usually refers to Items purchased from other countries outside the EU). One method for handling VAT on acquisitions using the reverse charge procedure is described below. An alternative method is to create Internal Invoices from Purchase Invoices for EU Acquisitions. Please refer here for more details.

      To include EU Acquisition VAT in the VAT Report, follow these steps:

      1. In the VAT Codes setting in the Nominal Ledger, create two VAT Codes for VAT on EU Acquisitions. Two VAT Codes are needed because purchases of goods and purchases of services need to be reported differently on the UK VAT Return.

        VAT Code 4 in the example illustration below will be used for purchases of goods. VAT will be debited to the Input Account in this VAT Code and credited to the Output Account. It is recommended that you use an Output Account that is not used in any other VAT Code.

        VAT Code 5 in the example will be used for purchases of services. In this case, you can use the standard Output and Input Accounts (although you can use dedicated Accounts if you prefer).

      2. In a Purchase Invoice for goods received from a Supplier in the Inside EU VAT Zone, enter the total charged by the Supplier (i.e. without VAT) in the TOTAL field and the Amounts in the rows using the VAT Code 4 from step 1. The Calculated VAT field in the footer will be updated automatically. In this example, the Currency in the Invoice is the Euro:

        The VAT Code in each row will be chosen as follows:

        1. The Purch. VAT Code for the Supplier will be used.

        2. It will be taken from the Account record.

        3. The VAT Code on the 'VAT' card of the Account Usage P/L setting will be used.

        In the case of point (ii), you can only specify a single VAT Code in each Account record. It is therefore recommended that you use dedicated Accounts for purchases of goods from the EU, to ensure that the correct VAT Code will be offered as the default. If you use the same Account for non-EU and EU purchases, there is a risk that the wrong VAT Code will be offered by default and that you don't change it.

        In the last case, the appropriate VAT Code for the Zone of the Supplier will be used.

      3. When you mark the Purchase Invoice as OK and save it, the total charged by the Supplier will be posted to the Creditor Account. Because the Supplier is in the Inside EU VAT Zone, VAT will be debited to the Input Account of the selected VAT Code and credited to the Output Account (EUR figures are shown in the Base 2 Debit and Credit fields, with figures in Base Currency 1 in the Base 1 Debit and Credit fields):

      4. In the VAT report, you will need to include acquisition VAT when calculating the output VAT that is payable. You will also be able to include it when calculating the input VAT that is reclaimable, if the acquisitions relate to VAT taxable supplies that you make.

        In the UK, the output VAT payable on EU goods acquisitions should be included in the VAT report as a separate figure. This has been done in row 2 in the example VAT Report definition illustrated below. In this row, the RESULT command will return the net change in the Output VAT Account used in VAT Code 4, hence the recommendation that this be an Output Account that is not used in any other VAT Code. From there the output VAT will be included in the total output VAT figure in row 3.

        It is not necessary to include the input VAT as a separate figure. So, in row 4 the RESULT of the Input VAT Account has been added to that of the domestic Input VAT Account to produce a total figure.

        Row 20 uses the VATRESULT command to print the total value of EU acquisitions with VAT Code 4. This figure is then used in rows 23 and 27 (Boxes 7 and 9 on the UK VAT Return).

      5. Using this definition, the Purchase Invoice illustrated above will be included in the VAT Report as shown below:

      In the UK, services purchased from Suppliers in the Inside EU VAT Zone need to be reported differently to goods. In step 1 we added a VAT Code 5 for this purpose. This VAT Code uses the standard Output and Input Accounts.

      Follow these steps:

      1. The procedure for entering a Purchase Invoice for services is the same as that for entering a Purchase Invoice for goods. Enter the total charged by the Supplier (i.e. without VAT) in the TOTAL field and the Amounts in the rows using VAT Code 5. Again, it is therefore recommended that you use dedicated Accounts for purchases of services from the EU, to ensure that the correct VAT Code will be offered as the default. The Calculated VAT field in the footer will be updated automatically. In this example, the Currency in the Invoice is the Euro:

      2. When you mark the Purchase Invoice as OK and save it, the total charged by the Supplier will be posted to the Creditor Account. Because the Supplier is in the Inside EU VAT Zone, VAT will be debited to the Input Account of the selected VAT Code and credited to the Output Account (EUR figures are shown in the Base 2 Debit and Credit fields, with figures in Base Currency 1 in the Base 1 Debit and Credit fields):

      3. In the VAT report, you will need to include acquisition VAT when calculating the output VAT that is payable. You will also be able to include it when calculating the input VAT that is reclaimable, if the acquisitions relate to VAT taxable supplies that you make. In this respect, reporting services is similar to reporting goods.

        However, in the UK, the output VAT payable on EU services acquisitions should not be included in the VAT report as a separate figure (unlike EU goods acquisitions) i.e. it should be included in box 1 in the UK VAT Return and not box 2. As with goods, the input VAT should be included in box 4. This allows you to use the standard Output and Input Accounts, as in this example. You can use dedicated Accounts if you prefer, but if you do, be sure to include them in the RESULT commands that calculate the Output VAT and Input VAT totals in your VAT Report Definition (rows 1 and 4 in the example).

        Purchase of services from Suppliers in the EU VAT Zone need to be included in both the sales totals and the purchase totals on the UK VAT Return (boxes 6 and 7). Using a dedicated VAT Code (VAT Code 5 in the example) will allow you to do this. Rows 12 and 21 in the example VAT Report definition use the VATRESULT command to print the total value of EU acquisitions with VAT Code 5. This figure is then used in rows 14 and 23.

      4. Using this definition, the Purchase Invoice illustrated above will be included in the VAT Report as shown below:

      When you enter a Purchase Invoice from a Supplier in the Inside EU VAT Zone, the VAT posting will follow the reverse charge procedure automatically, as described for goods and services above. However, there may be occasions when you need to use the reverse charge procedure with Suppliers in the Domestic or Outside EU VAT Zones. Follow these steps:

      1. Create a new record in the Tax Rules setting in the Nominal Ledger. In the VAT Type field, choose "Reversed" using 'Paste Special':

      2. In the VAT Codes setting, create a VAT Code for reverse charge VAT. Specify Input and Output Accounts and the VAT rate and, in the Tax Rules field on flip B, enter the Tax Rule record that you created in step 10:

      3. In a Purchase Invoice that is to be subject to the reverse charge procedure, enter the total charged by the Supplier (i.e. without VAT) in the TOTAL field and the Amounts in the rows using the VAT Code from step 11:

      4. When you mark the Purchase Invoice as OK and save it, the total charged by the Supplier will be posted to the Creditor Account. Because the Tax Rule in the VAT Code is "Reversed", VAT will be debited to the Input Account of the selected VAT Code and credited to the Output Account, and the VAT Code will be placed in the Rvrs field in the row posting to the Cost Account instead of the V-Cd field:

      5. In the VAT report, you will need to include reverse charge VAT when calculating the output VAT that is payable. Subject to the normal rules, you will also be able to include it when calculating the input VAT that is reclaimable.

        In the UK, you must include the output tax payable on purchases under the reverse charge in the output VAT total (box 1 in the UK VAT Return). This has been done in row 1 in the example VAT Report definition illustrated below. In this row, the RESULT command will return the total net change in the standard Output VAT Account (Account 830) and in the Output VAT Account used in VAT Code 6 (Account 8320). From there the output VAT will be included in the total output VAT figure in row 3.

        You should not include the VAT exclusive value of the purchases (box 6 on the UK VAT Return). So, rows 8-12 do not include a VATRESULT calculation for VAT Code 6.

        If you will reclaim input VAT, you should include it in the input VAT total. In row 4 the RESULT of the Input VAT Account has been added to those of the domestic Input VAT Account and the EU Acquisitions Input Account to produce a total figure.

        Row 22 uses the VATRESULT command to calculate the total value of reverse charge purchases with VAT Code 5 (in calculating this figure, VATRESULT will check both the V-Cd and Rvrs fields in Transaction rows). This figure is then used in row 24 (Box 7 on the UK VAT Return).

      6. Using this definition, the Purchase Invoice illustrated above will be included in the VAT Report as shown below:

      Please follow the links below for more details about the VAT Report:
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      Reports in the Nominal Ledger:

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      VAT Report - Printing

      Having entered a definition for the VAT Report as described here, you will be ready to print the report. Ensure you are in the Nominal Ledger, click the [Reports] button in the Navigation Centre and then double-click 'VAT Report' in the 'Reports' list. The 'Specify VAT Report' window is opened.

      Period
      Paste Special    Reporting Periods setting, System module
      Enter the period for which you want to print the report in the format 01/02/15:28/02/15. If you are using four-digit years as in the illustration, the leading digits will be inserted automatically. The first period in the Reporting Periods setting will be offered as the default value.

      Object
      Paste Special    Object register, Nominal Ledger/System module
      Specify an Object if you want the figures in the report to be calculated from Transaction rows featuring that Object. If you enter a number of Objects separated by commas, only those Transaction rows featuring all the Objects listed will be included in the calculations.

      If you need to print a VAT Report for a specific Object, you should ensure that you are using the Objects on VAT Account options in the Account Usage S/L and Account Usage P/L settings. When a Nominal Ledger Transaction is created from a Sub System record (e.g. from an Invoice or Purchase Invoice), these options will cause any Objects used in the Sub System record to be attached to the VAT posting (as well as to the Sales and Cost Accounts). If you are not using these options, Objects will not be assigned to VAT postings and so the report will not be able to display the balances of the Output and Input VAT Accounts for particular Objects. You will also need to ensure you use the correct Objects when manually entering Transactions that post to the VAT Accounts.

      Values in
      If you are using the Dual-Base system, use these options to specify whether you would like all values in the report to be expressed in Base Currency 1 or Base Currency 2.

      If you are not using the Dual-Base system, use the Base Currency 1 option to produce a report in your home Currency.

      Including Simulations
      Use this option if you would like Simulations to be included in the report. Simulation rows of "Invalid" and "Transferred" Status will not be included.

      List Transactions
      If you select this option, the Transaction Numbers of all Transactions that fall within the reporting period, together with debit and credit totals, will be listed at the end of the report.

      No Header
      Select this option if you want the report to be printed without a header.
      Click [Run] to print the report.

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      Please click for details about:

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      Reports in the Nominal Ledger:

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      VAT Report Purchases

      This report, which can also be found in the Purchase Ledger, satisfies a specific requirement for a monthly VAT report in Poland. Please refer to your HansaWorld representative for more details.

      VAT Report Sales

      This report, which can also be found in the Sales Ledger, satisfies a specific requirement for a monthly VAT report in Poland. Please refer to your HansaWorld representative for more details.

      VAT Transaction Journal

      This page describes the VAT Transaction Journal report in the Nominal Ledger.

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      The VAT Transaction Journal is a list of journal postings (i.e. Transaction rows) that have VAT Codes. The list is sorted by Account and then by date. The report shows the Transaction Number (including fiscal year or Sub System prefix), the debit or credit value (with debits being shown as negative, the VAT value and total. This report should not be used if it will include Transaction rows with reverse VAT (e.g. in Transactions created from Purchase Invoices for goods in the Inside EU VAT Zone).

      When printed to screen, the VAT Transaction Journal has the Standard ERP Drill-down feature. Click (Windows/macOS) or tap (iOS/Android) an Account Number in the report to open an Account record, or on a Transaction Number to open an individual Transaction record.

      Period
      Paste Special    Reporting Periods setting, System module
      Specify here a period for the report. The report will list rows with VAT Codes from Transactions dated during this period.

      Accounts
      Paste Special    Account register, Nominal Ledger/System module
      Range Reporting    Alpha
      If you need the report to list Transaction rows posting to a particular Account, specify that Account here. You can also enter a range of Accounts separated by a colon (:).

      Tag/Object
      Paste Special    Tag/Object register, Nominal Ledger/System module
      If you need the report to list Transaction rows with a particular Tag/Object, specify that Tag/Object here. You can also enter a number of Tags/Objects separated by commas, in which case the report will list Transaction rows with all the Tags/Objects listed.

      Transactions
      Range Reporting    Numeric
      If you need the report to list rows with VAT Codes from Transactions in a particular range, enter the first and the last Transaction Numbers in the range, separated by a colon (:). If you leave the field blank, rows from every Transaction from the specified period will be included in the report.

      When entering a Transaction Number here, you must include the fiscal year or Sub System prefix (as shown in the 'Transactions: Browse' window. To include a Transaction that you entered directly to the Transaction register in the report, enter, for example, "2020.3" or, for a range, "2020.3:2020.10". To include a Transaction that was created from a Sub System in the report, enter, for example, "S/INV.200003" or "S/INV.200003:S/INV.200010" for a range.

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      Reports in the Nominal Ledger:

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      XBRL Report

      Please refer to the description of the two XBRL Reporting settings for details about the XBRL Report.

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      Reports in the Nominal Ledger:

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