Getting started with reports
How reports work - filters, totals and export
Every fixed report shares one layout. Learn how the date range and filters work, how totals and pages are calculated, and how to export a report to Excel or PDF.
3 min readLast updated
In this article
The ready-made reports under Reports & Analytics all open in the same screen: a filter bar at the top, an optional summary of key figures, the results table, and export buttons. Once you know one report, you know them all.
Find a report
Reports are grouped by area in the menu: accounting, sales, purchasing, items, customers and CRM. Each report has its own permission, so you see only the reports your user group may open. If a colleague sees a report that you do not, ask your administrator to grant your group that report.
Run a report
Open the report from Reports & Analytics.
Set the period in From and To.
Choose any other filters the report offers, such as a branch, warehouse, customer or item.
Select Apply. The report runs with the filters you applied.
Filters you will meet
Filter | What it does |
|---|---|
Branch ID | A searchable branch picker. Most accounting reports use your current branch when you leave it empty. |
Warehouse ID | Limits stock figures to one warehouse. |
Customer ID, Supplier, Item ID | Searchable pickers that narrow the report to one record. |
Compare | On the trial balance and the income statement, adds figures for the Prior period or the Prior year next to the current ones. |
A filter marked with an asterisk is required. Until you choose it, the report shows Select the required filter to run this report. instead of running. The account, customer and supplier statements and the item card work this way.
Read totals and pages
The table shows up to 100 rows per page. Use Next and Previous to move between pages.
The blue totals row at the bottom covers all matching rows, not only the page you are looking at.
Some reports add separate total rows that are not column sums, such as an opening and a closing balance.
Negative amounts appear in red.
Open the detail behind a row
In several reports a row is a link. Select it to open the next level of detail, already filtered:
Trial balance and general ledger rows open the account's detailed account statement.
Aged receivables rows open the customer statement; aged payables rows open the supplier statement.
Depreciation rows open the asset's page.
Export or print
Select Export Excel or Export PDF in the top bar. The file:
uses the filters you last applied with Apply, so apply your changes first;
contains every matching row, not only the current page, with the totals at the end;
follows the language of your interface, including right-to-left layout in Arabic.
To print, export to PDF and print the file. If the download fails, the screen shows Export failed. Please try again.
Common questions
Why does a report show no rows? Check the period first: the default is the current month. Then check the branch and any record filter.
Why are my figures different from a colleague's? Many reports use the signed-in user's branch. Compare reports run for the same branch and the same dates.
I need a report that is not in the list. Use the report builder to build your own.