Reports

Reports turn the general ledger into the statements a propane company runs on: how much you made last month, what you owe and are owed, what your gas in storage is worth, and which customers, branches and suppliers drive the numbers. Every figure comes from posted journal entries, so a report is only as current as the last posted invoice, bill and payment.

How to find a report when you open Reporting

Open Accounting, then Reporting. The reports are grouped in cards:

Use Search to filter the list. Select the pin on a report to keep it under Pinned at the top; Income Statement, Balance Sheet and Trial Balance start pinned, and your pins are yours alone. Saved Views lists the analysis layouts you and your colleagues have saved (below).

Each report opens full screen at an address starting /reports/; /reports on its own brings you back to Reporting.

How to read the month's results when the books for it are posted

1. Open Income Statement. It opens on the last six months, one column per month, with a To Date column for the whole range.
2. Change the date range at the top, and switch the columns between Monthly, Quarterly and Yearly. Quarters and years follow your fiscal year.
3. Use Search accounts... to find a line, and expand or collapse the account groups.
4. Select any account to open its ledger for the period: the Opening balance, the Net Change, the Closing balance, and every entry with its date, description, debit and credit. Open an entry to see the journal entry, which links to the document behind it, such as the delivery invoice or supplier bill.
5. Choose Download to save the report as a CSV file.

Balance Sheet works the same way, showing balances at the end of each column's period; net income is shown as its own equity line, calculated rather than posted. Trial Balance shows one period with Beginning, Debits, Credits and Ending for every account, and is the report to check before closing a month (accounting).

Executive P&L reads the same numbers as the income statement and rolls them up into Revenue, Cost of Sales, Gross Profit, Operating Expenses, Operating Income, Other Income, Other Expense, Income Tax and Net Income, each with its percentage of revenue. It has no search and no drill-down: it is the one-page summary for an owner or a lender.

When your group has more than one company, the company selector at the top picks one company or All Companies, which combines them and shows the amounts in the parent company's currency.

How to slice revenue or costs when you want to know what drives them

The Analytics reports (Revenue, Expenses, Assets, Inventory, Scrap) and Purchases group amounts instead of listing accounts.

1. Open Revenue. It opens grouped by customer, so your biggest gas buyers are at the top.
2. Under Group by, choose By dimension to group by a dimension such as Customer Type, Location or Cost Center, or By field where the report offers fields. Add a second level with Then by, for example customer type, then customer.
3. To compare periods side by side, choose a column dimension, or leave the columns as Monthly, Quarterly or Yearly.
4. Narrow the accounts with Accounts, for example to propane sales alone and not tank rental or service revenue. Switch the measure between Amount, Quantity and Count, and turn on % of total to see shares.
5. Select any figure to list the lines behind it: journal lines with their date, journal, account, description, document, amount and quantity, or, in Purchases, the supplier invoice lines with their supplier, item, quantity and amount.
6. Reset returns to the report's own layout; Download saves what you see.

Some propane examples: Revenue grouped by Customer Type then by Location shows residential against commercial sales per branch; Expenses grouped by Location shows what each bulk plant costs to run; Purchases grouped by Supplier shows how your propane spend splits between suppliers, and by Item Group what share goes to gas against parts and cylinders.

Grouping by a dimension only works for lines that carry it. Lines posted without that tag appear as Unassigned.

How to keep a layout when you will run it again

In an Analytics report, choose Save view, give it a Name, and set Visibility to Private (only you) or Company (everyone in the company; it shows as Shared on Reporting). A saved view opens from Saved Views on Reporting and can be pinned like a report. Delete view removes it.

How to see who owes what when you chase payments or plan payables

AR Aging and AP Aging are the same workbench as the Receivables and Payables pages under Invoicing: open balances as of a date, split into ages of 30, 60 and 90 days, measured by due date or by document date. Open one to find the customers to call, or the bills due soonest.

How to check the value of propane in storage when you close a month

1. Open Inventory Valuation. It shows Qty On Hand, Unit Cost and Total Value by location or by item, as of the date you choose.
2. Compare the Subledger total with the GL balance in the GL Tie-Out. A Variance means the stock records and the ledger disagree.
3. If you have permission to create accounting entries, choose Reconcile to post a journal entry that brings the ledger to the stock value.

Where this fits

Every report reads the journal entries that posting sales invoices, purchase invoices, payments and depreciation runs writes. Dimensions and the fiscal year are set up in Accounting, and closing a month there makes its balances fast to report.