Reports

Reports are the read-only output of everything else you do in SolaBooks — financial statements, sales and purchase analysis, aging, banking, tax, and more. Open Reports from the sidebar rail; the Reports page lists every report available to you, grouped by area, with a search box and category filters to find the one you need.

How reports work

• Filters. Every report has a toolbar: a date range (most default to this month or this fiscal year), plus report-specific filters such as customer, supplier, or account.
• Date basis. Reports show posted documents by default — drafts don't move the numbers. Where it matters, a filter lets you include drafts.
• Drill-down. Click a row to open the underlying documents. Statements and ledgers drill from a total, to the account, to the individual transaction.
• Exports. Every report exports to styled Excel, PDF and Print — same numbers, same filters as the screen view.
• Currency. Reports are produced in your base currency. Foreign-currency lines are converted at the document's own exchange rate, not today's rate.
• Access. You only see the report groups your role and plan allow. Switching organizations switches the data set completely.

Comparative mode ("Compare")

On the core financial statements — Profit and Loss, Balance Sheet, Trial Balance, Cash Flow and the equity statement — a Compare option adds a second period next to the first. The report then shows four columns: Current, Comparison, Difference, and Difference %. Use it to answer "how does this quarter compare to last quarter?" or "this year vs last year?" at a glance. Comparative columns carry through to every output: web, Excel, PDF and Print.

The report groups

Business Overview

• Reports Overview — the landing page: your most-used reports in one place.
• Income Statement — what did the business earn and spend over a period?
• Profit and Loss — is the business profitable, account by account?
• Balance Sheet — what does the business own and owe at a date?
• Cash Flow Statement — where did cash come from and where did it go?
• P&L by Dimension — which department / cost centre / region is making or losing money? (Plans with dimensions.)

Sales

• Sales Summary — how much did we sell in the period, overall?
• Sales by Customer — who are our biggest customers?
• Sales by Item — which products and services sell best?
• Sales by Sales Person — who on the team is selling the most?
• Sales Tax (VAT) Summary / Sales Tax (VAT) Detail — how much tax did we charge on sales?

Receivables

• A/R Aging Summary / A/R Aging Detail — who owes us money, and how overdue is it?
• Open Invoices — which invoices are still unpaid right now?
• Customer Statements — what does one customer's full account history look like? (Send it to them at month-end.)
• Customer Balance Summary — what does each customer owe in total?
• Invoice Details / Quote Details — what exactly was on each invoice or quote?
• Receivable Summary / Receivable Details — how big is the receivables ledger, and what's inside it?
• Payments Received — what money came in, when, and against what?
• Time to Get Paid — how long do customers take to pay us?
• Credit Note Details / Refund History — what have we credited or refunded to customers?
• Recurring Invoice Details — what have our recurring invoice templates generated?

Payables

• A/P Aging Summary / A/P Aging Detail — who do we owe money to, and how overdue are we?
• Open Bills — which bills are still unpaid right now?
• Supplier Statements — what does one supplier's full account history look like?
• Vendor Balance Summary — what do we owe each supplier in total? ("Vendor" here means Supplier — an older name that survives in a few report titles.)
• Bill Details / Vendor Credit Details — what exactly was on each bill or supplier credit?
• Payments Made — what money went out, when, and against what?
• Payable Summary / Payable Details — how big is the payables ledger, and what's inside it?

Purchases

• Purchases by Supplier — who do we buy the most from?
• Purchases by Item / Purchases by Category — what are we buying, and in which categories?
• Expenses by Category / Expenses by Customer / Expenses by Project / Expenses by Employee — where is spending going, sliced the way you manage it?
• Billable Expense Details — which expenses should be re-billed to customers?
• Cost of Goods Sold Summary / Cost of Goods Sold Detail — what did the goods we sold actually cost us?
• Purchase Tax (VAT) Summary / Purchase Tax (VAT) Detail — how much tax did we pay on purchases?

Banking

• Bank Summary / Bank Detail — what happened in each bank account?
• Cash Summary / Cash Detail — what happened in cash accounts?
• Reconciliation Status — which accounts are reconciled, and up to when?
• Reconciliation Discrepancies — where do the books and the bank statement disagree?

Taxes

• Tax Summary — what do we owe the tax authority for the period?
• VAT Detail (by Rate) — how does the VAT total break down by rate?
• Discounts Report — how much discount did we give and receive, on which documents? Useful when reviewing margins or checking discount policy is being followed.
• Reverse Charge Summary — which purchases were self-assessed under reverse charge?
• VAT Reconciliation / VAT Audit Trail — do the VAT figures tie back to the ledger, line by line?
• VAT Returns — the filed and draft VAT returns themselves.

Accountant

• Trial Balance — do the books balance, account by account?
• General Ledger / Detailed General Ledger — every posting on every account.
• Journal Report / Transaction Journal — what was posted, in journal form?
• Account Transactions / Account Balances / Account Type Summary — activity and balances per account or account type.
• Audit Log — who did what, and when?

Budgets

Plan availability: this group depends on your subscription. If you don't see it, your plan may not include it — see Subscriptions & billing, or ask your workspace owner.

• Budget Summary — what did we plan to spend and earn?
• Budget vs Actuals — how does reality compare to the plan?
• Budget Variance by Period / Budget Variance by Account — where and when are we off plan?

Projects & Timesheet

Plan availability: this group depends on your subscription.

• Project Summary / Project Details — how is each project doing overall?
• Projects Cost Summary / Projects Revenue Summary / Projects Performance Summary — cost, revenue, and performance across the portfolio.
• Project Budget Control Report — is any project overrunning its budget?
• Timesheet Details — who logged what time, on which project?
• Timesheet Profitability Summary — is the time we log actually profitable?

Fixed Assets

Plan availability: this group depends on your subscription.

• Fixed Asset Register — every asset, its cost, and its current book value.
• Asset Depreciation Summary — how much depreciation posted in the period?
• Asset Transfer History — which assets moved, where, and when?
• Asset Disposal Report — what did we sell or scrap, and at what gain or loss?

Inventory

• Stock on Hand — how much of each item do we hold right now?
• Inventory Aging — how long has stock been sitting on the shelf?
• Inventory Valuation Summary / Inventory Valuation Detail — what is our stock worth, in total and item by item?
• Inventory Movement — what came in and went out, item by item?

Automation

• Scheduled Reports — the reports you've set to email themselves on a schedule. See Scheduled reports.

Step by step

Run a report

1. Click Reports on the sidebar rail and pick a report (use the search box or the category filters).
2. Set the date range and any filters in the toolbar.
3. Read on screen, or drill into any row to see the underlying documents.
4. Export with the Excel, PDF or Print buttons — the export uses exactly the filters you set.

Compare two periods

1. Open Profit and Loss, Balance Sheet, Trial Balance, Cash Flow, or the equity statement.
2. Turn on Compare and choose the comparison period (for example, the same period last year).
3. The report shows Current / Comparison / Difference / Difference % columns — on screen and in every export.

Schedule a report

From a report's toolbar, choose to schedule it, then set the cadence, recipients and format. See Scheduled reports for the full walkthrough.

Common problems

• The report is empty. Check the date range first — a report defaulted to "this month" shows nothing if your activity is older. Then remember reports count posted documents: drafts don't appear unless you include them. Finally, clear any customer/supplier/account filters left over from a previous run.
• A whole group is missing. Your plan may not include it (Budgets, Projects & Timesheet, and Fixed Assets are plan-dependent), or your role may not have access to that side of the business. Check Settings → Plan & Features, or ask your workspace administrator.
• The numbers differ from another system. Check the date basis and currency: SolaBooks reports in base currency using each document's own exchange rate.

Related

• Dashboard — daily KPIs distilled from these reports.
• Scheduled reports — auto-email any report on a cadence.
• Chart of Accounts and Journal entries — the ledger behind the statements.
• Banking — reconciliation feeds the banking reports.
• Taxes & VAT — the tax reports in depth.
• Inventory — stock and valuation reports.
• Fixed assets — the asset register and depreciation.
• Projects & Finance and Project profitability — project reporting in depth.
• Dimensions & custom fields — dimension-segmented reports.