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This chapter is from the book

Individual Reports

Express reports are grouped into Company and Financials, Customers and Receivables, Sales, Vendors and Payables, Banking, and Employees and Payroll. Each report is shown and discussed in this chapter.

Company and Financial Reports

The Company and Financial reports are the basic reports showing the overall health of the business. They consist of Profit and Loss, Balance Sheet, Cash Flow Statement, and Trial Balance. Detailed reports showing transactions include Transaction Detail by Account, GL Report, Transaction Journal, Sales Tax Liability, and Transaction Detail by Tax Code.

Profit and Loss

The Profit and Loss report shows the company's net income or loss for a specific period.

To view the Profit and Loss report, shown in Figure 7.1, click the Reports menu, Company and Financial, Profit and Loss.

Figure 7.1

Figure 7.1 The Profit and Loss report includes all income, cost of goods sold, and expenses of the business.

Balance Sheet

The Balance Sheet, shown in Figure 7.2, is a snapshot of what the company owns and owes on a specific date, plus the equity and retained earnings in the company.

Figure 7.2

Figure 7.2 The Balance Sheet shows the company's assets, liabilities, and equity as of a specific date.

Click the Reports menu, Company and Financial, Balance Sheet to view the Balance Sheet.

Cash Flow Statement

The Cash Flow statement, shown in Figure 7.3, shows the flow of cash through the company for a specific period. This report helps a small business manage cash flow timing and stay in business.

Figure 7.3

Figure 7.3 The Cash Flow statement shows cash moving into and out of a business over a period of time.

To view the Cash Flow statement, click the Reports menu, Company and Financial, Cash Flow Statement.

Trial Balance

The Trial Balance report, shown in Figure 7.4, verifies that debits equal credits, proving that both sides of a transaction were fully recorded in Express.

Figure 7.4

Figure 7.4 The Trial Balance report shows all general ledger accounts and their balances on a specific date. The left amount column shows debits, and the right amount column shows credits.

Click the Reports menu, Company and Financial, Trial Balance to view the Trial Balance report.

Transaction Detail by Account

As seen in Figure 7.5, Transaction Detail by Account sorts transactions by account number. It is used to find errors when transactions are posted to the wrong account.

Figure 7.5

Figure 7.5 The Transaction Detail by Account report shows all account detail during a specific period.

To view the Transaction Detail by Account report, click the Reports menu, Company and Financial, Transaction Detail by Account.

GL (General Ledger) Report

The GL Report, shown in Figure 7.6, is similar to the Transaction Detail by Account report, and also shows whether an amount is a debit or a credit.

Figure 7.6

Figure 7.6 The GL Report shows transaction details for all accounts during a specific period.

Click the Reports menu, Company and Financial, GL Report to view the GL Report.

Transaction Journal

The Transaction Journal, shown in Figure 7.7, shows each type of transaction and, when appropriate, also shows the payment status.

Figure 7.7

Figure 7.7 The Transaction Journal report shows all transactions, and their debits and credits, during a specific period, sorted by date and then by transaction.

Click the Reports menu, Company and Financial, Transaction Journal to view the Transaction Journal report.

Sales Tax Liability

The Sales Tax Liability report, shown in Figure 7.8, shows all sales taxes collected and owed to each taxing authority during a specific period.

Figure 7.8

Figure 7.8 Quickly see which taxing authorities to pay and the amount to pay.

Click the Reports menu, Company and Financial, Sales Tax Liability to view the Sales Tax Liability report.

Transaction Detail by Tax Code

The Transaction Detail by Tax Code report, shown in Figure 7.9, lists all transactions containing sales taxes collected during a specific period of time, sorted by taxing authority.

Figure 7.9

Figure 7.9 Use the Transaction Detail by Tax Code report to verify that taxes were correctly recorded.

To view the Transaction Detail by Tax Code report, click the Reports menu, Company and Financial, Transaction Detail by Tax Code.

Journal Entry List

The Journal Entry List, shown in Figure 7.10, is a list of all journal entries or only voided, non-voided, cash basis, or voided cash basis journal entries. Click Current View to change which entries appear.

Figure 7.10

Figure 7.10 The Journal Entry List shows journal entries entered in Express.

Click the Company menu, Company Lists, Journal Entries to see a listing of all journal entries. Optionally, click Current View to filter the list to show only non-voided, voided, cash basis, or voided cash basis journal entries.

Item List

The Item List, shown in Figure 7.11, is a list of all items or only active or inactive items. Click Current View to change which items appear.

Figure 7.11

Figure 7.11 The Item List shows all service and non-inventory items entered in Express.

Click the Company menu, Company Lists, Items to see a listing of all items. Optionally, click Current View to filter the list to show only active or inactive items.

Chart of Accounts

The Chart of Accounts, shown in Figure 7.12, is a list of all general ledger accounts or only active or inactive accounts. Click Current View to change which accounts appear.

Figure 7.12

Figure 7.12 The Chart of Accounts lists general ledger accounts and their current balance.

Click the Company menu, Company Lists, Chart of Accounts to see a listing of general ledger accounts.

Optionally, click Current View to filter the list to show only active or inactive general ledger accounts. Click Collapse Hierarchy to see a summary of general ledger accounts or Expand Hierarchy to see both summary and detail accounts.

Customer and Receivable Reports

The Customer and Receivable reports show customer account status and purchase history. They consist of A/R Aging Detail and Customer Transaction Detail.

A/R (Accounts Receivable) Aging Detail

Use the A/R Aging Detail report, shown in Figure 7.13, to track how well customers are paying their invoices. Take action on late-paying customers before they become bad debts.

Figure 7.13

Figure 7.13 The A/R Aging Detail report shows outstanding invoices along with payments, finance charges, and credit memos—sorted by customer and aging of the amounts over specific days.

To view the A/R Aging Detail report, click the Reports menu, Customers and Receivables, A/R Aging Detail. Optionally, enter the Aging Interval Days and the Through Days Past Due. These change the column headings and calculations on the aging portion of the report.

Customer Transaction History

The Customer Transaction History, shown in Figure 7.14, details all customer transactions by customer.

Figure 7.14

Figure 7.14 The Customer Transaction History report shows all transactions for a specific period, including invoices, credit memos, payments, and amounts written off.

Click the Reports menu, Customers and Receivables, Customer Transaction History to view the Customer Transaction History report.

Customer List

As shown in Figure 7.15, the Customer List show all customers or only active or inactive customers. Click Current View to change which customers appear.

Figure 7.15

Figure 7.15 The Customer List shows all customers and their addresses, phone numbers, faxes, and balances.

Click the Customers menu, Customer Lists, Customer to see a listing of customers. Optionally, click Current View to filter the list to show only active or inactive customers.

Quote List

As shown in Figure 7.16, the Quote List shows all quotes or only accepted, rejected, expired, or open quotes. New quotes may be added, or existing quotes rejected or edited.

Figure 7.16

Figure 7.16 The Quote List shows quotes in Express. Each quote includes the salesperson, expected and actual delivery date, and the amount of the quote.

Click the Customers menu, Customer Lists, Quotes to see a listing of all quotes in Express. Optionally, click Current View to filter the list to show only open, accepted, rejected, or expired quotes.

Invoice List

The Invoice List, shown in Figure 7.17, shows all invoices or only open, overdue, or voided invoices. Invoices may be added, edited, printed, emailed, or voided.

Figure 7.17

Figure 7.17 The Invoice List shows invoices, finance charges, and credit memos in Express.

Click the Customers menu, Customer Lists, Invoices to see a listing of all invoices in Express. Optionally, click Current View to filter the list to show overdue, open, or voided invoices.

Received Payment List

Use the Received Payment List, shown in Figure 7.18, to verify the form of customer payment and amount.

Figure 7.18

Figure 7.18 The Received Payment List shows customer payments entered in Express, the form of payment, and the amount.

Click the Customers menu, Customer Lists, Received Payments to see a listing of all payments received in Express. Optionally, click Current View to filter the list to show only open, fully applied, or voided payments.

Customer Refunds

The Customer Refunds list, shown in Figure 7.19, shows how the refund is paid, and the status and amount of the refund.

Figure 7.19

Figure 7.19 Customer Refunds shows refunds to customers entered in Express.

Click the Customers menu, Customer Lists, Customer Refunds to see a listing of all customer refunds in Express. Optionally, click Current View to filter the list to show only not issued, issued, or voided refunds.

Sales Reports

Sales Reports include Sales by Customer Summary, Sales by Customer Detail, Sales by Item Summary, Sales by Item Detail, Online Sales by Customer Summary, Online Sales by Item Summary, and Online Orders List.

Sales by Customer Summary

As shown in Figure 7.20, the Sales by Customer Summary report shows each customer and summarizes the amount sold to them during a specific period.

Figure 7.20

Figure 7.20 The Sales by Customer Summary report is a list of customers and their total purchases.

Click the Reports menu, Sales, Sales by Customer Summary to see the Sales by Customer Summary report.

Sales by Customer Detail

The Sales by Customer Detail report, shown in Figure 7.21, shows all customers, their invoices, and the items and services they purchased, along with the quantities and dollar amounts during a specific period.

Figure 7.21

Figure 7.21 The Sales by Customer Detail report shows all transactions related to customers—sales, credit memos, refunds, and payments.

Click the Reports menu, Sales, Sales by Customer Detail to view the Sales by Customer Detail report.

Sales by Item Summary

As shown in Figure 7.22, the Sales by Item Summary report shows each service and non-inventory item and summarizes the amount sold for a specific period.

Figure 7.22

Figure 7.22 The Sales by Item Summary report shows the quantity and amount of items sold.

Click the Reports menu, Sales, Sales by Item Summary to see the amount sold for each item.

Sales by Item Detail

The Sales by Item Detail report, shown in Figure 7.23, shows invoices and invoice amounts for each non-inventory and service item for a specific period.

Figure 7.23

Figure 7.23 The Sales by Item Detail report shows transactions sorted by item.

Click the Reports menu, Sales, Sales by Item Detail to see invoice amounts for each item.

Online Sales by Customer Summary

The Online Sales by Customer Summary report shows each customer and their online sales total for a specific period.

The Online Sales by Customer Summary report is available only after the eBay add-in is enabled.

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See "Sell Online" on page 328 for more information about the eBay add-in.

Click the Reports menu, Sales, Online Sales by Customer Summary to see a listing of customers and the dollar amounts sold for a specific period.

Online Sales by Item Summary

The Online Sales by Item Summary report shows each service and non-inventory item and the dollar amount sold online during a specific period.

The Online Sales by Item Summary report summarizes online sales, one line per customer. The Online Sales by Item Summary report is available only after the eBay add-in is enabled.

arrow.jpg

See "Sell Online" on page 328 for more information about the eBay add-in.

To view the Online Sales by Item Summary report, click the Reports menu, Sales, Online Sales by Item Summary.

Online Orders List

The Online Orders List is a list of all the purchases customers have made from eBay orders entered through Online Marketplace. The list contains the close date, order number, user ID, customer, description, payment method, status, and amount. The Online Order List is available only after the eBay add-in is enabled.

arrow.jpg

See "Sell Online" on page 328 for more information about the eBay add-in.

Click the Online Sales menu, Online Sales Lists, Online Orders to view the Online Orders List. Optionally, click Current View to filter the list to show only pending, converted, or cancelled online orders.

Online Sales Receipts List

The Online Sales Receipt List is a list of all the online orders that have been converted to online sales receipts by clicking the Convert to Online Sales Receipt button on an online sales order.

The Online Sales Receipts List shows all online payments for online sales. The Online Sales Receipts List is available only after the eBay add-in is enabled.

arrow.jpg

See "Sell Online" on page 328 for more information about the eBay add-in.

To view the Online Sales Receipt List, click the Online Sales menu, Online Sales Lists, Online Sales Receipts.

Vendor and Payable Reports

Vendor and Payable Reports include A/P Aging Detail, Vendor Transaction History, Vendor List, Bill List, and Vendor Payments.

A/P Aging Detail

The A/P Aging Detail report, shown in Figure 7.24, is used to see which vendor bills are outstanding. Use this report to match outstanding bills with credit memos and payments. If a payment or credit memo does not record the bill it is paying, the bill will still show as outstanding on this report.

Figure 7.24

Figure 7.24 The A/P Aging Detail report shows outstanding bills to pay to vendors, along with check payments and credit memos—sorted by vendor, with aging of the bills over specific days.

Click the Reports menu, Vendors and Payables, A/P Aging Detail to view the A/P Aging Detail. Optionally, enter the Aging Interval Days and the Through Days Past Due. These change the column headings and calculations on the aging portion of the report.

Vendor Transaction History

The Vendor Transaction History report, shown in Figure 7.25, shows all vendor transactions for a specific period, including bills, credit card charges, and payments.

Figure 7.25

Figure 7.25 The Vendor Transaction History report shows all vendor transaction details.

To view the Vendor Transaction History report, click the Reports menu, Vendors and Payables, Vendor Transaction History.

Vendor List

Use the Vendor List, shown in Figure 7.26, when calling to collect outstanding payments. The Vendor List includes the vendor phone, fax, and balance owed.

Figure 7.26

Figure 7.26 The Vendor List shows all vendors and their addresses, phone numbers, fax numbers, and balances owed.

Click the Vendors menu, Vendor Lists, Vendors to view the Vendor List. Optionally, click Current View to filter the list to show only active or inactive vendors.

Bill List

As shown in Figure 7.27, the Bills List not only shows the original amount and the balance due; you also can filter the list to show only overdue or open bills when deciding to pay bills.

Figure 7.27

Figure 7.27 The Bill List shows all bills entered in Express, the original amount, and the balance due.

Click the Vendors menu, Vendor Lists, Bills to see a listing of all bills in Express. Optionally, click Current View to filter the list to show overdue, open, or voided invoices.

Vendor Payments

The Vendor Payments list, shown in Figure 7.28, lists your payments and can be used to find a discrepancy between the amount the vendor shows and your records.

Figure 7.28

Figure 7.28 The Vendor Payments list shows all vendor payments entered in Express, the form of payment, and the amount.

Click the Vendors menu, Vendor Lists, Vendor Payments to see a listing of all check, credit card, and cash payments in Express. Optionally, click Current View to filter the list to show only not issued, issued, or voided payments.

Banking Reports

Banking reports include Reconciliation Detail and Failed Payments.

Reconciliation Detail

The Reconciliation Detail report, shown in Figure 7.29, should be printed each month when the account is reconciled. If a transaction changes on a previously reconciled report, the reconciliation will need to be redone and the report printed again. Repeat for all reconciliation reports after the changed report.

Figure 7.29

Figure 7.29 The Reconciliation Detail report shows the cleared and uncleared deposits and withdrawals for a specific statement date.

Click the Reports menu, Banking, Reconciliation Detail to see the cleared and uncleared deposits and withdrawals for a specific statement.

Payments

As shown in Figure 7.30, the Payments report shows checks, charges, and payments made to vendors.

Figure 7.30

Figure 7.30 The Payments report shows all payments.

Click the Reports menu, Banking, Payments to see the checks, charges, and vendor payments.

Failed Payments

The Failed Payments report shows the detailed status of payments that failed to issue.

The Failed Payments report is available only after the PayPal add-in is enabled.

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See "PayPal" on page 321 for more information about the PayPal add-in.

Click the Reports menu, Banking, Failed Payments.

Employee and Payroll Reports

Employee and Payroll reports include the Time report, Employee List, Time Entry List, and Employee Payments.

Time Report

The Time report may be used before billing customers for employee time.

Click the Reports menu, Employees and Payroll, Time Report to see billable time for employees.

Figure 7.31

Figure 7.31 The Time report shows each customer and the date, employee name, billable hours, service, and billing status.

Employee List

The Employee List shows all active or inactive employees.

Click the Employees menu, Employee Lists, Employees. Optionally, click Current View to filter the list to show only active or inactive employees.

Figure 7.32

Figure 7.32 The Employee List shows all employees and their phone numbers.

Time Entry List

The Time Entry List shows billable employee hours and indicates whether the hours have been invoiced.

Click the Employees menu, Employee Lists, Time Entries. Optionally, click Current View to filter the list to show only not invoiced, invoiced, or billable but not invoiced time entries.

Employee Payments

Employee Payments shows issued, not issued, and voided employee payments.

Click the Employees menu, Employee Lists, Employee Payments. Optionally, click Current View to filter the list to show only not issued, issued, and voided employee payments.

Figure 7.33

Figure 7.33 The Time Entry List shows the hours billed for each employee, job, and date.

Figure 7.34

Figure 7.34 The Employee Payments list shows the amount and status of each payment to an employee.

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