Reports

Financial statements

Balance Sheet, Profit & Loss (with hierarchical group roll-ups), Comparative P&L (two periods with variance), and Cash Flow. Every report prints/exports to PDF and most export to CSV.

The Balance Sheet shows a "Current Year Earnings" line in equity, so it balances on any day of the year - this year's profit appears in equity before the year-end close formally moves it to Retained Earnings.

Show only accounts with balances

Tick the "Show only accounts with balances" checkbox in the report toolbar before running (or after running) to suppress any account line that would show a dash or $0.00. An account only appears when it has at least one debit or credit entry in the selected period. This keeps the report compact when your chart of accounts is large. The checkbox is available on Balance Sheet, Profit & Loss, Trial Balance, and Comparative P&L.

Inactive accounts in financial reports

Inactive accounts that have GL activity in the selected report period are automatically included - they are no longer unconditionally excluded. This ensures historically significant balances (e.g. a deactivated account used in a prior period) still appear in the report. When an inactive account is shown, a small "Inactive" badge appears next to its name so it is clearly identified as deactivated. Active accounts with zero balances continue to appear as before. Combined with "Show only accounts with balances", you get a report that is both complete and compact.

Dashboard - monthly revenue

The dashboard revenue chart reflects ALL income from the general ledger - customer invoices, eBay payout journals and manual income journals - coloured by month, with the current month highlighted.

Receivables & payables

Reports → Receivables & Payables covers all customer and supplier balance reports.

AR Ageing

Outstanding customer balances grouped into ageing buckets: Current, 30 days, 60 days, 90+ days. Run as-at any date. Drill through to individual invoices. Print, PDF, or export CSV. Use this for credit control follow-ups.

AP Ageing

Same format for outstanding supplier balances. Use to prioritise payment runs and identify bills coming due.

Customer Statement

A statement of account for a single customer showing all invoices, credit notes, and payments with a running balance. Open from the customer's contact record → "Statement" button, or from Reports. Choose an as-at date. Email directly to the customer from within the report.

Debtors Performance

Average days to pay per customer over a selected period - identifies slow payers and helps you calibrate credit terms or payment reminders.

Sales by Customer

Total invoiced amounts per customer for a date range. Ranks customers by revenue. Useful for identifying your top accounts and planning.

AP Remittance

A payment summary for a supplier showing which bills were settled and the amounts paid. Auto-opens after recording a bill payment, or accessible from any paid/part-paid bill via the "Remittance" button. Email to the supplier as confirmation.

Creditors Ledger

Transaction-level detail of all Accounts Payable movements - bills, payments, credit notes - for a supplier or across all suppliers for a date range.

Overdue Invoices

All sent invoices past their due date. Filterable by customer. Print or export for debt collection follow-up. Also surfaced in the Notifications Centre on the Dashboard.

Tax - BAS & GST

BAS (GST) with full G-label worksheet and 1A/1B summary. Includes W1 (gross wages) and W2 (PAYG withheld) from imported payroll, and a final "Amount payable to the ATO". Also available: GST Detail (transaction-level listing) and TPAR (reportable contractor payments).

BAS G-label mapping (accrual and cash basis)

• G1 - Total sales (inc. GST): all invoices in the period regardless of tax code.
• G2 - Export sales: invoices/journals coded EXP. Use the EXP tax code for goods and services exported outside Australia.
• G3 - Other GST-free sales: invoices/journals coded FRE (fresh food, medical, education, etc.).
• G4 - Input-taxed sales: invoices coded INP (financial services, residential rent).
• G5 - G2 + G3 + G4 (total non-taxable sales).
• G6 - Taxable sales (G1 − G5): the base for deriving the expected GST.
• G7 - Adjustments: enter manually (change-of-use, bad debt write-off - GSTA Div 129/21).
• G9 - 1A (GST on sales): taken directly from the GST amounts on your invoices and journals.
• G10 - Capital acquisitions (inc. GST): bills/journals coded CAP.
• G11 - Other acquisitions: all other bills/journals.
• G18 - Adjustment for purchase private use etc.: enter manually.
• G20 - 1B (GST on purchases / input tax credits): taken from your bills and journals.

Important - exports vs GST-free

Code export sales as EXP, not FRE. Both are 0% GST, but the ATO requires them reported separately: G2 for exports, G3 for domestic GST-free. Using FRE for exports will understate G2 and overstate G3 on your BAS worksheet.

Cash vs accrual basis

The BAS automatically respects your company's GST basis (Settings → Company). Cash basis allocates GST proportionally to payments received/made; accrual basis uses invoice/bill dates.

Scheduled Reports

Scheduled Reports (Insights → Scheduled Reports) let you email any report automatically on a recurring schedule - no manual action needed.

Setting up a schedule

1. Click the 📅 Schedule button in any report's toolbar - this pre-fills the form for that report. Or go directly to Insights → Scheduled Reports → "+ New Schedule".
2. Choose the report, output format (Excel or CSV), and who to email (comma-separated addresses).
3. Set the frequency: Daily (choose a time), Weekly (choose day + time), or Monthly (choose day of month + time).
4. Some reports require a parameter - Customer Statement needs a customer, Creditors Ledger needs a supplier, GL Transaction Detail needs an account.
5. Click Save. The schedule runs automatically as long as AcctApp is running.

Click "▶ Run now" on any schedule to send it immediately and confirm the email arrives correctly. Requires SMTP configured in Settings → Email.

Stock Valuation report

Shows inventory value at average cost. View: Summary (one row per category - default) or Detail (one row per item, grouped by category). Filters: Category, Stocking type (Stocked / Non-stocked), Item Type (Finished good / Raw material), Sourcing (Purchased / Produced), Include inactive items, Include zero-value items. Summary shows item count, total qty, stock value, and counts of low-stock and zero-qty items per category. Detail shows individual items with qty, avg cost, value, reorder point and stock status (OK / Low / Negative).

Inventory & ledger

Stock Valuation

Inventory at weighted-average cost. Summary view (one row per category) or Detail view (one row per item within each category). Filterable by category, stocking type, item type, and sourcing. Shows qty on hand, avg cost, total value, and stock status (OK / Low / Negative). Export CSV for external valuation audits.

Stock Movements

Transaction-level log of every stock movement - receipts (from PO receiving), POS sales, adjustments, issues, and write-downs. Filter by item, date range, and movement type. Drill through to the source transaction.

Stock on Order

Open purchase orders with lines not yet received - qty on order, expected delivery, and supplier. Useful for planning receipts and avoiding double-ordering.

Trial Balance

All accounts with their opening balance, period debits, credits, and closing balance. Filter by period or date range. Export CSV or Excel. Click any account to drill through to GL Transaction Detail.

GL Transaction Detail

Every journal line posted to a selected account (or all accounts) in a date range - source, journal reference, description, DR/CR amount, and running balance. The most granular view of the ledger. Export CSV for your accountant.

Bank Reconciliation Report

Documents the reconciliation position for a bank account: opening balance, imported statement lines, matched/unmatched counts and amounts, and the "out by" difference. Run after completing a reconciliation to produce a signed-off record.

Cash Book

All receipts and payments through bank accounts in a date range with a running balance. A simplified bank-account ledger for daily cash management without the full GL detail.

FX Revaluation

Year-end revaluation of foreign-currency balances to the closing exchange rate. Creates a revaluation journal for each open balance. Required for accrual-basis statements under AASB 121.

Tax Depreciation

A schedule of fixed assets showing cost, accumulated depreciation, and written-down value by asset. Used for tax return preparation and to reconcile the Depreciation account in the GL.

Payroll Summary

A summary of imported payroll journals by pay run - gross wages, PAYG withheld, superannuation, and net pay. Reconciles to W1 (gross wages) and W2 (PAYG withheld) on your BAS.

Budgets & budget vs actual

Insights → Budgets lets you set monthly income and expense targets per account and compare them against GL actuals in real time.

Creating a budget

1. Insights → Budgets → "+ New Budget".
2. Name the budget (e.g. "FY 2026 Budget") and choose the financial year.
3. Enter planned monthly amounts for each income and expense account in the grid. Use Tab to move between months. Copy a value across all remaining months by entering the amount and clicking "Fill across".
4. Save.

Budget vs Actual report

Reports → Budget vs Actual. Choose the budget and date range to compare:

• Planned - your budgeted amount for the account and period.
• Actual - the GL balance for the same period.
• Variance - planned minus actual (favourable surplus in green, adverse in red).
• % variance - variance as a percentage of the budget figure.

Multiple budgets

Maintain multiple budgets (e.g. conservative vs optimistic) and switch between them in the report dropdown.

Tips

• Import last year's actuals as a starting point - export the Trial Balance to CSV, paste the account totals into the budget grid, and adjust.
• Use Budget vs Actual alongside Comparative P&L to see both prior-year trends and planned-vs-actual in one session.
• Schedule the Budget vs Actual report (Insights → Scheduled Reports) to email monthly figures automatically to management.

External Reporting (Power BI, Crystal Reports, SSRS, Tableau, Excel)

Settings → External Reporting shows the ODBC/OLE DB connection details and the key table list for connecting any external report designer or BI tool to the AcctApp database.

Supported tools (any tool that accepts an ODBC or OLE DB data source):

• Microsoft Power BI - add a new data source → ODBC → paste the DSN connection string shown.
• Crystal Reports - use the OLE DB (ADO) connection with the driver and server details shown.
• Microsoft SQL Server Reporting Services (SSRS) - use a shared data source with the SQL Server connection string shown.
• Tableau - connect via ODBC using the DSN.
• Microsoft Excel Power Query - Data → Get Data → From ODBC.
• Any other ODBC-compatible tool.

The connection details vary by database type (SQLite uses a different ODBC driver than SQL Server). The tab shows the correct connection string for your active database. Key tables are listed with a brief description so you can orient yourself before writing queries.

Note: external tools connect read-only to the live database. Do not allow untrusted tools or users to modify the connection credentials - write-access would allow direct data modification outside AcctApp's audit trail.