Accounting Report Module

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14.7.0 Accounting Reports Overview

 

Selecting Modules, Accounting, and Reports brings you to the Accounting Reports Screen shown above.   Financial reports such as Profit and Loss, Trial Balance, Balance Sheet, Expense and Revenue can be printed or displayed only when you post (close or reprint a close) for a specified month (Modules, Accounting, Post a Month with Financials).

 

 


14.7.1 General Ledger Transaction Reports (Displays whole transactions)

 

This report displays all accounts debited or credited for every transaction displayed.   This report can be filtered as shown below:

M Month
T Time period
S Balance for a specific date

A All transactions regardless of time

 

Include all transactions for a:

C Chart of accts #
V Vendor/customer acct #
H Check #
D Related Document #
I Invoice #
R Receiver #
A All transactions

 

Types of transactions to include:

A All
S Cash sales only
O Receivable vouchers only
R Receivable payments only
P Cash purchases only
I Accounts payable vouchers only
E Payable payments only
W Payroll checks only

 

14.7.2 Balance for a date or time period based on accounting transactions

 

This report displays only the specified account for every transaction displayed (T Accounts).  This report uses only accounting transactions as a basis to form the report.   This report can be filtered as shown below:

M Month

Displays all the transactions for that account for the specified month.

T Time period

Totals all the transactions from day 1 to the start date, displays the starting balance, all the transactions from the starting date to the end date and the total amount debited and credited during that time period.

S Balance on a specific date

Displays all transactions from day 1 for the specified chart of accounts up to the specified date

All transactions

      Displays all transactions from day 1 for the specified chart of accounts

 


14.7.3 Balance for a date or time period based on chart of accounts.

 

This report displays only the specified account for every transaction displayed (T Accounts).  This report uses the starting balance of the month from the chart of accounts plus the transactions up to the ending date as a basis to form the report.    This report is only correct for asset, liability, and equity accounts and will not be correct for expense and revenue accounts.   

 

With pc/MRP versions 7.94 and lower, pc/MRP will display the starting balance at the start of the current fiscal year from the chart of accounts, all of the transactions up to the current date, and the total of the starting balance plus the transactions.  For this report to work you must have closed at least one month in your current fiscal year.

 

With pc/MRP version 8.00, you will be prompted to enter the chart of account number, start date and end date.   You can select a starting date from any month that has been closed in the past.    pc/MRP will locate the starting balance at the start month from the chart of accounts database files, total all the transactions up to the start date, display the starting balance for the start date, display all the transactions up to the end date and the total of the starting balance and transactions.

 

 

14.7.4 Account Payables Reports

 

Allows you to print out accounts payable reports. You can select all open, all closed and aging reports of 30, 60 and 90 days.

If you run an open accounts payable summary report and the balance due for a receiver is less than or equal to 0 and the complete field does not contain a Y, the customer PO# field will contain the words Error Unmarked. You can edit the receiver record and put a Y in the complete field.

 

14.7.5 Account Receivable Reports

 

Allows you to print out accounts receivable reports. You can select all open, all closed and aging reports of 30, 60 and 90 days.

 

14.7.6 FIFO Inventory Value Report

 

Prints out or displays a FIFO Inventory Value Report. This report uses the most recent receivers that account for the current on-hand inventory to determine the value of the inventory. For example, if you have 150 on-hand and the last receiver qty was 100 at $1.00, the prior receiver for that partnumber was for 100 at $2.00, the FIFO inventory value would be $200.00. The report does not include labor or non-inventory parts.

 

14.7.7 Sales Tax Report

 

The sales tax report option prints and or displays a sales tax report for a specified time period. The sales tax reports will include all invoices entered during the time period you specify.

If you select In State, pc/MRP will sort and subtotal sales taxes due on the invoice tax codes, such as taxable, resale, out of stare, US government, etc. The report (taxlog.frx) will consist of invoices created during the time period specified. The invoices must contain sales tax codes (automatically inserted from sales orders into invoices). If you create a custom in state report, it must be named ctaxlog.frx.

If you select Out of State, pc/MRP will sort and subtotal sales taxes due by the invoice state and tax entity code such as CA01, CA02, NY01, etc. The report (taxlogo.frx) will consist of invoices created during the time period specified. . The invoices must contain tax entity codes (automatically inserted from the address book into sales orders and then into invoices). If you create a custom out of state report, it must be named ctaxlogo.frx.

If you select Out of State for a specified state, pc/MRP will sort and subtotal sales taxes due by the tax entity code such as CA01, CA02 for the specified state such as CA. The report (taxlogo.frx) will consist of invoices created during the time period specified for the specified state. The invoices must contain tax entity codes (automatically inserted from the address book into sales orders and then into invoices). If you create a custom out of state report, it must be named, ctaxlogo.frx

If you are required to pay state sales taxes for only the county you are based in, print out the instate report.

If you are required to pay state sales taxes for other counties in your state, print out the instate report and the out of state report for a specified state (yours.)

If you are required to print out sales taxes to two or more states, print out the instate report and the out of state report.

 

14.7.8 Sales Commission Report

 

Prints out or displays a Sales Commission Report for a specified month, subtotaled by Salesman. Commissions can be based on:

Payments received during a specified month in the accounting module.

This option basis the commissions on the accounting's R, Revenue and S, Cash Sale transactions. This option will not correctly calculate and subtract the tax if the invoice line items have different tax rates.

Invoices issued during the specified month.

This option basis the commissions on the date the invoice was entered and not on payment of the invoice.

Date the invoice line items were paid in full.

This option basis the commissions on the date paid and complete fields in the invoice. This option will correctly calculate and subtract mixed tax rates on an invoice. Commissions will only be reported when invoice line items are paid in full

 

14.7.9 Cash Out Projection Report (POs)

 

The Cash Out Projection Report is based on outstanding purchase orders being paid off 30 days from the expected delivery date for each PO line item. Users will be prompted to enter a date range.  pc/MRP will display the cost of all Purchase Orders where the expected delivery date + 30 days falls into that range. 

 

14.7.10 Cost Of Sales Report

 

pc/MRP will allow you to print out a cost of sales report for a specified month based on invoices. Each invoice contains theoretical cost of the BOM based on cost-roll-ups or the cost based on stockroom transactions issued to those invoices. pc/MRP's Configuration Menu, Option 17, will allow you to select how the cost of sale for each invoice is obtained from inventory, from the Cost field from Related Purchase Orders, or turned off (P/R/O).

If the costs are populated from inventory, option 35 in the settings and utilities defines if standard or average costs will be in the cost of sale.  For costs to work correctly from inventory all parts in inventory must have a standard or average cost populated and the "Cost Roll Up Option" in inventory module must be ran periodically to update the cost of all assemblies.


14.7.11 Purchasing Price Variance Report

 

Accounting's Purchase Price Variation Report compares standard costs or average costs listed in the Inventory Module with the actual purchase price from the receiver. Purchasing can use this report to show management the cost savings per month over list prices.

 

14.7.12 Check Reconciliation Report

 

pc/MRP allows you to print out a check reconciliation report for all checks or uncleared checks only. Select All checks to see a running pc/MRP and bank balances from day 1. Select Uncleared checks only to see the difference in the pc/MRP and bank balance only. Select Last 160 days only (assumes all checks over 160 days have been cleared), to see the last 160 days of bank transactions comparing pc/MRP's balance with the banks balance.

Select how you would like this report sorted by transaction number, date, or check number. Enter the checking accounts chart of accounts number. pc/MRP will then display/print the reconciled running balances between the bank statement and pc/MRP's transaction files. The balance column contains pc/MRP's balance. The cleared balance column contains the bank's balance. The uncleared balance column contains the differences in the two balances.

The Last 160 days only report first totals up all checking transactions greater than or equal to 160 days old. If pc/MRP finds any deposits or checks have not been cleared over or equal to 160 days old, it will display an error message with the transaction number and return back to the main menu. If all the 160 days and older checks have been cleared, pc/MRP puts the total of all the checks into a memory variable named mprevtot. It then goes on to create a report listing each checking transaction less than 159 days old, a running balance for pc/MRP, a running balance for the bank, and the difference based on if the check cleared or not.

To automatically clear all checks greater than 160 days old, go to accounting, select "Pay Bills/Print/Clear Checks", and select "Clear all checks for a date range".

 

With pc/MRP version 8.14B and higher, pc/MRP no longer calculates the bank balance from all the bank transactions but starts with the bank balance as of the start of the month 160 days back.

 

14.7.13 Debit Memo Reports

 

This report selects all debit memo records from the receive.dbf file for the specified time period.   You can include all open, all closed or all records.   You can sort the report by vendor account number, part number, or purchase order number.

 

14.7.14 Licensor Royalty Reports

 

You can display/print a License Royalty Report for one licensor or all licensors for the time period specified.   The report is sorted by licensor and sub sorted by part number, sales price, or royalty rate.   The report uses the invoice database file which will contain the name of the licensor and royalty rate which is automatically inserted into the sales and invoice database files from the partmast database file.

 

14.7.13 Manufacturing Cost Variance Report

 

pc/MRP Versions 8.00 and higher contain the option to display/print a manufacturing variance report comparing the theoretical cost of sales (from the BOM) to the actual cost of sales (from the stockroom records).    pc/MRP prompts the user to enter a date range for the order date of the sales orders to be included.   pc/MRP creates a temporary cursor, SalesCursor.dbf containing the sales orders selected.   pc/MRP then scans the stockroom records to get the total component and labor cost for each sales order which it compares to the theoretical BOM cost (sales.pocost) found in the sales orders.    The standard Manufacturing Cost Variance Report is named soManufacturecost.frx and the custom Manufacturing Cost of Sales Report would be named cCostSal.frx.  

 

14.7.14 Accounting Report Errors

 

Accounting report errors can occur due to duplicate transaction numbers, duplicate blank transaction numbers, and incorrect dates. Accounting's Audit Option will automatically locate these transactions and allow you to correct them.  Duplicate transaction numbers can cause an accounting report to loop on the duplicate number. To correct this delete one of the first duplicate transaction number. If necessary, the transaction can be re-entered with a new transaction number.    Duplicate blank transaction numbers can cause an accounting report to loop on the blank transaction printing out only lines and no transactions. To correct this, delete the blank transaction numbers.    Invalid dates such as 03/99/92 can cause a transaction report to skip all remaining transaction for month 03. Use the accounting audit option to locate any invalid dates and then edit the transaction's date.