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8.9 GL REPORTS
As with almost all the
reports in ADVANTAGE
Salon Software and
Spa Software the general ledger reports first preview on your
screen when generated. You may not see the complete report on your
screen until you maximize your screen. To maximize your screen select
the middle button of the three buttons found on the upper right hand
corner of the report. That button is between the button that looks like
a dash, which is the minimize button, and the x button which will
actually close the report.
To print your report select
the print report button found on your tool bar. You will also see
options to output your report to notepad, analyze with excel, publish
with word and send via email. You must have Microsoft Excel 97 or later
to use the analyze with excel option on your computer. You must
Microsoft 97 word or later to use the publish with word option. In
order to have use the send option you must have a MAPI compliant email
program installed on your computer like Microsoft outlook or Microsoft
exchange. Just select those options to see what you can do on your
computer.
If you see that your report
does not print clearly or does not view fully on your computer, you may
need to reset your default printer in your control panel to your report
printer. Whenever you do make changes to your printer settings on your
computer make sure ADVANTAGE
Salon Software and
Spa Software is closed.
ADVANTAGE
Salon Software and
Spa Software recognizes your
printers on startup of the program.
SELECT REPORTS THEN SELECT
GENERAL LEDGER
BALANCE SHEET
The balance sheet is a report that shows for a
specific point in time such as the end of a month or a year or some
other dates the financial position or status of the business. Looking
at the Balance Sheet another way, it is a statement of the situation if
the business were to immediately go out of business. If that were to
happen all assets would be sold (hopefully at book value) and converted
to a pile of cash. Immediately the size of that pile of cash would be
reduced by paying off all creditors eliminating all liabilities. Any
cash left in the pile after this would belong to the owners and would
represent their equity or profit in the business. If however, the cash
pile produced by sale of the assets was not large enough to pay off all
liabilities and the owners were then required to come up with money out
of their pockets to finish satisfying the creditors the business would
have a loss rather than a profit.
You must enter an as of date for your balance sheet
report. You can generate a balance sheet report based on accrual basis
or cash basis.
Cash basis accounting refers to the fact that a
transaction is recorded at the point of cash disbursement or receipt.
While accrual basis accounting is based upon the actual recognition of
the transaction can happen before the cash is disbursed or receipt.
INCOME STATEMENT REPORT
The Income statement is a report showing total
revenues and expenses by account over a specified period of time such as
a week, month, or year. Revenues are credits (-) and expenses are
debits (+) so that if the business makes a profit (revenues exceed
expenses) the total earnings is a credit (-). This total shows on the
balance sheet as an earnings amount in an owners’ equity account meaning
that the business owes that amount to the owners. A P&L report can be
thought of as a statement for a specific period of time showing how a
profit or loss occurred.
You must enter a beginning and ending date for your
income statement. You can hide account numbers on your income
statement by removing the check mark next the question if you want to
print gl account numbers. If you decide to print this an income
statement for a specific department remove the check mark for include
all departments and select a department for you income statement.
You can generate a income statement report based on
accrual basis or cash basis. Cash basis accounting refers to the fact
that a transaction is recorded at the point of cash disbursement or
receipt. While accrual basis accounting is based on, the actual
recognition of the transaction can happen before the cash is disbursed
or receipt.
TRIAL BALANCE SHEET
The trial balance sheet report will summarize all
activity through a certain date. This type of report originally was
designed to make sure that all the credits and debits equaled. In a
double entry accounting system both debits and credits must equal at all
times to be balanced. Hence the name for the report.
You can generate a trial balance report based on
accrual basis or cash basis. Cash basis accounting refers to the fact
that a transaction is recorded at the point of cash disbursement or
receipt. While accrual basis accounting is based on the actual
recognition of the transaction can happen before the cash is disbursed
or receipt.
GENERAL JOURNAL REPORT
The general journal report will list all journal
entries in a date period. This is a great report for you to review
journal entries to make sure you entered correctly or distributed them
correctly to the right accounts. It is also a great review so you can
understand why the balance sheet or income statement reports generate
certain numbers.
GENERAL LEDGER REPORT
The general ledger report will list all journal
entries in a date period. This report lets you to review journal
entries by account number to make sure you entered correctly or
distributed them correctly to the right accounts. It is also a great
review so you can understand why the balance sheet or income statement
reports generate certain numbers.
Note: If you get errors when previewing your reports, don’t be
alarmed. This only means that there is no data to preview for the
selected report and date range.
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