chapter 13: producing reports · 2014-06-24 · practice, as well as options common to all reports:...

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Chapter 13: Producing reports This Chapter covers how to produce the various kinds of report available in BankLink Practice, as well as options common to all reports:

• Standard report options

• Cash flow reports

• Profit and loss reports

• Trial balance reports

• Balance sheet reports

• Bank reconciliation reports

• GST reports

• List reports

• Favourite reports

BankLink Practice Guide for Australia

482

Standard report options There are number of options that apply to all your reports in BankLink Practice:

• Date selection options

• Save to file options

• Print preview options

• Report printing options

Chapter 13: Producing reports

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Date selection options

The date selection options display when running these reports:

• Coding Report

• Ledger Report

• Cash Flow - From Date to Date

• Bank Reconciliation

• GST Summary

• GST Audit Trail

• GST Overrides

• Spending by Payee

• List Entries

• List Journals

• List Missing Cheques

• List Unpresented Items

You can either enter the date directly in dd/mm/yy format, or use the date selection buttons to assist you. The options, except Last Month, are based on the month entered in the Financial Year Start Date for each client, along with the PC date.


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To use the Calendar button:

1 Click the Calendar

2 Select from:

button

• Last Month (M

•

) to display the dates for the previous calendar month

Last Quarter (Q

•

) to display the dates for the last complete quarter

This Year (T

•

) to display the dates for the whole financial year as per the year start date in Client Details

Last Year (L

•

) to display the dates for the whole financial year as per the year start date in Client Details

All Data (A

3 Once you have selected your coding dates you can use the left and right arrow

buttons to move to the following or previous equivalent ranges:

) to display the dates for all the data that your BankLink system holds for this client

If you have entered a quarterly date range (for example: from 01/07/09 - 30/9/09

• Click the right arrow button (+) to select the next quarter (

):

01/10/09 - 31/12/09

• Click the left arrow button (-) to select the previous quarter (

)

01/04/09 - 30/06/09

When producing standard cash flow reports, standard profit and loss reports, exception reports, trial balances and GST reconciliations, these date selection options display:

)

BankLink Practice confirms the last month that contains fully coded data - in this case September 2009.

If the data for the month has no uncoded or invalidly coded entries, a tick displays to the left of the month and the word CODED displays to the right of the month.

If the data has some uncoded or invalidly coded entries a cross displays to the left of the month and the word Uncoded displays to the right of the month.

If there is no data available for this client the space on either side of the month is blank.


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Save to file options

Saving to file is a useful feature, for example:

• it allows you to carry out further analysis of the figures using a spreadsheet program such as Microsoft Excel

• you can e-mail the file to a client for their use - and demonstrates to them the value you add to managing their accounts

To save a report to a file:

1 Click the File

BankLink Practice displays the

button when producing a BankLink Practice report

Save Report to File

2 Click in the

window

Format

•

field and select from:

Comma Separated (CSV)

•

Use this option to create and save a file suitable for use in a spreadsheet application

Fixed Width Text (TXT)

•

Use this option to create and save a file for use in a word processing application

Microsoft Excel (XLS)

•

Use this option to create and save a Microsoft Excel workbook

Portable Document Format (PDF)

3 Click in the

Use this option to create an Acrobat-readable PDF file

Save Report To

By default, BankLink Practice saves the file in your BankLink Practice folder - to specify a different folder, click the

field and change the name of the file if required

Browse

4 Click

button and select the required location

5 If BankLink Practice prompts you to overwrite the existing file, click

OK

6 BankLink Practice asks you if you want to view the file

Yes

7 Click Yes if you want to see it now, or No to return to BankLink Practice


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Print preview options

In every report available in BankLink Practice you have the option to:

• Preview

•

the report on screen

Save

•

the report as a file

Print

•

the report directly to the printer

Cancel

You may want to preview any of the available reports on screen either prior to or instead of printing the report.

the report production

If you click the Preview button, BankLink Practice displays the Report Preview window - for example.

When you print, BankLink Practice sends the report to your Windows default printer. You can choose to change the printer and / or alter the report layout.


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Preview options toolbar

Display the Printer Set-up window. (see printer set-up options)

Print the report on your screen directly to your default printer

Display the full width of the report on screen

Display the full page of the report on screen

Alter the size of the report in Report Preview window

Add or remove the tick to apply or remove the Style defined for the report type in Report and Graph Options

Add or remove the tick to apply or remove the Header and/or Footer defined for the report type in Report and Graph Options

Close the report and returns you to the report dialog window

Display the first page of the document

Display the previous page of the document

Display the next page of the document

Display the last page of the document


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Printer Setup

You can select a variety of print job and report layout options via the Setup

Print job settings:

window:

• Print more than one copy

• Print selected pages

Report settings:

• Print on a different printer

• The paper size

• The paper source

• The orientation

• The font

• The margins

You can save the changed report settings, or restore the defaults with a single click.


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To change print job settings:

1 In the Report Preview window, click File, Set-up, or click the Setup


button

Setup window

2 BankLink Practice displays your Windows default printer - to choose a different printer for this report, click in the Printer

3 Click the

field and select the printer required

Properties

4 The

button to set particular attributes of the selected printer

Always use the Windows default printer for this report

5 To print more than one copy of a report, enter the number of copies you require in the

checkbox is ticked by default - click to remove the tick if you want to use a printer other than your Windows default

Copies

6 By default, BankLink Practice prints all the pages of the report - if you want to print only a range of pages, enter the page numbers in the

field

From and To

7 To choose the paper size of the report, click in the

fields to print the required page range

Size

8 To select the paper source, click in the

field and select the size you want the report to print on

Paper Source field and select the source you require for this report


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9 Click one of the Orientation

•

options:

•

Portrait

10 To set the margins of the report:

Landscape

• Click the Margins button - the Set Report Margins

• Click on the

window displays

Top, Bottom, Left or Right

• Click

, to select individual margins from the edge of the page

11 To save the settings for this report, click the

OK

Save button

This saves the current settings for this report for this client file for you only. It does not affect other reports, other clients, or other users when they produce this report for this client.

If you've made changes but want to start again from scratch, click the Restore Defaults

12 Select from:

button.

• Preview

•

to display a print preview on screen

Print

•

to send the report to your selected printer

Cancel to exit the Setup window

If your User code is set up with the Always show printer options before printing checkbox selected you will see the Print

The options are the same as in the

window each time you choose to print a report.

Setup window but you can change at the time of printing without needing to Preview

first. See Chapter A1 for more information on Adding and maintaining users.


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Ledger Report You can produce a list of transactions by account code showing total movements for the period. You can select a range of codes to list and the period for which you want to produce the report.

The transactions can be shown with or without GST details and a grand total, and bank and GST contras can be summarised or listed in detail.

You can choose which bank accounts to include, and journals can be included or excluded.

For Superfund clients who use BGL Simple Fund, BGL Simple Ledger, Desktop Super, MYOB Superfund, or Supercorp Supervisor II, you can show extra superfund detail, and configure the report to show the information in the way that makes the most sense for your practice.

To produce a ledger report:

1 Open the client file for which you want to produce the report

2 Click


Reports, Ledger Report

Ledger Report window

3 Select to report on either All account codes, or Selected

If you choose to report on selected account codes, BankLink Practice displays the

account codes

select codes panel in the right-hand side of the window


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4 Click in the From field and enter the first code you want to appear on the report - you can click on the Chart button or press F2

5 Click in the

to look up the chart of accounts

To field and enter the last code you want to appear on the report - you can click the Chart button or press F2

6 If you have a list of account codes you want to regularly report on, click

to look up the chart of accounts

Save Template


to save the list of account codes as a template you can load next time you run the report

Save Ledger Report Template

7 Type in a

window

File name and click Save

8 To load a template you have already saved click

to save the template


Load Template

Load Ledger Report Template

9 Select the template you require from the list displayed and click

window

BankLink Practice loads the template and displays the account codes in the

Open

From and To

10 Enable the

fields

Include Accounts with no movement

11 Enter the

checkbox to display accounts with no transactions in the period you are reporting on

From and To

12 Select whether you want a

dates for the period you want to report on - you can use the date selection buttons described at the beginning of this Chapter

Detailed or Summarised

13 Enable the

report

Show Opening/Closing Balances

14 If the

checkbox to display opening and closing balances for each account for the period you have selected

System Used for the client file is set to one of the following: BGL Simple Fund, BGL Simple Ledger, Desktop Super, MYOB Superfund, or Supercorp Supervisor II, you see the Show Superfund Details checkbox - enable this to display the Super Details

15 Click the

tab which lets you make choices about the way superfund information is displayed on the report

Advanced tab for further set up options


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Advanced tab

1 By default, BankLink Practice includes all bank accounts with entries in the specified date range - to generate the report for specific accounts:

• Click Clear all

• Enable the checkbox next to the account to select that account

to de-select all accounts

• Click Select All to select all accounts and restore the default

Where journal entries are shown on the Ledger Report, the journal type, for example Cash Jnl or Accrual Jnl appears in the Reference

2 Enable the

field.

Include Non-Transferring Journals

3 Enable the

checkbox if you want Stock/Adjustment, GST and Year-end adjustment journals to be included in this listing

Show Gross and GST Amounts

4 Enable the

checkbox to include these as well as the Net Amount for each transaction

Show Quantities

5 Enable the

checkbox if you want the quantities to be included in this listing

Show Notes

6 Enable the

checkbox to display notes added to the transactions

Wrap Narration and Notes checkbox if you want to display up to ten lines of narration and/or notes per transaction


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7 By default only Totals are shown for Bank Contra(s) and GST Control Account(s) - to display the transactions click to select All Entries for Bank Contra(s) and GST Control Account(s)

If you have enabled the Superfund Details checkbox on the Options tab, the Bank Contra(s) and GST Control Account Contra(s) fields default to Totals

8 If available, click the

and cannot be changed.

Super Details

9 Select from:

tab for further set up options, or

• Preview

•

to view the report on the screen

File

•

to save a report in csv, txt, Microsoft Excel®, or PDF format

Add

•

to save the report with the setup shown, to your list of Favourite reports

Print

•

to send the report directly to your default printer

Cancel to exit


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Superfund Details tab

When the Show Superfund Details checkbox in the Options tab is enabled for client files with Superfund as the System Type, BankLink Practice displays the Super Details tab where you can see the columns available - the Superfund columns differ depending on which system you are using

A tick next to a column name means that column will be displayed on the report.

Greyed out columns are controlled by the selections you make on the Options and Advanced tabs.


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1 Accept the Default Report Title or enter a new report title in the User Defined Report Title field

If you enter hide (not case sensitive) into the User Defined Report Title field, then no report title is used for this client’s Ledger Report with Super Details. The FROM and TO dates are displayed in the title.

User Defined Report Title settings are:

• saved per client,

• are case sensitive, and

• have a 200 character maximum.

2 Click the checkbox next to a column to add or remove the tick and show or hide that column

3 Click on a column description to highlight it and click the Move Up button to move the column further to the left or the Move Down button to move it further to the right in the Ledger Report

You can also drag the columns up or down with the mouse

• Click the column name and drag it to the desired position

BankLink Practice shows an outline where the column will be shifted to

• Release the mouse.

4 Click the Portrait or Landscape radio button to choose the report's Orientation

You can click the Defaults button to restore the default settings if you want to start again from scratch.


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5 Select from:

• Preview

•

to view the report on the screen

File

•


Add

•


Print

•


Cancel

BankLink Practice will remember the settings for the next time you produce the report, but you can save the layout as a template, so that you can apply it to other client files where the

to exit.

System Used

The template includes saved settings for:

is the same for that client. Other users can also use the template you define.

• which columns are visible

• the order of columns

• whether the report is produced Portrait or Landscape

To save a Superfund Report Layout:

1 Open a client file

2 Click

BankLink displays the


Ledger Report window, with the Options

3 Select the settings on the

tab selected by default

Options and Advanced tabs as required, making sure that you enable the Show Superfund Details

4 Click the

check box

Superfund Details

5 Change the layout as required

tab

6 In the Templates section, click


Save

Save As

7 In the

window

File name field, enter the name you want to use for this custom Superfund Report Layout template


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8 Click

BankLink Practice saves the template as a

Save

.srl

You, and all other users, can now load the template to any client file where the

(Superfund Report Layout) file

System Used is BGL Simple Fund, BGL Simple Ledger, Desktop Super, MYOB Superfund, or Supercorp Supervisor II

To load a Superfund Report Layout template:

.

1 Open a client file

2 Click



Ledger Report window, with the Options

3 Enable the

tab selected by default

Show Superfund Details

BankLink Practice enables the

checkbox

Super Details

4 Click the

tab

Super Details

5 Click

tab


Load

Open

6 Click to select the template you want to load

window

7 Click

BankLink Practice loads the template and displays the settings for columns, column order and orientation

Open

8 Click:

• Preview

•

to view the report on screen

File

•

to save a report in .csv, .txt, Microsoft Excel® or PDF format

Add

•

if you want to save the report with the setup shown, to your list of Favourite reports

Print

•


Cancel

to exit


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Cash flow reports BankLink Practice provides a range of cash flow reports showing the net cash movement over a user-defined period of time.

Cash flow reports available:

• Actual

• Actual and Budget

• Actual, Budget and Variance

• 12 Months Actual

• 12 Months Budget

• 12 Months Actual or Budget

• From Date to Date

• Budget Remaining

• This Year, Last Year and Variance

You can also produce your own customised cash flow reports.

Although you can produce Cash Flow Reports without assigning report groups, you should assign groups if you want more detailed reports - see Report Groups in Chapter 12.

BankLink Practice saves your settings for items such as Reporting Year and Include Chart Codes, and uses them as defaults the next time you select any of the Cash Flow Reports.


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Actual

This report calculates cash movement in the client’s chart for the month you select and calculates the financial year to date in a separate column. BankLink Practice produces the report based on the report groups defined for each account code in the client’s chart of accounts - see Chapter 12.

You can choose to:

• produce the report for all divisions or for a single division

• print account codes and descriptions, or descriptions only

• print the report GST inclusive or exclusive

To print a cash flow report - actual:

1 Open the client file you want to report on

2 Click


Reports, Cash Flow Reports, Actual

Cash Flow - Actual

3 Check that the

window

Reporting Year Starts

4 Click in the

field is correct and alter if required

Report Ending field and select a period - the default is the last period of coded data in the 12 months following the

5 Click in the


Division field

•

and select:

All

•

to report on all divisions

1 - Division One, 2 - Division Two, 3 - Division Three

6 Enable the

etc. to report on a single division

Include Chart Codes

7 Enable the

checkbox if you want the report to print account codes

GST Inclusive

8 Select from:

checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report

• Preview

•


File

•


Add

•


Print

•

to send a report to your default printer

Cancel to exit


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Actual and budget

This report calculates the actual cash movement for the month you select and compares the figures against budget. BankLink Practice also shows the actual and budgeted figures for the financial year to date.

You can choose to:




To print a cash flow report - actual and budget:


2 Click

3 BankLink Practice displays the

Reports, Cash Flow Reports, Actual and Budget

Cash Flow - Actual & Budget window

4 Check that the Reporting Year Starts

5 Click in the



6 Click in the


Division

•

field and select:

All

• 1 - Division One, 2 - Division Two, 3 - Division Three etc. to report on a single division



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7 Click in the Budget

8 Enable the

field to select a budget to use

Include Chart Codes

9 Enable the


GST Inclusive

10 Select from:


• Preview

•


File

•


Add

•


Print

•


Cancel to exit


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Actual, budget and variance

This report produces:

• actual and budget figures for the selected month and financial year to date

• the variance between the actual and budget figures for both the month and year to date

You can choose to:




To print a cash flow report - actual, budget and variance:


2 Click


Reports, Cash Flow Reports, Actual, Budget and Variance

Cash Flow - Actual, Budget & Variance window


4 Click in the


Report Ending field and select a period - the default is the last period of coded data in the 12 months following the Reporting Year Starts


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5 Click in the Division

•

field and select:

All

•



6 Click in the


Budget

7 Enable the

field to select the budget you want to use

Include Chart Codes

8 Enable the


GST Inclusive

9 Select from:


• Preview

•


File

•


Add

•


Print

•


Cancel to exit


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12 months actual

This report shows the 12 months of the financial year across the page, and the financial year to date at the end. BankLink Practice reports the actual figures up to the month selected and leaves the remaining months of the financial year blank.

You can choose to:




To produce a cash flow report - 12 months actual:


2 Click


Reports, Cash Flow Reports, 12 Months Actual

Cash Flow - 12 Months Actual window


4 Click in the



5 Click in the


Division

•

field and select:

All

•



6 Enable the


Include Chart Codes checkbox if you want the report to print account codes


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7 Enable the GST Inclusive

8 Select from:


• Preview

•


File

•


Add

•


Print

•


Cancel to exit


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12 months budget

Use the Cash Flow - 12 Months Budget report to print the budget figures for each account code in the selected budget. The report prints the entire financial year across the page with a financial year total in the final column. See Chapter 9 for more information on setting up budgets.

To produce a cash flow report - 12 months budget:


2 Click


Reports, Cash Flow Reports, 12 months budget

Cash Flow - 12 Months Budget window

3 Click in the Select Budget

4 Enable the

field and select the budget you want to print a report for

Include Chart Codes

5 Enable the

checkbox if you want to display account codes

GST Inclusive

6 Enable the

checkbox if you want to include GST - if you disable this checkbox the GST is deducted and shown separately on the report

Include Quantities and Unit Price

7 Select from:

checkbox if you want to show the quantities and unit prices used to calculate amounts in the budget

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


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12 months actual or budget

This report shows the 12 months of the financial year across the page, and the financial year to date at the end. BankLink Practice reports the actual figures up to the month selected, and shows the budget figures from a budget you select in the remaining months of the financial year.

You can choose to:




To print a cash flow report - 12 months actual or budget:


2 Click


Reports, Cash Flow Reports, 12 Months Actual or Budget

Cash Flow - 12 Months Actual or Budget window


4 Click in the



5 Click in the


Division

•

field and select:

All

•


1- Division One, 2 - Division Two, 3 - Division Three etc. to report on a single division


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7 Enable the

field and select the budget you want to report on

Include Chart Codes

8 Enable the


GST Inclusive

9 Select from:


• Preview

•


File

•


Add

•


Print

•


Cancel to exit


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From date to date

BankLink Practice can produce a cash flow report for any dates you specify. The report can span weeks, months or financial years - it prints actual figures for the period selected in a one column format.

You can choose to:



• print last year and variance comparison figures


To print a cash flow report - from date to date:


2 Click


Reports, Cash Flow Reports, From Date to Date

Cash Flow - From Date to Date window

3 Enter the From and To

4 Enable the

dates for the period you want to report on - use the date selection options described at the beginning of this chapter

Print Chart Codes

5 Enable the


GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report


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6 Enable the Print Last Year and Variance

7 Click in the

checkbox if you want the report to include these comparisons

Division

•

field and select:

All

•


1- Division One, 2 - Division Two, 3 - Division Three

8 Select from:


• Preview

•


File

•


Add

•


Print

•


Cancel to exit


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Budget remaining

This report shows the budget remaining at the end of the selected month. BankLink Practice shows the financial year to date, actual and budget figures, together with the variance up to the selected month, together with the full year budget allocations and budget remaining. This is a very useful report for keeping track of your budgets.

You can choose to:




To print a cash flow report - budget remaining:


2 Click


Reports, Cash Flow Reports, Budget Remaining

Cash Flow - Budget Remaining window


4 Click in the



5 Click in the


Division

•

field and select:

All

•


1 - Division One, 2 - Division Two, 3 - Division Three etc. to report on a single division


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7 Enable the

field and select the budget you want to report on

Include Chart Codes

8 Enable the


GST Inclusive

9 Select from:


• Preview

•


File

•


Add

•


Print

•


Cancel to exit


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This year, last year and variance

This report shows the variance between this and last year’s figures for the financial year to date.

You can choose to:




To print a cash flow report - this year, last year and variance:


2 Click


Reports, Cash Flow Reports, This Year, Last Year and Variance

Cash Flow - This Year, Last Year and Variance window


4 Click in the



5 Click in the


Division

•

field and select:

All

•



6 Enable the


Include Chart Codes checkbox if you want the report to print account codes


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7 Enable the GST Inclusive

8 Select from:


• Preview

•


File

•


Add

•


Print

•


Cancel to exit


516

Custom

You can produce customised cash flow reports if none of the pre-defined reports meets your requirements.

To produce custom cash flow reports:


2 Click


Reports, Cash Flow Reports, Custom

Custom Cash Flow Reports window with the Options tab selected

Report Style

There are three different cash flow report styles.

3 Click in the Report Style

•

field and select:

Single Period

•

to report on one period.

Multiple Period

•

to report on more than one period in the Reporting Year

Budget Remaining to compare your actual year-to-date values with budgeted year-to-date values. This report also displays the budget for the full year and subtracts the actual year-to date values from it, resulting in the budget remaining.


517


You can report on a twelve-month period starting from the Reporting Year Starts

4 Check the

date.


• Click in the

field - you can change the date if required:

Month

• Click in the

field and select another month

Year

Report Period

field to change years

You can report on a single period or multiple periods throughout the reporting year.

5 Click in the Report Period

• Weekly


• Fortnightly

• Four Weekly

• Monthly

• Two Monthly

• Quarterly

• Six Monthly

• Annually

• Custom

The budget remaining report is based on the full reporting year, so you cannot select a report period.

BankLink Practice calculates the Report Period Starting date for you.

You can also generate single period reports for a custom date range:

• Click in the Report Period field and select

• Click in the

Custom

Starting

• Click in the

field and enter the start date for your reporting period

Ending field and enter the end date for your reporting period


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6 Click in the Ending field and select the end date for your reporting period

A tick in front of the period end date indicates that the data present in this period is fully coded.

A cross in front of the period end date indicates that the data present in this period is not fully coded.

A blank in front of the period end date indicates that there is no data present in this period.

Report Format

You can produce detailed or summarised cash flow reports.

7 Select a format:

• Detailed

•

to show the movements on individual accounts.

Summarised to show the movements at report heading and sub-group level.

A detailed cash flow report shows the movements on individual accounts. These accounts display under their designated report headings and sub-groups.

A summarised cash flow report shows the movements at report heading and sub-group level. Individual accounts do not display.

In order for sub-group headings to show in cash flow reports, sub-groups must be set up and assigned in the BankLink Practice chart. For further information about sub-groups see Chapter 12.

Jobs

You can produce separate cash flow reports for each Job.

8 Click in the Job

• Enable the

field and select a Job from the drop down list

Include Completed checkbox to see completed jobs in the list

To generate Job reports, jobs must be assigned to transactions in the Code Entries Screen, dissections, journals, manual or historic data entry. For further information about Jobs see Chapter 2.

When you select a job, BankLink Practice greys out the option to Include Cash on Hand as you are reporting on only a part of the business.


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Comparisons

The cash flow reports show actual cash movement for a selected period. You can compare these movements to last year’s or budget figures.

9 Enable the Compare Actual Values To

•

checkbox and select one of the following comparisons:

•

Last Year

Budget - you cannot compare against a budget if the Report Period

10 If you chose to produce a budget remaining report, or to compare your report to a budget, click in the list of budgets and select one - BankLink Practice only lists budgets whose

is Weekly, Fortnightly, Four Weekly, or Quarterly

Start Month is the same as the month in Reporting Year Starts

11 The Variance is the difference between the actual and comparison figures, measured in dollars - enable the

Include Variance

12 To include Year-to-Date totals for actual and comparison figures enable the

checkbox to show the Variance in your report

Include Year-to-Date

Other Options

checkbox

You have some other options:

13 Enable the Include Account codes

14 Enable the

checkbox to show account code numbers in your report

Include Quantities

15 Enable the

checkbox to show a quantity column in your report

GST Inclusive

Non-Posting Chart Code Titles

checkbox to show the cash flow movements inclusive of GST

16 Enable the Include Non-Posting Chart Code Titles

17 Select:

checkbox if you want the report to display these titles

• Detailed

•

to show the values in the report at sub-account level, or

Summarised to show the values at title level


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Cash Book Balances

In order for account codes to appear in this section of the report they must have a Cash on Hand report group - see Assigning report groups in Chapter 12: setting up reporting.

The cash flow reports show actual cash movement for a selected period. You can show the corresponding movements on the cash on hand accounts in a separate section at the end of your reports.

You may not include the Cash Book Balances section if you deselect:

• Any bank accounts or journals in the Advanced

• Any divisions in the

tab, or

Divisions

18 Enable the

tab (see below).

Include Cash on Hand

•

checkbox and select from:

•

Detailed

Summarised

A detailed cash on hand section displays the opening balance, movement and closing balance on individual accounts.

A summarised cash on hand section displays the opening balance, movement and closing balance on all cash on hand accounts.

If the Cash Book Balances section is incorrect you may need to recalculate the bank balances - see Editing bank account details in Chapter 2: Maintaining client files.

BankLink Practice’s multiple period report style shows movements on actual data over a full year. If you do not have 12 months of actual data, you can include budget figures in your reports:

19 Enable the Prompt to use budgeted figures when no actual figures are available

If actual data is not available for the full report period when you go to print the report, BankLink Practice displays the

checkbox

Use budget data?

20 Choose the

window, prompting you to select a budget

Budget to use from the drop down list and click Yes - BankLink Practice only lists budgets whose Start Month is the same month as the Reporting Year Starts

** denotes the columns containing budgeted data in the cash flow reports.


521

The Advanced tab

By default, BankLink Practice reports on all accounts, and the cash journals - from the Advanced

21 Click

tab you can select which accounts you want to report on.


Advanced

Advanced

22 Enable the checkboxes as required - you can use the

tab

Select All and Clear All

The Divisions tab

buttons to make the task easier

If you are using Divisions, you can produce a cash flow report for all or selected divisions, or separate cash flow reports for each division selected.

In order to do this, you have to set up divisions and assign them to accounts in the BankLink Practice chart. For further information about divisions see Chapter 12.

23 Click


Divisions

Divisions

24 By default, BankLink Practice includes all divisions in a single report - to generate the report for specific divisions:

tab

• Click Clear all

• Enable the checkboxes next to the divisions you want to include

to de-select all divisions

• Click Select All

25 Enable the

to select all divisions and restore the default

Split Report by Division checkbox if you want to produce separate reports for each division selected

To generate divisional reports, divisions must be assigned in the BankLink Practice chart. For further information about divisions see Chapter 12.

When you report on a single division, BankLink Practice greys out the option to Include Cash on Hand as you are reporting on only a part of the business.


522

Printing reports

You can preview the cash flow reports on screen or send them to your default printer. A print to file option allows you to save the reports in Comma Separated (.csv), Fixed Width text (.txt), Microsoft Excel (.xls), or PDF (.pdf) formats.

26 Select from:

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


523

Profit and loss reports BankLink Practice’s profit and loss reports are similar to the cash flow reports but also include stock and accruals.

The reports calculate the cost of goods sold using the opening and closing stock figures you enter in accrual and stock journals. For more information on entering journals see Chapter 10, and for information on linking opening and closing stock see Chapter 11. Any accruals or prepayments you enter as expenses using the accrual journals display under the relevant headings in the reports.

Profit and loss reports available:

• Actual

• Actual and Budget

• Actual, Budget and Variance

• 12 Months Actual

• 12 Months Actual or Budget

You can also produce your own customised profit and loss reports.

Although you can produce Profit and Loss Reports without assigning report groups, you should assign groups if you want more detailed reports - see Chapter 12.

BankLink Practice saves your settings for items such as Reporting Year and Include Chart Codes, and uses them as defaults the next time you select any of the profit and loss reports.


524

Actual

BankLink Practice produces this profit and loss report for the month you select and includes a separate column showing the financial year to date.

You can choose to:




• display the amount coded to each expense code as a percentage of total income

To print a profit and loss report - actual:


2 Click


Reports, Profit and Loss Reports, 1 Actual

Profit and Loss - Actual window


4 Click in the



5 Click in the


Division

•

field and select:

All

•


1 - Division One, 2 - Division Two, etc. to report on a single division


525

6 Enable the Include Chart Codes

7 Enable the


GST Inclusive

8 Enable the


Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income

Chart of accounts codes assigned to stock report groups will not have a percentage assigned.

9 Select from:

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


526

Actual and budget

This report compares the actual figures against budget for the month you select. BankLink Practice also shows the actual and budget figures for the financial year to date.

You can choose to:





To print a profit and loss report - actual and budget:


2 Click


Reports, Profit and Loss Reports, Actual and Budget

Profit and Loss - Actual & Budget window


4 Click in the

field contains the correct data and alter if required

Report Ending field and select a period - BankLink Practice informs you of the last period of coded data


527


•

field and select:

All

•


1 - Division One, 2 - Division Two,

6 Click in the


Budget

7 Enable the

field and select a budget to use

Include Chart Codes

8 Enable the


GST Inclusive

9 Enable the




10 Select from:

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


528

Actual, budget and variance

This report produces:

• actual and budget figures for the selected month and financial year to date

• the variance between the actual and budget figures in both the month and year to date

• the total variance year to date

You can choose to:





To print a profit and loss report - actual, budget and variance:


2 Click


Reports, Profit and Loss Reports, 3 Actual, Budget and Variance

Profit and Loss - Actual, Budget & Variance window


4 Click in the Report Ending field and select a period - BankLink Practice informs you of the last period of coded data



529


•

field and select:

All

•


1 - Division One, 2 - Division Two

6 Click in the


Budget

7 Enable the


Include Chart Codes

8 Enable the


GST Inclusive

9 Enable the




10 Select from:

• Preview

•


File

•


Add

•


Print

•


Cancel

to exit


530

12 months actual

This report shows the 12 months of the financial year across the page, and the financial year to date at the end. BankLink Practice reports the actual figures up to the month selected, and leaves the remaining months of the financial year blank.

You can choose to:





To print a profit and loss flow report - 12 months actual:


2 Click


Reports, Profit and Loss Reports, 12 Months Actual

Profit and Loss - 12 Months Actual window


4 Click in the


Report Ending

5 Click in the

field and select a period - BankLink Practice informs you of the last period of coded data

Division

•

field and select:

All

•


1 - Division One, 2 - Division Two etc. to report on a single division


531


7 Enable the


GST Inclusive

8 Enable the




9 Select from:

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


532

12 Months actual or budget

This report shows the 12 months of the financial year across the page, and the financial year to date at the end. BankLink Practice reports the actual figures up to the month selected, and shows the budget figures from a budget you select in the remaining months of the financial year.

You can choose to:





To print a profit and loss report - 12 months actual or budget:


2 Click


Reports, Profit and Loss Reports, 12 Months Actual or Budget

Profit and Loss - 12 Months Actual or Budget window


4 Click in the


Report Ending field and select a period - BankLink Practice informs you of the last period of coded data


533


•

field and select:

All

•



6 Click in the


Budget

7 Enable the


Include Chart Codes

8 Enable the


GST Inclusive

9 Enable the




10 Select from:

• Preview

•


File

•


Add

•


Print

•


Cancel

to exit


534

12 months budget

This report shows the selected budget for each month of the financial year across the page.

You can choose to:



• display the amount budgeted for each expense code as a percentage of the budgeted total income

To print a profit and loss flow report - 12 months budget:


2 Click


Reports, Profit and Loss Reports, 6 12 Months Budget

Profit and Loss - 12 Months Budget window


4 Enable the

field and select the budget you want to display from the drop-down list

Include Chart Codes

5 Enable the


GST Inclusive checkbox if you want the report to include GST - BankLink calculates this using the default GST codes assigned to the chart of accounts codes


535

6 Enable the Show % of Income checkbox if you want the report to include columns showing the amount coded to each expense code as a percentage of total income


7 Select from:

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


536

Custom

You can produce custom profit and loss reports if none of the pre-defined reports meets your requirements.

To produce custom profit and loss reports:


2 Click


Reports, Profit and Loss Reports, Custom

Custom Profit and Loss Reports window with the Options tab selected

Report style

There are two profit and loss report styles available.

3 Click in the Report Style

•

field and select:

Single Period

•

to report on one period

Multiple Period to report on more than one period in the reporting year


537

Reporting year starts

You can report on a twelve-month period starting from the reporting year starts date.

4 Check the Reporting Year Starts

• Click in the

field and change the date if required:

Month

• Click in the


Year

Report period


You can report on a single period or multiple periods throughout the reporting year.


•


•

Monthly

•

Two Monthly

•

Quarterly

•

Six Monthly

Annually

The Starting

6 Click in the

date is automatically calculated.

Ending field and select the end date for your reporting period




Report format

You can produce detailed or summarised profit and loss reports.

7 Select from:

• Detailed

•

to show the movements on individual accounts

Summarised to show the movements at Report Heading and Sub-group level

In order for sub-group headings to show in profit and loss reports, you set up sub-groups and assign them to accounts in the BankLink Practice chart. For further information about sub-groups see Chapter 12.


538

Job

You can produce separate profit and loss reports for each Job.

8 Click in the Job

• Enable the

field and select a Job from the drop down list

Include Completed checkbox to see completed jobs in the list

To generate Job reports, jobs must be assigned to transactions in the Code Entries Screen, dissections, journals, manual or historic data entry. For further information about Jobs see Chapter 2.

Comparisons

The profit and loss reports can be compared to last year’s or budget figures

9 Enable the Compare Actual Values To

•

checkbox and select one of the following comparisons:

•

Last Year

10 If you chose to compare your report to a budget, click in the associated field and select a budget

Budget

11 The Variance is the difference between the actual and comparison figures, measured in dollars - enable the Include Variance

12 To include Year-to-Date totals for actual and comparison figures enable the

checkbox to show the Variance in your report

Include Year-to-Date

Other options

checkbox



14 Enable the


Include Quantities

15 Enable the

checkbox to show a quantity column in your report

GST Inclusive

16 Enable the





17 Enable the Include Non-Posting Chart Code Titles checkbox if you want the report to display these titles


539

18 Select:

• Detailed

•


Summarised

Using budget figures when actual figures are not available

to show the values at title level

BankLink Practice’s multiple period report style shows movements on actual data over a full year. If you do not have 12 months of actual data, you can include budget figures in your reports.

19 Enable the Prompt to use budgeted figures when no actual figures are available

If actual data is not available for the full report period when you go to print the report, BankLink Practice prompts you to select a budget

checkbox

20 Choose the Budget to use from the drop down list and click Yes - BankLink Practice only lists budgets whose Start Month is the same month as the Reporting Year Starts

** denotes the columns containing budgeted data in the profit and loss reports.


540

The Divisions tab

If you are using Divisions, you can produce a profit and loss report for all or selected divisions, or separate profit and loss reports for each division selected.

In order to do this, you have to set up divisions and assign them to accounts in the BankLink Practice chart. For further information about divisions see Chapter 12.

21 Click


Divisions

Divisions

22 By default, BankLink Practice includes all divisions in a single report - to generate the report for specific divisions:

tab

• Click Clear all

• Enable the checkboxes next to the divisions you want to include

to de-select all divisions


23 Enable the

to select all divisions and restore the default

Split Report by Division

Printing reports

checkbox if you want to produce separate reports for each division selected

You can preview the cash flow reports on screen or send them to your default printer. The print to file option allows you to save the reports in Comma Separated (.csv), Fixed Width text (.txt), Microsoft Excel (.xls), or PDF (.pdf) formats.

24 Select from:

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


541

Trial balance report You can produce a trial balance report in BankLink Practice, but in order to obtain the correct values in your reports you must enter opening balances for all applicable accounts. If you do not enter opening balances, the trial balance report shows only the movement on accounts during the reporting year.

In order to produce meaningful reports, you must enter opening balances for all accounts. If haven't entered opening balances, BankLink Practice prompts you to confirm you want to print report. For further information see Opening Balances in Chapter 12: Setting up reporting.

To produce a trial balance report:


2 Click


Reports, Trial Balance Report

Trial Balance Report window

3 Check the Reporting Year Starts

• Click in the

fields - change the date if required

Month

• Click in the


Year

4 Click in the


Trial Balance as at field and select the end date for your report - the default is the last period of coded data in the 12 months following the

5 Enable the


Include Chart Codes

6 Enable the

checkbox to show chart code numbers in your report

GST Inclusive checkbox if you want the report to include GST - if you disable this checkbox the GST is deducted and shown separately on the report


542

7 Select from:

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


543

Balance sheet report You can produce balance sheet reports in BankLink Practice.

In order to produce meaningful reports, you must enter opening balances for all the balance sheet accounts. See Opening balances in Chapter 12: Setting up reporting.

You must assign also Report Groups to the applicable chart codes for BankLink Practice to include them in the Balance sheet report. See Report Groups, also in Chapter 12.

To produce balance sheet reports:


2 Click


Reports, Balance Sheet, Balance Sheet Reports

Balance Sheet Report Options window

Report style

There are two balance sheet report styles available.

3 Click in the Report Style field and select:

• Single Period

•

to report on balances at one period end date

Multiple Period to report on balances at multiple period end dates


544

Reporting year starts

You can report on balances at any period end date during the twelve-month period starting from the Reporting Year Starts

4 Check the

date.


• Click in the

field - you can change the date if required

Month

• Click in the


Year

Report period

field and select another year

You can report on balances at period end dates.


•


•

Monthly

•

Two Monthly

•

Quarterly

•

Six Monthly

6 Click in the

Annually

Ending field and select the end date for your report - the default is the last period of coded data in the 12 months following the Reporting Year Starts




Report format

You can produce detailed or summarised balance sheet reports.

7 Select from:

• Detailed

•

to show the movements on individual accounts

Summarised to show the movements at Report Heading and Sub-group level

In order for sub-group headings to show in profit and loss reports, you set up sub-groups and assign them to accounts in the BankLink Practice chart. For further information about sub-groups see Chapter 12.


545

Comparisons

The balance sheet reports can be compared to last year

8 Enable the Compare Actual Values To Last Year

9 Enable the Include Variance checkbox to show the variance in your report - the variance is the difference between the actual and comparison figures. It is measured in dollars:

checkbox

Other options



11 Enable the


GST Inclusive



12 Enable the Include Non-Posting Chart Code Titles

13 Select:

checkbox if you want the report to display these titles

• Detailed

•


Summarised

Printing reports

to show the values at title level

14 Select from:

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


546

Bank reconciliation report You can produce a bank reconciliation for any period that contains BankLink Practice transactions. If multiple bank accounts are attached to a client, you can select which account(s) you want to generate a reconciliation for.

The report calculates the opening balance from the balance downloaded with the data - if the balance of any bank account is unknown BankLink Practice displays a window advising that you need to enter the balance. For more information on setting up bank accounts see Chapter 2.

The bank reconciliation is available either in detailed format, where every transaction is printed, or in summarised format. The bank reconciliation shows actual bank balances as well as cash book balances, which take into consideration any unpresented items you have entered. Each unpresented item is listed separately in both detailed and summarised formats.

See also: List unpresented items report later in this Chapter

To produce a summarised bank reconciliation report:


2 Click


Reports, Bank Reconciliation, Summarised

Bank Reconciliation window, showing the complete date range of transactions for this client


4 Enable the

dates for the period you want to reconcile - you can use the date selection buttons - see Date selection options

Wrap Narration

5 Click the

checkbox if you want to display up to ten lines of narration per transaction

Advanced tab


547

6 Select which accounts you want to report on - tick the box against each account to report on, use the Select All and Clear All

7 Select from:


• Preview

•


File

•


Add

•


Print

•


Cancel

To produce a detailed bank reconciliation report:

to exit


2 Click


Reports, Bank Reconciliation, Detailed

Bank Reconciliation

3 Enter the

window, showing the complete date range of transactions for this client

From and To

4 Enable the

dates for the period you want to reconcile - you can use the date selection buttons to help you

Wrap Narration

5 Click the


Advanced tab to select which accounts you want to report on - tick the box against each account to report on, use the Select All and Clear All

6 Select from:


• Preview

•


File

•


Add

•


Print

•


Cancel to exit


548

List unpresented items report You can list unpresented cheques and unpresented deposits in a separate report. For each bank account with outstanding unpresented items in the selected date range BankLink Practice lists the details, effective date, cheque number and amount of each item.

To produce the List Unpresented Items report:


2 Click


Reports, Bank Reconciliation, List Unpresented Items

Unpresented Items Report window

3 Enter a date range in the From and To

4 Enable the

fields - use the date selection options described at the beginning of this chapter to help you

Wrap Narration

5 Click the


Advanced

6 Select which accounts you want to report on - tick the box against each account to report on, or use the

tab


7 Select from:


• Preview

•


File

•


Add

•


Print

•


Cancel to exit


549

Spending by payee reports You can produce two types of Spending by Payee report from BankLink Practice:

Summarised spending by payee

This shows the total value of transactions coded using payees and can span weeks, months or financial years.

Detailed spending by payee report

This shows the date, reference and amount of each transaction coded using payees for the selected payee or for all payees together with the account code and description that the transactions were coded to. BankLink Practice excludes from the report those payees with no transactions.

For more information on coding using payees see Chapter 3: Start Coding.

To produce a spending by payee report:


2 Click Reports,


Spending by Payee

Spending by Payee Report window

3 Click to select All or Selected payees


550

4 If you choose Selected BankLink Practice displays the Payee Selection panel

5 You can type in the Payee codes, or use the Payee button, or press F3 to select payees to complete the From and To

6 If you have a range of payees you want to regularly report on, click

fields

Save Template


to save the list of payee numbers as a template you can load next time you run the report

Save Payee Report Template

7 Type in a

window

File name and click Save to save the template

BankLink Practice saves your Payee Report Template files with the extension .prt


.


Load Template

Load Payee Report Template


window

BankLink Practice loads the template and displays the

Open

10 Enter the

Payee Numbers

From and To

11 Click to select


Detailed or Summarised - if you choose Summarised the Show Periodic Totals and Wrap Narration options are disabled

Inactive Payees are suppressed in the Detailed report.


551

12 Enable the Show Periodic Totals checkbox and select a period from the drop down list (Monthly, Bi-monthly or Quarterly) if you want to display sub-totals by period selected for each payee on the report

A period sub-total is displayed only when there is at least one entry for the Payee in that period.

13 Enable the Wrap Narration

14 Select from:


• Preview

•


File

•


Add

•


Print

•


Cancel to exit


552

Coding by Job report You can produce two types of Coding by Job report from BankLink Practice:

Summarised Coding by Job Report

This shows the total Net (and optionally Gross and GST) value of transactions coded to jobs and can span weeks, months or financial years.

Detailed Coding by Job Report

This shows the date, reference and net amount of each transaction coded to a job for the selected job or for all jobs together with the account code and description that the transactions were coded to. You can choose to include Gross and GST columns as well. BankLink Practice excludes from the report those jobs with no transactions.

For more information on coding using jobs see Chapter 3: Start Coding.

To produce a coding by job report:


2 Click Reports,


Coding by Job

Coding by Job Report window

3 Click to select All or Selected jobs


553

4 If you choose Selected BankLink Practice displays the Job Selection panel

5 You can type in the Job codes, or use the Job button, or press F5

6 If you have a range of jobs you want to regularly report on, click

to select jobs

Save Template


to save the list of job codes as a template you can load next time you run the report

Save Job Report Template

7 Type in a

window

File name and click Save to save the template

BankLink Practice saves your Job Report Template files with the extension .jrt


.


Load Template

Load Job Report Template


window

BankLink Practice loads the template and displays the

Open

Job

10 Enter the

Codes

From and To

11 Click to select


Detailed or Summarised - if you choose Summarised the Wrap Narration option is disabled

Job codes which have not been used in the period you are reporting on are suppressed in both the Detailed and Summarised reports.

When you report on All job codes, transactions with no job code assigned are listed at the end of the report in the No Job Allocated

12 Enable the

section.

Wrap Narration checkbox if you want to display up to ten lines of narration per transaction


554

13 Enable the Show Gross and GST Amounts checkbox if you want to include Gross and GST columns, as well as

14 Select from:

Net

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


555

Exception report The exception report is a management tool allowing you to focus on areas of concern for individual clients. The report takes a summarised look at your cash flow figures (using both bank transactions and cash journals) based on the exception criteria you set. Unlike cash flow and profit and loss reports which look at every account, with exception reporting you narrow the view by defining the exception criteria per account code for each client.

Exception criteria

In order to produce an exception report for your client you first set up the exception criteria to be used for each account. BankLink Practice reports on the specified accounts that vary from a nominated budget or last year's figures by a defined percentage or dollar value.

To be informed if results for an account (such as sales) differ either positively or negatively, by a percentage or fixed amount, you set up exception criteria for the account:

• $ var+

•

field - A dollar value positive variance: Income - report if actual figures are greater than budgeted figures. Expenditure - report if actual figures are lower than budgeted figures.

$ var-

•

field - A dollar value negative variance: Income - report if actual figures are lower than budgeted figures. Expenditure - report if actual figures are greater than budgeted figures.

%var+

•

field - A percentage positive variance: Income - report if actual figures are greater than budgeted figures. Expenditure - report if actual figures are lower than budgeted figures.

%$var-

You enter the figures as positives for all options.

field - A percentage negative variance: Income - report if actual figures are lower than budgeted figures. Expenditure - report if actual figures are greater than budgeted figures.


556

To set up exception criteria:


2 Click


Reports, Exception Report, Set-up Exception Criteria

Set-up Exception Criteria window, showing all account codes and descriptions for this client

3 Click next to the Account Code

4 You can choose to enter values in one or all of the following fields:

you want to enter exception criteria for

• Click in the $ var+

• Click in the

field to enter a value

$ var-

• Click in the

field to enter a value

%var+

• Click in the

field to enter a percentage

%var-

5 Click

field to enter a percentage

OK once you have entered exception criteria for all the required codes:

To repeat lines of exception criteria (from one code to another):

• Click on the line below the criteria you want to repeat

• Click the Repeat button or press

Note that this overrides any entries you may have already keyed into the line.

+


557

Exception report

Once you have set up the exception criteria for a client, BankLink Practice uses the information each time you produce an exception report.

To print the exception report:


2 Click


Reports, Exception Report, Print Exception Report

Exception Report window

3 Check the Financial Year Starts

4 Click in the


Report Period

5 Enable one of the following

field and select the month for which you want to produce the report

Compare

•

boxes:

•

This Period and This Period Last Year

•

This Period and Budget

•

YTD and Last Year YTD

6 Click to select the

YTD and Budgeted YTD

Budget you want to use in this report


558

7 Click to enable the Print GST Inclusive

8 Select from:

checkbox if required

• Preview

•


File

•


Add

•


Print

•


Cancel to exit

If the report contains unexpected results, the code(s) you select may not have the appropriate report group assigned - see Chapter 12 for more information.


559

GST reports You can use BankLink Practice to produce these forms:

• Monthly statements BAS G, BAS Y

• Quarterly Statements BAS A, BAS C, BAS D, BAS F, BAS U, BAS V, BAS W, BAS X

• Annual GST information report - Form Q

• Annual GST return - Form N, Form P, Form Z

• Instalment Activity Statements IAS B, IAS I, IAS J

BankLink Practice uses the GST Classes assigned to account codes to produce the reports - if the results do not look correct it may be because the GST Classes are not assigned correctly - see Set up GST in Chapter A4: Setting up GST more information.

This section covers:

• Producing Business Activity Statements

• How BankLink Practice populates the calculation worksheet

•

H

As well as these specific reports:

ow BankLink populates the Fuel Tax Worksheet

• Business norm percentages

• GST summary

• GST audit trail

• GST reconciliation

• GST overrides

Once the GST statement for a period has been produced, you can Finalise the accounting period for GST purposes.


560

Producing the Business Activity Statement

When you select to produce a Business Activity Statement, BankLink Practice displays one of a number of different BAS forms, (or the Instalment Activity Statement - IAS) according to the values you select in five fields in the GST Set Up

To set up GST for a client:

window.

• Click

or:

Other Functions, GST Set Up

• Click


Reports, GST Reports, GST Set Up

GST Set Up

Depending on the values you select, BankLink Practice displays the appropriate BAS form when you produce a Business Activity Statement.

window

See Chapter A4: Setting up GST for further information.

If you try to generate a Business Activity Statement in BankLink Practice without first having set up that client’s GST information BankLink Practice prompts that you need to do this, and then displays the Details tab in the GST Set Up

Once GST set up is complete and you have coded all data for the relevant period, you can produce a Business Activity Statement.

window.

To produce a Business Activity Statement:


2 Click


Reports, GST Reports, Business/Instalment Activity Statement

Select BAS/IAS Period

3 Click on the

window, listing the periods for the client data together with the number of entries for each period and the number which remain uncoded

Period

4 Click

for which you want to produce the statement


View

Business Activity Statement

5 Review each of the tabs displayed and complete as required

window, showing the relevant BAS Form

BankLink Practice is able to populate many of the fields in each tab using to the data it already holds. Which fields are populated and how they are calculated depend on whether the client is set to use the Full or Simplified method of reporting GST.

Although each form is different, all the BAS forms contain a GST Calculation Sheet tab. For BankLink Practice users, the essential fields are on this tab. See How BankLink populates the GST Calculation Sheet for more details.


561

6 Select from:

• Preview

•


File

•

to save the BAS form in PDF format

Print

•

to send the BAS form to your default printer

Finalise

•

to finalise the accounting period for which you've produced a BAS

Export

•

to export the BAS Form to a file for import to your tax system

OK

•

to save any changes you have made

Cancel

7 Click

to quit without saving your changes

Add to Favourites

If you choose File, Print or Export, BankLink Practice carries out the task and then prompts you to Finalise the Accounting Period

if you want to save the setup to the client's Favourite Reports list

8 Click Yes to lock the transactions in the period or No

if you want to make further changes.


562

Producing the Annual GST Information Report

When you choose to produce an Annual GST Information Report, BankLink Practice displays Form Q.

To produce an Annual GST Information Report:


2 Click


Reports, GST Reports, Annual GST Information Report


3 Click on the


Period

4 Click



View

Annual GST information report


window, showing Form Q



6 Select from:

• Preview

•


File

•

to save Form in PDF format

Print

•

to send the Form to your default printer

Finalise

•

to finalise the accounting period for which you've produced a report

Export

•

to export the Form to a file for import to your tax system

OK

•


Cancel

7 Click


Add to Favourites

If you choose File, Print or Export, BankLink carries out the task and then prompts you to Finalise the Accounting Period



563




564

Producing the Annual GST Return

When you choose to produce an Annual GST Return, BankLink Practice displays Form P or Form Z, depending on your GST setup.

To produce an Annual GST Return:


2 Click


Reports, GST Reports, Annual GST Return


3 Click on the


Period

4 Click


View


Annual GST Return


window, showing Form N, Form P or Form Z



6 Select from:

• Preview

•


File

•

to save the Form in PDF format

Print

•

to send the Form to your default printer

Finalise

•

to finalise the accounting period for which you've produced a return

Export

•

to export the information in the Form to a file for import to your tax system

OK

•


Cancel

7 Click


Add to Favourites

If you choose File, Print or Export, BankLink carries out the task and then prompts you to Finalise the Accounting Period



565




566

How BankLink Practice populates the GST Calculation Sheet

BankLink Practice is able to populate most of the fields in the worksheet using the data it already holds. Which fields are populated and how they are calculated depend on whether the client is set to use the Full or Simplified method of reporting GST.

For more information on GST Set up see Chapter A4.

The Full Method

This method follows the original ATO guidelines and uses the GST class applied to a transaction to populate the relevant G boxes of the BAS with the gross amount of the transaction. For more information refer to page 30 of the ATO’s Business Activity Statement Instructions - GST calculation sheet option.

BankLink Practice populates boxes G1 to G4, boxes G10 to G11 and boxes G13 to G15 with the gross amounts of the coded transactions. The GST class applied to each transaction decides which G box is populated. BankLink Practice then calculates the totals boxes on the BAS, boxes G8 and G19. The GST payable (G9) and GST credit (G20) are calculated by dividing these total boxes by 11.


567

The Simplified Method

The ATO have since produced BAS instructions offering another option when completing the GST section of the BAS. For more information refer to pages 30 and 31 of the ATO’s Business Activity Statement Instructions - GST derived from accounts option.

BankLink Practice uses the GST amount of each transaction to calculate boxes G6 and G17. Any adjustment in box G7 or G18 is added to these boxes resulting in total boxes G8 and G19. The GST payable (G9) and GST credit (G20) are calculated by using the GST rate in the GST Rates/Setup tab.

This method allows BankLink Practice to use the information from your accounts to complete the following boxes:

• G9 and 1A to show the GST payable for the tax period

• G20 and 1B to show the GST credit for the tax period

• G1, G2, G3, G10, G11 and G12 which relate to the supplies and acquisitions for the tax period

Take care if you decide to amend a standard template.

When deleting a GST class remember to always leave a blank line in the Rates tab where the GST class used to be. Changing the order of the GST classes in the Rates tab affects the BAS Field Rules.


568

How BankLink populates the Fuel tax calculation worksheet

The Fuel tax calculation worksheet becomes available as part of the BAS when you enable the Include Fuel Tax checkbox in the client's GST Set Up

The Fuel tax calculation worksheet can be used for the basic calculation, the small claimants, or the percentage use method.

.

The worksheet can be populated manually , or you can use the BAS Fields tab of the GST Set Up

To complete the Fuel tax calculation worksheet:

to create rules which transfer the values and quantities of transactions coded to relevant chart of accounts codes (see Chapter A4: Setting up GST for more information on creating rules for BAS fields). Additional lines can be added even if rules exist.

1 Select the Fuel tax calculation worksheet tab in the BAS

If you have added a BAS rule for field 7D Fuel Tax Credit, the Account, Account description, Total fuel acquisitions, Representative percentage, and Total business use of eligible fuel fields contain information based on quantities entered when you code fuel purchases to the accounts for which you set up rules. Account and Account description

The

can't be edited, but the rest of these fields can be amended if required.

Calculation Method defaults to Eligible fuel (litres) when you set the BAS field rules up with 0% or 100% - otherwise Representative percentage

2 Click in

is selected

Eligible Fuel Type

3 Enter the

and enter the fuel type for which you are claiming the credit

Total fuel acquisitions

4 Enter a

in litres

Business fuel use

5 Enter either a

description

Representative percentage if you are using the percentage use method or enter the Total business use of eligible fuel

6 Select a

in litres if you are using the basic calculation or small claimant method to calculate the Fuel tax credit

Credit rate

BankLink Practice calculates the

from the drop-down list or enter a different rate if required

Fuel tax credit amount for each line you complete and copies the Total to field 7D on the BAS Summary

If you add a rate, BankLink Practice will include it in the list the next time you produce a BAS.

Changes to information placed in the worksheet by the BAS rule(s) are stored for the BAS period - rules will not be re-applied unless you click the Recalculate

button.


569

Business norm percentages report

Some retailers have many transactions across a range of GST-free, taxable and mixed sales. To simplify administration the ATO, industry associations, and the business community have jointly developed business norm percentages.

These standard percentages are used to estimate GST-free sales and purchases at the end of each tax period, rather than having to record the GST component of every transaction. You can obtain a full list of the retailers eligible to use the business norm method, the relevant percentage rates, and the criteria that must be met, from the ATO.

To produce a business norm percentages report:


2 Click


Reports, GST Reports, Business Norm Percentages Report

Print Business Norm Percentages Report window, confirming the complete date range of transactions for this client


4 Select from:

dates for the period you require

• Preview

•


File

•


Add

•


Print

•


Cancel to exit

For a full description of the steps required to produce a business norm percentages report see About business norm percentages in Chapter A4: Setting up GST.


570

GST summary report

In this report, BankLink Practice summarises the net, GST and total for each GST rate. If the period you select includes uncoded entries or entries with no GST rate they appear as Rate 0: Unallocated Entries

To produce a GST summary report:

.

1 Open the client file for which you want to print a GST summary report

2 Click


Reports, GST Reports, GST Summary

Print GST Summary

3 Enter the

window

From and To

4 Select from:

dates for the period you want to report on

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


571

GST audit trail report

In this report, BankLink Practice lists each transaction in GST rate and bank account order showing date, reference, gross amount, GST amount, net amount and narration.

You can select to print the report on date or account code order:

Date order Account Code order

GST class 0 GST class 0

Bank account1 Bank account1

Transactions in date order

Transactions in account code order (by date within the same code)




GST class 1 GST class 1




To produce a GST audit trail report:

1 Open the client file for which you want to print a GST Audit Trail

2 Click


Reports, GST Reports, GST Audit Trail

Print GST Audit Trail

3 Enter the

window

From and To

4 Select to order the report in

dates for the period you want to report on - use the date selection options described at the beginning of this Chapter to help you

Date order or

5 Enable the

Account code order

Wrap Narration checkbox if you want to display up to ten lines of narration per transaction


572

6 Select from:

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


573

GST reconciliation report

This report shows the GST payable/receivable monthly, two monthly, quarterly, six monthly or annually and tracks the payments/refunds over the same period.

To produce a GST reconciliation report:

1 Open the client file for which you want to print a GST Reconciliation report

2 Click


Reports, GST Reports, GST Reconciliation

GST Reconciliation window

3 The Report Period

4 Check that the

defaults to the GST Period in the client's GST Set Up, but you can select a different period from the drop down list if required


5 Click in the

is correct

Report Ending

6 Click in the

field and select a period to report to

Division field and select a division to report on, or select All

7 Select from:

for all divisions

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


574

GST overrides report

BankLink Practice lists all transactions whose GST class is not the default for that chart code. Each transaction appears under its new GST class

To produce a GST overrides report:

.

1 Open the client file for which you want to print a GST overrides report

2 Click


Reports, GST Reports, GST Overrides

Print GST Overrides

3 Enter the

window

From and To

4 Select from:

dates for the period you want to report on

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


575

Finalise accounting period for GST purposes

Once you have printed or exported the Business Activity Statement, BankLink Practice offers the option to lock (finalise) an accounting period for the period of the Business Activity Statement.

Finalising an accounting period means that the transactions can be viewed but not edited in the Code Entries Screen. When you enter the Code Entries Screen, the transactions are flagged with a lock symbol in the Status

If you need to unlock the accounting period for any reason in order to amend the coding you can do so.

column indicating that they are locked for GST purposes.

To unlock a finalised period:

1 Open the client file you want to work on

2 Click

3 Enter the dates for the accounting period you want to unlock

Other Functions, Housekeeping, Unlock Accounting Period

4 Click

BankLink Practice confirms that the entries for that period are unlocked

OK

When selected, the Unlock an Accounting Period

You then need to lock the accounting period again

option clears the lock on all data for the dates selected, and you can edit the data. Also, if you make a change such as deleting a memorisation, the change is applied to all the data now unlocked.

To lock an accounting period:

1 Open the client file you want to work on

2 Click

3 Enter the dates for the accounting period you want to finalise / lock

Other Functions, Housekeeping, Lock Accounting Period

4 Click

When selected, the

OK

Lock an Accounting Period option locks all data for the dates selected, and you cannot edit the data.


576

List reports BankLink Practice has a number of simple list reports. They are useful for administration purposes, but can be produced by all users.

Lists available:

• List bank accounts

• List chart of accounts

• List divisions

• List jobs

• List entries

• List GST details

• List journals

• List memorisations

• List missing cheques report

• List payees

• List sub-groups


577

List bank accounts

You can produce a report of details for each of a client’s bank accounts showing account number and name, the date range of entries, number of transactions, and current balances in the BankLink Practice client file.

To produce a List Bank Accounts Report:


2 Click


Reports, Listings, List Bank Accounts

List Bank Accounts

3 Select from:

window

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


578

List chart of accounts

You can list each account code in the client’s chart of accounts including the account code, description, report group, sub-group, division, GST class and posting status.

To produce a list chart of accounts report:


2 Click


Reports, Listings, List Chart of Accounts

List Chart of Accounts

3 Select from:

window

• Print Full Chart

•

to include all chart codes

Print Basic Chart

4 Select from:

to include only those codes flagged as included in the Basic Chart

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


579

List divisions

You can produce a report of a client’s divisions showing the number and name of each division.

To produce a list divisions report:


2 Click


Reports, Listings, List Divisions

List Divisions

3 Select from:

window

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


580

List jobs

You can produce a report of a client’s jobs showing the job code, name and whether the job has been flagged Complete for each job.

To produce a list divisions report:


2 Click


Reports, Listings, List Jobs

List Jobs

3 Select from:

window

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


581

List entries

You can produce an accounting ledger report for a client that lists all entries within a selected date range. The transaction details include transferred status, date, reference, account, amount and narration. You can also add a balance and print any notes if required.

You can also produce a version that only includes uncoded items - this is a good way to simultaneously search for uncoded entries in the Code Entries

To produce a list entries report:

window and all journals.


2 Click


Reports, Listings, Entries

List Entries

3 Enter the

window

From and To

4 Click in the

dates for the period you want to report on - you can use the date selection options described at the beginning of this chapter.

Sort entries by

•

field and select one of the following options:

•

Effective Date

5 Click in the

Date Presented

Include

•


•

All Entries

6 Select one of the following

Uncoded Only

Style

•

options:

•

Single Column

Two Column

7 Enable the

(debits and credits)

Balance

8 Enable the


Notes

9 Enable the


Wrap Narration and Notes checkbox if you want to display up to ten lines of narration and/or notes per transaction


582

10 By default, BankLink Practice includes all bank accounts and journals with entries in the specified date range - to generate the report for specific accounts and journals

• Click the Advanced

• Click

tab

Clear all

• Select and account or journal by enabling the checkbox next to it

to de-select all accounts and journals


11 Select from:

to select all accounts and journals and restore the default

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


583

List GST details

You can list all the GST information for the client: including the client’s ABN, BAS fields, GST IDs, GST descriptions, rates, business norm percentages, and control accounts.

To produce a list GST details report:


2 Click


Reports, Listings, List GST Details

3 Select from:

List GST Details window

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


584

List journals

You can list all entries for each journal you have entered for the client, in date order within each journal type. The data includes transfer states, date, reference, account, amount, GST amount and narration.

To produce a list journals report:


2 Click


Reports, Listings, Journals

List Journals

3 Enter the

window

From and To

4 Enable the


Wrap Narration

5 By default, BankLink Practice includes all journal types with entries in the specified date range - to generate the report for specific journal types


• Click the Advanced

• Enable the checkboxes next to the journal types as required - you can use the

tab


6 Select from:


• Preview

•


File

•


Add

•


Print

•


Cancel to exit


585

List memorisations

You can produce a list of a client’s memorisations showing the account, the criteria, and the account code allocations by amount, percentage and GST class.

BankLink Practice sorts the report by bank account, listing the client-level memorisations for each bank account first, then the master memorisations.

To produce a list memorisations report:


2 Click


Reports, Listings, List Memorisations

List Memorisations window

3 Enable or disable the checkboxes next to the accounts to select which accounts are included in the report

4 Select from:

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


586

List missing cheques report

You can produce a report that lists missing cheques. This means that you can determine what cheques are still to be presented, without having to add ranges of unpresented cheques (UPCs) in the Code Entries Screen

To produce the List Missing Cheques report:

.


2 Click


Reports, Listings, List Missing Cheques

Missing Cheques Report window

3 Select an account you want to use for the report

4 Enter a date range in the From and To

5 Use the From and To range fields to add specific range(s) to narrow down the list - if you do not enter a range BankLink Practice calculates all the missing ranges within your specified date range

fields - use the date selection options described at the beginning of this chapter to help you

6 Select from:

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


587

List payees

You can list all of a client’s payees in either summarised or detailed format:

• Summarised

•

in alphabetical order together with their respective payee number

Detailed

To produce a list payees report:

including account, narration, GST class, amount or percentage


2 Click


Reports, Listings, List Payees

List Payees

Report Format

window

3 Select from:

•

•

Summarised

Sort Payees by

Detailed

4 Select from:

•

•

Name

5 Enable the

Number

Rule a line between payees

6 Select from:


• Preview

•


File

•


Add

•


Print

•


Cancel to exit


588

List sub-groups

You can produce a report of a client’s sub-groups showing the name and number of each sub-group.

To produce a list sub-groups report:


2 Click


Reports, Listings, Sub-Groups

List Sub-Groups

3 Select from:

window

• Preview

•


File

•


Add

•


Print

•


Cancel to exit


589

Favourite Reports You can set up a list of Favourite Reports

Reports and graphs can be added to the list of favourites from the

for each client, which can be run separately or all at once.

Client Home page, the Reports menu, or when running individual reports and graphs.

In the Favourite Reports window you can see which reports and graphs have been added, when they were last run, what the settings are, who they were created by, and the date they were created.

The reports are sorted by default in Report order, but you can also sort by Name, Created by, or the date they were created On

To sort the Favourite Reports list:

.

• Click on a heading to display the reports sorted in ascending order

or:

• Click on the heading again to display the reports in descending order

To find out more about Favourite Reports see:

Adding Favourite Reports

Generating Favourite Reports

Renaming Favourite Reports

Deleting Favourite Reports


590

Adding Favourite Reports

Reports and graphs can be added to the list of favourites from the Client Home page, the Reports menu, or when running individual reports.

Custom documents can only be added from the Client Home page or Reports

To add a report to the Favourite Reports list from the Client Home page:

menu.

1 Click Favourite Reports in the Client Tasks sub menu or click Reports, Favourite Reports,


Manage Favourites

Favourite Reports

2 Click

window


Add Report

Add Favourite Report window

3 Click to select the report you want to add

Click the triangle signs next to the report names to display further options.

4 Click Add Report

BankLink Practice displays the setup window for the report you selected

or double click the report name


591

5 Make any changes required to the setup and then click

BankLink Practice adds the report to the list and allows you to edit the report

Save

Name if required

Each report in the Favourites list must have a unique name - you will not be able to save the report setup with the same name as a report already added to the list.

To add a report to the Favourite Reports list when running individual reports and graphs:

1 Click Reports

BankLink Practice displays the setup window

and chose the report, or click Graphs and choose the graph you want to run

2 Check the setup and when you are happy with the settings chosen click


Add

Add to Favourite Reports window

3 Change the Name if required and click

BankLink Practice adds the report to the client's Favourite Reports list

OK


592

Generating Favourite Reports

You can choose to generate Favourite Reports individually or in groups.

To run a report from the Favourite Reports list:

1 In the Client Home page, click Favourite Reports or click Reports, Favourite Reports,

2 Double click the report you want to run

Manage Favourites

BankLink Practice displays the report setup window

You can also click Reports, Favourite Reports

3 Select from:

and select the report from the Favourite Reports menu.

• Preview

•


File

•


Save

•

to save the current settings to the list of Favourite Reports

Print

•

to send the report to your default printer

Cancel

When you generate reports you have the option to send the reports to the printer or to email them as individual PDF files.

to exit

To generate reports from the Favourite Reports list:

1 In the Client Home page, click

2 Click to enable the checkbox to the left of the report(s) you want to generate, or click the checkbox in the heading to enable all the reports at once

Favourite Reports

The report checkbox in the heading can be used to select or deselect all reports.

3 Click

BankLink Practice displays the first report setup window

Generate Reports

4 Check the setup and amend if necessary to ensure that the report will run for the dates and settings you require

5 Click Next (Enter

BankLink Practice displays the report(s) in the

) until you have viewed the setup window for all the reports selected

Report Viewer window


593

6 Click

• Print

•

to send the report(s) to your printer, or

E-mail to attach the report(s) as individual PDF files to an email with the subject Reports

If you have added your client's email address to the client file it will be entered in the To

field of the email form.


594

Renaming Favourite Reports

When you add a report to the list of favourites, BankLink Practice gives it a default Name

To rename a favourite report:

, which you can change before saving. If you don't change it initially, you may still want to make the name more meaningful or distinguish between similar reports.


2 Click to select the report you want to rename

Manage Favourites

3 Click

BankLink Practice makes the

Rename Report

Name

4 Type in the new name and press

field editable

BankLink Practice displays the report with its new name

Enter


595

Deleting Favourite Reports

If you add a report to the Favourites Reports list in error, or no longer require one you have run in the past, you can delete it from the list.

To delete a report from the Favourite Reports list:


2 Click to select the report you want to remove

Manage Favourites

3 Click


Delete Report

Delete report

4 Click

window, asking you to confirm the deletion

BankLink Practice removes the report from the list of Favourite Reports

Yes

chapter 13: producing reports · 2014-06-24 · practice, as well as options common to all reports:...

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