Run a financial report

Goal

Produce a financial report for a period, see which records make up each figure, and save it as a PDF or CSV file.

Prerequisites

• Your role has the Reports permission.
• Invoices, payments, expenses or jobs exist in the period you want.
• If you work in more than one currency, exchange rates exist for the records in the period.

Steps

1. Open Analytics and select Report library. Choose a report from the list.
2. Find the report you need. Type in Search reports, or choose from the list: Profit and loss, Cash flow, Tax summary, Client revenue, Vehicle performance, Commissions, Booking profitability, Margin analysis, Driver performance, Cost per km, Job economics or Custom report.
3. Set the period with the date filter above the figures.
4. Under Basis, choose Accrual or Cash. A basis that does not apply to the report is greyed out.
5. Under Compare, choose Compared with previous period, Compared with same period last year or No comparison.
6. Read the figure cards. The line under the title repeats the period, the currency and the comparison, so you can confirm them.
7. To see what a figure is made of, select the link at the bottom of its card that reads Records followed by a number. The list shows the invoices, payments, expenses, jobs or approved partner costs behind the total.
8. Use the export formats offered by the report. For a queued export, select Open export history in the confirmation or open the Export history tab. Some reports download their PDF or CSV directly.

Expected result

The report shows totals for your period, with a comparison where supported. Queued files appear on the Export history tab of the Report library in Analytics.

Troubleshooting

• Tax summary, Cost per km, Booking profitability, Margin analysis and Job economics open within the library with their own report controls.
• If net profit is unavailable because input VAT is unknown, recorded costs are still shown. A tax-deductible expense flag does not establish how much VAT is recoverable.
• If you see "This report is not available on the selected basis", switch Basis to the other option.
• If PDF is missing, the pane is not on the report's default basis. Switch Basis back to its default to get the PDF.
• If a card shows "Records without an exchange rate", the card lists how many records lack a rate. Add the missing rates or check those records before you rely on the figure.
• If you see "You do not have permission to view this report", ask an Owner or Admin for the Reports permission.
• If you see "The report could not be loaded", select Try again.
• If the Tax summary figures are for filing, have your accountant check them. The report does not replace tax advice.