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Reports & Analyses - Cashbook

Datafile Software

Reports & Analyses - Cashbook

These reports are almost exactly the same as the Report Listings & Analyses in the nominal ledger. Even though you may not be using the nominal ledger, you still have the same requirement for general account and transaction reports.

Print Control

You can define up to eight printing styles for your system through the CONFIG user — see the System User Guide. These control not only the print style such as the number of characters per inch, but also the length and width of the report. The styles so far defined are shown at the bottom of the screen when you are prompted.

Data Items

You are asked to enter up to 10 data items (depending on the specific report) to print on each report.The file structure for the file concerned (cash book accounts or transactions) shows in the right-hand window when you take the option for any particular report. However, you can use the <F4–Select> key in the usual way to select a specific data item to print. It is the data item numbers which you enter, although the names are shown alongside too.

An example of the entry screen used for report definition is shown below.

In addition to the data items in the file itself, you can select from a further set of items, which are derived from the data in each file up to the period number chosen for the report at run time. Use the <F7–Options> key to view these items, which are also described below.They are numbered from item number 161 upwards.

It is preferable to use, for example, item 165 — the accumulated actual balance — than to use item 47, the current balance. The current balance always shows the full year regardless of which period you ask to print, whereas item 165 accumulates only up to the period number you choose when you print.

Additional Cash Book Accounts File Items

Item Description

161 Accumulated Budget. The sum of each period’s budget from the start of the year to the report period number — i.e. the year-to-date budget

162 Accum Budget Variance. The difference between the budget to-date item 161 and the actual movement to-date, which is item 165

163 Period Budget. The budget figure for the report period requested

164 Period Budget Variance. The difference between the period budget item 163 and the actual result for the period, which is item 167

165 Accumulated Actual. The sum of each period’s actual results from the start of the year to the report period — i.e. the actual year-to-date result

166 Accumulated Actual Variance (Previous year actual). This is the variance between the year-to-date result in item 165, and the comparative value for the same period range last year, item 169

167 Period Actual. The movement for the period — the current period’s results

168 Period Actual variance (Previous year actual). This is the variance between the current period’s result in item 167 and the comparative value for the same period last year, item 170

169 Previous Year Actual Accumulated. This is the sum of the actual results from the start of last year to the same period last year as the report period

170 Previous Year Actual Period. The results for the same period last year


The references to budgets retain compatibility with the nominal ledger. The cash book itself does not support budgets.

The OPTIONS Button

The Options button allows configuration facilities for the printing of the report – selecting margins and fonts and was discussed above.

Trial Balance

The trial balance shows all the cash book accounts with their current debit or credit balance, and sums the debits and credits to prove that the ledger itself balances.

The trial balance can print sub-totals at certain break points, and you define these in the cash book System Profiles — see the System User Guide. For example, you might want to print sub-totals after the income accounts, expenditure accounts, the bank and cash accounts, and the control accounts.

Although the trial balance is designed in a manual system to check that a nominal ledger balances, it is also used to give the figures from which profit and loss statements and balance sheet reports are prepared. A cash book system on its own should balance too. You may want to print items 165 and 167 as well, to give you the year-to-date and current period movement figures.

Audit Trail

The audit trail is designed to print three aspects of each cash book account:

A header line of information from the account record

Transaction details which apply to this account (you can choose which transactions to print at run time)

An analysis table derived from the transactions, if you ask for this at run time

You can define up to ten items from the cash book accounts file to print in the header, and up to ten items to print from each transaction record. You have no control over the layout of the analysis table, other than whether to print it or not.


As well as the data file items from the transactions file you can choose to print from five other items derived from the transaction data, as shown in the table below.

You also have the option to sort the transactions for each account by date before you print them.With the ability to enter data for any period at any time, this option is advised, since it helps to show you where the period movement figures come from.

Additional Cash book Transaction File Items

Item Description

161 DB/CR-AMOUNT — this prints the transaction value in one of two columns headed debit and credit. Were you to print the amount itself, it would print in a single column regardless of whether debit or credit

162 RUNNING-BAL —this gives a running balance from the start of the year.A balance is calculated for each transaction regardless of whether it is printed or not, so that the balance which prints against a line represents the true account balance after applying that and all previous transactions

163 ALT-ACCOUNT — this prints the other account code as a cross-reference for double entry journals (found only in the nominal ledger)

164 DB-ACC-NAME - This prints the debit account name if the transaction contains a debit account

165 CR-ACC-NAME - This print the credit account name if the transaction contains a credit account

Account Listing

Account Status

These two reports are general reports specified in the same way. You can print the additional cash book account data items 161–170 (as described above) on these reports as well — use the <F7–Options> key to give you a list of these.

Receipt Heading

Payment Headings

These reports list just those income and expenditure accounts which are specifically marked for entry against receipt or payments columns.

Transaction Listing

This is a report of the journal entries in your system. A blank line separates the entries for one journal from those of the next.

As well as the normal transactions file items, you can also choose to print the debit and credit account names in separate columns by choosing data items 164 and 165, as shown at the bottom of the screen. Special Item 161 allows printing of the transaction amount but split into debit and credit columns. If subtotalling the journals then you need to print this item instead of the amount data item (usually item 5).

  • Release ID: Standard