9.1. General Reports

The General Reports include the Account Summary Report, Custom Reports, the Tax Schedule Report and TXF Export, and the Transaction Report and also the reports in the Sample & Custom menu.

9.1.1. Account Summary

9.1.2. Tax Schedule Report and TXF Export

The tax schedule report lists all taxable income and deductible expense amounts used in the preparation of US Income Tax returns. The purpose of the report is to provide a complete audit trail for these amounts. The report is intended to be used by a tax payer to manually prepare his or her own tax return, or alternatively, to be provided to a tax preparer for that purpose. The report can also be used to generate an export of all tax related income and expenses to a TXF (Tax eXchange Format) file (this is in addition to exporting to the HTML format that all reports allow). The TXF file can be imported into tax filing programs such as TaxCut or TurboTax. The report should be run, inspected carefully for errors or omissions, and then corrections made to transactions, report settings, currency conversion rates or the account structure as needed. This process should be repeated as often as needed until all the amounts on the report are correct before a final version is used and saved along with the tax returns.

For accounts specified in the report options (none = all) that are also flagged as Tax-related, all transactions for the time period selected (also in the report options) are included. The report sorts transactions by date within account providing subtotals by account within tax code within Form or Schedule line number. Support is also provided for multiple copies of and for sub-line items for selected Forms/Schedules. Optionally uses special date processing to include federal estimated tax payments after year end.

All totals are in USD since this is the currency required for filing US Income Tax returns. Non-USD transaction amounts are converted to USD using the transaction conversion rate to USD, if available. If not, a conversion rate from the price database is used (either the date nearest the transaction date or nearest the report date as specified in the report options; if none is available, transaction amounts are converted to zero and the report provides a comment accordingly). A complete audit trail of conversions is provided.

Note

For this to work, the user has to segregate taxable and non taxable income to different accounts, as well as deductible and non deductible expenses. The Income Tax Information dialog is used for this. To access the Income Tax Information dialog go to EditTax Report Options. The user also must set the TXF category of each tax related account. The Income Tax Information dialog is described in the Section 10.5, “Setting Tax Report Options” section.

9.1.3. Transaction Report

This report lists transactions in selected accounts during a specified financial period. Two fields may be optionally used for sorting and totalling.

9.1.3.1. Report Options

Figure 9.1. Transaction Report — Report Options

Transaction Report — Report Options screen

This is an image of the Transaction Report — Report Options — Display tab.


  • Accounts tab

    • Accounts — Select one or more accounts to be reported.

      There are 4 buttons to aid account selection

      Select AllSelect all accounts
      Clear AllClear the selection and unselect all accounts
      Select ChildrenSelect all descendants of selected account
      Select DefaultSelect the default account selection
    • Show Hidden Accounts — Show accounts that have been marked hidden.

    • Filter By — Optionally select accounts to be either included or excluded depending on Filter type

    • Show Hidden Accounts — Show accounts that have been marked hidden in the Filter By list of accounts

    • Filter Type — One of

      NoneDo not do any filtering
      Include Transactions to/from Filter AccountsInclude Transactions to/from Filter Accounts only
      Exclude Transactions to/from Filter AccountsExclude Transactions to/from all Filter Accounts
    • Void Transactions — One of

      Non-void onlyShow only non-voided transactions
      Void onlyShow only voided transactions
      BothShow both and include voided transactions in totals
    • Reset defaults button — Reset all values to their defaults

  • Display tab

    • Date

    • Reconciled Date

    • Num

    • Description

    • Memo

    • Notes — Display the notes if the memo is unavailable

    • Account Name

    • Use Full Account Name

    • Account Code

    • Other Account Name — For multi-split transactions, this parameter should be unticked. See below for more details.

    • Use Full Other Account Name

    • Other Account Code

    • Shares — Display number of shares

    • Price — Display share prices

    • Amount — One of

      NoneDo not display Amount
      SingleSingle column display
      DoubleTwo column display
    • Running Balance

    • Totals

    • Sign Reverses — One of

      NoneDo not display signs reversed
      Credit AccountsReverse amount display for Liability, Payable, Equity, Credit Card and Income accounts
      Income and ExpenseReverse amount display for Income and Expense accounts
    • Reset defaults button Reset all values to their defaults

  • General tab

    • Report name — Enter a descriptive name for this report

    • Stylesheet — Select Default, Easy, Footer or Technicolor

    • Start Date — Enter or select a specific Start Date

      or select one of the following named start date options which will be used to determine the start date each time the report is run

      TodayThe current date
      Start of this monthFirst day of the current month
      Start of previous monthFirst day of the previous month
      Start of current quarterFirst day of the current quarterly accounting period
      Start of previous quarterFirst day of the previous quarterly accounting period
      Start of this yearFirst day of the current calendar year
      Start of previous yearFirst day of the previous calendar year
      Start of accounting periodFirst day of the accounting period as defined in the global preferences
    • End Date — Enter or select a specific End Date,

      or select one of the following named end date options which will be used to determine the end date each time the report is run

      TodayThe current date
      End of this monthLast day of the current month
      End of previous monthLast day of the previous month
      End of current quarterLast day of the current quarterly accounting period
      End of previous quarterLast day of the previous quarterly accounting period
      End of this yearLast day of the current calendar year
      End of previous yearLast day of the previous calendar year
      End of accounting periodLast day of the accounting period as defined in the global preferences
    • Style — One of

      SingleDisplay 1 line
      Multi-LineDisplay N lines
      Note

      In stable version 2.8.0, the Style option will be renamed to Detail Level and moved to the Display tab.

    • Common Currency — Convert all transactions into a common currency

    • Report's currency — Select the currency to display values

    • Table for Exporting — Formats the table for cut & paste exporting with extra cells

    • Reset defaults button — Reset all values to their defaults

  • Sorting tab

    • Primary Key — Primary Sort Key. One of

      NoneDo not sort
      Account NameSort and subtotal by account name
      Account CodeSort and subtotal by account code
      DateSort by date
      Exact TimeSort by exact time
      Reconciled DateSort by the reconciled date
      Register OrderSort as within the register
      Other Account NameSort by account transferred from/to's name
      Other Account CodeSort by account transferred from/to's code
      AmountSort by amount
      DescriptionSort by description
      NumberSort by check/transaction number
      MemoSort by memo
    • Show Full Account Name — Show the full account name for subtotals and subtitles

    • Show Account Code — Show the account code for subtotals and subtitles

    • Primary Subtotal — Subtotal according to the primary key

    • Primary Subtotal for Date Key — Do a date subtotal. Only configurable if primary key is date, exact time or register order. One of None, weekly, monthly, quarterly or yearly

    • Primary Sort Order — One of

      AscendingSmallest to largest, earliest to latest
      DescendingLargest to smallest, latest to earliest
    • Secondary Key — Secondary Sort Key. Same options as Primary Key

    • Secondary Subtotal — Subtotal according to the secondary key

    • Secondary Subtotal for Date Key — Do a date subtotal. Only configurable if primary key is date, exact time or register order. One of None, weekly, monthly, quarterly or yearly

    • Secondary Sort Order — One of

      AscendingSmallest to largest, earliest to latest
      DescendingLargest to smallest, latest to earliest
    • Reset defaults button — Reset all values to their defaults

9.1.3.2. Displaying Split Account Details

This is controled by the Style option on the General tab.

Note

In stable version 2.8.0 this option will be renamed to Detail Level on the Display tab.

In Single line mode, there's only one line per transaction. So you can have the account name on one side of the equation and

a. the other account name if there's only one other split in the transaction

or

b. "Split" if there are multiple other splits in the transaction. You can't display multiple "other" account names in one line. There's just no room for it.

In the case of Multi-Line mode, this report uses a completely different concept. For each transaction, every split (both the split in this account and the split(s) in the other account(s) !) is printed on a separate line. And every split really means every split: both the split which belongs in the account being reported and the split(s) in the other account(s) that balance the transaction. So even the most basic transaction, with only two splits (this account and other account) will print two lines in multiline mode.

For a simple transaction like this

DescriptionAccountDebitCredit
Cheques Received   
"multiple payers"IncomeAccount £30.00
 BankAccount£30.00 

then on a Transaction Report for the bank account the details appear pretty much as above.

For clarity of the accounts, you might enter transactions with multiple splits referring to the same account. For example, the above transaction might well be entered like this

DescriptionAccountDebitCredit
Cheques Received   
"FirstPayer"IncomeAccount £10.00
"SecondPayer"IncomeAccount £20.00
 BankAccount£30.00 

When this transaction is printed on the bank account's Transaction Report in Single line mode, then under other account it simply prints the word split instead of the account name.

To display the additional split detail, you need to set Single/Multi-Line to Multi-Line and then tick Display -> Account Name. Do NOT tick Display -> Other Account Name.

You can choose whether or not to turn off the full account name using Display -> Use Full Account Name.

Use Full Other Account Name has no effect in Multi-Line mode.

9.1.4. Welcome Sample Report

9.1.5. Custom Multicolumn Report

This report is used to place multiple reports into a single report window to examine a set of financial information at a glance.

9.1.6. Sample Graphs

9.1.7. Sample Report with Examples