Reporting config

Reporting Config holds the settings behind your financial reports. Most workspaces can leave it alone at first and come back when they need to close a month, tune the Cash Flow statement, or keep a signed-off copy of a report.

You find it under Accounting → Reporting Config. It has four tabs: Cash Flow Mappings, Reporting Periods, Account Mappings and Report Snapshots.

Before you start

You need a role with access to Reporting Config. See Team and roles.

Cash Flow Mappings

The Cash Flow report explains how your cash balance changed over a period. It starts from your profit and adjusts it for changes in your Balance Sheet accounts, grouped into three sections:

• Operating: day-to-day trading, such as money customers owe you and bills you owe.
• Investing: buying and selling long-term assets, such as equipment.
• Financing: loans, repayments and money put in or taken out by the owners.

A cash flow mapping tells Bokapsys where a Balance Sheet account belongs on that report.

1. Click Add Mapping.
2. Choose the Account Code from your chart of accounts.
3. Choose the CF Section: Operating, Investing or Financing.
4. Enter a Category (for example Working Capital) and a Line Item (the label shown on the report, for example Inventory). The line item is filled in from the account name if you leave it blank.
5. Choose the Adjustment Type:
   • balance change: report the change in the account’s balance over the period.
   • add back: add the amount back to profit, as is usual for non-cash expenses such as depreciation.
   • deduct: subtract the amount from profit.
6. Click Add.

You can also edit mappings in the table and click Save Changes, or remove a mapping with its delete icon.

Reporting Periods

Each fiscal year is divided into twelve monthly accounting periods. Closing a period stops anything new from being posted into it, which protects months you have finished and reported on.

1. Choose the Fiscal Year and Fiscal Start Month.
2. Click Load Periods to see the year’s periods. If none exist yet, click Generate Periods to create the twelve months.
3. Each period shows its dates and status. Click Close on an open period, or Reopen on a closed one, and confirm.

Statuses mean:

• open: entries can be posted.
• closed: no new entries can be posted. You can reopen it if you need to make a correction.
• locked: the period belongs to a fiscal year closed with Year-End Close. It can only be reopened by reversing that close.

Tip

Close each month once you have reconciled your bank accounts and reviewed your reports. Anything dated in a closed month is held back from posting, so a late change cannot quietly alter numbers you have already shared.

Account Mappings

When you import a trial balance, Bokapsys remembers which of your Bokapsys accounts each account from the old system was mapped to. The Account Mappings tab lists them with the External Code, External Name, what it is Mapped To and its status.

To change a mapping, click Edit on the row and choose a different account. Mappings marked Unmapped still need an account.

Report Snapshots

A snapshot is a saved copy of a report exactly as it was when you saved it, so you can keep the version you signed off or sent to someone even if the books change later.

• To save a snapshot, generate a report on Financial reports and click Save as Snapshot.
• Generate Now creates snapshots of your reports for the previous month.
• Click View to open a snapshot, then Download PDF or Download CSV.
• Draft snapshots can still be changed. Approve a snapshot to lock it for your audit trail.

Related

Financial reportsThe reports these settings shape.

Year-End CloseClose and lock a whole fiscal year.

Posting settingsWhat happens to entries in a closed period.

Trial balance importWhere account mappings come from.