Financial reports
Financial Reports produces the four core reports of your business from your general ledger. You find it under Accounting → Financial Reports, with a tab for each report:
- Balance Sheet: what the business owns and owes on a date.
- Income Statement: what it earned and spent over a period, and the resulting profit or loss. Sometimes called a profit and loss statement.
- Cash Flow: how your cash balance changed over a period, and why.
- Trial Balance: every account’s balance on a date, as a check that debits and credits agree.
Before you start
Section titled “Before you start”- You need a role with access to Financial Reports. See Team and roles.
- Reports include only posted entries. Check the banner at the top of the page (described below) before you rely on a report.
Generate a report
Section titled “Generate a report”- Choose the tab for the report you want.
- Set the dates and options (see each report below).
- Click the Generate button, for example Generate Income Statement.
- Review the report on screen. Use Download PDF or Download CSV to export it, or Save as Snapshot to keep a copy as it is now.
Options shared by several tabs:
- Fiscal Year Start (Balance Sheet, Income Statement and Cash Flow) defaults to your company setting.
- Bank account (every tab) narrows the report to the bank accounts you choose. It defaults to all accounts.
- PDF Orientation (Balance Sheet and Income Statement) is Auto, Landscape or Portrait; landscape fits more months on a page.
PDFs carry your workspace branding.
Balance Sheet
Section titled “Balance Sheet”Shows your assets, liabilities and equity on the As of Date, grouped by category with subtotals. Assets always equal liabilities plus equity, and the report confirms this with Balanced under the totals.
- Enter a second date in Compare (optional) to see two dates side by side with a Variance column.
- Bank account narrows the report to one or more bank accounts. This is a partial view: it shows only those accounts and will not balance, and the report says so.
- Click an amount to drill into it (see below).
Income Statement
Section titled “Income Statement”Shows Revenue, Cost of Goods Sold, Gross Profit, operating expenses, Operating Income, other income and other expenses, ending in Net Income for the period between Start Date and End Date.
- Granularity shows the whole period as one column (Total), or splits it into Monthly or Quarterly columns.
- Click an amount to drill into it.
The figures on the Dashboard are calculated in exactly the same way, so for the same dates, with all bank accounts included, they match this report.
Cash Flow
Section titled “Cash Flow”Starts from your net income for the period and adjusts it to show cash from operating, investing and financing activities, ending in Beginning Cash, Net Change in Cash and Ending Cash. A line at the bottom confirms whether the ending cash agrees with the cash on your Balance Sheet.
Which section each account falls into is controlled by your cash flow mappings. See Reporting config.
Trial Balance
Section titled “Trial Balance”Lists every account with a balance on the As of Date, with its Account Code, Account Name, Category, debit and credit, and TOTALS at the bottom. It confirms whether Trial Balance is balanced, meaning total debits equal total credits. Accountants use it as the starting point for reviews and year-end work.
Drill down to the entries
Section titled “Drill down to the entries”On the Balance Sheet and Income Statement, click an amount to see what makes it up. Bokapsys shows the opening balance, every entry with its date, description, source, debit, credit and running balance, and the closing balance. Use it to trace an unexpected number back to the statement, invoice or journal entry behind it.
Why only posted entries appear
Section titled “Why only posted entries appear”Reports are built from your general ledger, and only posted entries are in it. An entry that is saved but not yet posted, such as a draft journal entry, an unposted accrual, or a statement waiting for an account, does not appear. Reversed entries drop out, because they have been cancelled.
This is deliberate: it means every report is built from the same, settled set of numbers, and every report agrees with every other.
At the top of the page, Bokapsys tells you about anything that could change the numbers:
- Unposted transactions. A banner shows how many entries, across every source, are waiting to be posted. Click View pending to see them, or Post Now to choose which to post. Each source has its own tab, so posting one never affects another.
- Closed periods. If some entries could not post because they fall in a closed accounting period, Bokapsys tells you how many, with a link to Open Year-End Close.
- Entries intentionally kept out. Bokapsys also explains entries that are kept out of the ledger on purpose: statements dated before your opening balances from a trial balance import, and cash-to-cash movements, such as transfers between your own accounts, that would otherwise count the same cash twice. No action is needed for these, unless one of them is really income or an expense, in which case reclassify it in View Statements.