Accounting and Finance Reporting

DEACOM offers a wide range of accounting reports, both summarized and detailed, that the financial department can use to manage the business. These reports allow users to complete processes like Voiding Payments, Completing Month and Year End Closes, Reconciling the POS, etc.

Configuration

The Chart of Accounts must be created and a multitude of Sales Orders, Purchase Orders, and Jobs should be created and transacted against so that data exists for review.

Note: Beginning in version 16.02, users with permission can create unlimited user versions of any accounting report and also determine which reports each user will see in the "Report Type" field on the Accounting Reporting pre-filter. See the Configuring Grid Layouts and Automated Reports and Grid Layout Security pages for information.

Process

Using major Accounts Receivable reports

The major AR related reports in DEACOM are as follows:

  • A/R Ledger - Sub-ledger report containing Accounts Receivable information by Customer including starting balance, payments received, and payments voided. The starting balance of the A/R Ledger report will match the balance on the Sales Order Summary report for orders invoiced prior to the starting date specified on the pre-filter.  
  • Receivables Detail - Sub-ledger report which displays Accounts Receivable aging details according to the selected criteria on the pre-filter. The receivables detail report contains an "Edit Data" button that allows users to modify the anticipated cash and collection dates as well as add remarks and notes to the record.
  • Receivables Summary - Sub-ledger report which displays the Accounts Receivable aging information according to the selected criteria, sorted by either Bill-to or Ship-to, depending on selection. In addition, the following fields are available to the grid in this report: bi_name, bi_street, bi_street2, bi_city, bi_state, bi_zip, and bi_phone. These fields are helpful in situations where receivables reports are required by credit reporting agencies.
  • Collections - Report which displays Sales Orders that are past due for collections. Only records that have a Collection Date and are Past Due will be displayed on this report.
  • A/R Reconciliation – provides a report of difference between AR ledger and general ledger account(s) balance for a range of specified dates, and includes daily and cumulative difference.

The Receivables Detail, Receivables Summary, and Collections reports can also be run through Sales > Customers allowing for different pre-filter options to be used.

Configuring the Receivables Detail report

The Receivables Detail report can be configured to meet user needs with the creation of User-defined buckets. Please note that the addition of buckets is not limited to this report, and can be done throughout DEACOM. For information on configuring this and other reports, refer to the Configuring Grid Layouts and Automated Reports Best Practice page.

Below are two examples of criteria for creating new buckets for a Receivables Detail. Titles are not specific and are provided only as examples. Users are able to use any naming convention for their buckets. The first new bucket would be called the "Current Due" bucket, which displays charges from the past 30 days that are not yet over due:

Field/Flag

Criteria
Field User-defined
User expression IIF(totage <=30, balance, 0000000000.00)
Title Current
Width 10
Format Blank
Input mask 999,999.99
Sort descending flag Unchecked
Sum flag Checked
Include in preview flag Unchecked
Time Field

Unchecked

The second new bucket would be called the "31-60 Days" bucket, which displays charges that are 31-60 days in age:

Field/Flag

Criteria
Field User-defined
User expression IIF(totage <=60 and totage >=31, balance, 0000000000.00)
Title 31 – 60 Days
Width 10
Format Blank
Input mask 999,999.99
Sort descending flag Unchecked
Sum flag Checked
Include in preview flag Unchecked
Time Field Unchecked

The examples above referred to the age of the receivable. If the desire is to add buckets based on days past due, the field in the User Expression would be “pastdue” instead of “totage.”

Using major Accounts Payable reports

The major AP related reports in DEACOM are as follows:

  • AP Ledger - Sub-ledger report containing accounts payable information by Vendor including starting balance, payments applied and payments voided. The starting balance of the A/P Ledger report will match the balance on the Purchase Order Summary report for orders received prior to the starting date specified on the pre-filter. 
  • Cash Disbursement by Payment - Sub-ledger report which displays all the cash payables information for the selected criteria. The report also allows users to void purchase order payments. The report is available via Accounting > Accounting Reporting with several pre-filter options or for a single Vendor when viewing a list of Vendors via Purchasing > Vendors and clicking the “Disbursements” button. 
    • Note: Zero-dollar Purchase Orders, that are marked as paid when the Vendor invoice is processed, will display on the Cash Disbursement report for all cash accounts. 
  • Payables Detail - Sub-ledger report which displays accounts payable aging details according to the selected criteria on the pre-filter. The report is available via Accounting > Accounting Reporting with several pre-filter options or for a single Vendor when viewing a list of Vendors via Purchasing > Vendors and clicking the “Payables” button.
  • Payables Summary - Sub-ledger report which displays the accounts payable aging summary information according to the selected criteria on the pre-filter. 
  • AP Distribution - Located on the Purchasing > Order Reporting pre-filter via Purchasing > Order Reporting. Displays purchase order detail information including the purchase to/charge to account for each line on the orders selected. 
  • A/P Reconciliation – provides a report of difference between AP ledger and general ledger account(s) balance for a range of specified dates, and includes daily and cumulative difference.

Generating an accounting report

To run a report:

  1. Navigate to Accounting > Accounting Reporting.
  2. Choose the desired Report Type. Refer to the Accounting Reporting pre-filter for a full list of available reports.
  3. Enter a date range or end date, as required.
  4. Complete other filters as necessary then click "View".
  5. Once the chosen report generates, users can select a record and click "View Detail" to get more information. Note, the Cash Receipts/Disbursement Summary can be utilized to void payments.

Accounting Reporting includes:

  • General Ledger Detail - provides detailed transactions for a specified range of dates and accounts.
  • General Ledger Summary - provides starting balance, total debits, total credits and ending balance for a specified range of dates and accounts.
  • General Ledger History - provides for a specified range of dates and accounts beginning balance, transactions and ending balance.
  • Trial Balance - for a specified range of dates, provides net debit or credit amount for the date range for all accounts.  May be filtered for Accounts with Balances or Accounts with Activity.

Note: The information displayed on the report can be modified. For more information on how to do this, refer to Configuring Grid Layouts and Automated Reports.

FAQ & Diagnostic Tips

My GL Summary report is not matching my ending balances. What is the problem?

The GL Summary report includes the closing entries from the first day of the year in the “Starting Balance” column. If the report is run with a start date other than the first day of the year, the closing entries are still included. If comparing to another report, it is best to run them both from the start of the fiscal year. 

Tip: Financial Statements can now be published as a Favorite or Preview and added to Combined Reports in DEACOM.

What criteria is used to pull PO's in the Payables reports?

The PO must be received, have either a Pay Date greater than the Report Ending Date or no Pay Date, and have either a Vendor Invoice Date less than the Ending Date or no Vendor Invoice Date. Also, if there is no Purchase Suspense Account, the Received Date must be less than or equal to the Report Ending Date and if there is a Purchase Suspense Account, the System Invoiced Date must be less than or equal to the Ending Date.

There is a "PJ-" postref entry in my Cash Disbursement by Payment report. Where did it come from?

Zero dollar Purchase Orders that do not create a GL entry appear in the Cash Disbursement by Payment report on the date the invoice is paid. Postref entries for these types of Purchase Orders have a "PJ-" prefix, e.g. PJ-20130002685. Zero dollar Purchase Orders are marked "paid" at the time they are invoiced and will display on the Cash Disbursement report for all cash accounts.

Tip: If a zero dollar Purchase Order needs to be fixed, the Cash Disbursement reference must be voided and the Purchase Order must be un-invoiced and un-received.

I get a message similar to "hexadecimal value 0x11 is an invalid character..." when I try to run a report. What's the problem?

This error message indicates there is an invalid character in a Sales Order field. Here are the steps to find the order and correct the problem:

  1. Navigate to Sales > Order Reporting and run an Order Summary report where Status = Invoiced Not Paid.
  2. Click the "Subtotal" button in the toolbar to subtotal the report by Bill-to Company. Either print the summary or export the details to excel.
  3. Navigate to Accounting > Accounting Reporting and run a Receivables Detail report for the first Bill-to Customer on the list. If the report is displayed, move on to the next Customer. When the error message appears, this will indicate that the Sales Order with the invalid character is for this Bill-to Company.
  4. When it has been determined which Bill-to Customer is causing the error, navigate to Sales > Order Reporting and run an Order Summary report for the Bill-to Customer where Status = Invoiced Not Paid.
  5. Highlight the first Sales Order and click "View Detail". Examine the header fields for the invalid character. Oftentimes the illegal character has been copied and pasted into one of the PO fields or into the Header notes. Click "Modify Info" to get a better view of some of the header fields if necessary. Repeat until the invalid character is found.
  6. Once the Sales Order has been found, click "Modify Info" to make the change on the Edit Order Header form. Otherwise, the order may have to be un-invoiced, un-shipped, the invalid character deleted, then re-shipped and re-invoiced.
  7. Re-run the Accounts Receivable report to make sure the issue is resolved.

Can I add aging columns to the Receivables Detail report?

Yes, please use the following expressions in user-defined columns to report on the age of an item. Similar expressions can be used to report items that are past due by changing the "totage" field to "pastdue".

<30 OLD - IIF(totage<=30, balance, 0)

30-45 OLD – IIF(BETWEEN(totage,30,45), balance, 0)

46-60 OLD - IIF(BETWEEN(totage,46,60), balance, 0)

61-90 OLD – IIF(BETWEEN(totage,61,90), balance, 0)

>90 OLD – IIF(totage>90, balance, 0)

Tip: When exporting accounting reports to Excel, the totals at the top of the grid will be pulled into the Excel spreadsheet when the "Sum" flag (b2_sum) is checked on the Edit Grid Column form for any column in the report grid.

How do I see blanks on my reports but 0.00 for these same columns when exporting to Excel in DEACOM?

Add a "Z" to the format field via Grid Layout to those columns you wish to have display 0.00 in Excel.