Unit 8 – Accounting Reports 197
For example, a company wants to know the status of the cash / bank balance for a particular period. For this purpose, it can view the Cash / Bank Book in which all the transactions that affect the cash and bank accounts are listed. These accounts books or registers are the Books of Original Entry / Subsidiary Books. On the basis of these books, the Principal Books of Accounts, i.e. Ledger Accounts are prepared.
On clicking the Accounts Books option, a list of following reports is displayed:
Cash / Bank Books
Accounts Registers (Standard)
Account Activity Report
Let us discuss these reports in detail.
Day Book report displays all the accounting transactions of the business sequentially within a specified date range. The report displays the voucher type and its debit / credit affect. On selecting the Day Book option, a Day Book message box appears asking you to show Cash Balances also. Click the Yes / No button as per your requirement. If you click the Yes button in the message box then in the Report, two columns, one displaying transactions for amount debited and other displaying transactions for amount credited will appear. If you click the No button then all the transactions will be displayed in the sequence in which they were entered irrespective of their debit / credit effect.
On clicking either of the option, a Report Options window appears. Given here are the data fields that appear in the Report Options window.
Starting Date – Enter the starting date from which the vouchers are to be picked for the report.
Ending Date – Enter the ending date up to which the vouchers are to be picked for the report.
Accounts to be Shown By – Select from the list, whether Account Name, Alias or Print Name is to be displayed in the report.
Show Long Narration – Specify ‘Y’ in this data field to view long narration as entered in the voucher.
Show Opt. Fields / Transport Details – Specify ‘Y’ in this data field to view data as entered in the Optional Fields and Transport Details window.
Show Item Details – Specify ‘Y’ in this data field to view details of the items used in voucher. On specifying ‘Y’ in this data field, a button appears next to it. Click the button to configure the item details that are to be displayed in the report.
Show Bill References – Specify ‘Y’ in this data field if you want to view bill reference details also in the report.
Show Vch / Bill No. – Specify ‘Y’ in this data field if you want to view voucher / bill number in the report.
Show Short Narration – Specify ‘Y’ in this data field if you want to view short narration as entered in the voucher.
Club Daily Cash Sales – Specify ‘Y’ in this data field if you want to club all the cash sales transactions of a day.
Enter required data in the data fields and click the Ok button. On clicking the Ok button, Day Book report appears. Given here is a screenshot of Day Book report, if you have selected the No option in the Day Book message box.
Figure 8.3 Day Book
Given here is a screenshot of Day Book window, if you have selected the Yes option in the Day Book message box.