Statement of Profit or Loss

Overview

The Statement of Profit or Loss provides an overview of an organisation's profitability during a selected period. Data can be viewed monthly or annually. Monthly data can be compared to accounting budgets or to the other months. There is an option to display the percentage change when comparing the data. The percentage change is the difference between two columns. The Statement of Profit or Loss can be exported to an Excel file.

A companion chart is provided and can be shown/hidden by clicking Menu (button) > Hide chart.  The structure of the report is determined by the Chart of Accounts.

Navigation: Main Menu > Accounting > Statement of Profit or Loss

Settings

User Settings

Navigation: Main Menu > Office > My Organisation > Double-click to open a Staff File > Settings (tab)

• Accounting: Accounting Reports - Access Allowed: Options are Yes or No.

General Settings

Navigation: Main Menu > Setup > Settings & Defaults > Settings (tab).

• Accounting - Profit or Loss Account used for calculating the Revenue %: Options include all the sections on the Statement of Profit or Loss. (Usually, the Sales Accounts are selected.)

• Reports - Reports: Show company name in header: Options are Yes or No.

Default View

Buttons Explained

• Reset: Resets the Data Filters to default.

• View: Generates the report according to the selected data filters.

• Output: 

  • Outputs PDF documents. Options include Print, Preview and Email.

  • Output options include a dropdown list to choose the number of periods (e.g. 2, 3, 6 or 12).

• Menu

  • Hide Chart: Toggles showing the chart.

  • Hide Decimal Values: Toggles showing decimal values.

  • Column Auto Width: Spaces the columns to fit the screen.

  • Email Excel: Exports the report in Excel format.

  • Email Grid (.xls): Exports the grid in Excel format. Access to the server's desktop is required.

  • Save Grid: Saves the current grid layout.

  • Restore Grid: Restores the current layout to the default layout.

  • Restore Default (All Users): Resets the default grid layout for all users.

Data Filters Explained

• Branch

  • Generates a report for the selected branch. 

  • This field only appears when more than one branch is set up.

• Set: Generates a report for the selected period (e.g. Month, Year, Fin Year (Month)).

• ←  →: Changes the date fields in the direction of the arrows.

• Date: Allows users to enter custom date filters.

• Show

  • Generates a report for the selected number of months or years (works in tandem with Months).

  • The field is only active if Set = User Date or Set = Month.

• Months: Generates a report for the selected number of months or years (works in tandem with Show).

• %

  • Calculates the percentage change selected from the dropdown list and includes it in the report. Positive changes are shown in green. Negative changes are shown in red.

  • The options are:

    • None: The column does not appear.

    • Change: Change is calculated based on how much the data in the column on the right differs from the column on the left. 

    • Revenue: The percentage change from the section selected in the setting: Accounting - Profit or Loss Account used for calculating the Revenue %.

    • Budget: The percentage change from the selected Budget. Selecting the Budget field will return an error message unless Set = Fin Year (Months) and a Budget is selected from the Budget dropdown list (see Budget field below).

• Show all Accounts Checkbox: Check to show all the accounts even those with zero balances.

• Budget

  • Provides a dropdown list with available budgets. The choice of budget is used to calculate the Percentage Change (See % field above).

  • The field only appears when Set = Fin Year (Months).

Fields Explained

• Description

  • Name of the account.

  • Accounts follow the same order as the Chart of Accounts. 

• Columns

  • Displays data for the period shown in the header, in accordance with the data filters.

  • The final column is always a Total column that adds all other displayed columns.

Chart Explained

• Customize Chart (button)

  • Series Tab: Check or uncheck the checkboxes to include the sections. All the sections created on the Chart of Accounts in the Statement of Profit or Loss section are available.

  • Data Group: This tab is not applicable to this report.

  • Options: Set options (e.g. position, orientation) for the Legend, Title, Toolbox, and Hints that are displayed on the chart.

• Column Diagram (clickable field that changes according to the selected diagram)

  • Displays the selected diagram.

  • Choices are: Area, Bar, Column (default), Line, Pie, Stacked Area, Stacked Bars, Stacked Columns.