How do I read company profit and the treasury balance, and export a report?

What you will do

You read the company's result for a period, tell profit apart from the money in the treasury, and export the report as PDF or Excel. You read results in Financial reports, and cash movements in Treasury Report.

Before you start

• Choose the question and the period. This month's profit is not the treasury balance at month end, nor what customers have not paid yet.
• Check voucher status. A pending or unpaid voucher does not enter the figures. If a payment is missing from a report, check its voucher; do not record it a second time.
• Compare over the same period. Each tab has its own period. One report may cover the whole company and the other a single project.

Steps

1. In the sidebar, open Reports, then Financial reports.
2. Choose the Income statement tab.
3. Choose the period from the bar above the report: This month, Previous month, This quarter or This year. For specific days, click Custom range and enter From Date and To Date. Then wait for the figures to update.
4. Changing the period affects the open tab only. To use the same period in every tab, turn on All tabs first.
5. Read the statement from the top: Total revenue, then Paid to executors and Gross profit, then expenses, down to Net profit.

Reading the income statement

• Revenue is not what you collected. Total revenue is the amount Charged to customers for work done, plus Supervision fees. A customer payment may settle older work, or be an advance for work not yet done.
• Supervision fees, two ways. In period revenue adds them to revenue. Memo only shows them as a reminder without adding them. Choose the method from the list next to the period.
• Expenses are deducted from Gross profit. They are Company expenses, General expenses and, if any, Founding expenses. General expenses are “general expense” vouchers: rent, utilities, administrative salaries and similar costs.
• No expense is counted twice. A general expense voucher linked to a founding expense appears under Founding expenses only.
• Example: gross profit 10,000, general expenses 7,000, founding expenses 300, and no company expenses. Net profit is 2,700. The total of these expenses (7,300) appears in Overview as Total operating expenses.
• Partner withdrawals are not an expense. They appear below net profit as Partner withdrawals (outside) and are not deducted from it. They do reduce the treasury when paid.

The tabs also include Ledger income statement, which is calculated from general ledger entries. Its figures may differ from this statement. Read the basis of each report before comparing them.

Reading the treasury balance

1. Open Treasury Report from Reports.
2. Enter Date from and Date to, then click Search. The figures do not change until you click.
3. Current Balance is the treasury balance on the last day of the period. Net Movement is what came in minus what went out within the period only. Previous day balance is the balance before the period's first day.

Example: Previous day balance is 1,000; 300 came in during the period and 100 went out. Net Movement is 200 and Current Balance is 1,200. If you change Date from and keep Date to, the movement changes and Current Balance stays the same.

With no dates, Current Balance shows the whole treasury balance, and the movement covers the last seven days.

Movements are dated by the actual day of receipt or payment, not the day the voucher was entered. Do not compare this balance with net profit: collecting an old debt adds cash, but is not revenue from the period's work.

Exporting the report

• From Financial reports: open the tab and set its period, then click View Reports. Next to the report's name, the PDF icon gives a document to read or print, and the Excel icon a spreadsheet. In the income statement, Chart in PDF adds the chart to the file.
• Several reports at once: click Export several reports in the same menu, select the reports, then PDF or Excel. Check each report's period before exporting.
• From Treasury Report: apply the dates with Search first, then click Export PDF or Export Excel at the top of the page, or Print. The PDF shows the treasury's movement and balance for the period. The Excel file holds project balances, receipts and payments. Its “total treasury balance” row is the total of the projects table for the period, not Current Balance.

What changes after you save or export

Reading a report needs no saving, and exporting does not create a receipt or payment voucher. The file reflects the report's figures at the moment you export it. If you edit a voucher afterwards, reopen the report and export a new copy; the old file does not update itself.

Permission you need

The account owner sees every report. An employee sees the ones their level allows:

• Income statement with View Company Expense Reports.
• Treasury Report and the Cash flow tab with View Treasury Reports. Treasury Report also needs one of: View Project Details, View Financial Summary or View Treasury Summary.

Both reports cover the whole company. An employee who sees only the projects assigned to them cannot see them, even with the permission in their level.

If you can't find the button or the figures differ

• A tab is missing: check your level's permissions and your project scope. You may see some reports and not others.
• An amount is missing: check the voucher's status, the report's period and the linked project. For the treasury, check the actual day of receipt or payment.
• You changed the dates and the treasury did not change: click Search.
• Two reports show different figures: compare each report's question, period and scope. Profit, collections and treasury balance are different numbers.
• Older projects disappear from Projects profitability: this tab's period selects projects by their start date, not by movements within it. Widen the period to include the start of the projects you need.