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Management reports

Key finance figures at a glance, profit by department or project, budget against actual month by month, and sales and purchases by customer, vendor and item.

For managers, directors and finance teamsUpdated 4 Nov 2026

Before you start

  • Set up the chart of accountsThe KPIs come from the two statements, so Statement Mapping must be right. Cash and bank is read from the group named "Cash and Cash Equivalents".
  • Set up dimensionsProfit or Loss by Dimension needs at least one dimension, and its values tagged on your postings.
  • Set up a budgetBudget vs Actual by Month needs a posted budget for the fiscal year.
  • Close a periodPeriods and the budget's fiscal year come from your fiscal years.
  • Set up customer posting groupsReceivables in the KPIs and the Sales report's ledger column read the receivable and revenue accounts.
In this article
  1. Finance KPIs
  2. Profit or Loss by Dimension
  3. Budget vs Actual by Month
  4. Sales
  5. Purchases and Expenses

Five reports under Reports › Management Reports (the sixth, Depreciation Schedule, is in fixed asset reports). They use the shared filter bar described in the reports overview.

Finance KPIs

Select Reports › Management Reports › Finance KPIs.

  1. Period.
  2. Up to (or A date in the period).
  3. Compare with: each card then also shows the comparative figure and the change.
  4. Run.
  5. Warnings from the statements the figures come from.
  6. One card per figure.
FigureHow it's worked out
Cash and bankClosing balance of the accounts under the "Cash and Cash Equivalents" group.
ReceivablesTotal of Customer Balances, net of advances held.
Overdue receivablesOpen invoices past their due date at the period end.
PayablesTotal of Vendor Balances.
Overdue payablesOpen bills past their due date at the period end.
Revenue, Expenses, Profit for the period, Gross profitFrom the Statement of Profit or Loss. Expenses are cost of sales plus all other expenses.
Gross marginGross profit ÷ revenue × 100. Blank when there is no revenue.
Current assets, Current liabilitiesFrom the Statement of Financial Position at the period end.
Current ratioCurrent assets ÷ current liabilities, shown as "x : 1". Blank when there are no current liabilities.

With a comparison, amounts show the change and the change in percent; percentages show the change in points.

Profit or Loss by Dimension

Select Reports › Management Reports › Profit or Loss by Dimension.

  1. Analyse by: the dimension to split by, for example Project or Department.
  2. More Filters: limit to values of another dimension.
  3. Run.
  4. One column per value of the dimension.
  5. Not assigned: postings with no value for this dimension. Then Total.

The rows are those of the Statement of Profit or Loss. The Total column equals the statement for the same period. Lines posted before dimensions were recorded on each line are placed by the project stored on the line, and the page tells you how many.

Budget vs Actual by Month

Select Reports › Management Reports › Budget vs Actual by Month. You need the budget report permission.

  1. Fiscal year: type the year, for example 2026.
  2. Department: Whole organisation or one department's budget.
  3. Run.
  4. If no budget has been posted for that fiscal year, you see "Posted budget not found for fiscal year …". Post one first: see set up a budget.

For every account you get each month's Budget, Actual and variance, then Budget total, Actual total, Variance (budget less actual) and Variance %. Actuals come from the ledger for that fiscal month.

Sales

Select Reports › Management Reports › Sales, choose the period and one Customer or all, then select Run.

  1. Customer.
  2. A warning when the ledger and the documents disagree for some customers.
  3. Net sales (documents), Net sales (ledger) and the Difference.
  4. By customer or By item.
  5. Per customer: Invoices, Credit notes, Invoiced, Credited, Net sales, Ledger net sales and Difference.

Net sales are posted invoices less credit notes, before VAT. Ledger net sales is the revenue actually posted for the customer, the figure on the Statement of Profit or Loss. A difference means rounding, or an invoice line posted to an account outside revenue: open the invoice's batch in the Journal Register. By item shows Quantity sold, Quantity credited, Net quantity, Invoiced, Credited and Net sales per item.

Purchases and Expenses

Select Reports › Management Reports › Purchases and Expenses, choose the period and one Vendor or all, then select Run.

  1. Vendor.
  2. Net purchases (posted bills less debit notes) and Expenses (from the ledger, so they tie to the trial balance).
  3. By vendor or Expenses by account.
  4. Per vendor: number of Bills and Debit notes, amount Billed, amount of debit notes, Net purchases and the vendor's Expenses.

Expenses by account lists each expense account with its Section and Amount.