BrightBooks provides several General Ledger Reports that you can generate based on specific criteria. By default, the reports cover the entire calendar year. For example, if you select a period from January 2018 to December 2018, the reports will include data for the entire year of 2018. You can customize the time range to start and end at any month within the year.
- Audit Trail
- Balance Sheet
- Budget Details
- Budget Periodic Comparison
- General Ledger Account Activity
- Intrastat Details
- Journal Listing
- OSS Sales VAT Report
- Profit & Loss
- Profit & Loss - Periodic
- Return of Trading Details
- Trial Balance
- Trial Balance - Formatted
- Trial Balance - Periodic
- VAT Returns
- VIES Details
- Yearly Budget Comparison
Audit Trail
This report shows the modifications on different documents performed by different users.
1. On the Reports page, under the GENERAL LEDGER heading, click Audit Trail Report.
2. The Audit Trail Report page appears. Enter the required criteria and click [Run].
3. The report is generated.
Audit Trail Report shows the details of the time and user that run the Year End routine. To view, run the year end routine. On the Audit Trail Report page, from the
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Balance Sheet
To generate the balance sheet report, complete the following steps.
1. The Reports page appears. Under the GENERAL LEDGER heading, click Balance Sheet Report
2. The Balance Sheet Report page appears. Enter the required details and click Run.
3. The report is generated.
Budget Details
This report generates the budget details based on nominal codes. To generate the report, complete the following steps.
1. On the Reports page, under the GENERAL LEDGER heading, click Budget Details.
2. The Budget Details page appears. Enter the required criteria and click [Run].
3. The report is generated.
Budget Periodic Comparison
The report does a comparison of the differences between actual and budgetary figures based on the nominal codes specified. To generate the report, complete the following steps.
1. On the Reports page, under the GENERAL LEDGER heading, click Periodic Budget Comparison.
2. The Budget Periodic Comparison page appears. Enter the required criteria and click [Run].
FIELD | STEP |
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CALENDAR | Click and select a pre-configured date range. |
PERIOD FROM | Specify the period from which you want to generate the report. |
PERIOD TO | Specify the period till which you want to generate the report. |
ACCOUNT CODE FROM | Specify the nominal code from which you want to generate the report. |
ACCOUNT CODE TO | Specify the nominal code till which you want to generate the report. |
3. The report is generated.
General Ledger Account Activity
This report provides detailed information on general ledger accounts based on selected nominal codes and a specified period. For instance, you can generate a report that displays account details for a period between March and April, and filter the information by a range of nominal codes.
- On the Reports page, find the GENERAL LEDGER section and click on General Ledger Account Activity.
- The General Ledger Account Activity page will open. Enter the required details as specified in the table and click Run to generate the report.
FIELD STEP BASED ON Select the basis for generating the report: Choose either a specific period or a specific transaction date. PERIOD FROM/ DATE FROM If you chose Period: Enter the Period Start Date. You can set this date up to 5 years before the current accounting period.
If you chose Transaction Date: Enter the From Date. You can set this date up to 5 years before the current accounting period.
PERIOD TO/ DATE TO If you chose Period: Enter the Period To Date. You can set this date up to 5 years beyond the current accounting period.
If you chose Transaction Date: Enter the Date To. You can set this date up to 5 years beyond the current accounting period.
ACCT. CODE FROM Select the Nominal Code to define the report coverage range.
- If you want to view the report for a specific nominal code only, choose that code and leave the ACCOUNT CODE TO field blank.
- If you want to cover a range of nominal codes, specify both the ACCOUNT CODE FROM and ACCOUNT CODE TO fields.
ACCT. CODE TO Select the nominal code to define the range of report coverage.
- To view the report for a specific nominal code, choose that code and leave the ACCOUNT CODE FROM field blank.
- To cover a range of nominal codes, enter values in both the ACCOUNT CODE FROM and ACCOUNT CODE TO fields.
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The report is generated.
- You can use the Quick Print feature to quickly view a report in HTML format, which is especially useful for large datasets as it avoids a lengthy print process.
- For other actions, you have the following options:
- Click Print to print the generated report.
- Click Excel to export the report in Excel format.
- Click Save to save a copy of the report.
- Click Email to receive the report in your email.
The report generates clickable document numbers, shown in the image above. To move to the original document, click the document number.
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Intrastat Details
The report generates the Intrastat details for a period you specify. To generate the report, complete the following steps.
1. On the Reports page, under the GENERAL LEDGER heading, click Intrastat Details.
2. The Intrastat page appears. Select the period for which you want to generate the Intrastat details and click Run. A Warning message is also displayed. It states that “Warning: If a Product Does Not have a Country of Origin it will assume the Country of the Supplier/Customer, these are highlighted on the report with a *”
3. The user can choose the Intrastat time frame from the drop-down. The 'Run' option enables the user to generate the report for the time specified. The 'Print' option allows you to see a print preview of the report. The 'Save' option saves the report generated. The 'Email' option sends the report via email.
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The choice of period will appear only if you have already generated at least one Intrastat for a period.
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4. The report is generated. A new column has been added for Country of Origin which comes from the Product record. If the Product does not have a Country of Origin then the Country is to be selected from the Customer/Supplier.
Downloading the Reports
To download the report, complete the following steps.
1. Generate a detailed report.
2. On the Intrastat Details page, click Exports CSV to download the export details or the Imports CSV to download the import details.
3. Submit the CSV files to Revenue. You may update the details such as commodity or nature of transport code prior to submission.
4. The Exports CSV option if clicked displays a confirmation message. The message is “Warning: If a Product Does Not have a Country of Origin it will assume the Country of the Customer. Nature of Transaction code, Mode of Transport code, Commodity Code, Net Mass may contain default values, which need to be edited either in the CSV prior to import, or in ROS Offline after import. The CSV contains exports only.“. The message is displayed below. A new column called Identification Number and Country of Origin has been added to the CSV File.
5. The outcome of generating of exporting the CSV Format for Intrastat is reflected in the downloaded CSV File. The file downloaded shows columns reflected as selected by the user. The file pulls the information either from the Customer/Suppliers information that is provided by the user or from the Intrastat Settings page as set by the user. The file also fetches the details as and when required from the product setup confirmed by the user.
6. The Imports CSV option if clicked displays a confirmation message. The message is “Warning: If a Product Does Not have a Country of Origin it will assume the Country of the Supplier. Nature of Transaction code, Mode of Transport code, Commodity Code, Net Mass may contain default values, which need to be edited either in the CSV prior to import, or in ROS Offline after import. The CSV contains imports only.". The message is displayed below. A new column called Identification Number and Country of Origin has been added to the CSV File.
7. The outcome of generating of importing the CSV Format for Intrastat is reflected in the downloaded CSV File. The file downloaded shows columns reflected as selected by the user. The file pulls the information either from the Customer/Suppliers information that is provided by the user or from the Intrastat Settings page as set by the user. The file also fetches the details as and when required from the product setup confirmed by the user.
Journal Listing
This report lists journals during a period you specify. To generate a report, complete the following steps.
1. On the Reports page, under the GENERAL LEDGER heading, click Journal Listing.
2. The Journal Listing page appears. Enter the required criteria and click [Run].
FIELD | STEP |
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CALENDAR | Click and select a pre-configured date range. |
DATE FROM | Specify the date from which you want to view the report. You can set the date up to 5 years beyond the current set accounting period. |
DATE TO | Specify the date till which you want to view the report. You can set the date up to 5 years beyond the current set accounting period. |
ACCOUNT CODE FROM | Specify the nominal code from which you want to view the report. |
ACCOUNT CODE TO | Specify the nominal code till which you want to view the report. |
Optional Step
1. You can sort the report by the fields Doc No. and Ref No. fields. To sort, click Advanced Settings.
2. The Advanced Settings window appears. Move the fields Doc No. and Ref No. under the Include heading and under the SORTING heading, select Doc No. and Ref No.
3. A new feature has been added that has brought the presence of Disallowed for Tax under Features and the Column Order.
3. Click Update.
4. The report is generated and sorted under Doc No. and Ref No. fields.
OSS Sales VAT Report
This report displays the sales transaction done using the OSS VAT code.
To generate the report, do the following steps:
1. Click Reports.
2. Under the GENERAL LEDGER, click OSS Sales VAT Report. The OSS Sales VAT Report page appears.
3. Enter the required details and click Run
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You can view the reports based by selecting a specific type from the TYPE drop-down menu.
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Profit & Loss
This report displays the profit or loss in the form of variance from the budget against various nominal codes. You can also view the sales figures against divisions or subdivisions if you have set any. To generate the report, complete the following reports.
1. The Reports page appears. Under the GENERAL LEDGER heading, click Profit & Loss Report.
2. The Profit & Loss Report page appears. Enter the required details and click Run.
3. The report is generated.
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You can select the period up to 5 years beyond the current accounting period.
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Profit & Loss - Periodic
The report generates the periodic or month-wise profit and loss. To generate the report, complete the following steps.
1. On the Reports page, under the GENERAL LEDGER heading, click Profit & Loss - Periodic.
2. The Profit & Loss - Periodic page appears. To generate the report, specify the criteria, as given below.
3. The report is generated.
Return of Trading Details
The VAT Return of Trading Details Report (RTD) allows you to submit the return of trading details to the Revenue annually. The report format is compliant with what Revenue requires your business to follow.
The RTD has two methods of running it. This can be changed from Settings > VAT Basis:
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VAT Return Basis: This method requires you to select the first month of any existing VAT period as the start date and the end month of any VAT period as the end date. The report will then compile transactions from these returns and present them in the RTD, ensuring that the report matches the returns for the specified year. This is the default method.
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Open Periods: This method allows you to run the report for any date range without restrictions. It will then use your VAT basis to populate the applicable transactions.
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The process to run the report is as below:
- The VAT Return of Trading Details Report page appears. Specify the criteria according to which the report will be generated and click Run.
- The Report is generated.
FIELD | STEP |
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Supplies of Goods and/or Services | |
€ Values Excluding VAT | Displays total values of goods and services supplies excluding VAT. |
Exempt | Displays total values of goods and services supplies excluding VAT. |
0% Exp | Displays the following:
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0% Home | Sales within Ireland where the VAT is zero-rated. |
Total | Total of the above columns |
Acquisitions from EU countries Net of VAT, Postponed Accounting & Vat free imported parcels | |
€ Values Excluding VAT | |
Exempt | Displays purchase of goods intra-EU, where the VAT rate is zero-rated. |
0% Home | All non-EU purchases, where the VAT rate is zero-rated. |
23.00% | All non-EU purchases, where the VAT rate is 23%. |
Total | Total of the above columns |
Value of Stock for Resale (purchases, intra-EU acquisitions, Postponed Accounting & imports) | |
€ Values Excluding VAT | |
Exempt | The total of values of stock for resale that is VAT exempt. |
0% Home | All purchases within the home country where the nominal code is set to Purchases and the option Goods for Resale is ticked in the Chart of Accounts. |
23.00% | The total value of stock for resale is charged at 23%. |
Total | Total of the above columns |
Value of other deductible goods & services (purchases, intra-EU acquisitions, Postponed Accounting & imports) | |
€ Values Excluding VAT | |
Exempt | Total values of goods that will not be resold and are VAT exempt. |
0% Home | All purchases within the home country where the nominal code is set to Purchases and the option Goods for Resale is not ticked in the Chart of Accounts. |
23.00% | The total values of stock not for resale that is charged at 23%. |
Total | Total of the above columns |
Totals of all figures relating to Postponed Accounting are included in the sections above | |
€ Values Excluding VAT | |
PA2 | Total value for acquisitions from EU countries Net of VAT, Postponed Accounting & VAT free imported parcels. |
PA3 | Total value of Stock for Resale charged at zero VAT (purchases, intra-EU acquisitions, Postponed Accounting & imports) |
PA4 | Total value of other goods not for resale and charged at zero VAT (purchases, intra-EU acquisitions, Postponed Accounting & imports) |
Total | Total of the above columns |
Trial Balance
The report generates the trial balance for the specified financial year. You can generate the report for the current, past and comparative periods. To generate the report, complete the following steps.
1. On the Reports page, under the GENERAL LEDGER heading, click Trial Balance.
2. The Trial Balance Report page appears. Enter the required criteria and click [Run].
3. You can add more columns to the report by clicking [Advanced Settings] and then from the Advanced Settings window, selecting columns such as Division and Subdivision.
If, at the time of setting up the business, you select options Primary School or Secondary Schools, then in the Advanced Settings window, the column name
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4. The report data is generated.
Trial Balance - Formatted
The report generates the profit or loss or balance sheet, depending on your choice. To generate the report, complete the following steps.
1. On the Reports page, under the GENERAL LEDGER heading, click Trial Balance - Formatted.
2. The Trial Balance - Formatted page appears. Enter the required criteria. The report is generated based on the criteria you have specified.
FIELD | STEP |
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CALENDAR | Click and select a pre-configured date range. |
PERIOD FROM | Select the period from which you want to view the report. You can set the date up to 5 years beyond the current set accounting period. |
PERIOD TO | Select the period till which you want to view the report. You can set the date up to 5 years beyond the current set accounting period. |
TYPE | Based on whether you want to view profit and loss or balance sheet, select the appropriate option. To view both, select Both. |
3. Click Run.
4. The report is shown below. The profit and loss figures are shown against respective nominal codes while the balance sheet is against respective banks.
If, at the time of setting up the business, you select Primary School or Secondary School as the business type, then the following changes occur in the report.
Additionally, to see the above changes, you need to select the Suppress Zero and deselect the Show Future Opening Balances check boxes in the Advanced Settings
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Trial Balance - Periodic
This report shows two different outputs based on your selection of the Business Type at the time of setting up the business. If you select Primary School or Secondary School as the business type, the heading of the report is shown as Periodic Balance Sheet Report by default. Otherwise, it shows the Periodic Trial Balance Report in the heading. The report outputs are also different for the selections. For Primary School or Secondary School business types, it shows the income and expenditure and the balance sheet in various banks across different periods while, for the remaining business types, it shows the profit and loss and the balance sheet summary. The steps to generate the report are shown for both approaches.
Non-School Business Type
1. On the Reports page, under the GENERAL LEDGER heading, click Trial Balance - Periodic.
2. The Periodic Trial Balance page appears. On the Periodic Trial Balance page, enter the required criteria, and click [Run].
FIELD | STEP |
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YEAR | Your options are:
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TYPE | Your options are:
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3. The report is generated.
School Business
1. On the Reports page, under the GENERAL LEDGER heading, click Periodic Trial Balance.
2. The Periodic I&E Report page appears.
3. On the Periodic I&E Report page, enter the details and click Run.
FIELD | STEP |
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YEAR | Your options are:
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TYPE | Your options are:
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VAT Returns
This report generates the VAT returns during a specified period for IE Business.
1. On the Reports page, under the GENERAL LEDGER heading, click VAT Return.
2. The VAT Return page appears. On the VAT Return page, enter the required criteria and click [Run].
3. The report is generated below.
VIES Details
This report generates the VIES details for a period. To generate the report, complete the following steps.
1. On the Reports page, under the GENERAL LEDGER heading, click VIES Details.
2. The VIES page appears. On the VIES page, enter the required criteria and click [Run].
3. The report is generated.
Yearly Budget Comparison
This report compares the actual figures with that of the budget during a specified period based on the nominal codes specified. To generate the report, complete the following steps.
1. On the Reports page, under the GENERAL LEDGER heading, click Yearly Budget Comparison.
2. The Yearly Budget Comparison page appears. Enter the required criteria and click [Run].
FIELD | STEP |
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CALENDAR | Click and select a pre-configured date range. |
PERIOD TO | Specify the period till which you want to generate the report. |
ACCOUNT CODE FROM | Specify the nominal code from which you want to generate the report. |
ACCOUNT CODE TO | Specify the nominal code till which you want to generate the report. |
3. The report is generated.