Viewing the Balance Sheet Report

The Balance Sheet report displays the financial position of your business through asset, liability, capital, and equity balances, with the ability to filter results by time period, branches, and cost centers.

Steps to View the Report

1. Click on the “Reports” menu.
2. Click on “Accounting Reports.”
3. From the Accounting Reports page, select the “Balance Sheet” report.
4. The Balance Sheet report opens on a new page. You can apply the following filters:

• • Period (From / To): Set the start date in the “From” field and the end date in the “To” field to view the financial position for a specific time period rather than up to a fixed date. Both fields are optional:
    • If only “From” is set: the report shows data from that date up to today.
    • If only “To” is set: the report shows data from the beginning of records up to that date.
    • If both fields are left empty: the report shows data up to today.
  • Accounts branch: Select the branch whose accounts you want to display, or choose all branches together. This filter only appears if the “Specify account branches” option is enabled in branch settings.
  • Entries branch: Select the entries branch you want to display, or click “Select All” to show entries from all branches.
  • Show accounts: Choose how accounts are displayed: “Show all accounts,” “Show accounts with transactions,” or “Hide zero-balance accounts.”
  • Levels: Set the chart of accounts depth level from Level 1 to Level 5, or leave it on “Default levels.”
  • Cost centers: Select one or more cost centers to view their balances, with the option to choose “Without cost centers” to display transactions not linked to any cost center.

1. If you have closed financial years, an additional field appears allowing you to select the financial year you want the report to cover.
2. After adjusting the filters, click “View Report.”
3. You can switch between two display modes using the icons at the top of the report: vertical view (assets above, then liabilities below) or horizontal view (assets and liabilities in two side-by-side columns).
4. You can print the report by clicking “Print,” or export it as PDF, CSV, or Excel from “Export Options.”

Report Content

Assets: Displays fixed assets (such as furniture, equipment, and buildings) and current assets (such as cash, bank, inventory, and receivables), with a “Total Assets” figure at the bottom of the section.

Liabilities: Displays current liabilities (such as suppliers, notes payable, and accrued taxes) and long-term liabilities, along with an “Profit / Loss (Unposted)” line showing the activity result for unclosed financial periods, with a “Total Liabilities” figure.

Capital and Equity: Displays capital, retained earnings and losses, with a “Total Capital and Equity” figure followed by “Total Liabilities and Equity,” which must equal the Total Assets figure.

How the System Works

• When the period filter is applied, the system recalculates account balances to reflect only transactions within the selected date range.
• The selected period appears in the report header next to the report name, and any applied filters (entries branch, financial year, cost centers) appear below it — all reflected in printed and exported copies.
• The “From” and “To” fields follow the date format configured in the account.
• The period filter works alongside the entries branch and cost center filters without conflict.
• Clearing either date field and clicking “View Report” again returns the report to its default state.

Notes

• Accessing the report requires the “Reports” permission. Users without this permission will not see the Reports menu.
• If the user is restricted to specific branches, only data from their accessible branches will appear.
• If financial periods have not been closed and only the “To” date is set, the values displayed include opening balances from the beginning of records.