Ledger and cost-centre statements: eight reports, eight questionsكشوف الأستاذ ومراكز التكلفة: ثمانية تقارير وثمانية أسئلة

This guide covers the account statement and the seven reports that look at your figures through cost centres or across periods. They share the ribbon described in Reports: one screen, twenty-two answers and From screen to paper: how a Libra report runs: set the panels, pick a layout in Report selection, then press Preview. Changing the printed page is covered in Changing how a printed page looks: the Report designer, and arranging the panels in Libra remembers your screen: columns, layouts and saved filters. Here we only say what each screen asks and what it answers.

Cost-centre levels are named by each company, so the level boxes on your screen carry your own names. This guide calls them your company's cost-centre levels. See Cost centers for how the levels are set up.

1. General ledger statement: every movement on an account

The statement answers what went through this account, line by line, and what is its balance. In some companies it sits on the Home list rather than under Reports, as in the picture.

• Account: tick Show auxiliary accounts to include customer and supplier accounts, then choose Accounts, Accounts starting with or Exclude accounts starting with.
• Vouchers selection narrows by voucher Type, Ref. contains, Reference does not contain, Free field 1 and Free field 2. Show non-posted vouchers adds entries that are not posted yet.
• Three date panels: Date selection, Value Date and Operation date. Fill in only the one you mean.
• Vouchers relate to narrows by Account, Auxiliary account, Salesman or Auxiliary Category; Cost center and Branch narrow by those.
• Options: Hide stagnant accounts, Hide zero balances, Order by value date. Balances only under Report view gives one figure per account instead of the lines.
• Result currency: Account currency, All currencies, or one of your currencies.

Report selection offers three layouts: _StatementLedgerOne, _StatementLedgerOne_1 and StatementLedgerGroupOne. This ribbon also carries a Help button.

2. Cost center trial balance: the trial balance, split by cost centre

This answers what is the balance of each account inside each cost centre. Choose which level to report on at the top of Cost center, and pick particular cost centres in the boxes below it.

• Month selection or Date selection sets the period. Under Exclude Closing Vouchers you can leave out the income and expense closing, Differential exchange and Asset depreciation entries.
• Account limits the accounts: For accounts opens Ledger accounts starting with, Auxiliary accounts starting with and a Plan number range. VAT filters by VAT type.
• Options chooses Balance or Monthly balances, Detailed by cost centers, and whether to Show balances of accounts not related to cost centers. Account balances unlocks Hide zero balances, Only credit balances and Only debit balances.
• Report type turns the same figures into an income statement or a balance sheet per cost centre: Generate income statement or Generate balance sheet.

Report selection has one layout: DynamicBalance2.

3. Cost center statement: the movements behind a cost-centre figure

The trial balance gives you a figure; this statement lists the entries that make it up. It answers which entries were booked to this cost centre, on these accounts.

• Accounts chooses by Ledger accounts, Account selection, Account number or Plan accounts, and can filter by Currency and by Subject to VAT, Not subject to VAT or Out of VAT scope. Hide stagnant accounts, Only stagnant accounts and Hide zero balances sit beside them.
• Voucher narrows by Voucher kind, Salesman, Ref. contains and Reference does not contain.
• Balances only under Report shows totals instead of lines. Results in currency offers Account currency, LBP And USD, or a single currency.

Report selection has one layout: StatementDynamicDetail1.

4. Cost center balance: one figure per cost centre

The shortest screen of the set. It answers what does each cost centre stand at for this period. Pick the cost centres, choose the level to total on under Cost Centers, then a Currency and a Date selection. Report type chooses Grouped or Detailed.

Report selection has one layout: CostCenterStatement.

5. Balance comparison: the same accounts over several periods

This answers how did these balances change from one period to the next. In Date selection, set a From date and To date and press Add to put that range in the list below. Add as many ranges as you want to compare. Remove takes the selected range out.

• Account selection: Show ledger accounts, Accounts, Accounts starting with, Without accounts start with, and All, With VAT or Without VAT.
• Transaction selection: Operation type, Ref. contains, Reference not contains, Free field 1, Free field 2. Include non-posted transactions is ticked in the picture; untick it to compare posted figures only.
• Transactions relation with narrows by Account, Auxiliary account, Salesman or Category, and Cost centers selection by cost centre.

Report selection has one layout: BalanceComparison.

6. Closing reports: the three end-of-period statements

This answers what are the trial balance, the income statement and the balance sheet for these months. Choose Month selection with a From month and To month, or Date selection with two dates. Then choose the Report type: Trial balance, Income statement or Balance sheet. Tick Use Report Order and choose a Report order to print the accounts in a saved order rather than by account number.

Report selection offers three layouts: CustomTrialBalance, CustomTrialBalance2 and CustomTrialBalance3. For closing the year itself, see Locking a period and closing the year.

7. Cost centers closing reports: the income statement and balance sheet per cost centre

This answers what does each cost centre's income statement and balance sheet look like. Look at the ribbon first: in place of Preview and Report selection, the first button is Export to excel. The result goes out as a spreadsheet.

• Cost centers selection chooses a chart (the screen shows Cost centers chart with details and Cost centers chart of account), then the cost centres, with Show hierarchy.
• Operation dates or Specify months sets the period.
• Report data picks a Balance, Main group and Sub group. Result including adds Depreciations and Difference of exchange accounts.
• Report type: tick Income statement, Balance sheet (with Assets or Liabilities), or both.

8. Cost centers advanced reports: balances, comparison and budget by cost centre

Three questions on one screen, chosen under Report type: Account balances by cost centers, Account balance comparison by cost centers and Account budget by cost centers. Like the previous screen, it has Export to excel instead of Preview.

• Exclude closing vouchers leaves out Income/expense closing, Differential exchange, Asset depreciation and Opening vouchers. This is useful when you want the trading figures alone.
• Comma separated values heads Plan numbers starting with and Exclude accounts starting with, so you can type several beginnings at once, separated by commas.
• Report options: Show zero balance accounts, Show percentage of balances, Show totals only, Show due balance, Show auxiliary, Hide ledger account, Only ledger accounts and Hide closed cost centers.

9. Which one to open

• One account, line by line: General ledger statement.
• Every account inside every cost centre: Cost center trial balance; the entries behind one figure: Cost center statement; one total per cost centre: Cost center balance.
• Several periods side by side: Balance comparison.
• End-of-period statements: Closing reports, or Cost centers closing reports per cost centre.
• Comparisons and budget by cost centre, in a spreadsheet: Cost centers advanced reports.