Reports
Read each firm's books as statements, receivables and sales, and download most of them to Excel for the CA.
/accounts/reportsReports reads each firm's books every way the desk and the CA need them. The reports are grouped the way Vyapar's Reports menu grouped them, so they are where the desk has always looked. A few are registers that also have their own place in the sidebar.
The reports
| Group | Report | What it answers | Excel |
|---|---|---|---|
| Transaction reports | Sale | Every sale invoice in a period, and what is still owed on each. Opens Sale invoices | |
| Daybook | Every entry posted, of every kind. Opens the Daybook | ||
| Profit & Loss | Did the firm make a profit in the period? | Yes | |
| Cash flow | What came into and went out of the bank and cash accounts? | ||
| Trial balance | What does every account hold, and do the books balance? | Yes | |
| Balance sheet | What does the firm own and owe on a date? | Yes | |
| Party reports | Party statement | One party's ledger. Opens Parties | |
| Outstanding & ageing | Who owes what, and how late is it? | Yes | |
| Party-wise sales & receipts | What did each party buy, send back and pay? | Yes | |
| GST | GSTR-1, GSTR-3B, HSN summary | The GST returns. See GST returns | Yes |
| Item & stock | Item-wise sales | How many copies of each title sold and came back? | Yes |
| Title & school billing | Which schools took each title, and what did each school take? Opens Title & school billing | Yes | |
| Books with dealers | Which copies are still out on sale-or-return? |
One firm or both
Each firm keeps its own books, so most reports show one firm at a time. When the switcher at the top of the page says Both firms, these reports show the first firm and say so in a note. Choose the other firm at the top to see its figures.
Three reports can show both firms together: Outstanding & ageing, because a school that owes both firms owes the business, Books with dealers, and Title & school billing, because a school's books can be billed by either firm.
Choose a period
Reports that cover a period have two date pickers, from and to, and three shortcuts: This month, Last month and This year, which is the financial year, April to March. Profit & Loss, Trial balance, Party-wise sales & receipts and Item-wise sales open on this financial year. Cash flow opens on this month. The Balance sheet and Outstanding & ageing are read As of a single date, and open on today.
Export to Excel
Reports marked Excel have an Export to Excel button. The workbook holds the figures on screen, for the firm and period on screen, worked out the same way, so the file and the screen always agree. Each workbook opens with the firm's legal name and GSTIN, the report, the period, and who prepared it on which day, because a file that has been emailed on loses the screen it came from.
Anyone who can read the books can export, the Accountant (read-only) included. To print a report instead, print the page from your browser: the filters and buttons are left off the printout.
Profit & Loss
Sales less returns and expenses, for any period.
| Line | What it is |
|---|---|
| Sales | Invoiced sales |
| Less: sales returns | Credit notes |
| Net sales | Sales less returns |
| Add: direct income | Such as freight charged on invoices |
| Less: direct expenses | Such as transport and freight outward |
| Gross profit | Net sales plus direct income, less direct expenses |
| Add: indirect income | Other income |
| Less: indirect expenses | Such as salary, rent, discount allowed, bank charges and staff travel claims |
| Net profit | Gross profit plus indirect income, less indirect expenses |
The top of the page shows net sales, gross profit and net profit. A result below nought is shown as a loss, in red. Select a section to see its accounts, or Show all accounts to open them all.
There is no cost of goods sold. Purchases are not kept in these books, so gross profit is net sales plus direct income, less direct expenses.
Balance sheet
What the firm owns and owes at the end of the day you choose under As of.
- Capital & liabilities on one side, with Capital & reserves first, then each liability group. Assets on the other, by group.
- Profit for the year to date is the profit and loss from the start of that financial year to the date. Anything the income and expense accounts carry from earlier years shows as Retained profit (earlier years). No closing entries are posted, which is why the sheet balances on any day of the year.
- What one firm owes the other shows as Due to the other firm under liabilities, and what it is owed as Due from the other firm under assets.
- Negative figures are shown in brackets.
If the two sides ever disagree, a red warning gives the difference. Check the trial balance for the same date before relying on the figures.
Trial balance
Every account with a balance or a movement in the period, grouped as the chart of accounts groups them: capital and liabilities, then assets, then income and expenses.
| Column | What it shows |
|---|---|
| Code, Account | The account |
| Opening | Its balance at the start of the period, marked Dr or Cr |
| Debit, Credit | What moved in the period |
| Closing Dr, Closing Cr | Where it closed |
Tick From the start of the books (no opening column) to read everything up to the end date as movement, which is how the books look on a single day. Below the table, the page confirms that closing debits and credits agree. If they ever don't, a red warning says so, and the books should be checked before any statement drawn from them is relied on.
Cash flow
Money into and out of the firm's bank and cash accounts in a period, by the type of entry that moved it: Payment-In, Expense, Staff Claim, Cheque Cleared and so on.
- The totals show what was held at the start, Money in, Money out, the Net flow ("in" or "out"), and what was held at the close.
- Transfers between the firm's own bank and cash accounts are left out: they move money between accounts, not in or out of the firm.
- A cheque counts when it clears into the bank, not when it is received.
Cash flow has no Excel export.
Outstanding & ageing
What every party owes as of a date, with each bill aged from its due date. An invoice's due date is counted from its date by its payment terms.
| Column | What it shows |
|---|---|
| Party | The school or trade party. Select it for the party's statement |
| Not yet due | Bills whose due date has not passed |
| 1–30 days, 31–60 days, 61–90 days | Bills that many days past due |
| Over 90 days | Bills more than 90 days past due, in red |
| Total | What the party owes |
| Oldest due | The earliest due date among their bills, and how many days overdue it is |
The parties who owe most come first. The totals at the top show the Total outstanding, what is Overdue, what is Over 90 days, and what is Not yet due. Search to find one party; the totals row still covers everyone. The Excel workbook has the party table and a second sheet listing every bill.
Party-wise sales & receipts
For each party in a period:
- Sales: the invoices raised to them;
- Returns: the credit notes issued to them;
- Received: the payments they made, leaving out cheques that bounced;
- Discount allowed: the discount given on their payments.
Select any column heading to sort by it, and search by party. Select a party for their statement.
Item-wise sales
Copies of each title sold and returned in a period: Sold, Sold value, Returned, Returned value, Net copies and Net value. Values are before tax and after discount. Search by title or ISBN. There is no cost or margin, because no purchase price is kept.
Books with dealers
Copies still out on sale-or-return delivery challans that are not yet settled, challan line by challan line, those due to settle soonest first. Books on a challan are neither sold nor on the shelf, so this is the only place they show up.
- The totals show the Copies out and how many dealers hold them, the Value out at the challan price, and how many challans are Past settle-by date.
- Each row gives the challan's number (select it to open the challan), its date, the Settle by date (marked "Past due" in red once passed), the dealer, the title, the copies out and their value.
Books with dealers has no Excel export.
Related
Last updated on
Journal entries
Post an adjustment the accountant asks for, such as a correction, a write-off or a balance moved between accounts, with debits equal to credits.
GST returns
Read GSTR-1 and GSTR-3B for one firm and one period from its invoices and credit notes, export them for filing, then close the books for that period.