Payment Account Reports

Payment Account Reports

Payment Account Reports in EquiBillBook provide comprehensive insights into all payment account transactions, helping you track cash flow, monitor payment activities, and maintain accurate financial records. This guide explains how to generate, analyze, and use payment account reports.

Understanding Payment Account Reports

Payment Account Reports display:

• All transactions linked to payment accounts (cash, bank accounts, etc.)
• Payment receipts from customers
• Payments made to suppliers
• Journal entries affecting payment accounts
• Account balances and running totals
• Transaction summaries and totals

Accessing Payment Account Reports

To access Payment Account Reports:

1. Navigate to Accounts module from the main menu
2. Click on Payment Account or Payment Account Report
3. The report page will load with default date range and filters

Report Features and Information

The Payment Account Report includes the following information:

Transaction Details:

• Transaction date and time
• Payment account name
• Transaction type (Payment Received, Payment Made, Journal Entry, etc.)
• Reference number (Invoice number, Payment reference, Voucher number)
• Party name (Customer or Supplier)
• Debit amount (money going out of the account)
• Credit amount (money coming into the account)
• Running balance after each transaction
• Payment method
• Description or narration

Filtering Payment Account Reports

Use filters to customize your report view:

Available Filters:

• Account: Select a specific payment account to view transactions for that account only, or select "Select Account" to view all accounts
• Date Range: Filter transactions by selecting a date range (from date to to date)

Applying Filters:

1. Click to expand the Filter section at the top of the page
2. Select the desired Account from the dropdown menu
3. Choose the Date Range using the date range picker
4. Click the Search button to apply filters and generate the report
5. Click Refresh to clear all filters and reset to default view

Understanding Report Columns

Debit and Credit Columns:

• Debit: Amount debited from the payment account (payments made, withdrawals, expenses)
• Credit: Amount credited to the payment account (payments received, deposits, income)
• Balance: Running balance showing the account balance after each transaction

Report Summary and Totals

The report provides summary information:

• Total number of transactions in the selected period
• Total debit amount
• Total credit amount
• Opening balance (balance at the start of the date range)
• Closing balance (balance at the end of the date range)
• Net change (difference between total credits and total debits)

Exporting Reports

Export Payment Account Reports in multiple formats:

• Export to CSV: Download report data in CSV format for analysis in spreadsheet applications
• Export to Excel: Export report in Excel format with formatting preserved
• Export to PDF: Generate PDF version of the report for printing, sharing, or archiving
• Print: Print the report directly from the browser with optimized print formatting

To Export:

1. Apply desired filters and generate the report
2. Click the appropriate export button (CSV, Excel, PDF, or Print)
3. The file will be downloaded or the print dialog will open

Pagination and View Options

Manage large reports efficiently:

• Page Size: Select how many records to display per page (10, 25, 50, 100, or 500)
• Navigation: Use pagination controls to navigate through multiple pages
• Search: Use the search box to quickly find specific transactions (when available)

Use Cases for Payment Account Reports

Payment Account Reports are useful for:

• Cash Flow Analysis: Monitor money coming in and going out of payment accounts
• Account Reconciliation: Compare system balances with actual bank/cash balances
• Payment Tracking: Track all payments received from customers and made to suppliers
• Audit Trail: Maintain complete records of all payment account transactions
• Financial Analysis: Analyze payment patterns and trends
• Compliance: Generate reports for accounting, tax, or audit purposes
• Decision Making: Use account balances and trends for financial planning

Best Practices for Using Payment Account Reports

• Run reports regularly (daily, weekly, or monthly) to stay updated on account activities
• Reconcile report balances with actual bank statements and cash counts
• Export and archive reports periodically for record-keeping and audit purposes
• Use date range filters to focus on specific periods (monthly, quarterly, yearly)
• Review reports for unusual transactions or discrepancies
• Compare reports across different time periods to identify trends
• Export reports before closing accounting periods for historical records

Linking Accounts in Reports

You can link accounts to transactions directly from the report:

1. Click on the Link Account option (when available)
2. Select the appropriate payment account from the dropdown
3. Save to link the transaction to the selected account
4. The report will update to reflect the account linkage

Related Topics

• Payment Account Setup - Learn how to set up payment accounts
• Payment Account Transactions - Understand payment account transaction details
• Bank Reconciliation - Learn how to reconcile payment accounts with bank statements
• Account Book - View account-wise transaction reports
• Financial Reports - Access other accounting and financial reports