Balance by GL account (AP63200S) report

This topic gives you information about the elements that you find in this window in Visma Net, such as fields, field values, buttons, and check boxes.

Introduction

This report displays the balances of the supplier ledger accounts and activities on the accounts for the selected period.

Documents are grouped by account, subaccount, and supplier.

Report parameters

You use the following parameters to select the information to be displayed on the report:

Element Description
Report format

An indicator of the documents to be reported on. Select one of the following options:

  • Account summary

    To view the supplier balance sorted by account.

  • Supplier summary

    To view the supplier balance sorted by supplier.

  • Open documents:
    To view the list of documents that are open at the end of the reporting period grouped by supplier ledger account, subaccount, and supplier account.
  • Open + current period:
    To view the list of documents that are open at the end of the reporting period along with documents posted or closed during the reporting period grouped by supplier ledger account, subaccount, and supplier account.
Company The company for which you want to view information.
By default, the current company is selected.
Branch

The branch for which you want to view information.

You can select a branch or make no selection to view information about all branches. By default, the current branch is selected.

This field is available only if the Multi-branch support functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Period

The financial period for which information will be displayed.

Select a financial period from the list of periods, which contains all the periods (including the closed ones).

By default, the current financial period is used.
Include applications A check box that you select to include payment applications to the report.

Before running a report, you set a variety of parameters in the report window. You can select a template or manually make selections that affect the information to be collected. Also, you can specify appropriate settings to print or email the report generated.

The following table lists the buttons of the report window toolbar when you are configuring a report.

Button Description

Parameters

Navigates to and from the report window to let you change the report parameters.

Cancel 		Clears any changes you have made and restores default settings.
Run report Initiates data collection for the report and displays the generated report.
Save template Saves the currently selected report as a template with all the selected settings.
Remove template Removes the previously saved template. This button is available only when you select a template.
Schedule template Opens the Select schedule name dialog box, which you can use to schedule the processing of the report. This button is available only when you select a template.
Edit report

Opens Visma BI - Report Designer in a new browser tab, where you can edit your report.

However, if you are working with a Balance sheet (GL634000) report or a Profit and loss (PM64300S) report, you will be navigated to the Report definitions (CS206000) window to make your changes there.

Export report design

Makes a copy of the report that you can import (for example, for another company) by using the button on the Report versions tab.
Then you select that the copy of the report is not going to be the default version which is used when you click the Run report button. This button is only available for users assigned with the Report designer user role.
Element Description
Schedule

The schedule for report processing.

Select an existing schedule, or leave the field blank and click OK to open the Automation schedules (SM205020) window to create a new schedule for running the report.

Merge reports

When this check box is selected, this report will be merged with the other reports selected for merging into one net report when processed.

You can check the reports that will be merged when processed in the Send reports (SM205060) window.
Merging order The number of the report in the net report.

Use the elements in this area to select an existing template and then use the template, share it with other users, or use it as your default report settings. The template area elements, which are available for all reports, are described in the following table.

Element Description
Template The template to be used for the report. If any templates were created and saved, you can select a template to use its settings for the report.
Default When this check box is selected, the selected template is marked as the default one for you. A default template cannot be shared.
Shared When this check box is selected, the selected template is shared with other users. A shared template cannot be marked as the default.
Locale

A locale that you select to indicate to the system that the report should be prepared with the data translated to the language associated with this locale.

This field is displayed if there are multiple active locales in the system.

The following table lists the buttons of the toolbar after you run the configured report.

Buttons Description

Parameters 		Navigates back to the report window to let you change the report parameters.

Refresh 		Refreshes the information displayed in the report (if any data changes were made).
Groups Adds to the report a left pane where the report structure is shown. Click a report node to highlight the pertinent data in the right pane.

View PDF / View HTML		 Displays the report as a PDF, or displays the report in HTML format. The available button depends on the current report view; if you are viewing a PDF, for instance, you will see the View HTML button.
Go to first page (Ctrl + Page up) Displays the first page of the report.
Go to previous page (Page up) Displays the previous page.
Go to next page (Page down) Displays the next page.
Go to last page (Ctrl + Page down) Displays the last page of the report.
Print Opens the browser dialog box so you can print the report.
Send Opens the Email activity dialog box, which you use to send the report file (in the chosen format) to the specified email address.
Export

Allows you to export the data in the chosen format:

  • Excel
  • Excel with headers (this option is only available for ARM reports)
  • PDF

This tab includes sections where you can specify the contents of the report depending on the current report and vary in the following regards:

  • How many elements and which elements are available on a particular report
  • Whether elements contain default values
  • Whether specific elements require values to be selected
  • Whether elements may be left blank to let you display a broader range of data

If you are working with a Balance sheet (GL634000) report or a Profit and loss (PM64300S) report, this tab is not shown in your report window.

The Additional sort and filters tab contains additional sorting and filtering conditions:

  • Additional sorting conditions: Defines the sorting order.
    You can add a line, select one of the report-specific properties, and select the Descending or Ascending sort order for the column.
  • Additional filtering conditions: Defines the report filter.
    You can add a line, select one of the report-specific properties, and define a condition and its value.
    The list of conditions includes one-operand and two-operand conditions. To create a more complicated logical expression, you can use brackets and logical operations between brackets.

If you plan to print the report or save the report as a PDF, select the appropriate settings in the Print settings section.

Element Description
Deleted records

Selects the visibility of the data deleted from the database.

  • Hide
  • Print
  • Only
Print all pages Prints all pages of the report.
Print in PDF format Displays the report in PDF format.
Compress PDF file Indicates that the system will generate a compressed PDF.
Embed fonts in PDF file Indicates that the system will generate the PDF with fonts embedded.

If you plan to send the report as an email, in the Email settings section, specify the format in which the report will be sent, as well as the email subject, the recipients of copies of the report, and the email of the recipient.

Field Description
Format

The format in which the report will be emailed:

  • HTML
  • PDF
  • Excel
  • Excel with header (this option is only available for ARM reports)

The merge function for reports in Excel format is not supported. If you want to merge a report with other reports and send an aggregated report by email, you should select either the HTML or PDF format for the report.
To The email address of the recipient.
Cc An additional addressee to receive a carbon copy (Cc) of the email.
Bcc The email address of anyone to receive a blind carbon copy (Bcc) of the email; an address you enter in this box will be hidden from other recipients.
Subject The subject of the email.

This tab shows the data only to users assigned with the Report designer user role

If the report has multiple versions, you can select one of them.

Button Description
Edit version Click this to edit the selection version of the report.
Refresh dataset Click this button to refresh the data set you have selected.
Activate Temporarily activates the selected report.

Import report design

Click this button to select an exported report you want to import into this company.

This button is only available for users assigned with the Report designer user role.

The imported report will be set as the active report.

Column Description
Version The number of the report version.
Description The description of the report version.
Active When this check box is selected, the report version is active.
Created The creation date of the report version.
Not default dataset This check box is automatically selected if the report version is an import of an external report.