Cash balances report

The Cash balances report shows balances for each of your cash accounts, along with the totals for those accounts selected.

The balance is calculated by adding all the transactions in the general ledger account associated with the cash account. The report also includes when the account was last reconciled and if the account has never been reconciled.

Balancing to the General Ledger: The Cash Balance report only shows the balance of the bank accounts associated with your location, so it may not balance with the General Ledger.

Foreign currency transactions for a don't appear in the Cash Balance report until the end of the month.

Cash accounts include:

  • current accounts
  • savings accounts
  • credit card accounts (Debit card accounts are not listed because they are just another way of debiting bank accounts to which they are associated, and their corresponding bank accounts which are available.)

Treasurers, accountants, and controllers who need to see the balances for each of your cash accounts.

Subscription Cash Management
User type Business, Project manager, Employee
Permissions Cash balances report: Run

View a monthly report

  1. Go to Cash Management > All > Reports > Cash balances.

  2. On the report settings page, select View.

    The report displays all results for the default reporting period.

  3. To refine the report, select Customize.

Customize and run

Before running the report, you can select the date and types of items to include as well as specify how you want the report to appear.

Use trial-and-error to get the precise results you want.

Fill in the desired boxes, and select View to see the report. If after viewing the results you want to refine the report further, select Customize to return to the report setup page.  Repeat this process until you're satisfied. For complex financial reports you plan to run regularly, select a reporting period and memorize the report when you're done setting it up. Just change the As of date before running the report next time.

  1. Select the date for the report.

  2. Set the filters to get the specific data you want.

    • Filters enable you to include or exclude specific types of data in the report. As a general rule, to get fewer and more precise results in your report, set more filters.

  3. Format the report.

    • Format options vary from report to report. Generally, you can set the layout of the report and/or arrange how to group and display the data contained in the report.
  4. Enter a title, subtitle, and footer text for your report.
  5. To view, process, memorize, export, or customize the report or add it to the dashboard, select one of the following:
    To......select

    View the report now, in your browser.

    View

    Display the report now, in printable PDF format.

    Print

    Generate the report and store it for later access. Reports can be either stored in the My Stored Reports list, or delivered to a cloud storage location, such as Dropbox. Learn more about processing and storing reports.

    Process & store

    Add the report to your dashboard

    Add to dashboard

    Memorize (that is, save) the report so that later you can refer back to it or modify and re-run it.

    Memorize

    Export the report to a separate file that you can then distribute or save to your local drive. File formats to which you can export the report data vary among reports.

    Export

    Return to the main report page and refine the report further.

    Customize

Time period

You can show a report on cash balances as of any date. Use the default date, or enter a date in As of date.

If you use monthly summaries, transactions post at the end of the month. Consequently, that should be your date.

Report filters

Use the filters to focus the results of your report. In effect, filters enable you to isolate and assemble just the data you want. You can set any combination of filters.

Unless you change the filters, the default is to show all cash accounts (current accounts, savings, and credit).

  1. The Reporting method dropdown list displays only if your company has opted for dual-method reporting, which is the ability to report either on a cash or accrual basis. If so, this dropdown displays the default reporting method, but you can view the data using the alternate reporting method by selecting it here.
  2. The Other Books section displays only if your company has enabled other reporting books, such as compliance, tax, or user-defined books. You can select any combination of Other books to include in the report and decide whether to combine amounts from your main Reporting book with the other books.

  3. To select a specific or savings account, select the Account dropdown list, and then select the account you want the report to include.

    The Account, Account type, and Show all account fields are mutually exclusive. When you select one field, the other two fields are cleared.

  4. To select all current accounts, all savings accounts, or all current accounts and savings accounts, select the Account type dropdown list and then select the account type you want to the report to include.

    All Bank Accounts does not include credit card accounts. To include credit card accounts, select the Show all accounts checkbox.

  5. To select all accounts (current accounts, savings accounts, and credit cards), select the Show all accounts checkbox.

The following table describes each item in the Filters section of this report settings page:

Filter option Description

Reporting book

Displays the name of main reporting book to be used for this report.

If you opted for dual-method reporting (Accrual and Cash) or if you are using Global Consolidations, you can select a different main reporting book.

Other books (adjustment and user-defined)

Appears only if you have enabled other reporting books, such as compliance, tax, or user-defined books.

You can select any combination of Other books to include in the report and decide whether to combine amounts from your main Reporting book with the other books. Learn more about Report on other books—compliance, tax, and user-defined.

Account or Account type

You can choose either a single account, all the accounts that fall into the account types of Checking or Saving accounts, or all your bank accounts regardless of type. Choosing one clears any other previous one you chose. Credit card accounts are not bank accounts. To include credit card accounts, select the Show all accounts checkbox.

Administrators can pre-set a default bank in the Configure Cash Management page. For multi-entity shared companies, you can set a default bank on an entity-by-entity basis.

Show all accounts

Includes all current accounts, savings accounts, and credit card accounts.

Show balance by entity

If you have a multi-entity shared company, you can organize the report by entity as compared with alphabetically by bank name.

Formatting

Use this section to change the page layout for this report.

To change the page layout, select the Page orientation dropdown list, and then select either Portrait or Landscape.

The following table describes each item in the Format section of this report settings page:

Format option Description

Page orientation

Portrait is the default layout.

Portrait: display or print the report pages vertically

Landscape: display or print the report pages horizontally

Titles and footer

Titles, subtitles, and footers apply only to the .pdf version of this report. (Select Print to get the .pdf version).

  1. Enter the title in the Report title 1 box.

    • This title displays in large type at the top of the page, directly under your company name,
    • You can type over any default name that the system may have automatically supplied in this box.  

  2. Enter the subtitle in the Report title 2 box.

    • The subtitle displays in smaller type, directly beneath the main title.
  3. Enter the footer text in the Footer text box. Footer text displays at the bottom center of the report.

You can use up to 80 characters, including spaces, in each title, subtitle, and footer.

What's in this report?

The default Cash balances report consists of the following columns:

Report column header Description

Account ID

Select the link to view information about the account. Depending on what type of account it is, the appropriate information page is then displayed in place of the report. Select View to display the charges again.

Account name/entity name

The name you entered for the account. For multi-entity companies, the entity name.

Account type

This can be a , savings account, or credit card account.

Currency

For multi-currency companies. The currency for the account.

Account balance

The amount of the balance in the account.

Last reconciled date

The date when the account was last reconciled. If the account has never been reconciled, that information appears here.