For help with a specific report, type that report number and press F1. Or press F1 while in the Report Generator.
The ABC Accounting software provides you with numerous reports in every module. Once you select a specific report, you are taken into the report generator. Here you can run the default report or make specific choices about which records you want to view, which dates you want included, an how you wish to view the report.
Overview of Options Given in the Report Generator
STARTING AT—Usually the first record from the file is entered here as a default record code. Press Enter if it is the one you want. If you wish to start the report from a different record code, enter that one. You may use F6 to search for the code you want to use.
ENDING WITH—This is usually the last record in the file you are printing from. Press Enter to print to the end, or enter the code of the last record you want printed. Press Alt+S if you want the same code in the Ending With field as is in the Starting At field. Again, F6 may be used to search for a record code.
Depending on which report you are running, there may be several links just below the Ending With field that allow you to specify which records you want to print this report for. For instance, if you want to only view records from today, click on the Today link. Most these links should be self-explanatory.
OUTPUT—Choose a print option. These options are discussed below.
Helps Accessed From the Financial and Payroll Reports (4) Screen
Chart of Accounts—2 Column (Report # 4-1)
This prints out the chart of accounts in 2 columns. Since this report has wider columns than the 3 and 5 column reports, it prints longer titles without cutting off the last part of the title. Letters identifying account headings are also displayed. You may print out only a part of the chart of accounts by choosing the account number where you want to start and where you want to stop.
If you choose S to Sort by Alternate G/L Account #’s, the G/L Accounts that have Alternate G/L #’s are listed after the ones that do not.
Chart of Accounts—3 Column (Report # 4-2)
This prints out a chart of accounts in 3 columns.
Since this report has narrower columns than the 2-column report, it prints shorter titles. This can cut off the last part of the title at times.
You may print out only a part of the chart of accounts by choosing the account number where you want to start and where you want to stop.
If you choose S to Sort by Alternate G/L Account #’s, the G/L Accounts that have Alternate G/L #’s are listed after the ones that do not.
Chart of Accounts—5 Column (Report # 4-3)
This prints out the chart of accounts in 5 columns and uses compressed print. Some of the accounts names may be shortened in order to fit.
You may print out only a part of the chart of accounts by choosing the account number where you want to start and where you want to stop.
If you choose S to Sort by Alternate G/L Account #’s, the G/L Accounts that have Alternate G/L #’s are listed after the ones that do not.
Vendor List—2 Column (Report # 4-5)
This lists each vendor on record with their codes. The vendors are listed in the alphabetic order of the codes.
Vendor List—3 Column (Report # 4-6)
This is the same as Report # 4-5 except that it has three columns. It lists each vendor name with his code. The vendors are listed in alphabetical order by their codes.
Vendor 1099 List (Report # 4-7)
If the 1099 option has been selected with Report #4-11, this lists all the 1099s which have been generated by it.
Vendor 1099 Forms (Report # 4-8)
This prints out the actual 1099 forms if they have already been generated using Report # 4-11 VENDOR CHECK DETAIL. Press I for Interest or M for Miscellaneous depending on which type of 1099 you wish to print. Press 1 if you have continuous forms, or press Enter if the 1099s are single sheets.
This prints out a label for each General Ledger account.
Vendor Check Summary (Report # 4-10)
This prints out all the vendors on record and lists all the checks which were written to that vendor in date order.
Vendor Check Detail (Report # 4-11)
This prints out all the vendors on record and lists all the checks which were written to that vendor in date order. This report also lists the account(s) to which the individual transactions were charged and includes the remarks entered for each transaction.
If you choose Y to generate the 1099 records, the report also generates a list of vendors who may need 1099s sent to them. After running this, you may print the list by running Report # 4-7, VENDOR 1099 LIST.
Ledger Summary (Report # 4-12)
This lists all the transactions recorded in numeric order. It includes a running ledger total giving the total change in cash for the present period. It also prints total debits, credits, & discounts. Specify the ledger number for which you want to print a summary.
The Balance option allows printing the balance instead of the total. The B option will not work with multiple ledgers using the same account or with amounts entered directly to the bank account.
When checks are returned using the Alt+S option on the L screen, only outstanding checks for a particular month may be printed.
When the bank balance on the Ledger (L) screen does not equal the ending balance using the B option, the amounts entered directly to the Bank Account G/L # can be printed using Report # 4-15, TRIAL BALANCE FROM DETAIL.
This lists all the transactions recorded in numeric order. It includes a running ledger total giving the total change in cash for the present period. It also prints total debits, credits, and discounts. Specify the ledger number for which you want detail. This also lists the amounts as distributed to the various accounts for each individual transaction and prints out any remarks entered.
Trial Balance From Accounts (Report # 4-14)
Column 1 lists the prior balance in each account, Columns 2 and 3 list the change for the period in each account as either a debit or a credit, Column 4 lists all the changes for the period, indicating whether they are debit or credit changes. Column 5 lists the Year-to-date balances for each account.
Note that the column 2 and the column 3 totals must be equal and the Column 4 total must equal zero.
The YEAR END date on the G screen controls when the accounting year starts.
The YEAR END date also clears the period totals from the Profit & Loss section of a financial statement.
The Profit & Loss Statement only includes amounts within the specified dates.
Trial Balance From Detail (Report # 4-15)
In addition to the information printed out in Report # 4-14, this report lists the individual transactions which affected each account. The first # on the detail is the ledger # where the transaction was entered and the next number is the check or reference number. The last digit of this reference # is the number that follows the decimal point (.) on the Ledger screen.
This report also shows the total debits and the total credits for the period in columns 2 and 3 instead of netting the debits and credits into one figure as Report # 4-14 does.
This report does print detail on accounts that are less than the Department Multiplier on the # screen.
Gross Profit By Sales (Report # 4-17)
This report calculates the gross profit by sales category. This report shows the inventory change for each inventory classification. The income statement shows the total inventory change as one total and this report shows the breakdown into inventory classifications.
Financial Statements (Report # 4-18)
This prints both the Balance Sheet and the Income Statement. (The Income Statement is sometimes called the Profit and Loss Statement.)
On the G screen you can set up 3 different financial statements. One of these is often set up for a condensed statement. Then you can choose here which statement you would like to see. If no statement is specified, statement 1 is used.
Ledger Vendor G/L (Report # 4-19)
This is basically a summary for Reports # 4-10 and # 4-11. It lists each vendor and the total posted to each General Ledger account.
ABC PAYROLL MODULE—This report prints employee codes and names in a two-column format.
Employee Phone (Report # 4-21)
ABC PAYROLL MODULE—This prints a list of all employee names and phone numbers in a two-column format.
Employee Address & Social Security Number (Report # 4-22)
ABC PAYROLL MODULE—This prints a list of each employee's social security number along with his code, name, and address.
ABC PAYROLL MODULE—This report prints each employee's data as it appears on the Employee (E) screen. It can be used to check for accuracy of data entry, or to be filed as a hard copy with the employee's files.
Employee Wage & Deductions (Report # 4-24)
ABC PAYROLL MODULE—This is a summary of each employee's current hours, wages and deductions, prior hours, wages and deductions, and their net pay. It also lists total wages for Quarter-to-date and Prior Year.
Employee Time Sheets (Report # 4-25)
ABC PAYROLL MODULE—This prints each employee's name and spaces for the days of the week. This may be given to the employees to fill in their time.
Paycheck Summary (Report # 4-26)
ABC PAYROLL MODULE—This should be run after entering paychecks in the Paycheck Entry (P) screen. Verify that the information entered is correct. Verify the year-to-date total by adding the total pay amount to the year-to-date total on your last report. When you are satisfied that the data is accurate, print the paychecks with option 27.
This report may be printed for a single employee or for a group of employees according to classification as entered on the Employee (E) screen. This report can also be printed for all employees at once.
Print Payroll Checks (Report # 4-27)
ABC PAYROLL MODULE—This prints paychecks you enter in the Paycheck Entry (P) screen. By default, the starting check number will be the first payroll check that has not yet been printed and the ending check number will be the last one that has been entered in the P screen. You can set it to print whatever check numbers you want from the P screen.
Employee Checks (Report # 4-28)
ABC PAYROLL MODULE—This lists the Employee's Code and Name, Check #s, Social Security #s, Pay Date, Wages, and Check Amounts. It also gives a total amount for each employee. (The Wage Total should be higher than the Check Total, because the check amount is the net pay which the employee receives after all deductions.)
Paycheck Entry (Report # 4-29)
ABC PAYROLL MODULE—This lists the Employee's Code and Name, Category, Hours, Deductions, and Amounts of the Paycheck Entries.
Quarterly Payroll Report (Report # 4-30)
ABC PAYROLL MODULE—This must be run at the end of each quarter before any paychecks are entered for the next quarter.
This report lists the Employees' Social Security #s, Names, and their wages for the quarter.
If you failed to run this report at the end of the quarter, run Report # 4-40, WAGES BY CATEGORY & EMPLOYEE, using the beginning and ending dates of the quarter. This can give you the employee information that you need.
Employee Quarter-To-Date Summary (Report # 4-31)
ABC PAYROLL MODULE—This report offers a condensed print option and shows each Employee's Code & Name, Regular Hours, Overtime Hours, Vacation/Holiday, Wages, Other Wage, Total Wages, Federal Withholding, FICA, State, Other State, Local, Other Withholding, Deductions 1, 2, and 3, Other Deduction, Credit Weeks, Week End, Check, Net Pay, Check #. A total is printed at the end of the report.
Employee Year-To-Date Summary (Report # 4-32)
ABC PAYROLL MODULE—This is much the same as Report # 4-31, EMPLOYEE QTD SUMMARY, only it summarizes the employee's earnings and deductions for the year rather than the month.
Employee Rates (Report # 4-33)
ABC PAYROLL MODULE—This shows the Employee's Social Security #, Code, Name, Wage Categories & Amounts, Hire Date, Review Date, and Last Raise Date.
Employee Deduction (Report # 4-34)
ABC PAYROLL MODULE—This is much the same as Report # 4-33, only it lists the wage deductions and gives a total of the deductions.
Employee Record Update (Report # 4-35)
ABC PAYROLL MODULE—This prints three employee's data on a page with spaces for them to correct any wrong data. Dotted lines show where to cut the records apart. This is given to each employee. They check it for any mistakes and return it before the next paycheck. Any corrections are then made to the Employee (E) screen.
ABC PAYROLL MODULE—This is designed to print four-thickness, double wide W-2 forms. This report format may change every year and requires the use of a wide printer. The 2000 Version can also print deduction/advances 015 to 025. The W screen code {!R436, 4-36 OPTIONAL W2 FORM SETUP, defines where the deductions/advances print on the W2 form. A single wide format is also available.
ABC PAYROLL MODULE—This is a two-column list of all the Wage and Deduction Categories from the Tax Tables & Wage Categories (K) screen.
Category (K) Screen Report (Report # 4-38)
ABC PAYROLL MODULE—This is a listing of the Wage and Deduction Categories as set up in the K screen. This report includes the details of each Category such as Description, G/L number, and calculation codes.
Payroll Category Report (Report # 4-39)
ABC PAYROLL MODULE—This should be posted to the G/L accounts at the end of each payroll period. It lists the payroll categories with the hours and wages.
This is a sorted report which may be run from any pay period to another.
Wages By Category & Employee (Report # 4-40)
ABC PAYROLL MODULE—This report can be used if you failed to run the end-of- quarter reports, Reports # 4-30 and # 4-31, when you were supposed to (which is at the end of the quarter before you do any payroll in the new quarter).
This report prints a summary of employee wages by Category for the time period specified on the report.
For Wage Categories it lists Employee Code & Name, Employee Social Security #, # Hours, and Amount.
For Deduction Categories it lists Employee Code & Name, Employee Social Security #, Taxable Wages, and Deduction Amount.
It shows the employer’s portion of FICA and Medicare as well. Starting in the year 2011, the employer’s portion of FICA and Medicare may be different from the Employee’s. You will be able to see that in the updated 4-40 report.
It prints totals for each category, a total for all the wage categories, and a total for all the deduction categories. It prints a Net Payroll Total at the end of the report.
Payroll From Time Cards (Report # 4-41)
ABC PAYROLL MODULE—This pulls the current information from the Time Card Entry (T) screen across into the Paycheck Entry (P) screen. Then you may run Report # 4-26, PAY CHECK SUMMARY, and if all the information is correct, run Report # 4-27, PRINT PAYROLL CHECKS.
Be sure you have the Last Paid date, the Pay Period and the Rate/Wage/Ded Amt fields filled in, on the E screen for each employee.
If there is an RT or OT in the bottom field of the Employee screen, the lines on the Time Card are not scanned. Rather the Regular Hours and Overtime Hours in the top right hand corner of the Time Card are used. If you use SL or SAL (for Salary), the report ignores the Time Card although the hours can be applied to various jobs on the Time Card.
If the above do not apply, the report takes the category from the Time Card, scans the Employee screen for a match or partial match and then uses that rate. For overtime, it adds an O to the category code if a code has not been set up. Special cases, such as partners, can be set up using a JLP on the Employee screen for partner's wages and JLQ for partner's overtime wages.
Limitations:
Local Taxes Withheld (Report # 4-42)
ABC PAYROLL MODULE—This report displays any local taxes that were withheld. Typically this is county taxes. Category 15, Other Withholdings, is also displayed on this report, to show other local taxes.
We do suggest using the 4-40 report and choosing the L for Local option. The 4-40 report is just a little more versatile, allowing you to choose a date range, and showing a clearer display format.