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Reports

Reports overview

Sales Scribe comes with a set of built-in reports that summarise your accounts — what you have earned, what you have been paid, what you owe and what is owed to you. This guide…

Reports overview

Sales Scribe comes with a set of built-in reports that summarise your accounts — what you have earned, what you have been paid, what you owe and what is owed to you. This guide explains the Reports page, the groups the reports are organised into, the shared period controls and the export options.

Before you begin

  • You need to be signed in with an organisation selected. If you have not chosen an organisation, Sales Scribe will ask you to select one before opening a report.
  • Reports are available on every plan (Starter, Pro and Enterprise) — there is nothing to switch on.
  • Every figure on every report is shown in your organisation's functional currency (your home/reporting currency). Documents raised in a foreign currency are converted using the exchange rate that was locked on each document, so the numbers never silently change. See functional currency in the glossary.
  • Reports are read-only summaries of your records. Opening, filtering or exporting a report never changes your data.

The Reports page

Go to Reports in the main navigation. The reports are grouped into four sections:

Each card has an Open report button. The Aged Receivables and Aged Payables cards also have a Snapshots button, which opens the list of saved audit freezes for that report (see Create an aged-report snapshot).

[Screenshot required: Reports landing page showing the Financial, Sales, Purchases and Operations groups]

What each report shows

Report Group What it shows Basis Exports
Profit & Loss Financial Revenue, cost of sales, gross and net profit for a period Accrual CSV
Trial Balance Financial Every account's opening balance, the range's debits and credits, and its closing balance Accrual CSV
Control Account Reconciliation Financial Each control account's ledger balance against the documents behind it As of now CSV
Balance Sheet Financial Assets, liabilities and equity as at a date Accrual CSV
Cash Flow Financial How profit and working-capital movements changed your cash over a period Accrual (indirect method) CSV
VAT Summary Financial Output VAT less input VAT, and the net VAT due or reclaimable Accrual CSV
General Ledger Financial Every posted journal line for a period, per account with opening/closing balances Accrual CSV
Account Transactions Financial One account's postings with a running balance and source-document links Accrual CSV
Revenue by Customer Sales Net revenue earned per customer, less credit notes Accrual CSV
Payments by Customer Sales Cash received per customer Cash CSV
Aged Receivables Sales Outstanding customer balances grouped by age Balances as at a date CSV, PDF
Payments by Supplier Purchases Cash paid per supplier Cash CSV
Aged Payables Purchases Outstanding supplier balances grouped by age Balances as at a date PDF, Excel
Unallocated Items Operations Payments and credit notes not yet fully applied As of now CSV

Note: "Accrual" reports count money as you earn it (when an invoice is issued). "Cash" reports count money as you receive or pay it. So Revenue by Customer and Payments by Customer can show different figures for the same customer — that is expected.

Choosing the period

Most reports share a common Reporting Period selector at the top of the page:

  • Quick presets: This quarter, Last quarter, This month, Last month and This year. The button for the period you are viewing is highlighted.
  • A custom range: enter a From and To date and select Apply custom range. The To date is included in the range.

By default a report opens on the current calendar quarter (the This quarter preset). A caption under the buttons confirms the exact dates you are viewing, for example "Showing 01 Jan 2026 – 31 Mar 2026 (this quarter)".

Reporting by your financial year

All of those presets are calendar periods. Once you have told Sales Scribe your financial year end, two more appear:

  • This financial year — the financial period you are in now.
  • Last financial year — the one before it.

At the same time This year is renamed This calendar year, so it is obvious which of the two you are looking at. It still covers 1 January to 31 December; only its label changed.

These presets use your actual periods rather than counting twelve months back, which matters if you have ever changed your year end: the period before the change is genuinely short or long, and "Last financial year" gives you that real period rather than an invented twelve-month window.

Until a financial year end is set, the two presets are not offered — there would be nothing to work them out from.

Not every report uses this selector, because not every report is about a date range:

  • The aged reports (Aged Receivables and Aged Payables) use a single As of Date instead — they show balances as they stand on that day.
  • Payments by Customer has its own Filters card (customer, start and end date) and quick filters (All Time, This Month, Last Month, This Year).
  • Unallocated Items has no date control — it is always a snapshot "as of now".

Exporting

Every report can be exported so you can share it, file it or hand it to your accountant. The available formats depend on the report:

  • Most reports offer Export CSV.
  • The aged reports add document formats: Aged Receivables offers Export CSV and Download PDF; Aged Payables offers Export Excel and Download PDF (it has no CSV export).

Exports capture the period and filters currently on screen, and CSV files begin with a short header block recording the report title, your organisation, the accounting basis, the period, the currency and when the file was generated. For the full picture, including exporting your customer, product and invoice lists, see Exporting your data.

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