Reporting Depending on Account Balance

You can set up a report so that an account shows in one part of the report if it has a debit balance, and in another part of the report if it has a credit balance. This is particularly useful for balance sheets reports.

For example, client accounts are reported separately in the balance sheet report. Client accounts with a debit balance are totalled and reported as current assets and client accounts with a credit balance are totalled and reported as current liabilities.

This is achieved using the following settings:

Exclude if Debit
Exclude if Credit
Apply to Individual Account Balances.

In the current assets section of the report, you would include a report line that identified the range of client accounts. You would set the Exclude if Credit option, and set the Apply to Individual Account Balances setting. Each client account with a credit balance is suppressed. The client accounts with debit balances are totalled and printed.

Note: If the Apply to Individual Account Balances setting is not set, the system checks the total of all the client accounts in the range. If this total is a credit balance, the entire line is suppressed. Otherwise, it is printed and totalled.

In the current liabilities section of the report, another line is included for the range of client accounts. This line reports client accounts with a credit balance that were suppressed earlier. The Exclude if Debit option must be set. Any account reported under the current assets is not included here.

See Excluding Unwanted Rows.

See also Sample Balance Sheet Rows for an example of the use of this facility.