The Invoices by GL Account Code report gives a list of invoices between selected dates with their amounts classified by the accounting code assigned in Abtrac.
It’s used to reconcile Abtrac invoices to your accounting software, and provides profitability analysis by revenue codes. (also known as a GL Account Code, Sales, or Income codes).
Invoices by GL Account Code Report
Go to Reports >> Performance Reports >> Invoicing >> click on Invoices by GL Account Code and select the required date range.
You can also optionally filter and/group this report by Office, Job Team, Client, Job, Job Owner, Job Owner 2 and Job Type.
Now click on the ‘Report Options’ button and select one of the preview options. A ‘Choose Additional Report Options’ box appears.
Select the required options and click on the print button in the box to see a preview of ‘Invoices by GL Account Code’ report.
Understanding the data
The Invoices by GL Account Code shows the following information –
- Invoice No
- Client Name
- Assigned GL codes and
- Grand Total (of invoice amount)
- Total Time Value Allocated
From Invoices >> Load Invoices >> click on an invoice number to go into Invoice Management page. The ‘GL Account Code’ in the report comes from the ‘GL Account Code’ entered in this box. You can change the default GL Account Code here.
For the individual invoice lines, the GL account code can be changed in the ‘Create/Edit Invoice Line’ box from the ‘Invoice Lines, Narratives and Amounts’ section.
Click on ‘Invoice Lines, Narratives and Amounts’.
Click on the pencil edit button for any invoice line and the ‘Create/Edit Invoice Line’ box appears. The required ‘GL Account Number’ can be selected from the dropdown menu, if different from the default.
GL Account Numbers assigned to invoice lines form the link between your accounting software and Abtrac. In your accounting software they can also be called Sales codes, or Income codes.
You can assign different account codes for each line on an invoice. Or each office or department or type of work might go to a different code.
You can learn more about setting up GL Account numbers in Abtrac here:
- Linking your Accounting System with AbtracOnLine
- Configuring the Accounts Interface to MYOB Essentials
- Configuring the Accounts Interface to Xero
‘Grand Total’ is the total of the amounts invoiced between selected dates for various jobs.
‘Total Time Value Allocated’ shows the total amount of time and cost entered between selected dates for the various jobs.
The ‘Time Value Allocated’ for the individual invoice comes from the ‘Assigned Time and Disbs’ page.
From Invoice Management page >> click on the Report Options button on the top of the page >> select ‘Assigned Time and Disbs’ from the dropdown menu to go into Assigned Time and Disbursements of Invoice page.
The ‘Time Value Allocated’ for this invoice comes from the total of the ‘Charge Extension’ column in this page.
‘Profitability’ is the percentage of ‘Grand Total’ over ‘Total Time Value Allocated’.
Abtrac KB# 2146