Reports can be printed at any time and as often as you wish. To provide an audit trail, you should print and save the General Ledger Report and Transaction Listing each accounting period.
Transaction Listing - A list of all transactions entered for the report period, includes the description, check/reference number, date, and amount.
•There are two "styles" for this report.
•A two "column" report. On the Setup / Report Options screen, uncheck the box labeled "Transaction Listing: Include Descriptions". This format saves paper by not printing the descriptions.
•A full report, including the transaction descriptions. On the Setup / Report Options screen, check the box labeled "Transaction Listing: Include Descriptions".
Income Statement - Current and year-to-date profit or loss, and current, year-to-date, and prior year percentages. All percentages are the percentage of the total income (sales). To omit the percentages from the Income Statement, check the "Omit Percentages" box on the Setup / Report Options screen. The format of the Income Statement is controlled by the Account Type, Total Level, and Total Type entered in your Chart of Accounts. If the totals do not look right, it's probably because the COA (Chart of Accounts) coding is incorrect. Compare your COA to the Standard Chart of Accounts. A common mistake is to have the Account Types in non-sequential order - inserting an expense account (account type 6) in between two income accounts (account type 3) will cause the reports to stop printing correctly.
Balance Sheet - Assets and liabilities. A Balance Sheet only "balances" if you are using Double Entry Accounting. If you are not in balance, the "Profit Year to Date" amount on the Balance Sheet will not agree with the profit or loss on the Income Statement.
General Ledger - Lists each account number and description, opening balance, transactions posted to the account for the report period, and the new closing balance.
Account Summary - A quick view of all activity for a single account. After clicking a print or save button, select the account you would like to review. The entries can be shown in sorted order.
Trial Balance - Balances of all entry accounts. If you are in balance, the "Total For All Accounts" row at the end of the report will be zero. This is essentially a General Ledger report without the transaction detail, and without accounts with no balances.
Activity Comparison - Compares the selected date range to the same date range one year ago. The date range is always set to whole months. This report shows the total activity for each active COA account, the difference in dollars, and the difference in percent. The percentage difference is the difference from the prior amount. E.g. If your prior amount is 100.00, the current amount is 150.00, you will have a difference of 50.00 - a 50% change in the last column and 50% more in the current period than the prior.
COA Listing - A list of all account numbers, codes, descriptions, and the balance forward for each account.
Unpaid Invoice Listing - Sorted by Due Date, Payee, and then Amount. A separator line for each Due Date. Includes balance for each Due Date, Past Due, Due Today, and Total Unpaid figures as needed
Check and Deposit Listing - A listing of items entered on the Checks and Deposits screen. Sorted in the current order shown on the "Review and Edit All Transactions" screen, or you can select a sorting order by checking the "Sort Entries on Reports" box.
Last 50 Entries - Shows the last 50 entries made. Useful if you are not entering items in date order, or if you need to check a recent entry for accuracy.
Unprinted Transactions - A report showing the transactions which have not been printed (to a "printer", not just previewed on screen) on either a General Ledger Report and/or a Transaction Listing Report.
Payee Listing - Payee information, including paid and unpaid balances during the selected year.
Payee Activity - Paid and unpaid entries for a single payee. The specific Payee is selected just before the report is prepared - after clicking Print, Preview, etc. If a transaction is matched to a Payee only by the description - such as when using data imported from prior versions of Medlin General Ledger - the Check Number will have an asterisk (*).
Print - Opens a printer setup and selection window, then allows you to cancel, or send the selected items to a printer. See the Printer Selection topic for more details.
Preview / Save (PDF) - Creates a PDF file of the selected item. Opens the file, using the PDF software you have selected (in Windows) as your default PDF file software.
Send by E-Mail (PDF) - Creates a PDF file of the selected item, then allows you to send the item via email.
View / Save (CSV) - Creates a Comma-Separated Value (CSV) formatted file. Opens the file using software you have selected in Windows as your default CSV file reader. E.g. A spreadsheet program.
Transaction Listing: Include Descriptions - If checked - prints a single line per entry, including the transaction's description. If unchecked - prints two columns of transactions on each page, and does not include the transaction's description.
Income Statement: Omit Percentages - If you select this option, the Income Statement does not include percentages.
Income Statement / Balance Sheet: Include Zero Balance Accounts - Select this option to include accounts with no balance and no activity.
Background Image
This button allows you to select an image to print as the background (watermark) for most reports. You can also set the shading effect, which controls whether the image prints as 100% dark, down to 1% of the image's color.
The image file must be a valid bitmap file. After creating and selecting the desired image, the only adjustment needed to to adjust the image darkness percentage until you get the desired results.
The tricky part of creating a bitmap to print is converting the "pixels" (how bitmaps are sized), to actual inches on the report. To obtain the best results, create your image using the same resolution (dots per inch) as your printer.
If your printer is set for 600 dots per inch, size your the image to be 4500 pixels wide, 6000 pixels high
If your printer is set for something other than 600 dots per inch, size your image:
DPI = your printer's resolution (dots per inch)
(7.5 x DPI) pixels wide, (10 x DPI) pixels high
If you would like to adjust how much space on the page the image uses, you can do so by editing your image file. For instance, you could create an all white image then add text to the bottom to create the effect of a custom footer with your company information. You could add a graphic anywhere in the image, to cause the image to print in the desired location on the page.
If the image you select is smaller than the dimensions above, you may see the image in a different size when using the print preview than on a printed page. This is because we do not increase the image size when it is smaller than the suggested size. If you use an image larger than your printer can fit on a page, the software will scale the image smaller so it will fit on the page.