In this section, you will learn about the types of reports that are found in a functional area.

List Reports

A list report contains a single data item that corresponds to the table that is listed. The table can either be a master table or a supplemental table. Each column contains a field from the table. The data is printed from that table, instead of from other tables or calculated from other tables. The name of the report is usually the name of the table followed by the word "List". Examples of list reports are:

  • Customer - List

  • Insurance - List

  • Vendor - List

Test Reports

A test report is a report that is printed from a journal table. Its purpose is to test each of the lines in the journal according to the same criteria that will be used for posting. This ensures that any errors that exist can be found and fixed before the lines are posted. This is useful because if an error is found during posting, processing stops and the error must be fixed before posting can be resumed. Running a test report is a good way to identify these errors. The name of the report is usually the name of the corresponding journal form followed by the word "Test". Examples of test reports are:

  • General Journal - Test

  • Resource Journal - Test

Posting Reports

A posting report can be printed as part of the "post and print" option on a journal. This report is printed from the register and has the same name as that register. It lists all the transactions, that is, ledger entries, which have been posted into that register. Examples of posting reports are:

  • G/L Register

  • Vendor Register

Transaction Reports

A transaction report contains two data items. The first data item is a master table, and the second is the corresponding ledger table. Usually, a transaction report lists all of the ledger entries for each record in the ledger table. There is a subtotal for each master table record, and a grand total for all the tables that are printed.

This type of report is used to view all the transactions for a particular master record. There is no standard name for this kind of report. Examples of transaction reports are:

  • Trial Balance

  • Vendor - Trial Balance

Other Reports

Reports are more loosely defined than other application objects because they are often customized for a particular client. However, most reports consist of a tabular list with records listed horizontally and each field displaying in its own column. There is often a group heading or total to split the lines among various categories and subtotal the lines according to the categories. Examples of other reports are:

  • Vendor Information

  • Item Sales by Customer

Document Reports

Document reports are different from other reports, in that, many of the fields are not displayed in columns. An example of a document report is an invoice, where the header information is printed as though filling out an invoice document and this information is repeated at the top of each page. No page contains information from more than one header. The lines for the invoice are printed like a standard report in rows and columns. The lines correspond to the header on the same page, and lines from different invoices are not displayed on the same page. Examples of document reports are:

  • Sales Invoice Numbers

  • Purchase Invoice Numbers