Overview of Reports | Access Education Finance Help Center

Below you can find an overview of all Reports in Access Education Finance and what information each can provide:

Area	Report	Details
Audit ( Only Schools without CCOA can use this)	Audit lists	Run and export this report for a specified date range to Excel for: Purchase Day Book. Purchase Returns Day Book. Sales Day Book. Sales Return Day Book. To get all four-day books on multiple tabs within the report, select All.
Bank	Bank Reconciliation Statement	Run and export to Excel this report for any bank account showing a snapshot of the data as it is on the day it's run. You get: The transactions that are waiting to be reconciled, are split by lodgements not yet credited and cheques not yet presented. The balance per bank account figure comes from the bank reconciliation closing balance. The cashbook balance comes from the bank ledger code.
Bank Reconciliations Transactions	Run and export to Excel the report for any bank account specifying the statement number. If you leave it blank, it runs for all statements. You get: Transaction. Supplier or customer. Statement number it was reconciled on. Amount.
Cheques Used	Run this report for a specific bank account. You can opt for manual or printed cheques or both. Select a cheque range if you need it. You get cheque status, cheque date, value, supplier, and cheque type.
Budget	Budget Holders	Run this report for a period range and cost centres or cost centre groups and export it to PDF or Excel. You get: Each cost centre is in an individual tab. An overview of the budget, actual and commitment. Full details of the transactions, accruals or prepayments, and outstanding commitments.
Budget Virement (This is only available if you have Non-Central Chart of Accounts)	Run this report if the budget is manually entered on HCSS Accounting and there's no link with HCSS Budgeting. You get: Details of the virements between the cost centres or ledger codes. The user and the reason the virement was made.
BVAVC	Run the Budget vs Actual vs Commitment (BVAVC) report for a single cost centre or all cost centres. If you don't enter cost centres, you get the results for all cost centres. To get additional details, select ledger codes, fund codes, and analysis codes. You can view three sections: % of Budget Spent: You have the current budget, current budget to date, actuals and commitment on each cost centre, and the difference between the budget and the total and the % of budget spent. Comparative Budget: You have the fixed budget and the current budget for each cost centre. Expected Outturn: You have the current year through to period 12 with no criteria selection. The formula for Expected Outturn is: (Total Budget/12) x (12 as current period) + Actuals + Commitment = Expected outturn.
Customers	Aged Debtor	Run this report for any customer that has outstanding invoices. You get: A summary of the total amount outstanding. Breakdown of how overdue the invoices are (current, 1-30, 31-60, 61-90, and over 90).
Customer List	Run this report for an overview of the customers who are set up on HCSS. Select an individual customer or leave it blank to include all customers. Export it to PDF or Excel. You get: Details of the customer's code, address, invoice term, and VAT number. Select include address to pull it on the report. If they have been set on hold or not.
Financial	Balance Sheet	Run this report for a statement of the assets, liabilities, and capital for the full year. Select to show debit and credit rather than just the total. You can export it to PDF or Excel.
Income & Expenditure	Run this report for a specific period range for ledger codes. If all other fields are blank, the report runs for all applicable ledger codes. Specify the report to show just the income or expenditure for a fund code, analysis code, and cost centre. It then shows the ledger codes you've used for that specification. You can export it to PDF or Excel.
Trial Balance	Run this report to get the total debits and credits for each ledger code. You can select a period range. You can export it to PDF or Excel.
Transaction Listing By Ledger Code	Run this report for a period range. Select one or more ledger codes. If you leave it empty, the report runs for a ledger code. You get: Each transaction that was entered for a ledger code. The value, description, VAT value, cost centre (if applicable), as well as who created and authorised the transaction. Individual header for each ledger code you selected. Automatically export to Excel when generating the report.
Transaction List Report	You can run this report for transaction listing by ledger code report on all cost centres or for selected cost centres. You get each ledger code in one list.
Counterparty Contact Balances	Run this report for the balance for Counterparty Types attached to any Contact sorting it by Contact, Contact type and Ledger Code. You can sort and get the subtotal on any of the columns.
Transaction List with VAT Code	Run this report for a list of all transactions similar to the Transaction List Report in a single flat list Excel format. You get the VAT code that was used against a specific transaction. You can't select a period range. When you click Generate, it exports the report to Excel.
Trial Balance By Codes	Run this report to export every combination of Ledgers, Funds, and Cost Centres to see the balance for each combination. You can export it to PDF or Excel.
Lists	Chart of Accounts	This report shows a list of all codes that are set up on HCSS Accounting, split into the following categories: Fund Codes. Ledger Codes. Cost Centre Code. Cost Centre Groups. Analysis Codes. ISB Codes. Ledger Types. Report Codes. You can export this to PDF or Excel.
Customer List	Run this report to get an overview of the customers who are set up on HCSS. Select an individual customer or leave it blank to include all customers. Select include address to display addresses You get: Details of the customer's code, addresses (if include address was selected) invoice term, VAT number. If they've been set on hold or not. You can export it to PDF or Excel.
Supplier List	Run this report to get an overview of the suppliers who are set up on HCSS. Select an individual supplier or leave it blank to include all suppliers. Select include address to display addresses You get: Details of the supplier's code, address (if include address was selected) invoice term, VAT number, bank account details. If they have been set on hold or not. You can export it to PDF or Excel.
Returns (Academies Only)	SoFA Assistant	Run this report to produce the SoFA Return (without the notes) to confirm that any detailed extraction that is used to create the detailed SoFA is as expected. You can find the SoFA Assistant in both a single Establishment and in the Central Admin Function. To use the report, enable editing, and then enable content. You get SoFA and Balances by Codes: The SoFA tab gives the breakdown of income and expenditure during the year based on Restricted, Unrestricted, and Restricted Fixed Asset Funds.
CFR (Schools Only)	CFR Return	As part of the year-end process, submit the Consistent Financial Reporting (CFR) Return to either the LA or the DfE through COLLECT. HCSS Accounting has an inbuilt CFR Return within the Reports section. You can generate either an Interim return (this can't be uploaded to DfE COLLECT but does export to Excel) or a Final return.
Suppliers	Aged Creditor	Run this report to view any suppliers that have outstanding invoices. You get: A summary of the total amount outstanding and any balances on the account. A breakdown of how overdue the invoices are (current, 1-30, 31-60, 61-90, and over 90).
Supplier List	Run this report to get an overview of the suppliers who are set up on HCSS. Select an individual supplier or leave it blank to include all suppliers. Select include address to display addresses You get: Details of the supplier's code, address (if include address was selected) invoice term, VAT number, bank account details If they have been set on hold or not. You can export it to PDF or Excel.
VAT	VAT 126	Run this report to preview and generate the VAT 126 report. You get any purchase transactions with VAT that are against a contact. Note: If cashbook journals have been entered with VAT, these aren't included in the VAT 126 report. To generate the VAT 126 return, enter a VAT number for every supplier on the report. Click the download button at the top left of the page to download any previous report details.
VAT Return	Run this report to preview and generate the VAT return. You can view any transaction with VAT. Use this report only if the school or academy is VAT registered. Click the download button at the top left of the page to download any previous report details.
VAT Claimed Detailed	Run this report to view all the transactions that the VAT has been claimed for, and the date that was claim was generated. This automatically exports to Excel when generating the report.

Importing budget from Access Education Budgets error - 'Update cannot proceed'

Overview of Journals

Set up Ledger Codes and Cost Centers

Process a VAT 126 Return

Add a Direct Debit or Credit Card Expense