There are six (6) report types, which may be selected (i.e. Trial balance, Income statement, Balance sheet, Standard column balances, Budget vs actual and This year vs last year) which may be generated in the Ledger analyser and exported to spreadsheets. 

Column balances - The column balances report types will list the transactions of a selected account for each period of Last year and This year in a spreadsheet format. 

You may select an account and double-click on any period. This will launch the T-Account viewer with a list of all the transactions for the selected period. You may be print and / or export the transactions. 

The following six (6) column balances report types is available:

1.Column balances - Lists all ledger account balances in a spreadsheet view. These are the ledger accounts reported in the Trial balance (this includes both the accounts reported in the Income statement and Balance sheet).

2.Column balances debtors - Lists the balances of all the individual debtor (customer / client) accounts (Debtors on the Action ribbon) in a spreadsheet view. The total of these accounts are reported in the Debtor's control account on the Trial balance and the Balance sheet.

3.Column balances creditors - Lists the balances of all the individual creditor (supplier / vendor) accounts (Creditors on the Action ribbon) in a spreadsheet view. The total of these accounts are reported in the Creditor's control account on the Trial balance and the Balance sheet.

4.Column balances D/C - Lists all debit and credit ledger account balances in a spreadsheet view. These are the accounts reported in the Trial balance (this includes both the accounts reported in the Income statement and Balance sheet).

5.Column balances debtors D/C - Lists the debit and credit account balances of all the individual debtor (customer / client) accounts (Debtors on the Action ribbon) in a spreadsheet view. The total of these accounts are reported in the Debtor's control account on the Trial balance and the Balance sheet.

6.Column balances creditors D/C - Lists all debit and credit balances of all the individual creditor (supplier / vendor) accounts (Creditors on the Action ribbon) in a spreadsheet view. The total of these accounts are reported in the Creditor's control account on the Trial balance and the Balance sheet.

When printing reports on the Ledger analyser, it is recommended that the Export button are used to export the reports as a Comma Separated Values (*.csv) file, instead of saving it as a meta file form the "Reportman print preview" screen “Save Metafile As” option. 

To create a Ledger - Export report: 

1.On the Sidebar, select Ledger analyser 1 or Ledger analyser 2. (Tools → Ledger analyser menu). 

2.Select the report type.  Once finished, selecting your options, click on the Report button to build, update or refresh the data for the selected report type on the "Ledger analyser" screen. 

3.Click on the Export button. This will launch the "Save As" screen: 

ledger-analyser-export-save-as-file-type

4.Select the folder in which you wish to save the file.

5.Select the file type. Text files (*.txt) is the default; or select CSV files (*.csv) (Comma Separated Values).

6.Click on the Save button. This will automatically open (launch) the exported file in the program associated with the selected file type:

oText files e.g. (Export.txt) - This should automatically open the exported text file of your system's default text file program associated with Text file type (*.txt) file types (e.g. Notepad, etc). You need to close the exported text file and launch your spreadsheet program. In your spreadsheet program, Open the text file to launch the "Text Import" options.

oCSV files e.g. (Export.csv) - This should automatically open the "Text Import" options of your system's default spreadsheet program associated with Comma Separated Value file type (*.csv) file types (e.g. Microsoft Excel, LibreOffice Calc, OpenOffice Calc, Ultra Office, etc.). 

 If you do not enter and save the Export.txt file or the Export.csv file name, you may replace existing (previously exported) files. 

If an existing exported file is opened, and you are trying to open a export file with the same name, a similar error message as the following will be displayed:

Cannot create file "D:\Export\Export.txt". The process cannot access the file because it is being used by another process. 


To open the exported - Export.txt or Export.csv file in a Comma Separated Value (*.csv) file format: 

You may also open the exported file using  Windows Explorer (or your "File Browser" program). 

If the Comma Separated Value file type (*.csv) file type for the exported file does not automatically launch in a spreadsheet program; or the incorrect program, you may change this. To do this; you need to: 

Select the saved *.csv file. 

Right-click on it and select the Open with option on your system's context-menu. 

If your program is not listed as one of the Recommended programs on your system's context-menu, select the Choose Default Program... option. On this screen, select your default program (e.g. Microsoft Excel, LibreOffice Calc, OpenOffice Calc, Ultra Office, etc.). You may need to click on the Browse button to do this. 

Make sure that the Always use the selected program to open this kind of file option is selected (ticked), and click on the OK button. 

1.The "Text Import – [Your File name]" screen will be displayed.

ledger-analyser-text-import-spreadsheet

The first few rows (more or less 6 rows) consists of the report parameters. This is your selection on the Ledger analyser before clicking on the Report and Export buttons. 

2.Select the Separator options as “Separated by” as well as select (tick) the "Tab" and "Comma" options; if necessary.

"Space" field must not be selected (ticked). If the "Space" option is selected, the spaces in account names will add extra columns. For example Cost of sales will be added in 3 columns in stead of 1 column.

3.Click on the OK button. The data will be imported into the spreadsheet. 

ledger-analyser-text-imported-spreadsheet

When a export file is generated (click on Export button) the Nett Profit/Loss in the Spreadsheet is not included in the exported file for the Trial balance, Income statement, Balance sheet, etc.. 

You may need to enter the  Nett Profit / Loss figure manually in the spreadsheet.