Trial Balance, Income Statement, Balance Sheet and Cash Flow (with PDF and Print)
Accounting > Financial Statements has four reports built from posted journals, each with As at or From/To dates, Export PDF and Print.
For School administrators, Accountants, Directors and proprietors. Updated 2026-10-09.
Overview
Open Accounting > Financial Statements (its own link; the Statements tab of the Journals, statements and budgets page). Choose Trial balance, Income statement, Balance sheet or Cash flow with the pills. Trial balance and Balance sheet use one As at date (default today); Income statement and Cash flow use From (default 1 January) and To.
Trial balance lists every account with debit and credit columns and a Total row labelled Balanced or Does not balance; an empty ledger reads "Nothing has been posted yet." Income statement groups income, subtracts cost of sales to give Gross surplus when relevant, then expenses, and ends with Surplus or Deficit for the period.
Balance sheet shows Current assets, Non-current assets, Total assets, Current liabilities, Long-term liabilities (loans) when any, Equity including Surplus / (deficit) to date, and Total liabilities and equity; a red banner "Out of balance by X" appears if they differ.
Cash flow uses the direct method, grouped into Operating, Investing and Financing activities, then Net increase/(decrease), Cash at the start and Cash at the end. Export PDF creates a branded table report prepared in your name; Print uses the browser print dialog. Both stay disabled until the report has loaded.
Statements need the “view account” permission, held by Administrators, Accountants and Directors.
Before you start
- The “view account” permission
- Transactions posted to the ledger (use Bring in history for older records)
- Accounting enabled
Steps
- Open Accounting > Financial Statements
- Select the report: Trial balance, Income statement, Balance sheet or Cash flow
- Set the As at date or the From and To dates
- Review the figures and subtotals
- Select Export PDF or Print to share with an auditor or the board
Common problems
The statements are empty or miss old fees and sales
Past fee, sales and transaction records may not be in the books yet. An Administrator should select Bring in history on the Overview tab; it is safe to run again.
Balance sheet says Out of balance
Review recent manual journals and reversals in the Journals list, and check that no entries were posted partly. Contact support if the trial balance also shows Does not balance.
Export PDF is disabled
Wait until the figures finish loading; the buttons are enabled only when the report data is ready.