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Can I report P&L monthly breakdown by department

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JohnD
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Can I report P&L monthly breakdown by department

Post by JohnD » 28 Sep 2016, 13:27

Hi,

I've got a charity I'm doing accounts for, but I need to be able to report the monthly figures for the main department separately from the foodbank department. I'm looking to produce two separate reports,one for each department, with values for each month.

I've tried to add criteria and filters on the Nominal code reports: 'Profit and Loss (Monthly Breakdown)'. But I've not been able to find the suitable criteria or filter, probably due to my inexperience as I've never used the report designer before.

Can this report by filtered by department? If not, are there any other options to report the nominal codes by month and filtered by department?

Help much appreciated.

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brucedenney
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Re: Can I report P&L monthly breakdown by department

Post by brucedenney » 28 Sep 2016, 17:06

If you look in reports you will find "Transactional" versions of P&L TB and BS these have an option to select the department.
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Re: Can I report P&L monthly breakdown by department

Post by JohnD » 28 Sep 2016, 20:41

Hi Bruce,

Thanks for your reply.

Yes, I saw those reports which allow filtering by department. However, they only display period and year to date. They don't display monthly; Jan, Feb, Mar... Dec.

Alternatively, filtering by funds would work instead as my funds and departments are almost corresponding (I have two departments, but one of those has a few funds within it). But I can't find anything in the funds reports which looks promising.

Any thoughts?

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Re: Can I report P&L monthly breakdown by department

Post by brucedenney » 29 Sep 2016, 15:17

I have done that in a spreadsheet, you couldn't get the report designer to do it, it is just beyond its ability.
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Re: Can I report P&L monthly breakdown by department

Post by JohnD » 29 Sep 2016, 17:31

Thanks for confirming that Bruce. I think I'll just export period reports for all twelve months and put them together into a single spreadsheet. At least I know that there's not an easier way of doing it now. Thanks for your advice. :)

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Re: Can I report P&L monthly breakdown by department

Post by brucedenney » 03 Oct 2016, 14:02

It is not that simple, there are no values for each month for each department, you have to work with the entire audit trail and calculate your own period totals.
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Re: Can I report P&L monthly breakdown by department

Post by JohnD » 03 Oct 2016, 15:27

Hmm, I was thinking of running monthly profit/loss reports by department, one month at a time, one department at a time, and copying onto a master spreadsheet. I think that should work, shouldn't it?

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Re: Can I report P&L monthly breakdown by department

Post by brucedenney » 04 Oct 2016, 06:35

Sure I guess as long as you do not need to do it often and it is only a few departments it is a workable solution.
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Re: Can I report P&L monthly breakdown by department

Post by TonyPer » 27 Aug 2017, 08:38

JohnD wrote:
03 Oct 2016, 15:27
Hmm, I was thinking of running monthly profit/loss reports by department, one month at a time, one department at a time, and copying onto a master spreadsheet. I think that should work, shouldn't it?
Good idea John, did that work out for you or is there a better way?

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Re: Can I report P&L monthly breakdown by department

Post by brucedenney » 27 Aug 2017, 09:41

The better way is to do it with excel.

Try this . http://www.makingithappen.co.uk/Downloa ... t%20v4.xls
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Re: Can I report P&L monthly breakdown by department

Post by JohnD » 27 Aug 2017, 17:24

Hi Bruce,

Thanks for following up on this. In the end, the accountant I got to help had mistakenly put all the opening balances from the previous year into the wrong funds, which caused problems for unrestricted and restricted balances (profit/loss was ok). He wasn't able to help rectify the situation. In the end I had to resort to exporting all the transactions to Excel, and manipulating the opening balances into the right funds, and I got the annual accounts done in Excel. I'm able to report now in Excel by department too, using a filter in PivotTables (what would I do without them generally!). Thanks for your continued input on this.

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