Running Reports

Booksmor ships with 20+ pre-built reports across financial, sales, purchase, cash & bank, and analysis categories. This guide covers how to find them, run them, drill into the underlying vouchers, export, and share with your CA or team.

Time to read: ~12 minutes. You’ll need: at least a few posted vouchers — reports run against what’s in your books.

What you get when this is done

• Quick access to every standard report — Profit & Loss, Balance Sheet, Trial Balance, Sales/Purchase registers, Ageing, Cash Book, and more.
• One-click drill-down from any row → the underlying voucher.
• Column chooser per report so you only see what matters.
• Saved and custom reports for queries you run often.
• Email / WhatsApp share of any report directly to your CA or team.

Where to find the screen

From the sidebar: Reports (top-level item, between Dashboard and GST).

Left side of the page: a collapsible category list of every available report. Right side: the Period filter at the top.

Report categories

Reports are grouped into five categories. Click a category header to expand or collapse it.

Financial

Cash & Bank

Sales

Purchase

Analysis

Some reports show · soon next to them — those need a feature/plan tier your tenant doesn’t have yet. Hovering shows the reason.

Running a report

1. Period (top right) — set the date window. Accepts:
   • all — all time
   • YYYY-MM — one month, e.g. 2026-04
   • Qn-YYYY — one quarter, e.g. Q1-2026 (Apr–Jun)
   • YYYY — one financial year
2. Click a report’s name in the left list.
3. The report opens in a modal that fills most of the screen — title at the top, table below.

If the report has multiple sections (e.g. Profit & Loss has Income, Expense, Net), each appears as its own table inside the modal.

Drilling down

Most rows in most reports are clickable. The cursor changes to a pointer over rows that drill.

• Single-click a row → the Ledger for that account or party opens in a sub-view (with a ← Back button at the top of the modal to return).
• Inside the Ledger, single-click a voucher row → expand its ledger lines inline.
• Double-click a voucher row → open the full Voucher view (with Print / PDF / Share / Edit / Delete buttons).

You can stack drills: Profit & Loss → click an income line → see the Ledger → click a voucher → see the full voucher. The ← Back button takes you up one level at a time.

Column chooser

Click Columns ▾ in the top-right of the report modal. Tick / untick to show or hide columns. Your choice is remembered per-report in your browser (so the next time you run the same report, the same columns are hidden).

Use this when a report has more columns than you need — keep just Date, Voucher, Amount and hide the rest.

Closing the report

Click the ✕ at the top-right of the modal, click the dark backdrop outside, or press Esc.

The Ledger report — three modes

The Ledger report is more flexible than the others. Before running it, pick a mode:

Use Single for a customer/vendor ledger (their AR/AP sub-account); use Group for “all my bank accounts together”; use Multi for any custom slice.

Transaction Analyzer

The Transaction Analyzer is the most flexible report — filter every posted voucher by:

• Type — sales, purchase, credit note, debit note (any combination).
• Party — narrow to one customer or vendor.
• Item — narrow to vouchers containing one product.
• Search — free-text match against voucher number, party name, or line description.
• Sort by — date, amount, party.
• Sort direction — asc / desc.

Use it when none of the standard reports answer your specific question — e.g. “every voucher above ₹50,000 for vendor ABC in Q2 sorted by amount.”

Sharing a report

In the report modal toolbar (top-right), click Send (or the share icon). A small panel opens with two channels:

• Email — type the recipient’s address, click Send. The report is emailed as a PDF via your tenant’s email sender (or platform fallback if you haven’t configured tenant SMTP).
• WhatsApp — opens WhatsApp Web (or the WhatsApp desktop app) pre-filled with a short summary message. You’ll see the message draft; the recipient gets your text. They don’t get the actual report content — the WhatsApp share is just a notification.

For most CA hand-offs, Email is the right choice — sends the rendered PDF.

Saved & custom reports

Some report queries are worth keeping — e.g. “Sales register, last month, only customer XYZ”. After running a report, click Save in the modal toolbar to bookmark the query. It appears in a Saved & custom group in the left sidebar; one click re-runs it.

For genuinely custom reports (a column shape that doesn’t match any of the built-ins), there’s a Report Designer at Setup → Report Designer. It’s a power-user feature — most needs are met by the standard reports + saved variants.

Where reports get their data

Reports read posted vouchers only — drafts and void vouchers are excluded by default.

• Profit & Loss / Balance Sheet — income & expense / asset & liability accounts (your Chart of Accounts categorisation drives the layout).
• Sales/Purchase reports — vouchers of type sales / purchase / credit_note / debit_note.
• Ageing reports — open balances on customer / vendor accounts, bucketed by voucher date.
• Cash / Bank books — any voucher with a leg in a Cash or Bank account.

If a report shows zero / empty when you expect data, the most common cause is period — your transactions are outside the window. Switch to all to confirm the data exists, then refine.

Common questions

My P&L doesn’t match what my CA expects. Usually one of: (1) some vouchers are still in draft status — check Operations → Drafts; (2) period covers a non-financial-year window; (3) your Chart of Accounts has accounts in the wrong category (e.g. an Expense account miscategorised as Asset). Cross-check with the Trial Balance — it shows every account by category.

Balance Sheet doesn’t balance. Run the Trial Balance first. If total Dr ≠ total Cr, an opening-balance line was likely entered incorrectly, or a Journal voucher was posted with mismatched debits/credits (Booksmor blocks this normally — but historical data imported from elsewhere might not be). Contact your CA or support.

Ageing report shows ₹0 for a customer who clearly owes me. The customer’s outstanding is calculated from posted vouchers. If you’ve recorded the invoice but it’s still a draft, it won’t show. Post it first.

Can I export a report to Excel / CSV? Yes — most reports have an Export button in the modal toolbar. CSV is the default; Excel is a small-tier-up roadmap item.

Reports take a long time to load when I pick all. A few years of vouchers in a single report can take 10–30 seconds. Narrow to a single year or quarter for faster loads; use all only when you genuinely need the lifetime view.

Why isn’t my custom voucher book’s series in the Sales Register? The Sales Register includes vouchers of type='sales' regardless of book. Custom books base on a type; if your book’s base_type is sales, its vouchers appear. If you don’t see them, double-check the book’s base type via Setup → Settings → Voucher books.

Can I email a report on a schedule (e.g. weekly Sales register every Monday)? Not yet — the Operations → Reminders module has the infrastructure; scheduling a report-send is a roadmap item. For now, run + email manually.

Where do I see drill targets from a report? Hover any row — if the cursor turns into a pointer, the row drills. Numeric rows in totals/footers typically don’t drill.

Troubleshooting

Report opens with “No data for period”. Either no vouchers fit the period, or every voucher in the period is a draft. Widen the period to all to confirm, then narrow back to find the right window.

Drill returns “ledger empty”. The account / party has no transactions in the period. Drilling from a P&L row that has only a category total (no specific account) will sometimes show empty — drill from a more specific row instead.

Send / Email fails with “email not configured”. You haven’t set up SMTP for the tenant. Go to Settings → Tenant SMTP and add your sending email. Until then, use Export → CSV and email the file yourself.

Columns ▾ doesn’t remember my preference. Browser-local storage is per-browser-per-device. If you open the same report on a different browser or computer, your column preference there starts fresh.

Need more help? Email support@booksmor.com with: the report name, the period, and a screenshot of the unexpected output.