Running reports: dates, filters and drill-down

Reports in Usystems let you see financial summaries, inventory status, and transaction history. Most reports offer filters and date controls to focus on the data that matters to you, and a drill-down feature to explore the transactions behind the numbers.

Before you start

• You need permission to view reports. If reports are missing from your menu, ask your administrator to enable the reports app for your role.
• Know your accounting period: some reports default to the current month or fiscal year.
• Have your chart of accounts or contact list ready if you plan to filter by a specific account or contact.

Steps

1. Go to Reports. Open in Usystems

2. Choose the report you need (e.g. Trial Balance, Aged Receivables, Sales Summary). Click on the report name.

3. Set the Report Date or Date Range:

   • Single-date reports (like Trial Balance): click the date field and pick a date.
   • Range reports (like Aged Receivables): set a start date and end date.
   • Use the calendar widget or type the date directly (format depends on your locale).

4. (Optional) Add filters:

   • Click Add Filter or the filter icon.
   • Choose a filter type: Account, Contact, Currency, Status, or another option offered by the report.
   • Type or select the value. Some filters let you choose multiple items.
   • Click Apply or press Enter.

5. Click Run or Generate to execute the report.

   • The report loads in a table or chart format.
   • Numbers and formatting appear in your configured language.

6. (Optional) Drill down into transactions:

   • Look for underlined or clickable numbers in the report (these are hyperlinks).
   • Click a number to open a detail page showing all transactions that make up that total.
   • Review line items, dates, amounts, and accounts, then return to the report.

7. (Optional) Save or export (see "Exporting reports to Excel/PDF and printing").

Accounting impact

Running a report does not change any data or balances. Reports are read-only summaries of your accounting records and inventory. The date range you choose affects which transactions appear; filtering narrows the scope but does not alter the underlying records.

Tips & common mistakes

• Drill-down links only appear on summary figures. Individual transaction lines usually are not clickable.
• Date formats matter. If a date is rejected, check your browser's locale setting; Usystems adapts to your regional format.
• Filters stack (AND logic). If you filter by Account A and Status "Approved," the report shows only transactions in Account A that are approved. Remove a filter by clicking the X next to it.
• Some reports refresh slowly on large datasets. If a report takes more than 30 seconds, try narrowing the date range or adding more specific filters.