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Options for setting Finance Reports

There are a number of different pre-sets you can use to run Finance Reports to fit your needs.

  1. How to Access and Use Export Format Variants
  2. Log in to the Admin Interface
  3. Navigate to the Reports page using the left-hand menu
  4. Select Finance Reports
  5. Set the desired filters:
    • Created After / Paid After date range
    • Optional time presets (e.g. Yesterday, This Month, This Voting Season)
    • Award, Type (Invoices, Credit Notes, Any), and Status (Paid, Unpaid, Any)
  6. Leave Award Company Code and Award Classification Code set to Any, unless specific filtering is needed
  7. Under Export Format, choose Variant A, B, C, D, or E
  8. The columns included in your selected variant will be displayed under Export Columns
  9. Click Download to export your report

Export Format Variants: Overview

Variant A

Standard summary report for payment tracking.
Includes: Invoice ID, Entrant, Organisation, Entry Title, Award Name, Amount, Status, Created Date.

Variant B

Expanded to include finance-specific identifiers.
Includes everything in Variant A, plus: Company Code, Classification Code, Payment Date.

Variant C

Used for tracking credit notes and invoice relationships.
Includes everything in Variant B, plus: Invoice Description, Credit Note Info, Entry ID.

Variant D

Comprehensive export for detailed reconciliation or audit.
Includes everything in Variant C, plus: VAT Details, Entry-Level Metadata, Notes.

Please note that New Field Mappings include:

  • Type now maps to Organisation Type
  • Town/City maps to Billing Address Town/City
  • Country maps to Billing Country
  • VAT Number maps to the VAT Number recorded for the transaction

Variant E

Finance System Integration Format – provides a structured layout for importing into external accounting software (e.g. Access Dimensions).
Includes:

  • Link Ref
  • Transaction Type
  • Transaction Date
  • Financial Period
  • Financial Year
  • Your Ref
  • Sales Rep
  • User Defined Field 10
  • Currency
  • Line Description
  • Unit Price / Cost Rate
  • VAT CODE
  • VAT Amount
  • Cost Centre
  • Dept Code
  • General Ledger
  • Clank Column
  • Company Name

Please note that this Variant Report now includes decimal formatting in currency-related fields. For example: figures previously shown as 100 will now appear as 100.00 in both the Unit Price and VAT Amount columns.