How do I view my statements?

Journal Extract

The journal extract allows you to analyse the transaction history posted to a journal within a specific time period

In ERP Evolution, it is possible to view the document associated with the entry if it is archived in Cegid Docs. You can do this by selecting the Cegid Docs button at the top of the window:

• View document: view the physical document in the Related Information Panel;
• Download and open document: download the document and open it in the specified format (e.g. PDF);
• Open in Cegid Docs: open the document in Cegid Docs.

To view your journal entries, follow these steps:

1. Go to Finance | Accounting | Operations | Statements | Journal Statements;
2. Specify the Start Date and End Date. By default, it suggests the start and end dates for the financial year;
3. On the Restrictions tab, select the filters to apply;
4. On the Options tab, indicate whether you wish to view:
   • Journals with a zero balance: even if they contain transactions for the period;
   • Journals with no transactions: if this option is not selected, journals with no transactions will not be displayed even if they have balances from previous periods;
   • Reversed documents: allows the inclusion of reversed documents and reversal documents from the Accounting module only;
   • Drafts;
5. Specify the options to apply to the chart of accounts/account type: Financial, Analytical, Cost Centres, Functions and Order (whether or not to display zero-class accounts);
6. Click on Update.

By default, the results grid displays the following information:

• Date: Transaction date;
• Journal: The journal code associated with the document in which the entry was posted;
• No.: Journal number;
• Description: Description of the accounting document;
• Debit: Total value of debit transactions for the account;
• Credit: Total value of credit transactions for the account;
• Account: Account code;
• Doc: Document code for the entry in the accounts;
• Doc. No.: Source document number;
• Source account: The code of the source account from which the reflection originates.

Note: Only the previous balances (period totals and cumulative totals) are displayed if you filter by a single account type in the Optionstab.

Account Statement

The Account Statement option allows you to view the transaction history for an account over a specific period.

In ERP Evolution, you can view the document associated with the entry if it is stored in Cegid Docs. You can do this by selecting the Cegid Docs button at the top of the window:

• View document: view the physical document in the Related Information Panel;
• Download and open document: download the document and open it in the specified format (e.g. PDF);
• Open in Cegid Docs: open the document in Cegid Docs.

To view your account statement, follow these steps:

1. Go to Finance | Accounting | Operations | Statements | Account Statement;
2. Enter the Start Date and End Date. By default, it suggests the start and end dates for the working year;
3. On the Restrictions tab, select the filters to apply;
4. On the Optionstab, indicate whether you wish to view:
   • Accounts with a zero balance: even if they have transactions during the period;
   • Accounts with no transactions: if this option is not selected, accounts with no transactions will not be displayed even if they have balances from previous periods;
   • Reversed documents: allows the inclusion of reversed documents and reversal documents;
   • Drafts;
5. Click on Update.
   Note: in the multi-year analysis of companies based in Spain, all opening documents are presented, not just those relating to the first year.

The system loads the opening documents (only opening documents for the year of the start date) in cases where the month “00” is selected for the start date. For companies based in Spain, the system always loads the opening document when the statement covers more than one financial year. In any other scenario, these documents are not submitted, and the figures in the previous totals already include these opening document values.

Note: Only documents configured as such in the Company Settings are considered opening documents.

Stamp Statement

The Stamp Statement option allows you to view a transaction history carried out for a particular stamp class within a given time period.

To view your stamp statement, follow these steps:

1. Go to Finance | Accounting | Operations | Statements | Statement of Stamp Duty;
2. Specify the Start and End Dates. By default, it suggests the start and end dates for the working year;
3. On the Restrictions tab, select the filters to apply;
4. On the Options tab, specify whether you wish to view:
   - Stamp Classes with zero balance: even if they have transactions in the period;
   - Stamp Classes with no transactions: if not selected, stamp classes with no transactions will not be displayed even if they have balances from previous periods;
   - Reversed documents: allows the inclusion of reversed documents and reversal documents from the Accounting module only;
   - Drafts;
5. Click on Update.

Cash Flow Statement

The Cash Flow Statement option provides a list of transactions within a cash flow statement.

To view the cash flow statement, follow these steps:

1. Go to Finance | Accounting | Operations | Statements | Cash Flow Statements;
2. Specify the Start Date and End Date. By default, it suggests the start and end dates for the financial year;
3. On the Restrictions tab, select the filters to apply;
4. On the Options tab, indicate whether you wish to view:
   - Flows with a zero balance: even if they have transactions in the period;
   - Flows with no transactions: if this option is not selected, flows with no transactions will not be displayed even if they have balances from previous periods;
   - Reversed documents: allows the inclusion of reversed documents and reversal documents from the Accounting module only;
   - Drafts;
5. Click on Update.

Function Statement

The Function Statement option allows you to view a list of the transactions carried out for a function.

To view the list of functions, follow these steps:

1. Go to Finance | Accounting | Operations | Statements | Function Statement;
2. Specify the Start Date and End Date. By default, it suggests the start and end dates for the financial year;
3. On the Restrictions tab, select the filters to apply;
4. On the Options tab, indicate whether you wish to view:
   - Accounts with a zero balance: even if they have transactions during the period;
   - Functions with no transactions: if this is not selected, the flows will not be displayed even if they have balances from previous periods;
   - Reversed documents: allows the inclusion of reversed documents and reversal documents from the Accounting module only;
   - Drafts;
5. Click on Update.

In the "Entity Type" and "Entity" columns, the information shown refers to the header of the relevant document and not to the information in its rows.

Alternative Plan Statement

The Alternative Plan Statement option allows you to view the transaction history for an account in the alternative plan over a specific time period.

To view the summary of alternative plans, follow these steps:

1. Go to Finance | Accounting | Operations | Statements > | Alternative Plan Statement;
2. Specify the Start Date and End Date. By default, it suggests the start and end dates for the financial year;
3. On the Restrictions tab, select the filters to apply;
4. On the Options tab, indicate whether you wish to view:
   - Accounts with a zero balance: even if they have transactions in the period;
   - Accounts with no transactions: if this option is not selected, the accounts will not be displayed even if they have balances from previous periods;
   - Reversed documents: allows the inclusion of reversed documents and reversal documents from the Accounting module only;
   - Drafts;
5. Click on Update.

VAT Statement

The VAT Statement option allows you to view a transaction history recorded for a VAT class over a specific period.

To view your VAT statement, follow these steps:

1. Go to Finance | Accounting | Operations > | Statements | VAT Statement;
2. Enter the Start and End Dates. By default, it suggests the start and end dates for the financial year;
3. On the Restrictions tab, select the filters to apply;
4. On the Options tab, indicate whether you wish to view:
   - VAT classes with a zero balance: even if they have transactions in the period;
   - VAT classes with no transactions: if this is not selected, VAT classes will not be displayed even if they have balances from previous periods;
   - Reversed documents: allows the inclusion of reversed documents and reversal documents from the Accounting module only;
   - Drafts;
5. Click on Update.