Accounts Reports
Reports is the final submenu under Accounts Manager so transaction-management screens remain above it.
Use Accounts Manager > Reports for financial questions. Accounts reports read posted Accounts records, including transactions created from membership collection, renewal, Circulation quick collection, donations, expenses, and direct invoices. They do not reconstruct collected revenue from loan or member tables.
Before You Start
- Select the correct library or all permitted libraries.
- Confirm your role includes financial-report access.
- Check the organization currency and date format.
- Make sure a payment, waiver, cancellation, or expense was posted successfully before expecting it in a report.
Financial permissions and tenant/library boundaries are enforced by the data source. Cloud setup and Local setup retain separate account records.
Choose the Right Report
Use Search reports, then narrow the list with the View and Category selectors. Choose the required report from Select report to open it directly. View includes All Reports, Favorites, Recently Used, and Popular Reports. Use the back button to return to Accounts Manager.
Examples include Financial Summary, Daily Collection, Monthly Collection, Membership Revenue by Plan, Fine Generated, Fine Collected, Outstanding Fines, Waived Fines, Rental Revenue, Payments by Method, Cash Collection, Online Payments, Member Dues, and Unpaid Transactions.
Generate and Compare
- Open a report.
- Choose the library, period, transaction type, payment method, direction, or invoice status offered by that report.
- Select Compare with previous period when available.
- Choose Generate Report.
Only meaningful filters are shown. Accounts Reports do not offer catalogue classification or unrelated collection controls.
Customize and Save
Use Customize Report for selected columns, column order, grouping, and up to three sort levels. Select Set as preferred to keep your personal column defaults. Save Configuration stores the setup and reruns it later using current authoritative financial data.
For long results, use Rows per page, the previous and next buttons, or enter a page number in Go to page. The chart and legend remain compact so the detailed financial table stays close to its summary.
Verify Financial Results
KPI cards and charts summarize the filtered Accounts transactions. The detailed table provides the supporting rows. Review the selected library, date range, transaction direction, status, and payment method before using a total operationally.
If no records match, choose Clear filters. If a report fails, choose Retry. Libcodesk does not expose database errors or stack traces in the report workspace.
Preview and Export
Choose Excel for structured data, PDF for printing, or Word for an editable report document. Select whether to include the summary, chart, detailed table, applied filters, and generated-by details. PDF and Word support portrait or landscape and A4, A3, or Letter. Word keeps detailed data in a bordered table with a clear header row.
Excel separates selected content into Summary, Chart Data, and Detailed Data sheets, and Include chart adds an editable visual chart beside its source data. Word uses editable headings and continuous tables so the financial document can be reviewed without losing its report structure. While a preview or file is being prepared, the progress bar and elapsed timer remain visible. Large PDF tables are prepared in optimized batches so the Standalone app remains responsive.
Always review Preview export. It reflects the current configuration and identifies the organization/library, generation time, date period, filters, sorting, grouping, selected columns, KPIs, and chart. Excel, PDF, and Word exports can include up to 100,000 matching rows; narrow the filters before exporting a larger result. Generated exports and important previews retain audit metadata such as the user, time, report definition, library scope, filters, outcome, and export format.
The generated report keeps its headline totals and chart together in one compact summary section. On wide screens, the totals sit beside pie and donut charts to preserve vertical space; narrow screens stack them for readability.
Do and Don't
- Do use Accounts Reports for money actually posted, collected, waived, cancelled, or outstanding.
- Do confirm the selected library and date period before sharing a financial export.
- Don't calculate revenue from Circulation or Member activity when an Accounts transaction exists.
- Don't share a financial export with staff who lack the corresponding permission.
FAQ
Why does a fine appear in Circulation but not Fine Collected?
Circulation can determine that a fine is due. Fine Collected includes money only after the corresponding Accounts payment is posted.
Can I use a saved report as an audit snapshot?
No. A saved report stores its configuration. Export the report when you need a dated document; important generation and export actions also retain audit metadata.