Account Statement

Account Statement Report in Qoyod

First: What is an Account Statement Report?

An Account Statement is an accounting report that displays all accounting entries that affected a specific account during a defined period, and shows:

• Whether the account balance is debit or credit

• How the balance changed with each transaction

• What the balance was before the period (opening balance)

• And what transactions occurred within the period

Very important note
Qoyod operates on an accrual basis only, which means:

Transactions appear in the account statement based on the accounting entry date
not based on the payment or allocation date

Second: The Difference Between an Account Statement and a Journal (to avoid confusion)

• Journal
  Displays all accounting entries in the system (manual and automatic) without focusing on a single account.

• Account Statement
  Displays transactions for only one account and calculates its balance cumulatively.

If you see a transaction in the journal but it doesn’t appear in the account statement:

• Either it’s on a different account

• Or it’s on a date outside the period

Third: What Does an Account Statement Report Display Exactly?

When you generate the report, the following data will appear for each transaction:

• Date
  The accounting entry date that affected the account

• Account
  The name of the accounting account (e.g., Receivables, Bank, Expenses…)

• Type
  The transaction type (sales invoice, receipt, manual entry, credit memo…)

• Operation Description
  A brief explanation of the transaction

• Reference
  Document number
  (can be clicked to go directly to the invoice or receipt)

• Debit
  The amount that increased the account (based on its nature)

• Credit
  The amount that decreased the account

• Balance
  The cumulative balance of the account after each transaction

• Project
  Appears if the transaction is linked to a project

The balance here is cumulative:

• It starts from the opening balance

• Then it changes with each transaction within the period

Fourth: The Opening Balance — Why Does It Appear Without Details?

The opening balance in the account statement is:

The sum of all entries that affected the account
before the report start date

Therefore:

• It appears as a single line without details

How Can I View the Opening Balance Details?

If you want to view the details:

1. Change the report start date to:
   0001-01-01

2. Click Search

3. All transactions from the beginning of the account use will appear

Fifth: Why Don’t Some Transactions Appear in the Account Statement?

If you notice that a certain transaction is missing, check the following in order:

1) Transaction Date

• Ensure that the entry date is within the selected period

2) Document Approval

• Documents in draft status do not create an accounting entry

• And therefore do not appear in the account statement

3) Correct Account

• Open the Journal

• Verify that the entry is actually linked to the account you’re generating the statement for

4) Allocation

• Allocation does not change the balance

• The balance only changes when the entry is created (save and approve)

Sixth: Does Allocation Change the Balance in the Account Statement?

No.

Fixed rule:

• The balance only changes by the accounting entry

• The role of allocation is:

  • Linking one document to another

  • Changing the status of an invoice or memo

  • And does not affect the balance

Seventh: Why Does a Receipt Appear as Both Debit and Credit in the Same Account Statement?

This usually happens because of how you generate the report.

Common Reason:

Selecting a main account (e.g., Current Assets) instead of a detailed account (e.g., Receivables).

Correct Method:

1. Select the account:

   • Receivables for a customer account statement

   • Payables for a vendor account statement

2. Select the filter type:

   • Customers / Vendors

3. Select the party name

4. Click Search

When you select a main account, the system displays all transactions within it (debit and credit).

Eighth: Can a Customer Account Appear with a Credit Balance?

Yes, and this is normal in the following cases:

• The customer paid an advance

• The customer paid more than the invoice amount

• The customer has a balance resulting from a credit memo

This means:

The customer has funds with the company

Ninth: Impact of Credit Memos on the Account Statement

• The credit memo takes effect immediately upon saving and approval

• It does not wait for allocation

The result:

• It appears as a reduction in the customer account

• The balance changes immediately

As for allocation:

• It only links the memo to the invoice

• And changes the status nothing more

Tenth: Impact of Fiscal Year Closure on the Account Statement

When you close the fiscal year using the Fiscal Years feature:

• A closing entry is created

• This entry:

  • Closes revenue and expense accounts

  • Transfers net profit or loss to the specified equity account

What Appears in the Account Statement?

• If you generate an account statement:

  • For a revenue or expense account

  • Or the account with transferred earnings

  • And until the last day of the fiscal year

You will see:

• The closing entry

• And the effect of the transfer

If you want to see the transactions before closure:

• Generate the report one day before the closure date

Eleventh: Filter Options in the Account Statement Report

1) Account Name

• Select only one account (mandatory)

2) Time Period

• From date → To date

3) Filter Type

You can select only one type, then specify the values next to it:

• Additional fields (e.g., representative name, vehicle number…)

• Customers

• Vendors

• Employees

• Projects

• Products

• Branches and Warehouses

• Fixed Assets

You can select multiple values for the same filter type
(e.g., multiple customers)

4) Project

• Works as an additional filter

• Can be combined with the filter type

Important Note:

• Currently, you cannot combine Customers + Branches

• Any transaction not linked to the selected project or filter will not appear

Twelfth: Advanced Analysis in the Account Statement

Through the advanced analysis option you can:

• Display transactions:

  • Debit only

  • Or credit only

• Set minimum or maximum limits for amounts

You can combine:

• Filter type

  • Project

  • Advanced analysis

Thirteenth: Exporting the Account Statement

• You can export in the format of:

  • PDF

  • Excel

Important Note:

• The report is sent to the user’s email

• If it doesn’t arrive:

  • Check Spam / Junk

• Direct download is not available currently

Fourteenth: The Account Statement’s Relationship to Tax

• The account statement displays only the account value

• It does not show tax details

To review tax:

• Use the VAT account statement

Fifteenth: User Permissions

The user only needs:

• Permission to view the account statement report through role management.

If there is no permission on a project or site:

• The data will appear

• But they will not be able to open the document