Balance Sheet Report

Balance Sheet (Statement of Financial Position) in Qoyod System

What is a Balance Sheet?

A balance sheet is a financial report that shows the financial position of an organization at a specific point in time, not over a period.

In simpler terms:

• It is a snapshot of the organization’s accounts on a given date

• It shows:

  • What the organization owns (Assets)

  • What it owes (Liabilities)

  • And owner’s equity (Equity)

Unlike an income statement:

• An income statement measures performance over a period

• A balance sheet measures the balance on a single day only

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What date does the balance sheet in Qoyod depend on?

A very important point
The balance sheet in Qoyod is based on the date the accounting entry was created.

When selecting a period:

• The system does not aggregate transactions between two dates

• Instead, it displays the balance of each account as it is on the end date only

Example:

• You selected from 01/01/2025 to 31/03/2025
  → The report will show account balances as they were on 31/03/2025

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How do I access the balance sheet report?

1. From the dropdown menu

2. Select Reports

3. Select Balance Sheet

By default:

• The report will display the current financial position

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How do I set a specific date or different period?

1. Open the balance sheet report

2. Click on Advanced Analysis

3. Specify:

   • Start date

   • End date

4. Click Search

Note:
The balance sheet is always read according to the end date and not as a sum for the period

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What does the balance sheet contain?

1) Assets

Such as:

• Cash on hand

• Bank

• Customers

• Inventory

• Fixed assets

2) Liabilities

Such as:

• Suppliers

• Loans

• Taxes payable

3) Owner’s Equity

Such as:

• Capital

• Retained earnings

And the equation must always balance:
Assets = Liabilities + Equity

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Does tax appear in the balance sheet?

Yes.

• VAT appears:

  • As a separate balance in the tax account

  • Within assets or liabilities depending on its status

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Why might cash, bank, customers, or suppliers show a negative balance?

This is a very common question, and the answer varies by account:

Cash on Hand with a Negative Balance

Accounting-wise it is possible, and usually indicates:

• Recording expenses before recording capital or receipts

• Actual cash withdrawal from the organization without documented financing

• An outstanding receipt that has not yet been recorded

Result:

• An indicator of cash control issues

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Bank with a Negative Balance

This is called:
Bank Overdraft

• The company spent more than its bank balance

• Accounting-wise:

  • It should be reclassified as a liability

  • Not left as a negative asset

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Customers (Accounts Receivable) with a Negative Balance

It indicates:

• An advance payment from a customer

• Or a sales return after invoice payment

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Suppliers (Accounts Payable) with a Negative Balance

It indicates:

• Overpayment to a supplier

• Or a purchase return after payment

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How do credit and debit notes affect the balance sheet?

A very important point
The impact occurs as soon as the note is saved and approved
and not when allocated.

• A sales credit note:

  • Reduces the customer balance

  • Reverses revenue

  • Returns inventory (if applicable)

• A purchase debit note:

  • Reduces the supplier balance

  • Reverses the expense or inventory

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Can I generate a balance sheet for a closed fiscal year?

Yes
You can generate a balance sheet:

• For a closed year

When closing the fiscal year:

• The net profit or loss is transferred to equity

• So you will notice:

  • A direct change in the equity item

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What happens to archived accounts in the balance sheet?

• The archived account does not appear by name

• But:

  • Its balance is not lost

  • It is aggregated within its parent account

• This is display only

• There is no actual accounting entry

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Filter options available in the balance sheet (Advanced Analysis)

When you click on Advanced Analysis you can:

Filter by:

• A specific financial period

• Account level:

  • Account type only

  • Level 2 through Level 7

What is meant by the “Filter Type” option in the balance sheet?

Filter Type does not create comparison columns like Dimension Type,
but rather restricts the report and displays only a specific portion of the data.

More precisely:

• The balance sheet no longer represents the entire organization

• But represents a specific portion of it according to your selection

This option is used when you ask:

What is my financial position for just this part?

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First: Filtering using Additional Fields (Most Flexible)

When should I use it?

When your transactions are linked to operational information specific to you, such as:

• Asset type

• Unit number

• Internal code

• Organization-specific classification

Real-world examples the customer needs:

Example 1: Filter the balance sheet by Vehicle Type

A company with a fleet of vehicles.

• Additional field: Vehicle type

• Values:

  • Toyota

  • Nissan

What does the user do?

• Select filter type: Additional Fields

• Select field: Vehicle type

• Specify value: Toyota

Result:
The balance sheet will display:

• Only assets

• Liabilities

• Owner’s equity
  Related to Toyota vehicles only

Here you are not comparing, but isolating a specific portion.

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Example 2: Filter the balance sheet by Building Number

A real estate company.

• Additional field: Building number

• Value: Building 3

The customer’s real question:

What is the value of assets and liabilities for just this building?

The resulting balance sheet = financial position for only one building.

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A very important point

If there are no entries linked to this field:

• The balance sheet will display zero amounts

• This is correct behavior, not a defect

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Second: Filtering by Customers

When do I need it?

If you want to know:

• The impact of a specific customer on the financial position

• Or the size of receivables related to only that customer

Practical example:

A major customer that conducts large transactions.

Filter:

• Filter type: Customers

• Select customer: XYZ Company

Result:
Only displays:

• Customer balances

• Any liabilities or advance payments

• Their impact on assets and liabilities

This balance sheet does not represent the organization but represents your financial relationship with just this customer.

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Third: Filtering by Suppliers

When should I use it?

When you ask:

What are my obligations to a specific supplier?

Example:

• A key raw materials supplier

The balance sheet will show:

• Supplier account

• Any advance payments to them

• Their impact on liabilities

Very useful when:

• Negotiating

• Reviewing payables

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Fourth: Filtering by Employees

When is it useful?

If you have:

• Employee advances

• Accruals

• Expenses linked to employees

Example:
Filter the balance sheet for a specific employee to know:

• Does he have an advance?

• Does he have accruals?

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Fifth: Filtering by Projects

One of the most practical uses.

Example:

A company working on multiple projects.

Filter:

• Filter type: Projects

• Select: Project A

Result:
A balance sheet specific to that project only:

• Project assets

• Project liabilities

• Its impact on equity

Excellent for knowing:

Is the project financially healthy or not?

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Sixth: Filtering by Products

When do I need it?

If:

• The product is linked to accounting entries

• Or it has inventory and clear financial impact

Example:
A main product you want to know the financial impact of:

• Inventory value

• Liabilities related to it

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Seventh: Filtering by Branches and Warehouses

Real-world example:

A multi-branch company.

Filter:

• Riyadh branch only

The balance sheet will display:

• Branch assets

• Its liabilities

• Its inventory

• Its balances

Very important when:

• Evaluating branch performance

• Closing a branch

• Reviewing branch liquidity

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Eighth: Filtering by Fixed Assets

When should I use it?

When reviewing:

• A specific asset

• Or a group of assets

It displays:

• Asset value

• Accumulated depreciation

• Book value

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Key Point: Selecting More Than One Value

And here is the power of this option

You can:

• Select more than one customer

• More than one project

• More than one branch

• More than one additional field value

Example:

Filter the balance sheet for:

• Project A

• Project B
  Together

Result:

• An aggregated balance sheet for these two projects only

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An Important Distinction Customers Should Understand

• Filter Type:

  • Isolates a portion of the data

  • And changes the displayed figures

• Dimension Type:

  • Compares multiple portions in the same report

Much of the confusion among customers is due to misunderstanding this difference.

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Summary in Customer Language

• If you want:

  • “I want to know my financial position for just this part”
    → Use Filter Type

• If you want:

  • “I want to compare more than one part”
    → Use Dimension Type

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Comparison Within the Balance Sheet

What is meant by the “Dimension Type” option in the balance sheet?

The Dimension Type option allows you to split the balance sheet into multiple columns,
where each column represents:

• A different entity (customer, project, asset, branch…)

• Or a different time period (prior year, previous month…).

Instead of seeing only one number for each account,
you see the same account repeated in several columns → each column represents a different comparison dimension.

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First: Comparison in the Balance Sheet using Additional Fields

When should I use it?

If your organization relies on:

• Multiple assets

• Repeated operational units

• Similar contracts or properties

Real-world examples the customer actually needs:

Example 1: Comparing Company Vehicles

A delivery company with multiple vehicles.

• An additional field was added: Vehicle Type

• Values:

  • Toyota

  • Nissan

The comparison the customer needs:

Which type of vehicle consumes more liquidity?
Which has more liabilities?

Result in the Balance Sheet:

• A column for Toyota

• A column for Nissan

• Comparison of:

  • Asset value

  • Accumulated expenses

  • Liabilities related to each type

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Example 2: Comparing Rented Properties or Apartments

A real estate company renting apartments.

• Additional field: Apartment Number

• Values:

  • Apartment 101

  • Apartment 202

The comparison that matters to them:

Which apartment has higher capital?
Which has more liabilities?
Is there an apartment draining liquidity?

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Example 3: Comparing Buildings or Operating Facilities

Additional field: Building Number

• Building A

• Building B

The balance sheet will display:

• Assets for each building

• Liabilities for each building

• Net financial position for each building

And this is something no traditional balance sheet can provide without this dimension.

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Second: Comparison by Ready-Made Entities in the System

These are the comparisons that most users understand quickly.

1) Comparison Between Customers

When do I need it?

• When you have large customers

• And you want to know:

  • Which has the larger balance?

  • Which represents the higher risk?

Example:

• Column: Customer A

• Column: Customer B

And you compare:

• Customer balances

• Their impact on liquidity

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2) Comparison Between Suppliers

Very important for procurement.

It helps you know:

• Which supplier has larger obligations?

• Is there a supplier being paid in advance?

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3) Comparison Between Employees

Often used if:

• Expenses are linked to employees

• Or employee advances

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4) Comparison Between Projects

One of the most important uses.

Example:

• Project A

• Project B

The balance sheet displays:

• Assets of each project

• Liabilities of each project

• Equity related to it

The customer’s real question here:

Which project has the stronger financial position?

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5) Comparison Between Branches and Warehouses

Very important for multi-branch companies.

Example:

• Riyadh branch

• Jeddah branch

You notice:

• Which branch has higher inventory?

• Which branch has more liabilities?

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6) Comparison Between Fixed Assets

Useful if:

• You have multiple machines or equipment

• Or large assets

It helps you see:

• The book value of each asset

• Accumulated depreciation

• Its impact on financial position

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Third: Comparison Between Different Time Periods (Comparing Evolution of Financial Position)

And here we answer the customer’s famous question:

Is our financial position improving or worsening?

Available Time Comparison Types:

• Previous day

• Previous week

• Previous month

• Previous quarter

• Previous year

A practical example the customer needs:

I want to compare the 31/12/2025 balance sheet with 31/12/2024

Result:

• A column for 2025

• A column for 2024

• Comparison of:

  • Assets

  • Liabilities

  • Owner’s equity

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Number of Periods

You can compare:

• From one period

• Up to 13 periods at once

Example:

• 12 consecutive months
  → You see the evolution of financial position month by month

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The Drill-Down Feature

From the options at the top of the report:

• Allows you to:

  • Click on any number

  • Review its details

  • Access:

    • Accounts

    • Documents

    • Accounting entries