Accounting Reports

Accounting Reports

This article summarizes the different accounting reports available in the admin portal, when to use each one, and how the filters work—including which date fields the date filters apply to.

Overview

Accounting reports are available under Reports in the admin portal. Each report serves a specific purpose for financial analysis, reconciliation, and operational visibility. Reports can be exported as CSV or PDF.

Report Summaries and When to Use Them

Transaction Detail

Best for: Auditing activity, reconciling payments and charges, tracking adjustments, and reviewing all posted transactions in a date range.

Lists every posted transaction (charges, payments, fees, credits, adjustments, etc.) with account info, amounts, and running balances.

Bill Detail

Best for: Reviewing billed amounts, consumption, and bill-level data for a period. Useful for billing audits and consumption analysis.

Lists bills with account info, amounts, consumption, line items, and rate structure details. Also known as "billing register".

Accounts Receivable (AR)

Best for: Snapshot of total receivables as of a specific date. Used for month-end close, balance sheet reconciliation, and AR aging preparation.

Shows total outstanding balance across accounts as of the End Date.

Aging

Best for: Understanding how receivables are aged (Current, 1–30, 31–60, 61–90, 91+ days past due). Used for collections planning and board reporting.

Breaks down outstanding balances by age buckets (days past due) as of a specific date.

AR Summary

Best for: Period-over-period AR analysis. Shows starting balance, ending balance, and transaction totals by type/subtype for a date range.

Summarizes AR movement: starting balance, transaction totals by type and subtype (e.g., Usage Charge, Fee, Payment), and ending balance.

Billing Summary

Best for: High-level view of what was billed in a period, by transaction type and subtype. Useful for revenue recognition and GL reconciliation.

Shows total billed amounts by transaction type and subtype, total consumption, and number of services billed.

Services Sold Summary

Best for: Revenue and consumption by service type and rate code. Useful for rate analysis and service-level reporting.

Summarizes usage charges and tax by service type (e.g., Water, Sewer, Fire) and rate code.

Payment Allocation

Best for: Fund accounting and cash accounting. Shows how each payment was allocated across transaction subtypes (e.g., Water vs. Sewer). See Fund Accounting / Cash Accounting for details.

Lists payments with allocation breakdown by subtype/GL code.

Delinquency

Best for: Identifying and managing delinquent accounts.

Lists accounts past due with balance, last payment, and delinquency status.

Director's Report

Best for: Board and leadership reporting. Combines water summary (pumped, sold, loss) and aging summary in one report.

Shows water pumped, water sold, water loss %, and aging buckets (Current, 1–30, 31–60, 61–90, 91+, Overpayments) as of the End Date.

Water Consumption Report

Best for: Identifying highest or zero-consumption accounts. Useful for leak detection, meter issues, and conservation programs.

Lists bills sorted by consumption (highest or zero) with account and rate structure info.

Payment Plan

Best for: Monitoring accounts on payment plans. Shows balance, monthly payment, and last three payments.

No filters. Includes all accounts with an active payment plan.

Water Sales Report

Best for: End-of-month reporting by route and water system. Shows accounts, bills, water/fire totals, payments, fees, and consumption (acre-feet).

No filters. Uses internal logic to determine the reporting period (typically since the last end-of-month report).

Date Filter Reference

See below for more information on what the Date    field refers to in your query:

Billing Cycle Filter

When you select a Billing Cycle, the Start and End Date fields are auto-filled based on when bills/transactions for that cycle were posted, not the cycle’s calendar start/end dates. This aligns the date range with when data (transactions) is posted to the system.

Summary Table

FAQs

Q: Why don't the numbers match across two similar billing reports?

A: Across the various billing reports there are many similar-looking tables that have important differences. See the below table for the key ways they may differ:

The purpose of these different reports is to give you the right information for what you need, so the differences are intentional! It is worth familiarizing yourself with which reports are most helpful for your utility.

Q: Why do I get different results if I input the exact dates of a billing cycle versus if I just select the billing cycle from the dropdown?

A: Most billing cycles start and end sometime in the middle of the day. When you use the billing cycle dropdown, the system uses the exact timestamp of when the billing cycle was completed (such as 1pm on January 30th).

In contrast, When you use the date picker, it filters to the end of each day (e.g. 11:59 pm on January 30th). This means that any miscellaneous transactions or payments that occurred after you close your billing would show up when you use the date picker, but not when you use the billing cycle dropdown.

Here's a quick tip on when to use each date filter:

• Use Billing Cycle Filter: if you want to match the transaction reports to other billing reports
• Use Date Filter: if you want to match your transaction reports to your AR reports (which are keyed off "end of day" balances)

Q: What is the difference between Transaction Posted Date and Bill Posted Date?

A: Many transactions are created during billing, such as Usage Charges. In these cases, the dates will match. However, some transactions are created mid-cycle and then billed later. A good example of these are late fees, which might be posted midway through the cycle but then added to an end of month bill.

Here is an example of how these dates might line up for a utility that bills on the 30th and does mid-cycle late fees: