Reports at a glance
A map of the five reports in SocietyBee, who owes money, what moved in each book, every account's history, the trial balance and the balance sheet, and which one to open for which question.
Before you start
What this does
The Reports menu answers the questions a committee asks every month and every year. Every report reads the same books that bills, receipts, vouchers and vendor payments write to, so a report is never a separate copy that can drift. If a number looks wrong, fix the entry that caused it, not the report.
Where to find it
Open Reports in the left menu. It holds five reports.
| Report | Question it answers | Guide |
|---|---|---|
| Defaulters | Who owes the society money, and for how long? | Defaulters |
| Day Books | What came in and went out of one cash or bank book? | Day books |
| Account Ledger | What is the full history of one account, or one member? | Account ledger |
| Trial Balance | Do all debits equal all credits? | Trial balance |
| Balance Sheet | What does the society own and owe, and what did it earn and spend? | Balance sheet |
Which report should I open?
- Chasing dues: start with Defaulters, then send notices.
- Checking the bank: open Day Books for the bank book and compare it with the passbook.
- Answering a member: open the member in Member ledgers.
- Preparing for the auditor: run the Trial Balance first. When it tallies, download the Balance Sheet.
Things true for every report
- The financial year is fixed. The trial balance and the balance sheet use the society's current financial year. Account ledgers let you pick a year. The period is shown at the top right of every page as Current financial period.
- Cancelled entries are left out. A cancelled voucher or receipt does not appear and does not change any total.
- Downloads. Most reports have Download Excel, and several also have Download PDF. The file shows what is on the screen.
- Amounts use Indian digit grouping, for example ₹2,29,440.00.
- Dr and Cr. Dr (debit) and Cr (credit) say which side a balance is on. A bank balance is normally Dr. A fund or a vendor balance is normally Cr.
Common mistakes and questions
A report shows a number I did not expect. Click through to the entries behind it. Most reports let you open the voucher, receipt or bill number. Fix the source entry.
I changed a voucher and the report did not change. Reload the page. Reports read the books when they open.
What happens next
Start with Defaulters if you handle collection, or Trial balance if you handle the accounts.