The Transaction List report lists your invoices, retainer invoices, credit notes and payments for a period, with their dates, statuses, payment details and balances. Use it to follow up unpaid invoices, reconcile payments, or give your accountant a list of the period's transactions.
Open the report
Go to Reports in the left menu. On the Standard tab, find Transaction List under Finance, or type "transaction" into Search.
Click the report to open it. The parameters are in the panel on the right. Change them, then click Preview to run the report again.
Choose what to include
- Report Currency: Base Currency (the default) shows amounts in your account currency. Customer Currency shows each transaction in its own currency, and the report is then grouped by Currency. See currency conversion in reports.
- Primary Grouping and Secondary Grouping: group the list by Customer, Tran Type, Status, Recurring Profile Name, Month (of the issue date) or Retainer Profile Name. Leave them empty for a plain list.
- Customer: one or more customers. Leave it empty for all customers.
- Date Range: This Week, This Month, Last Week, Last Month, Last 30 Days (the default), Last 60 Days, Last 90 Days or Custom Date Range. For a custom range, fill in StartDate and End Date. The dates filter on the issue date.
- Tran Type: invoices, retainer invoices, credit notes or payments.
- Status: one or more statuses, such as Draft, Sent, Partially Paid, Late, Paid and Void for invoices, or Open and Closed for credit notes and payments (Closed means fully applied to invoices). Late finds invoices that are sent or partially paid and past their due date, so Sent and Partially Paid only find invoices that aren't due yet. Leave it empty to include every status, drafts and void transactions too.
- Recurring Profile Name and Retainer Profile Name: only transactions created from these recurring invoice or retainer profiles.
- Show Columns: the columns to show (see below).
- Hide Report Parameters: hides the summary of your choices at the top of the report.
Read the report
Tran Number is always shown. Click it to open the transaction. By default the report also shows Customer, Issue Date, Due Date, Tran Type, Status, Amount before Tax, Tax Amount, Total Amount and Balance. You can add the other columns in Show Columns.
Column | What it shows |
|---|---|
Tran Type | A short code: INV (invoice), RET (retainer invoice), CN (credit note) or PAY (payment). |
Balance | The part of the transaction that is still open. On an invoice, the amount still unpaid. On a payment or credit note, the amount not yet applied to an invoice. |
Payment Method and Payment Reference | For payments: the Payment Source and Reference # entered when the payment was recorded, or the online payment provider. Useful for reconciling. |
Last Payment Date and Days to Last Payment | For invoices: the date of the most recent payment or credit applied, and how many days after the issue date it came. |
Discount Amount | The total of the line discounts on the transaction. |
Subject, PO Number, Recurring Profile Name, Retainer Profile Name | Details from the transaction. |
With Base Currency, the amount headings show your currency code, such as Total Amount (USD).
To see the lines inside each invoice and credit note, use the Transaction Item List report.
Save, schedule or export
To keep your parameter choices, save the report as your own copy: see saving and sharing reports. On a paid plan, a saved report can be emailed to you on a schedule, so you can keep an eye on your transactions: see scheduling reports for email delivery. To download the list, for example for your accountant, see exporting data.
Who can see it
Finance reports are available to Administrators and Finance Managers. If you can't find the report, ask an Administrator to add the Finance Manager role under Assign Roles on your contact record. See managing users and contacts.