Finance reports, audit trail and year-end packs

Reports bring bank activity, charges, bills and allocations together for a selected period. Review the figures before creating a resident-readable year-end snapshot.

Choose the reporting period

In Financial > Reports, select a preset or custom start and end date, then generate the report. Review the readiness panel before exporting.

The report contains:

Income and Expenditure: recognised income, spending by category and the period surplus or deficit;
Statement of Balances: cash at bank, arrears, resident credits, unpaid bills and fund balances; and
Arrears and Credit Summary: the unpaid and credit position by unit.

How the figures are produced

Income and expenditure uses matched and allocated amounts. Unmatched bank rows and unapplied resident credits stay out of recognised income until the Treasurer classifies them.

Cash at bank is the opening balance plus all recorded money in, less all recorded money out, from the activity start date through the report end date. This includes unmatched and partly allocated bank rows: cash has moved even when its purpose is still being checked. Missing imports or duplicate rows can therefore make this figure differ from the actual bank statement.

Fund balances show how money is earmarked and are not added as extra cash.

Arrears are the unpaid amounts on property charge instalments due on or before the report end date. Future instalments are not yet arrears. Unpaid supplier bills remain visible as liabilities. Both can appear in a report that is ready to share.

Report readiness

PDF export requires:

complete association bank details; and
no unmatched or partly unexplained bank rows in the selected period.

The preview can still be generated while those issues are being resolved. Overdue resident payments and unpaid bills are included in the report and do not block export.

Investigating a difference

Check the opening balance and date.
Confirm the report period.
Review unmatched or partly allocated bank rows.
Check that bills and receipts use the intended category and fund.
Review voids, unmatches, credits and refunds.
Compare the cash figure with the bank statement at the period end.

Do not add a balancing transaction without evidence. Find the missing, duplicated or misclassified record.

Audit trail

Use Financial > Audit trail to inspect ledger lines by account or category, source and date. It helps trace a report figure back to the demand, credit, bank allocation, bill, opening balance or reversal that produced it.

The audit trail is why corrections use unmatching and reversals instead of silently changing history.

Year-end packs

Use Financial > Year-End to create an annual pack after the selected period has been reviewed. A pack can include:

title, description and workflow status;
a resident narrative;
a saved report snapshot and resident-safe PDF; and
supporting working papers for permitted finance users.

The report snapshot preserves the figures used at that point. Later finance changes do not silently rewrite an already circulated pack.

The resident-safe PDF shows arrears and credits as aggregate totals. The unit-by-unit breakdown stays in the report for authorised finance users.

Review every supporting document before circulation. Working papers, reconciliations and invoices may be appropriate for finance reviewers but not for the resident-safe pack.

Where an AGM uses the accounts, connect the approved or circulated accounts pack to the meeting record and keep the meeting minutes with the decision. Professional accounting or independent review may still be required outside the product.