View and Export Financial Reports

Summary

Torqueflow provides five financial reports under Finance > Reports. Each report has its own tab: Purchases, Sales, Outstanding Creditors, Outstanding Debtors, and VAT Summary. Reports support filtering, sorting, summary totals, and CSV export. This article covers all five reports.

Prerequisites

• You are signed in as an owner or user with the finance.reports.view capability.
• To export CSV files, you also need the finance.reports.export capability. The Export CSV button is hidden if you lack this.

Steps

Navigate to Financial Reports

1. Go to Finance > Reports. The page header reads “Financial Reports” with subtitle “View and export financial reports for your organization”.
2. A tab bar shows five tabs: Purchases, Sales, Outstanding Creditors, Outstanding Debtors, VAT Summary.
3. The default view is the Purchases report.

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Purchases Report

1. Click the Purchases tab. The heading reads “Purchase Report” with subtitle “Analyze purchase invoices by period, supplier, and category”.
2. The filter bar contains:
   • Period - date range picker with start and end date. Defaults to the current month.
   • Supplier - searchable dropdown. Select one or more suppliers, or leave as “All suppliers”.
   • Category - searchable dropdown for nominal codes. Select one or more categories, or leave as “All categories”.
   • Status - dropdown with options: All, Unpaid, Part Paid, Paid.
   • Export CSV button (right side, if you have export capability).
3. The report updates automatically when you change any filter.
4. Summary cards show: Total Net, Total VAT, Total Gross, Total Paid, Outstanding.
5. The data table columns are: Date, Supplier, Invoice #, Description, Category, Net, VAT, Gross, Status, Paid, Outstanding.
6. Click any column header (Date, Supplier, Invoice #, Gross, Outstanding) to sort. Click again to reverse.
7. Click any row to open the purchase invoice detail page.

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Sales Report

1. Click the Sales tab. The heading reads “Sales Report” with subtitle “Analyze sales invoices by period and customer”.
2. The filter bar contains:
   • Period - date range picker. Defaults to the current month.
   • Customer - searchable dropdown. Select a customer or leave as “All customers”.
   • Status - dropdown with options: All, Unpaid, Part Paid, Paid.
   • Export CSV button.
3. Summary cards show: Total Net, Total VAT, Total Gross, Total Paid, Outstanding.
4. The data table columns are: Date, Invoice #, Customer, Work Order, Net, VAT, Gross, Status, Paid, Outstanding.
5. Click sortable column headers (Date, Invoice #, Customer, Gross, Outstanding) to sort.
6. Click any row to open the sales invoice detail page.

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Outstanding Creditors Report

1. Click the Outstanding Creditors tab. The heading reads “Outstanding Creditors” with subtitle “Amounts owed to suppliers with aging analysis”.
2. This report has no date filter. It shows all unpaid purchase invoices.
3. Aging summary cards show: Current, 30 Days, 60 Days, 90+ Days, Total Outstanding.
4. Invoices are grouped by supplier. Each supplier row shows the supplier name, invoice count badge, and total outstanding amount.
5. Click a supplier row to expand or collapse its invoices. The first five suppliers are expanded by default.
6. Each invoice row shows: Invoice #, Invoice Date, Due Date, Gross, Paid, Outstanding, Aging (badge showing Current, 30 Days, 60 Days, or 90+ Days with days overdue count).
7. Click any invoice row to open the purchase invoice detail page.
8. Click Export CSV to download.

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Outstanding Debtors Report

1. Click the Outstanding Debtors tab. The heading reads “Outstanding Debtors” with subtitle “Amounts owed by customers with aging analysis”.
2. This report has no date filter. It shows all unpaid sales invoices.
3. Aging summary cards show: Current, 30 Days, 60 Days, 90+ Days, Total Receivable.
4. Invoices are grouped by customer. Each customer row shows the customer name, invoice count badge, and total outstanding amount.
5. Click a customer row to expand or collapse. The first five customers are expanded by default.
6. Each invoice row shows: Invoice #, Invoice Date, Due Date, Gross, Paid, Outstanding, Aging badge.
7. Click any invoice row to open the sales invoice detail page.
8. Click Export CSV to download.

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VAT Summary Report

1. Click the VAT Summary tab. The heading reads “VAT Summary” with subtitle “Input and output VAT analysis for HMRC reporting”.
2. Select a VAT Quarter from the dropdown. Options show the current quarter plus the last seven quarters, labelled as e.g. “Q1 2026 (Apr-Jun)”. UK VAT quarters are: Q1 Apr-Jun, Q2 Jul-Sep, Q3 Oct-Dec, Q4 Jan-Mar.
3. Three summary cards appear:
   • Output VAT (Sales) - total VAT collected on sales invoices, with invoice count and net total.
   • Input VAT (Purchases) - total VAT paid on purchase invoices, with invoice count and net total.
   • Net VAT Position - the difference. Shows “Payable to HMRC” (red) or “Reclaimable from HMRC” (green).
4. Output VAT Breakdown by Rate table shows: VAT Rate, Net Amount, VAT Amount, Invoices.
5. Input VAT Summary table shows: Effective Rate, Net Amount, VAT Amount, Invoices.
6. HMRC VAT Return Reference section maps figures to HMRC box numbers:
   • Box 1 - VAT due on sales.
   • Box 4 - VAT reclaimed on purchases.
   • Box 6 - Total sales (ex VAT).
   • Box 7 - Total purchases (ex VAT).
7. Click Export CSV to download the VAT summary.

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Expected Outcome

• You can view all five financial reports with relevant filters and totals.
• Reports update live as you change filters.
• CSV exports download with the currently applied filters.
• Outstanding reports show aging analysis to help chase overdue payments.
• VAT summary provides figures aligned with HMRC VAT return boxes.

Troubleshooting

Problem: The Export CSV button does not appear. Cause: Your role does not have the finance.reports.export capability. Fix: Ask your administrator to assign a role with export permissions.

Problem: “No purchase invoices found” or “No sales invoices found” empty state. Cause: No invoices match the selected filters. Fix: Widen the date range, clear supplier/customer/category filters, or set status to “All”.

Problem: “No VAT data for this period” on the VAT Summary. Cause: No invoices exist in the selected VAT quarter. Fix: Select a different quarter from the dropdown.

Problem: Clicking a row does nothing. Cause: The invoice may have been deleted or you lack view permission for the detail page. Fix: Check your permissions. If the invoice was deleted, it is still shown in the report but the detail page may not load.

Notes

• The Purchases and Sales reports default to the current calendar month. Change the date range to view other periods.
• Outstanding Creditors and Debtors reports have no date filter because they show all unpaid invoices regardless of when they were issued.
• VAT quarters follow UK fiscal convention: Q1 is April-June, Q4 is January-March.
• All currency values are displayed in GBP with comma separators (e.g. “£1,234.56”).

Choosing a CSV export format (Sales and Purchases)

On the Sales Report and the Purchase Report, the Export CSV button is now a dropdown with two options:

• Current CSV (unchanged) — the original export format. Identical to what was exported before this option was added. Good for spreadsheets you already have built around it.
• Ledger Export (CSV) — a generic 13-column accountant-friendly format covering invoice date, document number, internal reference, counterparty, description, nominal code, net, VAT, gross, effective VAT rate, payment status, paid amount, and outstanding amount. Designed for “your accountant maps columns at import time”. ISO dates and a totals row are included; values are escaped against formula injection.

Other reports (Outstanding Debtors, Outstanding Creditors, VAT Summary, Commission) keep their single Export CSV button.

Future updates will add additional accountant-specific templates (Sage 50, QuickBooks, etc.).

Permissions

• Viewing reports: requires finance.reports.view capability.
• Exporting CSV: additionally requires finance.reports.export capability.