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Financial Statements & GL Reports

The VMX Ledger produces a full set of financial statements directly from your books: P&L, P&L Detail, Balance Sheet, Cash Flows, Trial Balance, Journal, and Audit Log. All of them live in the Ledger's slide-out menu: open Admin → Ledger, click the arrow handle on the left edge of the page, and pick a report under Reports.

All Ledger reports are on the accrual basis (the report footer shows "Accrual basis" and the generation time), amounts link to the underlying account registers and transactions so you can drill from a statement line to the exact entries behind it, and every report is print-formatted — use your browser's print function for a paper copy.

The Ledger is enabled per-client by VMX; if there is no Ledger tab in your Admin, contact help@vmxllc.com. Users also need the GL admin permission (Admin → Permissions).

On several reports you may see extra dropdowns — Customer..., Class..., Department..., or a Consolidate stores checkbox — depending on how VMX configured your Ledger. If your store doesn't use those features the controls simply don't appear.

Profit & Loss (P&L)

Admin → Ledger → Reports → P&L shows income and expenses for a date range, grouped into sections by account type: Income, Cost of Goods Sold, GROSS PROFIT, Expenses, NET OPERATING INCOME, Other Income, Other Expenses, NET OTHER INCOME, and NET INCOME.

  1. Set the date range (defaults to the first day of the current month through today) and click Run.
  2. Choose Sort: By Balance or Sort: By Account # to order the accounts within each section.
  3. Check Include $0 accounts to also list chart-of-accounts entries with no activity in the period.
  4. Click any account's amount to open its register and see the transactions behind the number.

P&L Detail (its own entry in the Reports menu) is the same statement expanded to transaction level — under each account it lists every entry with Date, Transaction Type, Num, Name, Memo, Split, Amount, and a running Balance. Click a Num or Memo to open the transaction.

If your Ledger is configured with classes or departments, a Group By... dropdown (Group By:Class / Group By:Department) breaks the P&L into one column per class or department, plus a TOTAL column.

Compare P&L periods (Prior Period, Prior Year, Custom Range)

On Admin → Ledger → Reports → P&L, use the Compare to... dropdown to put a second period next to the current one:

  • Prior Period — the equal-length period immediately before your date range
  • Prior Year — the same date range one year earlier
  • Custom Range — any range; fill in the Start and End boxes that appear

Check $ Change and/or % Change to add difference columns, then click Run. The comparison period is shown under the report title ("vs. ...") and every section total — including GROSS PROFIT and NET INCOME — gets comparison figures.

Balance Sheet

Admin → Ledger → Reports → Balance Sheet shows your financial position — ASSETS on top, then LIABILITIES AND EQUITY — as of a single date.

  1. Enter the "as of" date (defaults to today) and click Run.
  2. Check Include $0 accounts to also list accounts with no balance.
  3. Click any account's balance to open its register.

Within Equity, the report splits earnings by fiscal year: Retained Earnings (Prior Years) holds net income from completed fiscal years, and Net Income (This Year) is the net income of the current fiscal year to date (it links to the P&L for that period). Your fiscal year start is configured by VMX — if your reporting year doesn't start January 1 and the split looks wrong, contact help@vmxllc.com.

To compare against another date, use the Compare to... dropdown — Prior Year, Prior Month End, Prior Fiscal Year End, or Custom Date (fill in the As of box that appears) — and optionally check $ Change / % Change for difference columns.

Statement of Cash Flows

Admin → Ledger → Reports → Cash Flows builds a STATEMENT OF CASH FLOWS for a date range using the Indirect Method: it starts from Net Income and adjusts for changes in non-cash asset and liability accounts.

  1. Set the date range and click Run.

The statement shows:

  • Cash Flows from Operating Activities — Net Income (linked to the P&L for the same range), then Adjustments to reconcile Net Income to Net Cash provided by Operations broken into Changes in Assets and Changes in Liabilities, ending in Total Adjustments and Net Cash Provided by Operating Activities
  • Cash Flows from Financing Activities — changes in equity accounts (capital contributions, owner distributions) and Net Cash Provided by Financing Activities
  • Cash at Beginning of Period, Net Cash Increase for Period, and Cash at End of Period

A Notes section at the bottom lists exactly which accounts are treated as cash in this report (that flag is part of your account-type setup), and notes that investing activities are not yet broken out as their own section — changes in non-current assets are currently included under operating activities.

If the calculated cash change doesn't match the actual change in your cash accounts, a Variance: box appears stating the two figures and the difference; this typically indicates investing activity (equipment purchases, notes receivable) that the report doesn't yet break out separately. Contact help@vmxllc.com if you see a variance you can't explain.

Trial Balance

Admin → Ledger → Reports → Trial Balance lists every account with its START balance (before the period), the period's CREDIT and DEBIT totals, the net change (+/-), and the END balance. It's the fastest way to confirm the books balance and to spot an account that moved unexpectedly.

  1. Set the date range (defaults to the first day of the current month through today) and click Run.
  2. Use the inactive-accounts dropdown to control which accounts are listed: Hide inactive accounts, Show accounts with prior balance (the default), or Show all accounts.
  3. Click any figure to open that account's register for the matching date range.

The TOTALS row at the bottom compares total credits to total debits. When they match you'll see ✓ Balanced in green. If they don't, the report shows a red out-of-balance warning:

⚠️ Trial balance is out of balance by $[amount]. Credits exceed debits.

(or "Debits exceed credits."). An out-of-balance trial balance means a posting error — contact help@vmxllc.com so VMX can help track it down.

Journal

Admin → Ledger → Reports → Journal is the classic general journal: every transaction in the date range, listed line by line with its debits and credits, grouped by transaction.

  1. Set the date range and click Run.
  2. Optionally filter with the Vendor... dropdown, or narrow by account type with the second dropdown: All accounts, Payments (Bank + CC), Bank only, Credit Card only, or Accounts Payable. Active filters are echoed under the report title.

Columns are Date, Type (JE, BILL, CHECK, PAYMENT, EXPENSE, DEPOSIT), Num, Name, Memo, Status (Cleared/Reconciled labels on bank lines), Account, Debit, and Credit. Multi-line transactions get a bold subtotal row, and a TOTAL row at the bottom sums all debits and credits for the range. Click a Num or Memo to open the transaction.

GL Audit Log — who changed what

Admin → Ledger → Reports → Audit Log records every create, update, and delete of a Ledger transaction — who did it, when, and exactly what changed (old value → new value, line by line). Use it to answer "who changed this entry?" or to reconstruct a deleted transaction.

  1. Set the date range (defaults to the first day of the current month through today).
  2. Optionally filter by Employee..., Action... (Create, Update, Delete), Type... (Journal Entry, Bill, Check, Payment, Expense, Deposit), Account..., or a specific Trans #.
  3. Click Run. A Clear button appears when filters are active. If nothing matches you'll see "No audit log entries found for the selected filters."

The log shows up to 500 entries (newest first) with ID, Timestamp, Action, Type, Trans #, Details, and User. The Details column spells out each change: header fields ("Date: set to...", old value struck through with an arrow to the new value), lines added/deleted/modified with their accounts and amounts, and reconciliations ("[N] line(s) reconciled"). Routine no-change saves and simple line reorders are hidden to keep the log readable.

Every transaction page also carries its own History section with the same events for just that transaction — and if a transaction has been deleted, opening its old link still shows the full history under a "Transaction Deleted" notice, so nothing disappears without a trace.