How to report on transactions for third party accounts

There are a few different reports that show transactions for third party accounts. If you need to see debits and credits (like in a student-charging cash-accepting environment) you will use the Account Statement report or perhaps a Transactions report. Otherwise the regular Usage Report will suffice.

Summary usage report for prints/copies/scans/faxes

This report will show you the total amounts billed to each account for a particular period. Note that it excludes telephone calls.

• Open PDReports.
• Navigate to Reports > Usage Reports > All Usage Reports > Grouped by Account Group.
• In the Report Type frame, you can choose whether you want detailed or summary information. A summary report will show totals per Account. A detailed report will show every transaction with the description that includes the document name for print jobs. A detailed report could potentially be very long. You may want to filter the report to only show transactions for a specific account. Skip to the next section to filter the report.
• In the Time Period frame, choose the period from which data must be retrieved in the Period drop-down. If you want to pick your own dates, choose Custom.
• This report will include printing, copying, faxing and scanning if the Print, Copy, Fax and Scan boxes are ticked in the Include data frame.
• Tick the Include 2^nd level group checkbox and from the Group by drop-down, choose Account Code or Account Name, depending on which heading would be more informative for you. For example, if you are simply entering amounts into an accounting system you would choose Account Code. Then each amount would be displayed next to the account code. However, if you would prefer account names, then choose Account Name.
• Click the Filter Account Groups tab.
• Tick the Filter account groups checkbox.
• Tick any third party account groups for which you would like data (e.g. Default Account Group). This will exclude any transactions billed to User or Department accounts. You can search for an account group by entering some of the characters in the Search for text box.
• Click Open Report.

Detailed usage report for a specific account (print/copy/scan/fax)

• Open PDReports.
• Navigate to Reports > Usage Reports > All Usage Reports > Grouped by Account Group.
• In the Report Type frame, choose Detailed.
• Choose time period over which data will be displayed in the Time Period frame.
• This report will include printing, copying, faxing and scanning if the Print, Copy, Fax and Scan boxes are ticked in the Include data frame.
• Tick the Include 2^nd level group checkbox and from the Group by drop-down, choose Account Code or Account Name, depending on which heading would be more informative for you.
• Click the Filter Account Groups tab.
• Tick the Filter account groups checkbox.
• Tick any third party account groups for which you would like data (e.g. Default Account Group). This will exclude any transactions billed to User or Department accounts.
• Click Open Report.

Usage report for telephone calls

• Open PDReports.
• Navigate to Reports > Usage Reports > Pbx Calls > Grouped by Account Group.
• In the Report Type frame, choose whether you want Summary (totals per account) or Detailed (show every phone call).
• In the Time Period frame, choose the period for which you would like data. To choose your own dates, change the Period drop-down to Custom.
• This report will include Outgoing, Incoming and Internal calls if the boxes are ticked in the Include call types
• Tick the Include 2^nd level group checkbox and from the Group by drop-down, choose Account Code or Account Name, depending on which heading would be more informative for you.
• Click the Filter Account Groups tab.
• Tick the Filter account groups checkbox.
• Tick any third party account groups for which you would like data (e.g. Default Account Group). This will exclude any transactions billed to User or Department accounts.
• Click Open Report.

Account Statement Report

This report is only used where accounts have credit transactions as well as debit transactions. For example, a printing shop may have accounts for customers who need to deposit cash into their accounts to ensure they have sufficient balance for printing.

• Open PDReports.
• Navigate to Reports > Account Statements.
• Choose the time period in the Statement Period frame.
• Click Open Report.

Transactions Report

This report is also only used where credit transactions occur as well. It is used mainly to reconcile the amount of cash accepted and recorded by administrative users. However, it can be useful to summarise credits and debits per account over a period.

• Open PDReports.
• Navigate to Reports > Financial Reports >Transactions.
• Choose Summary in the Report Type frame.
• In the Time Period frame, choose the period for which you would like data. To choose your own dates, change the Period drop-down to Custom.
• Choose Account Code in the Top level group frame.
• Click Open Report.

How to export a report

• Once the report is open, click the button in the top left.
• Change the Save as type drop down to the format you would like (e.g. Microsoft Excel *.xlsx).
• Browse to where you would like to save the file.
• Enter a name for the file in the File name text box.
• Click Save.