Accounting Reporting and Processing
These articles help you run accounting related reports in HawkSoft. The information in these reports comes from accounting transactions recorded in client receipts, invoices, and company payables. These reports can provide a "snapshot" of any given time-frame, as well as summaries of agency accounting transactions based on a variety of criteria.
Required Permissions
Required Permissions:
To access the End of Period Processing and Reporting window, you must have access to at least one of the following permissions:
Accounting Reporting > Access Trust Accounting Report
OR
Accounting Reporting > Access Customer Accounting Reports
OR
Accounting Reporting > Access Company/Agency Payables Reports and Workflows
See User Permissions for more information.
How do I get here?
Click Accounting > Trust Accounting from the HawkSoft menu bar.
OR
Log into the HawkSoft Web app, accessed from any computer.
Click the Accounting icon
in the left column of the HawkSoft web start page to access Accounting Reporting and Processing
For more information about logging into the HawkSoft web app, see Logging In and Out of HawkSoft.
The End of Period Processing and Reporting window opens.
Trust Accounting Reports
Trust Accounting Reports provide information about accounting transactions, helping you to review and monitor which transactions have been exported to QuickBooks.
Required Permissions
Required Permissions:
In order to complete this task, user permissions must be set to include:
Accounting Reporting > Access Trust Accounting Report
In addition, user permissions must be set to include one of the following:
Accounting Reporting > Access Transactions back 2 Days (including today)
OR
Accounting Reporting > Access Transactions with any date
In addition, user permissions must be set to include one of the following:
Accounting Reporting > Access Transactions created by user only
OR
Accounting Reporting > Access Transactions from all users [Default selection]
See User Permissions for more information.
| Report | Filters | Description |
|---|---|---|
| Search | Date, Office, Customer Data, Accounting Details |
This report will return a custom list of accounting transactions, enabling you to filter by date type (Item Date, Creation Date, Due Date, Export Date), customer data, policy and user office, and accounting details such as reporting and bank account, and item type. |
| Today | This report will return all transactions created today that have a bank account associated with them. | |
| Yesterday | This report will return all transactions created yesterday that have a bank account associated with them. | |
| To Be Exported | This report will return all transactions that have not yet been exported to QuickBooks. | |
| QB Transfer Queue | This report will return the status of all transactions that have been exported or are currently being exported to QuickBooks. Users can clear this queue manually. |
Running the Trust Accounting Transactions Report
HawkSoft enables you to generate a report of all Trust Accounting transactions for an individual date or a specific date range. Each transaction included in the report represents funds to be deposited in the agency bank account. This article will help you run and then review the Trust Accounting report.
Company Payables Reports
Company Payables Reports provide information about accounting transactions that include monies that have been paid to or are owed to the carrier or MGA.
Required Permissions
Required Permissions:
In order to complete this task, user permissions must be set to include:
Accounting Reporting > Access Company/Agency Payable Reports and Workflows
See User Permissions for more information.
| Report | Filters | Description |
|---|---|---|
| Unpaid | Office, Account, Date | This report will return transactions for the given office, account(s), and date range, with unpaid company payables. |
| Paid | Office, Account, Date | This report will return transactions for the given office, account(s), and date range, with paid company payables. |
| All | Office, Account, Date | This report will return all transactions with company payables line items, both paid and unpaid, for the given office, account(s), and date range. |
After running a an Unpaid Company Payables or All Payables report, you can filter the results by bank account.
Unpaid Company Payables Report
The Unpaid Company Payables report contains all invoices that have not been paid to the carrier. This report is run as part of paying your company payables.
Agency Revenue Reports
Agency Revenue Reports provide information about revenue going to the Operating accounts. (i.e. Monies earned by the agency itself).
Required Permissions
Required Permissions:
In order to complete this task, user permissions must be set to include:
Accounting Reporting > Access Company/Agency Payable Reports and Workflows
See User Permissions for more information.
| Report | Filters | Description |
|---|---|---|
| Unpaid Agency Revenue | Office, Account, Date | This report will return a list of transactions where the agency has not yet paid itself (e.g. retained commissions, agency fees, etc). |
| Paid Agency Revenue | Office, Account, Date | This report will return all transactions where the agency has paid itself for agency revenue (e.g. retained commissions, agency fees, etc). |
| All Agency Revenue | Office, Account, Date | This report will return all transactions where the agency has paid itself, or that have items available to pay itself, for agency revenue. |
Transferring Funds in QuickBooks
Any collected funds (including agency fees and/or retained commissions) deposited into your agency's Trust account can be transferred to the Operating account. While these funds sit in the Trust account, they are listed as a liability and are not included in the agency's financial reports. In order for these funds to be recorded as an income or expense, they must be transferred from the Trust account to the Operating account, and recorded as such.
This article explains how to transfer fees and retained commissions from the Trust bank account to the Operating bank account and record them properly as agency income or expense, as well as record any balances waived. This article also explains how to create a Journal Entry that records the income for agencies who have a combined Trust and Operating account.
Customer Accounts Reports
Customer Accounts Reports provide information about accounting transactions, by customer.
Required Permissions
Required Permissions:
In order to complete this task, user permissions must be set to include:
Accounting Reporting > Access Customer Accounting Reports
See User Permissions for more information.
| Report | Filters | Description |
|---|---|---|
| Summary Report | This report will return a list of all customers with the sum of their open receivables balances. | |
| Detail Report | This report will return all a list of open receivables transactions by open item. | |
| Batch Client Statements | This enables you to view and download batches of customer statements created within the last year. | |
| Unapplied Credits & Payments | This report will return all unapplied payments and credits by open item. | |
| Unpaid Invoices | This report will return all unpaid invoices with by open item. | |
| Past Due Invoices | This report will return all overdue invoices by open invoice. |
Customer Balance Summary Report
The HawkSoft Customer Balance Summary Report includes all unpaid customer balances and credits, as of the current date. Use this report to compare balances between HawkSoft and QuickBooks, and to verify balances on a monthly basis.
This article explains how to run the Customer Balance Summary Report in HawkSoft.
Coming Soon!
Unapplied Credits /Payments Report
The Unapplied Credits/Payments Report in HawkSoft includes a list of credits and payments that have been entered in HawkSoft, but have not been applied to an invoice. This article explains how to run the Unapplied Credits/Payments Report.
HawkSoft recommends running this report once a month, when running the Customer Balance Summary Report and Unpaid Invoice Report.
Coming Soon!
Unpaid Invoice Report
Invoices and/or statements can be printed from the Unpaid Invoice Report to send to customers who have an open invoice. Running this report on a monthly basis enables you to keep track of your open invoices.
This article explains how to run an Unpaid Invoice Report. This report provides a list of invoices that are unpaid or only partially paid.
Coming Soon!
Working with Accounting Reports
To select a range of items, select one item, and then shift+click while selecting another item to also select all items between them.
To customize your report view
Customizing columns
Click
Edit Columns to add, remove, or reorder columns on the report. Re-order columns by clicking-and-draging the dots on the left-side of the column name.
Saving a layout for reuse
Customize the columns the way you want them.
Select Layout Options > Save as New Layout, and give it a name.
Using a saved layout
Open Customize Columns and select it from the Use Layout drop-down.
Managing existing layouts
Select Layout Options for an existing layout to set it as default, rename it, or delete it. You can also update your selected layout to match your current column settings.
You can set a default layout for each report.
You can change the sort order of the report by clicking on any of the column headers.
Click once to sort the report by the data in that column from A-Z or from smallest to largest. The column displays an up arrow to show it is sorted in Ascending order:
Click again on the same column to reverse the sort, arranging the data by the value in that column from Z-A, or from largest to smallest. The column displays a down arrow to show it is sorted in Descending order:
Click on the same column a third time to remove the custom sorting, returning the report to the default sort order (typically Customer ID, ascending).
For example, you may choose to Summarize a Trust Accounting report by Payee, and then sort by Name.
HawkSoft enables you to Summarize your report to quickly narrow down your results.
- Click Σ Summarize.
The Summarize Report dialog opens.
Click the Select Column drop-down, and then select the desired column.
Click Summarize.
The summary sorts all items in the report by the selected column, and groups all items with the same value in that column into a single row.
Example: When a report is summarized by 'Last Name', the summary displays all last names present in the report, and groups all clients with the same last name into the same line.
Click on the name of any item to see a sub-report of all the entries that contain that row's value.
Click the
Clear button next to the "Summary of [column name]" or "Report of [column name]" tag to return to your original report.
To export report data
You can export report information from HawkSoft to a CSV spreadsheet file. You can then open the exported data in a spreadsheet program, such as Microsoft Excel.
Click Export to CSV.
The Enter Filename dialog opens.
By default, the spreadsheet will be named "[mm/dd/yyyy][report name]".
Optional: Re-name the exported file by typing a new name into the field dialog.
Click Download.
The CSV spreadsheet will be saved to your computer's local Downloads folder.
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