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# Read, adjust, save and export a report

This article covers the controls every report shares, how to see what's behind a number, and how to save or send a report once it looks right.

## Read and adjust a report

Every report shares the same layout and controls. This section uses Profit & Loss as the example.

### Tour of a report

![Profit & Loss, year to date. The numbers match the list below.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/01-profit-and-loss_n3nj4w.png)

1. **All reports.** Back to the Reports home.
2. **Actions.** Favorite, Ask about this, Save and Export.
3. **Date range.** The period the report covers.
4. **Basis.** Accrual or Cash.
5. **Compare and Columns.** Extra columns for Profit & Loss. Other reports have a single **Compare** switch here.
6. **Key numbers.** The headline figures, each with its change against the prior period.
7. **Note.** Something that affects the report, with a button to deal with it.
8. **Level of detail.** Summary, or With sub-accounts.
9. **% of income.** Shows each line as a share of income.

The line under the title shows the exact dates and the organization the report is for. The footer shows the basis and when the report was generated.

### Choose a date range

The choices depend on the kind of report.

| Kind of report | Choices |
| ---- | ---- |
| Covers a period, like Profit & Loss | This month, Last month, This quarter, Year to date, Last year, Custom |
| Shows a date, like Balance Sheet | Today, End of last month, End of last quarter, End of last year |
| Covers a year, like Year-End Summary | This year to date, or last year |
| Tax Ready Report | This quarter, Year to date, Last year |

For any other period, click **Custom**, enter a From and To date and click **Apply**. Dates can run up to today.

![A custom range from August 1 to today.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/02-custom-dates_1btgggu.png)

### Switch between accrual and cash

* **Accrual** counts income when you invoice and costs when you're billed.
* **Cash** counts them when the money moves.

Reports that are the same on either basis don't show the switch. Those are the Statement of Cash Flow, the aging reports, the General Ledger and 1099 Vendors.

### Compare to another period

On Profit & Loss, click **Compare** and choose **Previous period** or **Same period last year**. The menu shows the exact dates each option uses.

![Compare to the previous period or to the same period last year.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/03-compare-menu_lfqcsh.png)

The report adds a column for the earlier period and a **Change** column with the difference in dollars and as a percentage.

![This year against the same dates last year.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/04-compare-previous-period_pmqb3j.png)

Other reports have a **Compare to previous period** switch that adds the same two columns. On a report that shows a date, the switch names the date it compares with.

### Split Profit & Loss by month or quarter

Click **Columns** and choose **By month** or **By quarter**. The report shows a column for each, plus a total.

![By month and By quarter need a date range long enough to split.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/05-columns-menu_1fdqvje.png)

Columns and comparisons can't be used together. Choosing one turns the other off, and Tabby tells you when it does.

### Show sub-accounts and percentages

Switch **Summary** to **With sub-accounts** to see the accounts that roll up into each line. Turn on **% of income** to show each line as a share of income.

![Quarterly columns with sub-accounts shown.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/06-by-quarter-with-sub-account_1icnfdt.png)

### Collapse and expand sections

Click a section heading, such as Income or Operating expenses, to collapse it to a single total. Click again to expand it. On Profit & Loss, **Collapse all** and **Expand all** do every section at once.

### Notes and warnings

A yellow note appears when something affects the numbers. On Profit & Loss it tells you how many transactions still need a category, because your profit may be off until they have one. Click the button in the note to deal with it. **Review them** opens those transactions.

## See the transactions behind a number

Every report line is the sum of real transactions, so you can open any line to see what's in it.

### Open a line

Click an account name or an amount. On an aging report, click a customer or vendor name, or the amount in one of the age columns.

![The 50 transactions that make up Travel for the year.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/07-transactions-behind-a-line_1yc32wf.png)

1. **Back.** Returns to the report you came from.
2. **Summary.** The total, the number of transactions, the largest one and how many need review.
3. **Search.** Find a transaction by description, vendor or amount.
4. **Filter.** Narrow the list.
5. **Basis.** Accrual or Cash.
6. **Source.** Where each transaction came from: Bank feed, Invoice, Bill, Manual entry or Journal entry.
7. **Export.** Download this list as a CSV or PDF.

The table shows the date, description, source, the other account involved, the amount and a running balance. Click the **Date** heading to reverse the order.

### Search and filter the list

Click **Filter** to narrow by sub-account, status, source or an amount range, then click **Apply**.

![Filter by sub-account, status, source and amount.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/08-filter-transactions_1qkp6uu.png)

**Status** can be All, Needs review, Categorized or Matched. **Clear** removes every filter.

### Open and edit a transaction

Click a row to open the transaction.

![A bank transaction opened from the Travel line.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/09-transaction-pane_9cp55p.png)

The panel has three tabs: **Details**, **Journal entry** and **Activity**. On Details you can change the category and the vendor, add notes and attach a file. Amounts on bank-imported transactions are locked. The arrows at the top move to the previous and next transaction without closing the panel, and the other two icons match the transaction or ask Tabby Talk about it.

Click **Save changes**. Changes you make here update your reports right away.

### Export the transactions

Click **Export** above the list and choose **CSV** or **PDF**. The export contains what's on screen, so search and filter first if you want only part of the list.

## Save, schedule and export

### Mark a favorite

Click the star beside a report's title, or on its row in the list. Favorites appear in their own group at the top of All reports.

### Save a report

Set the report up the way you want it, then click **Save**.

![Saving a year-to-date Profit & Loss, emailed monthly.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/10-save-report_1k20knx.png)

1. Give it a **Name**.
2. Under **Email it to me**, choose Don't email, Weekly on Mondays, Monthly on the 1st, or Quarterly.
3. If you chose a schedule, check the **Send to** address.
4. Click **Save report**.

The report appears under **Saved reports** on the Reports home, with its date range, basis and comparison settings kept.

### Export to PDF or CSV

Click **Export**.

![Three ways to get a report out of Tabby.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/11-export-menu_i2t9gm.png)

* **PDF** opens your browser's print dialog, where you can print or save as PDF.
* **CSV** downloads a file that opens in Excel, Sheets or Numbers.
* **Email** sends a PDF copy to anyone.

### Email a report

Choose **Email** from the Export menu, enter the recipient and an optional note, and click **Send**. Tabby sends a PDF of exactly what you see, with the dates and settings you picked. Separate several addresses with commas.

![Send a report to your accountant without leaving the page.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/12-email-report_mkvy30.png)

### Ask Tabby Talk about a report

Click **Ask about this**. Tabby Talk opens with a request to explain the report for the period you're viewing and point out what stands out.

## Common questions

### Should I use cash or accrual?

Use whichever basis you file taxes on when you're looking at tax figures. Accrual gives a truer picture of a period's performance when you invoice customers or receive bills, because it counts them when they happen. If you're not sure which basis your business files on, ask your accountant.

### A number looks wrong. How do I check it?

Click it. You'll see every transaction behind the line, and you can open any of them to fix the category. The report updates right away.

### Why is there an Uncategorized line?

Some transactions still need a category. Click **Review them** in the note at the top of the report, or clear them in **Review**.

### Can I send a report to my accountant automatically?

Yes. Open the report, click **Save**, choose a schedule and enter their email address under **Send to**.