Financial Actuals Report
Overview
The Financial Actuals report shows completed-work revenue, recorded costs, and planned overhead in one monthly view.
Use it to review actual performance and see known overhead pressure for future months. It is not a full revenue forecast.
Profit revenue removes output VAT/GST when a stored tax breakdown is available. Historical revenue records without that evidence remain gross instead of having VAT estimated; the report and CSV show the affected record count. Recorded P&L costs exclude only recoverable input VAT/GST; non-recoverable VAT/GST remains part of the cost. Raw expense records and cash reporting remain gross.
Historical compatibility: On-hand inventory acquired before the input-VAT inventory-cost correction keeps its existing recorded cost basis. Job costs already frozen from that inventory are not automatically restated. Any future historical restatement will be a separate, explicitly scoped process.
What you can do with this report:
- Review revenue from completed jobs
- Review recorded direct and indirect costs
- Check gross profit and net profit based on recorded costs
- See planned overhead from recurring expenses and relevant Financial Entries
- Spot missing or incomplete COGS before trusting margin percentages
How to Access the Report
- Log in to your autoGMS dashboard.
- From the sidebar, click Financial Reporting.
- Select Financial Actuals.
Financial Actuals is a current-calendar-year operational view. Use Profit & Loss for a past or custom reporting period.
Report Settings
Click Settings in the report header to choose how the page is calculated.
Profit view:
- Accounting P&L (recommended): Removes stored output VAT/GST from revenue and recoverable input VAT/GST from costs.
- Gross comparison: Uses gross recorded revenue and operating expenses including VAT/GST. Job-linked parts and labour stay at their stored cost values. This is a comparison view, not the accounting P&L.
COGS source:
- Costs linked to jobs: Uses parts and enabled labour costs recorded on completed jobs for gross profit. Unallocated recorded COGS remains under indirect costs, so it still reduces net profit.
- Recorded COGS expenses: Moves unallocated recorded COGS for the selected period from indirect costs into direct costs. Expenses already represented by a job cost are not added again. Stock purchases added to inventory are excluded until their cost reaches a completed job.
Changing the COGS source changes where unallocated COGS appears and therefore changes gross profit. It does not drop the expense or count it twice, so net profit remains the same when the underlying cost records are the same.
The active choices appear in the matrix header. Choose both options in Settings, then select Apply to close the dialog and recalculate the cards, monthly rows, totals, margins, planned overhead, and CSV export together. Cancel discards draft changes. These settings do not edit invoices, expenses, jobs, or accounting entries.
The default is Accounting P&L with Costs linked to jobs.
How Financial Entries Affect Financial Actuals
Financial Actuals includes the recognized expense effect of relevant Financial Entries.
| Financial Entry Type | Financial Actuals Treatment |
|---|---|
| Prepaid Expense | Included gradually based on its monthly recognition schedule |
| Expense Payable | Included as actual expense when recorded |
| Asset Purchase | Excluded from operating actuals |
| Capital Contribution | Excluded from profit-focused actuals |
| Account Transfer | Excluded |
Use Financial Entries to record these items before reviewing this report.
Reading the Report
The report is a monthly matrix.
| Column | What It Shows |
|---|---|
| Monthly actual columns | Completed jobs and recorded expenses; the current month can also include overhead due later this month |
| Planned overhead | Known or recurring overhead planned for future months |
| Actual | Total of closed actual months |
| Outlook total | Actual plus planned overhead, shown only where that total is meaningful |
Future months include planned overhead only. Revenue and direct job costs are not forecasted.
When planned overhead is still due later in the current month, the current-month column includes it and the report marks it as planned. The Actual total excludes that upcoming amount, while Planned overhead includes it.
Profit and margin rows do not show a fake forecast or outlook margin when revenue is not forecasted.
Gross Profit % and COGS Warnings
With Costs linked to jobs, Gross Profit % is based on:
Revenue minus recorded parts cost and enabled labour cost.
With Recorded COGS expenses, recorded COGS expenses not already represented by an included job cost are also deducted. They are not counted twice. Stock purchases added to inventory are excluded until their cost reaches a completed job.
To allocate COGS or material costs to one job, add parts through the booking's Parts / Inventory section or set a purchase-order line to For Job. Do not use a manually entered COGS expense for one job.
If job costs are missing or excluded, the report keeps Gross Profit % visible but shows a warning:
| Warning | Meaning |
|---|---|
| No COGS | Revenue exists, but no direct costs are recorded for the period |
| Partial COGS | Some completed jobs have recorded direct costs and some do not |
| Labour off | Technician labour costing is disabled, so labour is excluded |
If Gross Profit % is 100%, check these warnings before treating the margin as business-true.
Methodology
Click Guide in the report header to see the calculation basis, data sources, and limitations.
This is a management view for operational decisions. Use your accountant and statutory reports for filing, external reporting, and final period-close adjustments.
Export
Click Export CSV to download the matrix using the currently selected Profit view and COGS source. CSV files cannot contain worksheet tabs, so the export contains the same active view shown on the page rather than separate versions.
The CSV includes the selected profit view and COGS source, plus the matching basis explanation, so it stays aligned with the page.