.png){kind=logo}
Trust Accounting Reports
Overview
Five reports sit together on one page, at Financials → Trust Accounting Reports.
Held in Trust shows what your trust account holds right now and what each amount relates to.
Audit Report lists every reconciled transaction over a date range you pick.
Fee Reports lists every fee the agency earned over a date range, by fee account.
Daily Reconciliation downloads one day's opening balance, receipts, payments and closing balance as a PDF.
Monthly Reconciliation does the same across a date range, and is the one to hand your auditor.
Find the reports
1
Open the page
In the left menu, click Financials and then Trust Accounting Reports. Each report sits on its own card: Held in Trust, Audit Report, Daily Reconciliation, Monthly Reconciliation and Fee Reports.
2
Check you can see it
The Trust Accounting Reports link only appears for users with Global Finance or Principal Rights. If it is missing from your Financials menu, ask a principal to update your permissions (see Users & Permissions).
Held in Trust
1
Start the report
Go to Financials → Trust Accounting Reports, then under Held in Trust click Download Report.
2
Generate the PDF
In Generate Held in Trust report, click Generate. The PDF downloads straight away. There is no date to pick: the report is always the trust account as it stands at that moment.
Note: Overpaid rent and bonds are broken down by tenancy, and property balances and owner expenses by owner, so the report tells you not just how much you are holding but who it belongs to. Worth running after each month end.
Audit Report
1
Open the report
Go to Financials → Trust Accounting Reports, then under Audit Report click View Report.
2
Set the period
The Date filter opens on the current month to date. Change it to the period you need. The report covers transactions that were reconciled in that range, so anything still sitting in To Review will not appear.
3
Read it
Each row shows the Transaction Type, Amount, who it was Actioned By, the Date and the Entity it affected. The cards above the table total the incoming, the outgoing, the combined figure and the number of transactions, and they follow whatever you search or filter. The table searches, sorts and exports like any other table in Keyhook.
Fee Reports
1
Open the report
Go to Financials → Trust Accounting Reports, then under Fee Reports click View Report.
2
Set the period and the ledgers
The Date filter opens on the current month to date. Show custom fee ledgers is off, so the report covers your standard fee accounts only. Switch it on to bring any custom fee ledgers in as well.
3
Read it
Each row shows the Date, the fee Account it was posted to and the Amount, with the total fees and the fee count above. A long date range can return more fees than the table will hold: when that happens a warning appears with the true total for the range, and you narrow the dates to see every row.
Daily Reconciliation
1
Pick the day
Go to Financials → Trust Accounting Reports, then under Daily Reconciliation click Download Report and choose a date. Future dates are not selectable. Pick today and the report runs up to the current time.
2
Generate the PDF
Click Generate. The PDF gives you the opening balance for the day, the presented and unpresented receipts and payments, and the closing balance. Run it each day as you finish reconciling and you have a dated record of where the account stood.
3
Or run today's from the bank feed
Go to Financials → Bank Feeds and in the Reconciliation Reports panel click Daily report. That generates today's report in one click, with no date to choose. The very first time your agency generates one, Keyhook asks for yesterday's closing balance so the sequence has a starting point.
Monthly Reconciliation
1
Set the period
Go to Financials → Trust Accounting Reports, then under Monthly Reconciliation click Download Report and enter a From date and a To date. Both are required, neither can be in the future, and the to date has to be on or after the from date.
2
Generate the PDF
Click Generate. The PDF gives you the opening balance for the period, the presented and unpresented receipts and payments, and the closing balance. Pick the current month and it runs up to today. This is the report to give your auditor.
3
Or run it from the bank feed
Go to Financials → Bank Feeds and in the Reconciliation Reports panel click Monthly report. It opens the same date range window.