Reading your reports
Profit and loss, what you own and owe, cash, stock value, best sellers and dead stock.
Your reports are worked out from everything you record, so there is nothing to type into them. Open Reports and pick one. Reports are for the owner and branch managers, because they show costs and profit.
What each report tells you#
| Report | The question it answers |
|---|---|
| Profit & loss | Did I make money? Sales, what the stock cost, running costs and net profit, for any dates, month by month if you like. |
| What you own & owe | What am I worth? Cash, stock and what customers owe you, against what you owe suppliers. |
| Cash position | Where is my money? Every till, MoMo line and bank account, as at any day. |
| Stock valuation | What is my stock worth at cost? By branch and category, for any past day. |
| Sales analytics | What sells? Best and slowest sellers, and margin by product and category. |
| Dead stock | What's sitting there? Items not sold (or restocked) for a number of days, and what they're worth. |
| Branches | How do my branches compare, side by side, for a period? |
| Data quality | How complete are my records? How much stock has a cost, when each branch was last counted, and how far the books are closed. |
On your home page#
The owner's home page shows the key figures without opening a report: sales today and this month, stock value, what customers owe you, your money accounts and what is running low. Tap any of them to go to the full report.
Choosing what you see#
- Dates: pick a start and end day. By default a report starts on the first of this month and ends today. "As at" reports (stock, cash, what you own & owe) look at one day.
- Branch: pick one branch, or leave it for everything you can see.
- Branch managers see their own branches. The owner sees the whole business, including business-wide items such as head-office rent, the main bank account and the owner's own money.
Downloading a report#
Every report except data quality has Download Excel and Download CSV at the top. The file has the same dates and branch you chose on the page. Excel puts each table on its own sheet (for example Best sellers, Slow sellers and By category); CSV has the main table. Amounts are plain numbers, ready for your own sums or to send to your accountant.
Reading them well#
- Gross profit is sales minus what the goods cost. Net profit is that minus your running costs (rent, salaries and so on).
- Returns are taken out before you see sales, so the figures are for what customers kept.
- Voids count on the day they happen, so a report never changes for a day that's already passed, and it adds up to your profit and loss.
- Stock valuation is at your average cost. If many products have no cost, the figure is too low: the Data quality report tells you how many.
- Dead stock is money tied up on shelves. Selling it cheaply, returning it to a supplier or moving it to a busier branch frees cash.
- Stock turnover in Sales analytics says how many times your stock is sold through. A low number means too much stock for what you sell.