Admin / Reports
Money and business reports
Review profit, business totals, customer debts, collections, cheques and invoice mismatches in Admin.
Open Reports and choose an available report. The hub shows only reports your permissions and enabled features allow. Access to one report does not grant access to every financial record.
Choose and read a report
- Choose the report that answers your question.
- Set its date/period and any branch, user or route filters shown. For a custom period, enter both dates and read the resulting range.
- Review the summary, then the rows or customer detail. Totals may cover the whole result rather than just the visible page.
- Use Print or PDF where offered and verify the document’s period, filters and figures. Some current PDF buttons open the same printable document as Print; use the browser’s print-to-PDF if needed.
Sales, collections, pending cheques and advance held describe different things. Do not add them together as cash received.
| Report | When to use it and what to select |
|---|---|
| Profit | Review revenue, recorded cost of goods, gross profit and margin for a period. Choose the grouping offered, such as product or customer. Gross profit is not net profit after expenses. |
| Business report | Review overall trading for a day, month or custom period; narrow by Source, User, Route or Warehouse. Compare sales, collected money, credit, products and activity. |
| Daily account summary | Choose Date and Users to see sales, collections and amounts left owing, split by payment method, item and customer. |
| Outstanding customers | Filter Route/Branch and sort the customer list. Select a customer for unpaid invoices, actually due, pending cheque coverage and advance held. |
| Debtors | Choose As at, Route, Cheques, search/order and the report layout. Review debt and its age before planning collections. |
| Cheques | Filter the date fields and Status. Received/deposited/cleared/bounced figures are cheque states, not interchangeable cash receipts. Use the cheque-management guide for changes. |
| Invoice mismatches | Compare invoice totals against the related order, using dates/search and the safe-to-rebuild filter. This report also has actions that change records. |
Invoice mismatch actions
Check the original order and invoice before using either action. These buttons submit immediately; do not expect a separate confirmation dialog.
- Rebuild from the order is offered for eligible unpaid invoices without posted stock, returns or payment allocations. It recreates the invoice from its order; check the resulting record and reference before sharing it.
- Book … as a due correction adds a positive missing amount to the customer’s due. It applies only to eligible issued/part-paid/paid invoices with posted stock and no returns. An existing correction is shown rather than booked again. It does not refund an overcharge or collect money.
For returned invoices, overcharges or unavailable actions, review with the owner rather than forcing a rebuild.
Results needing verification
The current Profit category include/exclude controls are not consistently passed through to the calculation. Verify category-specific figures before using them; period and grouping remain useful. Printed documents can differ when a false/off filter is omitted. Check the document rather than assuming it matches every screen option.
If a report is empty, check the period, stock location, branch access and record status. Draft/cancelled documents may be excluded from sales calculations. A return can reduce net sales even though the original invoice remains visible.