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Reports — Where the Numbers Start to Mean Something

Lists answer "which record"; reports answer "how much, to whom, when". This window holds seven ready-made reports plus the company-wide Company reports; none of them writes data — all are read-only. This page teaches which report to open for which question; knowing how to pick a report is half of reading one.

1. The layout of the screen

The window is split in two: the report list on the left, the selected report's parameter form and result on the right. On a narrow screen (phone/tablet) the left list becomes a drop-down — the logic is identical.

2. Which report for which question?

A new user's biggest difficulty is not reading a report but choosing the right one. Read the table below starting from the question:

3. FIFO or LIFO? — the one hard question in the Earnings report

The Earnings report has to answer "what did the goods I sold cost me". But if you bought the same product on different dates at different prices, it is not obvious which purchase you sold. There are two conventions:

4. Reading the cash flow

The cash flow report is a forecast, not a record. It looks at the due dates of your receivables and payables, splits them into periods and says "this week/this month, what comes in and what goes out". Two parameters change the result substantially:

• Period length

  Splitting weekly shows a cash squeeze early but makes the table long. Splitting monthly keeps it short but hides a one-week gap inside the month. If your payment days are tight, look weekly.

• Delay ratio

  This answers "what share of my customers do not pay on time?". Enter 0% and the report tells an optimistic fairy tale; enter your real ratio and the number becomes useful. If you do not know the ratio, look at the payment-behaviour badges on the accounts list: how many customers say "late"?

5. Chart and pie reports

These two reports work from ready-made presets: you pick a preset from the list, give a date range and run it. You cannot edit the preset — the free-query field is closed on purpose. The reason is security: if free text went straight to the database, a malicious line could damage the system. If you need a new preset, your system administrator adds it.

6. A report I cannot see in the list

The report list narrows according to your permissions. Earnings and the Profit Panel depend on the "earnings report" right, Budget and Working Capital on the "budget report" right, Chart Reports on the "graphical reports" right. Without the right, the row is not shown at all — this is design, not a bug: you do not wonder about a button you cannot see. If you need it, ask your system administrator for the permission.

7. Use by role

8. Company reports

Card reports draw the picture of a single account or a single stock card; Company reports ask the same questions for the whole company: what did we sell this quarter, how much do we owe to whom, which stock is sitting idle, are work orders finishing on time. In the left list, under the Company reports heading, there are six categories: Finance, Sales, Purchasing, Stock, Production and Human resources; click a category name to open its reports. On a phone the same reports sit in the drop-down at the top, in groups named "Company reports · <category>". All company reports are read-only.

Running a company report

1. Choose the period. The Start and End dates open as the start of the year to today. The shortcuts below fill them in one click: This month, Last month, This quarter, This year, Last year, Last 12 months. The start cannot be after the end; a period is at most ten years.
2. Choose the comparison. The Compare box has three options: No comparison, Previous period and Same period last year. The previous period is the period of the same length immediately before yours; if your period is made of whole months it shifts month by month (the one before April–June is January–March, not a count of days). Some reports show the current state and therefore cannot be compared (e.g. open orders, negative stock, leave balance); for them the box is disabled and hovering over it tells you why.
3. Fill in the report's own parameters. Some reports have their own fields, such as Breakdown in sales analysis, Discount threshold (%) in discount leakage or Inactivity threshold (days) in dead stock. Default values come pre-filled.
4. Press Run report. The form does not compute while you type; it runs only with this button. Until the result arrives it says "Calculating report…".

Reading the result

KPI boxes are the report's headline figures. If you chose a comparison, each box shows the "Comparison: …" value and the percentage change with ▲/▼ underneath. The colour tells you the meaning, not the direction: green is good (revenue up, delay down), red is bad (returns up, collections down), grey is neutral (no change, or the report cannot say whether a rise is good or bad).

In tables, clicking a column heading sorts the rows by that column; a second click reverses the order. Clicking a cell written in blue opens the record: the invoice, order, quotation, account card, stock card or work order. (An order already moved to the archive, i.e. fully invoiced, cannot be opened; that cell is not blue.) With a comparison on, the comparable columns get "(comparison)" and Change % sub-columns next to them. A table is split into pages of 50 rows, with a Total row at the bottom.

There are two export buttons: Download CSV at the head of each table downloads that table only, while Download Excel (XLSX) above the report downloads the whole report — each table on its own sheet. The collapsible Calculation and data coverage note at the bottom explains, line by line, which records were counted, by which measure, and what was left out; read it before you question a figure. Yellow boxes are warnings (e.g. movements with a faulty exchange rate were not counted); if the "row limit was reached" warning appears, narrow the period or the filter.

Download PDF opens the report as an A4 PDF in the language and number format you see on screen: KPI boxes, warnings, tables (at most 300 rows per table, all rows are in Excel) and the calculation notes. Charts are not included. The PDF is produced by the same route as printed forms (the message service); if that service is down, an Open printable page button appears and you can print the same page from the browser. Arabic, Persian and Urdu pages run right to left; pages with wide tables are printed in landscape.

If the same report is asked for again with the same period shortly afterwards, the result comes from the cache and "Shown from cache." appears at the top (1 minute for light reports, 5 minutes for heavy ones). To see records entered in the meantime, press Refresh; the report is calculated again. The calculation time is shown in small print at the bottom. The ? button next to it opens that report's description on this page. On a phone the KPI boxes sit in two columns and tables are shown as cards.

Who can see company reports?

Company reports require the General reports permission. The chart area additionally depends on the Chart reports permission; without it the report arrives with its KPIs and tables, and in place of the chart it says "The chart requires the Chart reports permission.". The Human resources category also requires the Employees permission, because it carries personal data such as payroll, leave and absence; a user without it does not see the category at all. The system administrator sees everything.

Overview

Automatic findings

Answers the question "what should I look at?" on one page once customer data has been loaded. Thirteen checks are run: dead stock, receivables over 90 days, overdue receivables, receivables concentration, sales concentration, sales below cost, products with unknown cost, discount leakage, negative stock, payables over 90 days, bounced documents, late sales orders and expired lots. Each check runs the related company report with the same measure; in the Findings table every row carries a full sentence, a severity (High / Medium / Info), an amount and a Source report link — the link opens that report with the same period and parameters, where the details are. The Check list also shows areas with no finding as "No issue found" and those without data as "No data"; if a source fails, the report does not fail, that check becomes "Not calculated". Period reports use the selected period, dead stock and receivables use the end date, negative stock and the others use the current situation, so there is no comparison. The Automatic findings button on the Owner Dashboard opens the report with the dashboard's period; Download PDF turns it into a one-page summary to share.

How is severity decided? The thresholds are the same as on the Owner Dashboard: dead stock at 10% of stock value or more is medium, at 20% or more high; overdue receivables above 20% of open receivables medium, above 40% high; a single customer's share of receivables or sales at 30% or more high. In addition, receivables over 90 days at 10% of open receivables or more, a Herfindahl index above 2,500 (above 1,500 is medium), and a loss below cost or a discount over the threshold at 1% of revenue / net sales or more count as high. Negative stock, bounced documents and expired lots are always high. The full list of thresholds is in the report's Calculation and data coverage note; the Inactivity threshold and Discount threshold are the report's own parameters.

Finance reports

13-week cash forecast

For each of the 13 weeks starting today it shows expected inflows (open receivable due dates, customer cheques and notes, payment promises) and outflows (payable due dates, company-issued notes, payroll, VAT payment), weekly and cumulatively; the week in which cash turns negative is flagged with a warning. Overdue items are not piled into the weeks but kept in a separate table. Because it looks forward from today, it cannot be compared.

Tax and contribution burden: VAT (PPN in Indonesia), provisional tax or the monthly tax instalment (PPh 25 in Indonesia) and the employer share of social security contributions (SGK, or separate BPJS Kesehatan and Ketenagakerjaan lines in Indonesia) are entered as outflows on their payment deadline, each in its own column. The obligation package for the company's country and the answers under Official Obligations › Profile decide which items are included, their deadlines and their scope. VAT comes from the period records for completed months and from the average of the last three months for months not yet closed. The provisional tax amount is entered in the profile (HNR does not compute taxable profit). The employer share is calculated from the current contracts with the rates of the payroll legislation. Because the payroll summary is gross, the employee's contribution share and wage tax sit in the Payroll column. The Tax and contribution payment forecast table shows the type, amount, deadline, period and source of each line, and the 13-week tax and contribution burden box is the total. These payments can also be postponed in the cash simulation.

FX difference (unrealized)

It gives the difference between the value of open foreign-currency account balances at today's rate and their recorded TL equivalent; the open currency amount is found by closing movements oldest first (FIFO). Rate type selects the CBRT buying rate (default) or selling rate. Movements whose transaction rate is empty, zero or unreasonably far from today's rate are left out and counted in a warning. Because it uses today's rate, it cannot be compared.

Budget variance

It compares the cost-centre budget with actual expenses. The budget is annual and is not split into months; the variance is measured against the spending expected for the share of the year that has passed. If no budget has been entered it says "No data yet.".

Payables aging

It shows the open debt to suppliers (invoice balances and company-issued notes) in 0 / 1-30 / 31-60 / 61-90 / 90+ day buckets, together with the upcoming payment calendar; the bucket rule is the same as in receivables ageing on the account card. It gives the position on the end date; a comparison puts it next to the position on the comparison period's end date.

Cheque and note portfolio

It shows how notes received from customers and issued by the company are spread by status (In hand, At bank for clearing, Endorsed, Collected, Bounced…), type and due date, with bounced notes listed separately. The status is the note's current status.

Cost center expenses

It totals the expenses recorded to cost centres by centre and by month, using the same records as the Expense Analysis screen. If there is no expense record at all it says "No data yet.".

Receivables concentration

It shows where open receivables are concentrated: the share of the largest customer and of the top 5 and top 10 customers, the Herfindahl index (sum of squared shares; above 2,500 is high concentration) and the effective number of customers. By default the basis is the same as receivables aging (open sales invoice balances and pending customer notes); the "Account debit balance" basis uses today's balance of customer cards and cannot be compared. The customer table gives the Pareto class (A/B/C); the breakdown table totals by city, region (district), country or customer group. The report warns when a single customer's share exceeds the chosen threshold (30% by default) or when one row of the city/region breakdown exceeds it. It gives the position on the end date.

Working capital indicators

It shows how many days money waits in receivables and stock and how many days later suppliers are paid: DSO (days sales outstanding) = trade receivables ÷ daily net sales, DIO (days inventory outstanding) = stock value ÷ daily cost of goods sold, DPO (days payable outstanding) = trade payables ÷ daily net purchases; the cash conversion cycle is DSO + DIO − DPO. Daily amounts are taken over the Window for daily amounts (last 3 months by default). Receivables and payables are built from the account balances at each month end plus the cheques and notes in the portfolio on that day, so a monthly trend is available; stock value is the same as the Stock valuation report. The "Two bases on the report date" table compares this basis with the open invoices and notes (aging) basis; a large difference means unmatched collections or non-invoice records. Enter targets in Analytics Studio › Targets with the "Working capital" cube; the report shows the actual value, the status and the cash released when the target is reached.

Contribution margin and break-even trend

Gives month by month net sales, variable cost, contribution and contribution margin, fixed costs, operating result, break-even revenue, margin of safety and operating leverage, each month calculated exactly like Standard Cost › Contribution margin and break-even (at most the last 12 months). The Fixed cost source column says whether each month comes from cost center actuals, an unsaved preview or the fixed overhead budget. Cost center budget comparison gives the period budget, actual and variance per account (only months with actuals are compared). Product contribution is the period total (first 300 products, totals cover all). Reconciliation: net sales in contribution + products with unknown cost + products with returns only = Sales analysis net sales (excluding VAT). Because it shows cost amounts, the report needs cost or cost price viewing permission in addition to General Reports. There is no comparison period — the monthly table already compares periods.

Sales reports

Sales analysis

It gives net sales, sales returns, and the number of documents and customers; with Breakdown and Second breakdown it opens up by month, customer, product, product group, customer group, sales representative, region (district) or city, and VAT can be excluded or included. The measure is the same as the monthly trade report on the account card; sales returns are in a separate column. Because a product can belong to more than one group, the rows of a group breakdown can add up to more than the company total; the report says so in a warning.

Profitability ranking

It ranks the most and least profitable (loss-making) products or customers (Scope). Unit cost is found the same way as in card reports: first the purchase average in the period, otherwise the card cost. For a product whose cost is unknown, profit and margin stay empty; total profit is calculated only on the revenue whose cost is known. A cost that looks more than 20 times the selling price is flagged on the row — check the card.

Quotation funnel

It shows how much of the quotations given in the period turned into orders and invoices, the amount lost and the average closing time. Since quotations carry no status field, a quotation that has not converted and is older than Days until considered lost is counted as lost.

Open sales order aging

It shows sales orders not yet shipped in delay buckets, by promised delivery date (or order date if none). Because it shows the current state it cannot be compared: a shipped line is removed from the order, so the state on a past date cannot be rebuilt.

On time in full (OTIF)

It gives the rate at which sales orders were delivered on the promised date and in full, a customer ranking and a monthly series; the rules are the same as the OTIF report on the account card. With Promise period for orders without a delivery date (days) you can give orders that have no delivery date a promise period.

Sales return analysis

It shows sales returns broken down by product, customer and (if entered) return reason, with the monthly return rate; the measure is the same as the return rate report on the account card. If no return reason has ever been entered, a note saying so appears instead of the reason table.

Discount leakage

It lists the lines sold with a discount above the Discount threshold (%); the amount lost is the difference between the list amount and the discounted amount, totalled by customer, sales representative and product. The measure is the same as the excessive discount report on the account card.

Sales target vs. actual

It shows how far the sales targets entered in CRM were achieved, by salesperson and month; the actual figure uses the same definition as the CRM target screen. If no target has been entered it says "No data yet.".

Purchasing reports

Supplier performance

It gives suppliers' on-time-in-full rate, average lead time and purchase price difference against the period average; the rules are the same as the supplier delivery performance report on the account card.

Open purchase orders

It lists purchase orders whose goods have not yet arrived, overdue ones first, with the days of delay and the remaining amount. Because it shows the current state it cannot be compared.

Purchase price trend

It shows the first, last and average purchase unit price per product and the products whose price rose most; if you enter Single product (stock code) it draws that product's monthly price series. The measure is the same as the purchase price deviation report on the stock card.

Stock reports

Stock valuation

It values the stock quantity on the end date at unit cost and totals it by type and warehouse. Unit cost is found the same way as in card reports (Months to look back for unit cost, default 12); an item whose cost cannot be found stays unvalued and their number is shown, negative quantities are not valued, and expense cards are not included.

Dead stock

It shows items that have stock on hand but no outgoing movement for the Inactivity threshold (days) (default 180), and the value tied up in them; the measure is the same as the ageing report on the stock card. The last purchase of dead stock is often old, so by default it looks back 36 months for the unit cost.

ABC-XYZ distribution

It classifies products in a nine-cell matrix by share of value (ABC: A up to 80% of the cumulative share, B up to 95%, C the rest) and by regularity of monthly demand (XYZ: coefficient of variation); Direction selects sales or purchases. It gives the same classes as the ABC/XYZ report on the stock card.

Stock turnover ranking

It calculates each item's turnover (cost of goods out ÷ average stock value) and days of cover (how many days the stock on hand lasts), and ranks the slowest and fastest movers; it matches the turnover report on the stock card exactly. Number of items to list sets the length of the two lists.

Stock below the minimum level

It lists items that have fallen below the minimum level or will fall below it through open orders (projection = on hand + open purchases − open sales), with an order suggestion rounded up to a multiple of the minimum order quantity. Levels and open orders are kept only in their current form, so it cannot be compared.

Negative stock

It lists items whose quantity on hand has gone negative, separately for the overall total and per warehouse. It shows today's stock position.

Warehouse quantity matrix

It shows each item's quantity in the warehouses side by side; the part not assigned to any warehouse sits in the "pool" column, and items whose warehouse total exceeds the overall total are flagged. The column headings are warehouse codes and are not translated.

Expired and blocked lots

Among lots that still have quantity, it lists those past their expiry date, those expiring within the Expiry warning period (days), and those that are blocked. Lot quantities are kept only in their current form, so it cannot be compared.

Count difference summary

It summarises the surpluses and shortages found in warehouse counts, in quantity and value, by item, warehouse and reason; a difference with no reason entered appears as "Unexplained". The value uses the same unit cost as stock valuation.

Production reports

Work order status

It gives the current status of work orders opened in the period: Open, In production, Completed, Late (due date passed), At risk of delay (estimated finish is after the due date), Cancelled; the on-time completion rate is calculated too. Without an active capacity plan, risk is judged by the due date alone.

Planned vs. actual production

It compares planned quantity and time with what production confirmations report, by work order and operation. If no time was entered in the confirmations, the time comparison cannot be made and the report says so in a warning.

Scrap and loss

It distributes the scrap reported in production confirmations by product, scrap card and machine, and gives the scrap rate (scrap ÷ produced); the calculation is the same as the loss report in Production. Because a scrap record carries no reason code, the split is by scrap card, not by reason.

Machine utilization and OEE

It shows machines' running time, downtime and capacity use (capacity = daily capacity × Monday–Friday working days). OEE is calculated as availability × performance × quality and is approximate: there is no holiday calendar, and quality uses rework rather than scrap.

Production cost

It totals the material, labour and subcontracting cost in production confirmations by product and work order. The cost of a sub-order whose parent order is also in the chosen period is not added to the company total a second time; it is already inside the parent order's cost.

Subcontract tracking

It tracks, per subcontractor, the quantity sent out, returned, lost and still waiting; it shows the return time and tolerance breaches (loss percentage above the tolerance). Since shipments carry no due date, "delay" means the age of the waiting shipment.

Nonconformity and PPM

It counts nonconformity (NCR) records by product, reason and customer and calculates the defect rate per million: PPM = NCR quantity ÷ confirmed quantity × 1,000,000 (exact on a product row, approximate company-wide). If there is no NCR at all, PPM shows 0 but with a warning that quality records may not be kept.

Production employee efficiency

It shows the time worked by the employees named in production confirmations, their share of production and their efficiency against standard time (standard hours ÷ hours worked); the production share is calculated as in the operator report in Production.

Human resources reports

Payroll summary comparison

It totals the payroll summary month by month as earnings, deductions and amount payable, and distributes it by department and employee (up to 24 months). The summary is gross: social security contributions, income tax, net pay and employer cost are not in this report, and the report says so.

Annual leave balance

It lists active employees' annual leave entitlement, days used and days remaining; the calculation is the same as the leave balance on the HR screen. Because it uses today's seniority and records, it cannot be compared.

Absence

From the timesheet it counts absent, sick-leave and unpaid-leave days by employee and department, and gives the absence rate (absent days ÷ non-holiday timesheet days).

Overtime

It shows employees' overtime, night-work and holiday-work hours from the timesheet and the overtime amount from the payroll summary, month by month. The statutory annual cap is a legislation parameter, so the report has no fixed limit built in.

Workforce turnover

It shows the employees who joined and left in the period, the average headcount and the workforce turnover rate (leavers ÷ average of active employees at the start and end of the period × 100). Do not confuse it with stock turnover: this report measures how the workforce changes. The reason for leaving counts as personal data and is not included.

Free-of-charge issues (Profitability ranking). Sales lines with a price of 0 are not included in profit. Their cost appears in the Cost of free-of-charge issues and Free-of-charge issue lines boxes, and line by line in the Free-of-charge issues (excluded from profit) table (linked to invoice, account and stock); the warning area states how many lines were left out of profit. In the sales analysis these lines appear at 0 TL. The Owner Dashboard's 12-month gross profit uses the same rule and states the free-of-charge cost separately in a footnote.

9. Frequently asked

The report is slow — has it frozen?

Probably not. The budget report runs dozens of queries in a single pass; with a wide date range it can take minutes. Wait it out. If you are in a hurry, narrow the date range — for most questions the last three months are enough.

Can I take the result into Excel?

Yes — and there are proper doors for it. If the file is going to your accountant or the bank, the CSV button on the list screens downloads the visible (filtered) list as a file Excel opens directly; for account reconciliation the statement on the account card has its own CSV/PDF buttons. Just remember: a table moved into Excel is a snapshot of that moment and goes stale within a week — for in-house tracking it is healthier to run the report again from live data each time.

Two reports give different numbers — which is right?

Usually both are right and they answer different questions. Cash flow looks at due dates while the budget report looks at today's balance; an uncollected receivable appears in one now and in the other next month. Before comparing numbers, put the two reports' date and scope parameters side by side.

10. Glossary