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Sales Manual - Working with reports

Working with reports

Working with reports

Introduction

This chapter describes the process of retrieving overviews in Exact Sales. In Exact Sales, the following reports are available:

Master data reports

The master data reports display overviews of the master data that have been created in the system. Almost all these reports work the same way.

Quick inquiry reports

The quick inquiry reports can be used to retrieve data quickly. For example, when you are on the phone with a customer and you want a quick overview of the orders placed by this debtor, you can use the quick inquiry report debtors. You can go through this data by using the arrow buttons. However, you cannot print or export data. By clicking the 'OK' button, you can retrieve the details of the data.

Example

If you want to take a look at an overview of item group, you should select an item group. However, when you want to look at other item groups, you can do that by selecting a range of item groups. The left box and the right box indicate the first and the last item group respectively. You can look at the items in an item group by going to the 'Item' tab. You can also right-click on the item group line and select the available options to see more detailed information on the item.

The following quick inquiry overviews are available:

Recurring sales invoices reports

In [Sales: Reports, Recurring sales invoices], you can retrieve all the recurring sales invoices created with details such as the frequency of the creation, the types and amounts of the invoices will also be displayed. This report will also display the total amount of the invoices including VAT and discount for all recurring sales invoices that match the defined selection criteria.

Sales order reports

In [Sales: Reports, Sales orders], you can retrieve all the sales orders for which the final copies of the packing slips have not yet been printed. This report will also display information of the sales orders such as the amounts, discounts and the debtors involved.

Sales invoice reports

In [Sales: Reports, Sales invoices] you can retrieve information on all your sales invoices. You can select from what point of view you want to look at the data. This report displays all sales invoices created with details such as the invoice codes, invoice debtors, total amounts including VAT and discounts, as well as the status of the invoices. This report will also display the total amount of the invoices including VAT and discount for all sales invoices that match the defined selection criteria.

Revenue statistics reports

The revenue statistics report in [Sales: Reports, Revenue] offers a clear picture of your revenue and any current revenue trends. If you want to compare projected revenue with the revenue realized, you can use budgets. The information obtained from this analysis can be used to determine your sales strategy. Revenue statistics retrieved from various perspectives can be used to provide a complete analysis of the situation. It is useful to see overviews per item, debtor, item group or representative. This shows you how your revenue is divided and allows you to deduce the following information:

  • Best and worst-selling items
  • Performance of representatives
  • Major customers
  • Profit margin per debtor/representative

This information supports your assessments of the product range, representatives and customers with accurate figures so that you can adjust your sales policy where necessary. The results obtained can also be used to correct current budgets or set budgets for the following year.

  • Item level - Your revenue figures give you a clear picture of, for example, the way an item sells and if it is well enough to keep it in your product range and if new items are selling according to your expectation. You can determine the profit margins of each of the items in your product range.

  • Representative level - It is also important to see if your representatives fulfill your expectations. Analysis of the revenue and profit margins per region and per representative may reveal the need for an extra representative. The overview figures can help provide the answers to the following questions:
    • Which representative achieves the highest/lowest profit margin/revenue?
    • Which representative or region achieves the most sales?
    • Do I need more representatives? And if so, where?

  • Debtor level - Every company has to constantly determine its strengths and place in the market. Once you have established your market, you can focus on those customers who buy the most and/or most often. You can differentiate between large and small customers and then decide to concentrate on one group according to the sales achieved. For many companies, small customers whose total purchases generate significant revenue and profit margin are more important than a single large customer. Other companies may consider small customers not to be worth the effort. Revenue information can be important for your account management. Account management involves analyzing your business relationships with customers. These relationships are then optimized by setting targets for profit margins and revenue and by developing an appropriate sales strategy to achieve the goals defined.

  • Item group level - It is essential to see if one particular item or item group suits market needs better than another. It is also important to determine how much revenue and how big a profit margin is generated by each item group.

In short, revenue statistics can help you analyze your company's strengths and weaknesses, not only as regards products and representatives, but also customers. Accurate figures facilitate the development of sales strategies to maximize revenue.

Exact Sales offers you elaborate facilities to look at historical revenues. When you want to retrieve statistical information, you should remember the following:

The shown profit margin in some of the revenue statistics is the difference between the cost price excluding VAT and the sales price excluding VAT. The profit margin percentage is always calculated based on the net sales value.

Profit margin (amount) = Sales value excluding VAT - Cost price excluding VAT

Profit margin (percentage) = (profit margin/sales value excluding VAT) * 100%

Percentage of growth profit margin = (profit margin - profit margin previous year)/profit margin * 100%

Example

Net sales value: 2.000,-
Standard cost price: 1.750,-
Profit margin: 2.000,- - 1.750,- = 250-,
Profit margin percentage: ( 250,- / 2000,- ) * 100% = 12,5%

Back order reports

In Exact Sales, two reports are available on quantities in order and quantities in back order. These reports are very useful when you have to decide about the purchase of certain items. The reports can also help to decide which orders should be completed first when you receive goods from your supplier.

The report in [Sales: Reports, Back orders, Back orders] displays the items in back order and the items available, the debtor and the delivery date of the order.

The report in [Sales: Reports, Back orders, Items required] is extremely useful when deciding what quantities should be ordered. If you use Exact Purchase, you can print this report and use it when entering purchase orders. This report displays the quantity available, the quantity in back order and the quantity that needs to be ordered.

Sales history reports

Most companies require detailed insight into their past sales. The sales order history and the sales invoice history overviews offer valuable information on past sales, with details on prices, price agreements and other historical sales data. History overviews contain important information of your market.

All sales orders entered in Exact Sales are saved in the sales order history after the packing slips have been printed. An overview of the sales orders in the history is available in [Sales: Reports, Historical, Sales orders (Historical)]. This report also displays details of the sales orders such as the sales order numbers and the references of the orders.

After the sales invoices have been processed in the final form, they will be saved in the sales invoice history. This report can be retrieved in [Sales: Reports, Historical, Sales invoices (Historical)]. This report also displays details of the processed invoices such as the invoice numbers, invoice debtors and total amounts including VAT and discounts.

Sales Manual > Contents > Working with reports

 

     
 Main Category: Support Product Know How  Document Type: Support - On-line help
 Category: On-line help files  Security  level: All - 0
 Sub category: General  Document ID: 18.055.702
 Assortment: Exact Financials  Date: 05-02-2009
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