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