OTHER REPORTS

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During the course of our tour through The Application, we have looked at various reports, from the A/P Aging report to the Cash Receipts Journal. The Application provides us with a wide variety of reports in addition to those we have already seen. These reports can be found under the Reports menu, where you see six sub-categories of reports: File Maintenance Reports, A/R Reports, A/P Reports, Sales Reports, Purchasing Reports, and G/L Reports. We have already looked at two of the File Maintenance Reports (the Customer Order Guide and the Customer Load Sheet) and all but one of the A/R Reports and all but two of the A/P Reports. Now we will simply work down the list of available reports as they appear under the Reports menu, skipping those we have already discussed.

Under Reports File Maintenance Reports, we find seven reports listed. There are actually eight, since the Customer Order Guides menu item also has an option to print the Customer Load Sheet report. However, both of these reports were discussed under E: Order Entry earlier in this section, so we will here look only at the first six reports on the list.

The first option is Customer List, which allows you to print a Customer Master List (Figure 118). The setup form for this report allows you to choose a range of customers if you do not want a list of all customers, or you can run the report to show all customers assigned to a salesperson. A checkbox at the bottom allows you the option of including inactive customers. You can also choose whether you want the report to list the customers in account-number order or alphabetical order by name.

The next report is the Ledger Codes Listing which prints out a chart of accounts (Figure 119).

Next is the Inventory Product List report (Figure 120). This report simply lists your inventory items along with their current Status. You can choose to list only a part of your total inventory on the form by entering a Beginning Item and Ending Item in the print setup form, or you can tab through those two fields to list all items in your inventory. You can also opt to include inactive items in this report if you like.

The next item under the File Maintenance Reports menu is the Vendor Item Listing report (Figure 121). The Vendor Item Listing report can be run for specific vendors, a range of vendors, or for all vendors, and you can choose to include the cost of each item on the list in the report as well (Figure 121 shows the report when the Include Cost option has been selected on the print setup form).

Below the Vendor Item List option is the Vendor List option, which allows you to print a Vendor List (Figure 122), either within a range you specify or all vendors, and allows you to choose whether the vendors are listed in numeric or in alphabetical order. Note also this report prints in a landscape layout, whereas all the reports we have looked at until now have printed in portrait layout.

The sixth item on the File Maintenance Reports menu is the Vendor Program List (Figure 123). This report shows you any vendor rebate programs, and it can be run by vendor or by customer. The report shows the items relevant to each program and the rebate amount of each item.

The Customer Order Guide and the Customer Load Sheet which are accessible from the last option on the File Maintenance Reports menu have already been discussed in Section III E. The reports available on the next menu option under the Reports menu, A/R Reports, have also already been discussed elsewhere (Section III F and Section III G). We also discussed most of the report on the A/P Reports menu in Section III D, but there are two options there relating to 1099's that we will discuss here.

The first option allows you to print the 1099 Report for a specified year (Figure 124). This report shows you the vendors to whom the system says you are required to send a 1099 and their Federal ID number and the 1099 Total for each vendor.

Once you have verified the 1099 information with the 1099 Report, you can use the final menu option on the A/P Reports menu, Print 1099s, to print the actual 1099s on an ink-jet or laser printer. The setup form allows you to also print voided and corrected 1099s.

This brings us down to the Sales Reports option and the reports available there. The first of these fifteen reports is the Sales Report found under Reports Sales Reports Sales Journal. This report can be run in Summary or Detail. The Summary Sales Report (Figure 125) lists all invoices within a specified date range and gives you a cost-of-goods-sold total for each invoice along with the total billed on the invoice and calculates a gross profit percentage based on those figures. The Detailed Sales Report (Figure 126) gives you the essentially the same information, but gives you the invoice detail showing individual items as well as quantities sold for each item. The Sales Report can be run for all customers or you can run it for a specific route.

When printing the Sales Report, you can also select the Include G/L Distribution checkbox to print the Sales G/L Distribution report (Figure 127).

The next item on the Sales Reports menu is ABC Reports. Selecting this option brings up the report setup form seen in Figure 128.

As you can see, the ABC Report is actually a collection of reports that can be configured in a wide variety of ways. Basically, the report allows you to take sales figures for a specified period and rank those figures, dividing the ranking into either two or three groups. This can provide you with, for example, a ranking of your customers based on total Sales Dollars for a given period, grouping the top 20%, the middle 20%, and the bottom 60%, providing you with subtotals for each group (this is, in fact, the report that would be generated based on the setup displayed in Figure 128 and an example of the report is shown in Figure 129). Or you could rank your inventory Items by GP Dollars. Or you could rank your Salespeople by total Sales Dollars or by GP Dollars, or rank your Vendors by total Quantity sold. In fact, any combination of options is allowed except that GP$ Per Stop is not available for reports ranking Items or Vendors. You can group the results by any combination of percentages of the total, and you can generate a report with only two categories instead of three if you prefer. As you select different options, note that the blue text toward the bottom of the form changes to describe the report based on those options.

The GP$ Per Stop option looks at the number of stops made for a customer or a salesperson’s customers and divides the total GP Dollars by that number. The system defines a stop as an invoice with a positive dollar amount, so if you are not certain your customers are being issued a single invoice per stop, you will want to treat this figure as an estimate. Nevertheless, it can be a useful and interesting figure. The ABC Report is designed to give you several ways to evaluate your customers, products, salespeople or vendors. In the example shown in Figure 129, you can see that Mama Angela Restaurants is the #1 customer based on total sales dollars, but it comes in sixth in a ranking of customers in terms of gross profit dollars per stop and would be ranked even lower if the report were based on gross profit percentage. For comparison purposes, Figure 130 shows you an example of the ABC Report run for Customers based on GP$ Per Stop.

The next report option is the Item/Customer Sales Summary (Figure 131). This report is similar to the Sales Report in that it allows you to view sales to specific customers within a date range, but the Item/Customer Sales Summary lists those sales by inventory item rather than by invoice, so that you can see which products were sold to the customer. You can also specify a range of items to run the report and you can run the report for a single salesperson or for a single vendor. Like the Sales Report, the Item/Customer Sales Summary gives you a cost-of-goods-sold figure and calculates a gross profit percentage.

Under Inquiries Sales Inquiries Item/Customer Sales you will find an inquiry that is the equivalent of this printed report. If you want a quick look at item sales for a customer without needing a hardcopy, you might prefer to view the inquiry rather than run the Item/Customer Sales Summary. We will discuss the Item/Customer Inquiry in the next subsection.

Next on the Sales Reports menu we come to Price Books. The Inventory Price Books report lists your inventory items (or a specified range of inventory items) along with your sell price for the item. If you choose the All Prices option on the print setup form, the report will print the five price-bracket prices for each item (Figure 132).

By selecting the Include Cost checkbox on the print setup form, you can also print the cost of each item along with your sell prices (Figure 133).

If you just want to show a single price category for each item, you can select the Single Price option on the print setup form and then select the price category you want from the drop-down textbox to the right. This generates a report with only one price category displayed (Figure 134).

The next report is the Negotiated Price Report (Figure 135) found under the Negotiated Inventory menu option. This report shows you the status of negotiated pricing arrangements as of a certain date. The Effective Date on the print setup form defaults to the current date unless you overwrite it. You can choose to show all negotiated pricing arrangements, for both individual customers and customer groups, or you can select one or the other and you can specify a range for each.

The next report option is the Monthly Sales Calendar, which allows you to view daily sales in a calendar format as shown in Figure 136. Simply enter the month-ending date on the print setup form to generate the report for that month.

Next is the 3-Period Comparative Sales Report. This report allows you to compare sales to customers across three different, user-defined periods of time. Like the ABC Report, this report has a more elaborate setup form, an example of which can be seen in Figure 137. Note that, also like the ABC Report, this setup form provides a description of the form which will be generated based on the options you selected that changes dynamically as you make your selections.

As you can see from the setup form, the 3-Period Comparative Sales Report can be configured such that you are comparing sales for three months, for three weeks, or for any three periods based on a user-defined date range. If you choose to define your own date range, The Application takes the beginning and ending dates you provide and divides the range into three equal periods. As you can see in the example shown in Figure 137, the user has chosen a beginning date of October 1 and an ending date of December 31, and the report will compare the three equal periods within that range as displayed in the description to the right. You can also choose to either display results for a range of customers (or one customer as shown in the example), or for all customers assigned to a specific salesperson. Finally, you can choose to run the report for only those items that were sold to the selected customers within the date range you have chosen for the report, or you can include all items in the customer profiles, whether or not they were sold to the customers within the specified range. If you choose the latter option, you can also decide whether you want the report to show even those items that were input manually to the customer profiles, but have never actually been sold to the customers.

Figure 138 shows the report that would be printed based on the configuration defined in the setup form shown in Figure 137. The 3-Period Comparative Sales Report is another landscape report (it prints sideways). Note how a black bar is drawn across periods in which an item was not sold. This report can provide you with a quick visual indicator of which items the customer has dropped or picked up within the specified range.

The next report on the Sales Reports menu, the Vendor Open Order Summary (Figure 139) found under Item Sales Report by Vendor, can serve at least two functions. The report prints products by vendor based on sales within a selected date range, and you have the option of including posted invoices in the totals or only including open invoices in the totals, depending on whether or not you check the Include Posted Invoices checkbox on the setup form. The first way this report can be used is to provide a list, by vendor, of the products you need to order on any given day. In this scenario, a daily turnover of inventory is assumed, and products being shipped on any given day will need to be re-ordered for the next day’s deliveries. To use the Vendor Open Order Summary for this purpose, you will not want to select the Included Posted Invoices option, and the date range will probably be the next day’s date. Running the report with these parameters gives you a list of products, by vendor, which are shipping out the next day (this is illustrated in Figure 139). Note this report is found both under Reports Sales Reports Item Sales Report by Vendor and Reports Purchasing Reports Vendor Open Order Summary.

The Vendor Open Order Summary can also be used simply to show you how much you purchased from any given vendor for a given date range based on sales.

Next is the Low Margin Report (Figure 140). The Low Margin Report allows you to specify a date range and a percentage, and then display all items sold within that date range that were sold at a gross-profit percentage less than the specified percentage.

Figure 140 depicts a Low Margin Report run for the month of February displaying all items sold at less than a 10% gross-profit percentage. The report shows the actual gross-profit percentage and indicates the GP$ Deficiency, which is the difference between how much the item sold for and how much it would have sold for had it been sold at the specified gross-profit percentage. For example, the first item shown in Figure 140 was sold at a GP% of 3.53% - had it sold at the specified 10% instead, it would have increased the sale by $2.75.

If no percentage is selected, the report displays everything sold below cost.

The next report is the Sales Tax Report (Figure 141) which applies sales tax rates to total taxable sales to give you a sales tax due figure, categorized geographically according to the tax codes you created with the Tax Table Maintenance form back in Section II J.

The next option under Sales Reports is the Sales Report by Salesman option which brings up the Sales Analysis By Salesman report (Figure 142). This report gives you sales listed by customer and invoice for a salesperson, a list of salespeople, or all salespeople within a specified date range. The setup form for this report has an Include Cost checkbox which allows you to choose whether or not you want the report to display the Sales Cost column.

Next is the Sales Commission by Salesperson report (Figure 143) found under Salesman Commission Report. This report gives you the detail, by invoice, and total of commission owed to a salesperson for a specified period based on the parameters you set up for that salesperson in the Salesman File Maintenance form (Section II I). You can run this report for one salesperson, all of your salespeople, or a selected range of salespeople.

The next report is the Vendor Rebate Report (Figure 144). This report provides us with information on the rebate programs we set up using the Vendor Programs & Pricing form back in Section II M. You can use this report to determine how much you are owed from your vendors for a given period based on the programs you have with them. Note that the report displays the amounts due from you vendors as negative amounts.

The next report under Sales Reports is the Dead Items Report (Figure 145). This report lets you specify a date and then lists any items that have not been sold since that date. You have the option of running this report for only those items that are currently in your inventory.

The final item on the Reports Sales Reports menu is Route/Call Sheet. This option allows you to print the Call/Route Sheet report we looked at in Section III E.

Under Reports Purchasing Reports you will find five reports listed. Three of these reports, the Inventory Transfer Journal, the Inventory Valuation Report, and the Vendor Open Order Summary, we have looked at already. The Inventory Transfer Journal was discussed in Section III C, the Inventory Valuation Report was discussed in Section III A, and the Vendor Open Order Summary is the same report we accessed under Reports Sales Reports Item Sales Report by Vendor (Figure 139). This leaves us with two reports to look at, the Item Purchase Report and the Vendor Re-Order Report.

The Item Purchase Report (Figure 146) lists inventory items purchased within a specified date range. You can run the report for a single item, for a range of items, or for all items. You can also run the report by Date Ordered or by Date Received.

The Vendor Re-Order Report (Figure 147) provides you with information useful when ordering from your suppliers. You can run the report for an individual vendor, a list of vendors, or you can specify a day of the week and the report will run for all vendors for which you have assigned that day as an order day (something you did when you set up the Vendor File Maintenance form back in Section II F). The report tells you how the quantity On Hand of the item, as well as giving you some sales history for the item to aid you in reordering.

The three reports under Reports G/L Reports pertain to accounting and will be discussed elsewhere. Briefly, they allow you to print all activity in a given G/L account for a specified period, and to print financial statements from the system.

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Cash Receipts

TOC

Other Inquiries