# Reports — Understanding Your Business Numbers Reports are your window into how your business is performing. ActuaryPOS Hybrid Solution includes over 30 built-in reports covering sales, purchases, stock, expenses, taxes, and more. This guide explains each report and what it tells you. --- ## What You'll Learn - Where to find reports - What each report shows - How to filter and export reports - How to use reports for better business decisions --- ## How to Access Reports 1. Go to **Reports** from the left sidebar. 2. You'll see all available reports organised into categories. 3. Click any report to open it. 4. Use the **date filter** and other options at the top to focus on what you need. 5. Most reports can be **exported** to Excel, CSV, PDF, or printed directly. 📸 *[Screenshot: The Reports menu showing all report categories]* --- ## Business & Profit Reports ### Profit & Loss Report Shows your overall business performance — are you making money or losing it? - **Total Sales** minus **Cost of Goods Sold** = **Gross Profit** - **Gross Profit** minus **Expenses** = **Net Profit** 📸 *[Screenshot: The Profit & Loss report showing totals and net profit]* > 💡 **Tip:** Run this report monthly to track your business health over time. ### Purchase & Sell Report A combined view of all purchases and sales, with totals and difference calculations. Useful for getting the big picture. --- ## Sales Reports ### All Sales Report (Sale Invoices) A list of every sale with: - Invoice number, date, customer, total, payment status - Filter by date, customer, payment status, or location ### Product Sell Report See which products are selling and how much: - Product name, quantity sold, total revenue - Filter by product, category, brand, or date range ### Sell Payment Report Track all payments received from customers: - Payment date, amount, method, reference - Helpful for reconciling bank statements ### Sales Analysis Compare sales across time periods, products, or locations to spot trends. ### Trending Products Discover your best-selling products over any time period. Use this to make sure you always have popular items in stock. 📸 *[Screenshot: The Trending Products report showing top sellers]* --- ## Purchase Reports ### Product Purchase Report See what you've been buying: - Product name, quantity purchased, total cost - Filter by supplier, category, or date ### Purchase Payment Report Track all payments made to suppliers: - Payment date, amount, method, reference --- ## Stock Reports ### Stock Report The most important stock report — shows current stock levels for every product: - Product name, SKU, current stock, stock value - Filter by location, category, brand 📸 *[Screenshot: The Stock Report with location filter]* ### Stock Value Report Shows the total financial value of your stock — useful for accounting and insurance. ### Stock Reorder Report Lists all products that are below their reorder level and need to be restocked. ### Stock Expiry Report Shows products approaching or past their expiry date. Only available if expiry tracking is enabled. ### Lot Report Track products by lot/batch number — see which batch went to which customer. ### Stock Adjustment Report View all stock adjustments, including the reason and value of each. ### Stock Transfer Report Track all transfers between your locations. --- ## Expense Reports ### Expense Report See all your business expenses: - Broken down by category with totals - Filter by date range, category, or location - See trends in your spending 📸 *[Screenshot: The Expense Report with category breakdown chart]* --- ## Tax Reports ### Tax Report Summary of all tax collected and paid: - Tax collected on sales (output tax) - Tax paid on purchases (input tax) - Net tax payable or refundable > 💡 **Tip:** Use this report when filing your tax returns. It gives you all the numbers you need. ### GST Reports (India) If you're in India with GST enabled: - **GST Sales Report** — Sales with GST breakdown - **GST Purchase Report** — Purchases with GST breakdown --- ## POS Reports ### Register Report Shows details for each cash register session: - Opening amount, sales totals, payments by method, closing amount ### Sales Representative Report See sales performance by staff member — who's selling the most? ### Service Staff Report Track performance of service staff (restaurant/hospitality). ### Table Report For restaurants — see revenue and order counts by table. --- ## Other Reports ### Activity Log Track who did what in the system: - User actions (login, create, edit, delete) - Timestamp and details - Useful for security and auditing ### Contacts Report Summary of customer and supplier accounts — total sales/purchases, outstanding balances. ### Customer Groups Report Performance breakdown by customer group (e.g., retail vs. wholesale). --- ## How to Export Reports Most reports include export buttons at the top: | Button | What It Does | |---|---| | **Excel** | Downloads the report as an Excel spreadsheet | | **CSV** | Downloads as a simple text file (comma-separated) | | **PDF** | Downloads as a formatted PDF document | | **Print** | Opens the print dialog for your printer | | **Column Visibility** | Show or hide specific columns | 📸 *[Screenshot: The export buttons at the top of a report]* --- ## Settings & Options | Setting | What It Does | Where to Find It | |---|---|---| | **Date Range Defaults** | Set default time periods for each report type | **Settings → Business Settings → Date Range** | | **Financial Year Start** | When your financial year begins | **Settings → Business Settings → Business** | | **Reports Module** | Enable or disable the Reports feature | **Settings → Business Settings → Modules** | --- ## Common Questions **Q: Why are some reports empty?** A: Check the date filter — it might be set to a period with no transactions. Also, make sure you have the right permissions to see report data. **Q: Can I schedule automatic reports?** A: Currently, reports are available on-demand. Export them regularly and save for your records. **Q: Who can see reports?** A: Only users with the "Reports" permission can access the Reports section. Administrators control this through role-based permissions. --- ## Tips & Best Practices - 📌 Review **Profit & Loss** at least monthly to track business health - 📌 Check **Trending Products** weekly to keep top sellers in stock - 📌 Use the **Stock Reorder Report** to create your next purchase order - 📌 Export the **Tax Report** before each tax filing deadline - 📌 Review the **Activity Log** if you suspect any unusual activity - 📌 Use **date range filters** to compare performance across months or years