Invoice Detail Report

What is an Invoice Detail Report?

The Invoice Detail Report provides a detailed view of invoice transactions based on the selected criteria. It enables users to analyze invoice information using an interactive pivot table, allowing data to be grouped, filtered, and summarized from different perspectives.

This report can also be used to retrieve the Last Payment Date for customers by adding the Last Payment Date field to the report layout through the Fields configuration window. Users can further filter the report using criteria such as Period, Store, Brand, Category, Item Group, Customer, Vendor, and Presentation to review invoice and payment information for specific customers or transactions.

Running and Customizing Invoice Detail Report

To access and work with the Invoice Detail Report in XoroERP, follow these steps:

1. Navigate to Menu → Reports → Sales → Invoice Detail Report.

2. The report opens in an interactive pivot table format where users can customize the layout, apply filters, and analyze invoice information based on their business requirements.

Report Filters

To help users quickly narrow down invoice data, the Invoice Detail Report provides several filters at the top of the screen.

• Period: Filters invoice records based on a predefined period or a custom date range. Users can select a predefined period such as This Week, This Month, This Fiscal Quarter, or specify a custom From and To date.

• Sale Store: Displays invoice records for the selected store.

• Item or Desc: Searches invoice records using the item number or item description.

• Brand: Filters invoice records based on the selected item brand.

• Category: Displays invoice records belonging to the selected item category.

• Item Group: Filters invoice records by the selected item group.

• Customer Name: Displays invoice records for the selected customer.

• Vendor Name: Filters invoice records associated with the selected vendor.

• Presentation: Filters invoice records based on the selected presentation.

After selecting the required filters, click the Refresh icon in the top-right corner of the report to apply the changes.

Pivot Table Rows and Columns

The Invoice Detail Report presents information using an interactive pivot table. Users can organize the report by arranging different fields into Rows, Columns, Values, or Report Filters, allowing invoice information to be analyzed from different perspectives.

For example, users can group invoice data by Customer, Invoice Number, Item, Brand, Category, Currency, Store, or any other available field to generate customized invoice summaries.

Invoice Detail Report Fields

The Invoice Detail Report contains a wide range of fields that can be used for filtering, grouping, and summarizing invoice information.

Field	Description
Invoice Number	Displays the invoice number.
Order Number	Displays the associated sales order number.
Customer Name	Displays the customer associated with the invoice.
Parent Customer	Displays the parent customer, if applicable.
Sale Store	Displays the store associated with the invoice.
Item Number	Displays the item number.
Description	Displays the item description.
Qty	Displays the invoiced quantity.
Unit Price	Displays the unit selling price.
Effective Unit Price	Displays the effective unit price after discounts.
Amount	Displays the invoice amount.
Sub Total	Displays the invoice subtotal before taxes.
Tax	Displays the tax amount applied to the invoice.
Tax Code	Displays the tax code associated with the transaction.
Currency	Displays the invoice currency.
Invoice Payment Status	Displays the payment status of the invoice.
Last Payment Date	Displays the date on which the latest payment was received for the invoice.
Due Date	Displays the invoice due date.
Txn Date	Displays the invoice transaction date.
Ship Date	Displays the shipment date.
Brand	Displays the item brand.
Category	Displays the item category.
Item Group	Displays the item group.
Item Type Name	Displays the item type.
Vendor	Displays the associated vendor.
Presentation	Displays the presentation assigned to the invoice.
Default Location	Displays the default inventory location.
Invoice Project Class	Displays the project or class associated with the invoice.
Customer Custom Fields	Displays customer custom field values configured in the system.
Item Custom Fields	Displays item custom field values configured in the system.
Third Party Source	Displays the source system from which the invoice originated, if applicable.

These fields can be arranged in different sections of the pivot table to generate customized invoice summaries.

Drill-Down Functionality

• Total Sum of Amount

Clicking any summarized value in the Total Sum of Amount column opens a Details window displaying the individual invoice transactions that contribute to the selected amount. The Details window displays information such as Description, Item Number, Currency, Qty, and Amount, allowing users to review the invoice records that make up the summarized value.

Clicking any summarized value in the Total Sum of Qty, Sum of Amount, or Sum of Qty columns opens the same Details window, displaying the individual invoice transactions that contribute to the selected quantity.

Toolbar

The toolbar provides several options for managing, exporting, and customizing the report.

1. File

• Save My Layout: Saves the current report layout for future use.

• Restore Layout: Restores the previously saved report layout.

• Restore Filters: Removes all applied filters and restores the default filter settings.

• Save as New: Saves the customized report as a new report component for future use.

1. Tools

The Tools menu provides utilities for managing and interacting with the report layout.

• Expand All: Expands all grouped rows and columns, displaying every level of the hierarchy.

• Collapse All: Collapses all expanded rows and columns, displaying only summarized information.

• Fill Group Cells: Repeats grouped values in blank cells to improve readability.

• Hide Group Cells: Displays grouped values only once to provide a cleaner report layout.

1. Export

Users can export the report in multiple formats (CSV, HTML, and PDF) for reporting and further analysis.

• Grid: Displays the report in an interactive grid layout.

• Charts: Displays graphical representations of the report data for visual analysis.

Layout and Formatting Options

The right side of the toolbar provides options for customizing how the report is displayed.

Format

The Format option allows users to customize the appearance of the report, including number formatting, currency formatting, text alignment, decimal separators, thousand separators, and conditional formatting rules.

Options

The Options window allows users to customize how the pivot table is displayed. It provides settings for controlling the display of grand totals, subtotals, and the overall layout of the report.

The available options include:

1. Grand Totals: Users can choose to:

• Do not show grand totals

• Show grand totals

• Show grand totals for rows only

• Show grand totals for columns only

1. Subtotals: Users can choose to:

• Do not show subtotals

• Show subtotals

• Show subtotal rows only

• Show subtotal columns only

1. Layout: Users can choose one of the following layouts:

• Compact Form

• Classic Form

• Flat Form

After selecting the desired options, click Apply to update the report layout or Cancel to discard the changes.

Fields

Selecting Fields opens the field configuration window where users can fully customize the report layout.

Within this window, users can search available fields, add or remove fields from the report, rearrange fields using drag-and-drop, and organize them into the Report Filters, Rows, Columns, and Values sections. Users can also expand or collapse field groups for easier navigation.

For example, users can drag Customer Name into Rows to group invoices by customer, Currency into Columns to compare invoice values across currencies, Amount or Qty into Values to summarize invoice totals, or Sale Store into Report Filters to display invoices for a specific store.

After making the required changes, click Apply to update the report.

Calculated Values: The Add Calculated Value option allows users to create calculated fields for the report.

Users can select predefined calculations or create custom formulas using mathematical operations and supported aggregation functions. These calculated values can then be added to the report like any other value field, enabling customized invoice analysis based on business requirements.

Calculated values can also be defined using mathematical operations and system-defined functions such as SUM, AVERAGE, and other supported aggregate functions.