Sales Report

What is a Sales Report?

The Sales Report provides a flexible and interactive view of sales data, allowing users to analyze sales transactions from multiple perspectives using a pivot table layout. By applying filters, arranging fields, and drilling down into summarized values, users can evaluate sales performance by customer, item, brand, product category, store, sales type, and many other dimensions. This report helps businesses identify sales trends, compare performance, and gain detailed insights into their sales data.

Running and Customizing Sales Report

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

1. Navigate to Menu > Reports > Sales > Sales Report.

2. The report opens in an interactive pivot table format where you can customize the layout, apply filters, and analyze sales data based on your business requirements.

Report Filters

To help users quickly narrow down sales data, the Sales Report provides several filters at the top of the screen.

• Period: Filters the report based on a predefined time period or a custom date range. You can select a predefined period such as This Week, This Month, or Last Month, or specify a custom date range using the From and To date fields.

• Sale Store: Displays sales for a selected store.

• Item or Description: Search for a specific item by item number or description.

• Reference Number: Filter the report using the sales document reference number.

• Brand: Displays sales for a selected brand.

• Product Category: Filters the report by product category.

• Item Category: Displays sales belonging to a selected item category.

• Customer Name: Displays sales for a specific customer.

• Show Child Customer ?: Includes or excludes child customer records from the report.

• Customer Group: Filters the report based on customer groups.

• Sales Type: Displays sales based on the selected sales type.

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 Sales Report presents information using an interactive pivot table. Users can organize the report by arranging different fields into Rows, Columns, Values, or Report Filters, enabling them to analyze sales data from different perspectives.

For example, users can group sales by Customer, Brand, Product Category, Item Number, Store, or any other available field to create customized sales summaries.

Sales Report Fields

The Sales Report contains a wide range of fields that can be used for filtering, grouping, and summarizing sales data.

Field	Description
Customer	Displays the customer associated with the sale.
Customer Email	Displays the customer's email address.
Customer Group	Displays the customer group assigned to the customer.
Customer ID	Displays the unique customer identifier.
Customer Number	Displays the customer number.
Customer Phone	Displays the customer's phone number.
Customer PO	Displays the customer's purchase order number.
Brand	Displays the item brand.
Product Category	Displays the product category assigned to the item.
Item Category	Displays the item category.
Item Number	Displays the item sold.
Description	Displays the item description.
Qty	Displays the quantity sold.
Home Currency Amount	Displays the sales amount in the home currency.
Foreign Amount	Displays the sales amount in foreign currency, when applicable.
Ref Number	Displays the sales transaction reference number.
Ref Number 2	Displays the secondary reference number.
Invoice Status	Displays the invoice status.
Payment Terms	Displays the payment terms associated with the sale.
Month	Displays the sales month.
Day	Displays the sales day.
Option 1 Code/Name/Value	Displays configured option fields.
Option 2 Code/Name/Value	Displays configured option fields.
Option 3 Code/Name/Value	Displays configured option fields.

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

Drill-Down Functionality

The Sales Report allows users to drill down into summarized values for more detailed analysis.

Total Sum of Qty

Clicking any value in the Total Sum of Qty column opens a Details window showing the individual records that make up the selected quantity. The popup displays information such as the Item Number, Quantity, and Home Currency Amount for the selected record.

Total Sum of Home Currency Amount

Similarly, clicking any value in the Total Sum of Home Currency Amount column opens a Details window showing the individual transactions contributing to the selected sales amount. This enables users to verify summarized figures without leaving the report.

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 in the report, displaying every level of the hierarchy for detailed analysis.

• Collapse All: Collapses all expanded rows and columns, displaying only the highest level of the report hierarchy for a summarized view.

• Fill Group Cells: Fills blank cells within grouped rows or columns by repeating the corresponding group values, making the report easier to read and export.

• Hide Group Cells: Hides repeated group values within grouped rows or columns, displaying the group value only once to provide a cleaner and more compact report layout.

1. Export:

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

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

• Charts: Display 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:

Grand Totals: Controls whether grand totals are displayed in the report. Users can choose to:

• Do not show grand totals

• Show grand totals

• Show grand totals for rows only

• Show grand totals for columns only

Subtotals: Controls the display of subtotals within grouped data. Users can choose to:

• Do not show subtotals

• Show subtotals

• Show subtotal rows only

• Show subtotal columns only

Layout: Allows users to select how the pivot table is presented. The available layouts are:

• Compact Form: Displays grouped fields in a compact, space-efficient layout.

• Classic Form: Displays each field in a separate column, providing a traditional pivot table view.

• Flat Form: Displays all fields in a flat tabular layout without hierarchical grouping.

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, drag Customer into Rows to group sales by customer, Brand into Columns to compare sales across brands, Qty or Home Currency Amount into Values to summarize sales, or Product Category into Report Filters to filter the report by category.

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 sales analysis based on business requirements.

Calculated values can also be defined in each report by using mathematical operations and system-defined functions like SUM, AVERAGE, etc.