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Reports Module

Business intelligence, analytics, and comprehensive reporting.

📊 Overview​

The Reports Module provides:

  • Sales Reports - Revenue analysis
  • Purchase Reports - Procurement data
  • Stock Reports - Inventory intelligence
  • Financial Reports - Accounting statements
  • Operational Reports - Daily operations
  • Custom Reports - Tailored analysis

💰 Sales Reports​

Access: Reports → Sales

Daily Sales Report​

Shows:

  • Total sales for selected date
  • Number of orders
  • Average transaction value
  • Sales by payment method
  • Sales by order type
  • Sales by channel
  • Hourly breakdown

Filters:

  • Date range
  • Branch/location
  • Order type
  • Payment method

Export: CSV, PDF, Excel

Sales by Product​

Details:

  • Product name
  • Quantity sold
  • Revenue
  • Percentage of total sales
  • Cost (if permissions allow)
  • Profit margin
  • Trend vs previous period

Use For:

  • Identify bestsellers
  • Find slow-movers
  • Plan inventory
  • Menu optimization

Sales by Category​

Shows:

  • Category name
  • Total sales
  • Number of items sold
  • Percentage contribution
  • Growth vs last period

Analysis:

  • Which categories drive revenue
  • Category mix
  • Seasonal patterns

Sales by Branch​

Compare Locations:

  • Branch name
  • Total sales
  • Number of orders
  • Average order value
  • Growth rate
  • Market share

Use For:

  • Performance comparison
  • Resource allocation
  • Marketing focus
  • Staffing decisions

Sales by Channel​

Breakdown:

  • Dine-in sales
  • Takeaway sales
  • Delivery sales
  • Online orders

Metrics:

  • Revenue per channel
  • Order count
  • Average value
  • Growth trends

Sales by Time​

Hourly Analysis:

  • Sales by hour of day
  • Peak hours identification
  • Staff scheduling
  • Promotion timing

Day of Week:

  • Monday through Sunday
  • Weekend vs weekday
  • Weekly patterns

Top Selling Items​

Rankings:

  1. Best sellers (by quantity)
  2. Best sellers (by revenue)
  3. Top 10, 20, 50
  4. By category
  5. By time period

Customer Sales Report​

If Customer Tracking Enabled:

  • Sales by customer
  • Repeat purchase rate
  • Customer lifetime value
  • Top customers
  • New vs returning

🛒 Purchase Reports​

Access: Reports → Purchase

Purchase Summary​

Overview:

  • Total purchases (amount)
  • Number of purchase orders
  • Number of suppliers
  • Average purchase value
  • Purchase trend

Period Comparison:

  • This month vs last month
  • This year vs last year
  • Growth percentage

Purchase by Supplier​

Details:

  • Supplier name
  • Total purchase amount
  • Number of POs
  • Number of items
  • Average order value
  • Last purchase date
  • Outstanding amount

Use For:

  • Supplier evaluation
  • Volume discounts negotiation
  • Vendor consolidation
  • Payment planning

Purchase by Product​

Shows:

  • Product name
  • Quantity purchased
  • Total cost
  • Number of orders
  • Average price
  • Price variance
  • Supplier(s) used

Analysis:

  • Purchase patterns
  • Price trends
  • Supplier comparison
  • Bulk buy opportunities

Purchase Outstanding​

Pending Receipts:

  • Open POs
  • Expected delivery dates
  • Value pending
  • Supplier name
  • Days open

Follow-Up List:

  • Overdue deliveries
  • Contact supplier
  • Expedite delivery

GRN Report​

Goods Receipt Summary:

  • GRN number
  • Date received
  • Supplier
  • PO reference
  • Items received
  • Value
  • Status (invoiced/pending)

Purchase vs Budget​

If Budget Set:

  • Budgeted amount
  • Actual purchases
  • Variance (over/under)
  • Percentage used
  • Remaining budget

📦 Stock Reports​

Access: Reports → Stock

Stock Summary​

Current Stock:

  • Product name
  • Category
  • Current quantity
  • Unit
  • Location
  • Cost per unit
  • Total value
  • Status

Filters:

  • By category
  • By location
  • By stock status
  • By product type

Stock Valuation​

Inventory Worth:

  • Product
  • Quantity on hand
  • Cost price
  • Total value
  • Valuation method (FIFO/LIFO/Average)

Totals:

  • By category
  • By location
  • Grand total
  • Change from last period

Stock Movement​

Transaction Details:

  • Date
  • Product
  • Transaction type:
    • Purchase
    • Sale
    • Transfer In
    • Transfer Out
    • Adjustment
    • Damage
  • Quantity
  • Value
  • Running balance

Period Analysis:

  • Opening stock
  • Stock in
  • Stock out
  • Closing stock

Low Stock Report​

Alert List:

  • Products below minimum level
  • Current quantity
  • Minimum quantity
  • Recommended reorder quantity
  • Supplier
  • Last purchase price

Actions:

  • Create purchase request
  • Transfer from other location
  • Adjust minimum level

Overstock Report​

Excess Inventory:

  • Products above maximum level
  • Current quantity
  • Maximum quantity
  • Excess amount
  • Days of stock
  • Suggested action

Actions:

  • Transfer to other branch
  • Promotional sale
  • Adjust maximum level

Stock Turnover Report​

Efficiency Metrics:

  • Product name
  • Opening stock
  • Purchases
  • Sales
  • Closing stock
  • Turnover ratio
  • Days in stock

Formula:

Turnover Ratio = COGS / Average Inventory
Days in Stock = 365 / Turnover Ratio

Expiry Report​

Expiring Items:

  • Product name
  • Batch/Lot number
  • Expiry date
  • Days to expiry
  • Quantity
  • Value
  • Location

Priority Levels:

  • Expired (red)
  • Expiring within 7 days (orange)
  • Expiring within 30 days (yellow)

Damage & Wastage Report​

Loss Tracking:

  • Date
  • Product
  • Quantity damaged
  • Value lost
  • Reason
  • Location
  • Reported by

Analysis:

  • Total wastage by period
  • By category
  • By reason
  • Cost impact
  • Trends

💼 Financial Reports​

Access: Reports → Financial

Profit & Loss Statement​

Income Statement:

  • Revenue (all sources)
  • Cost of Goods Sold (COGS)
  • Gross Profit
  • Operating Expenses (detailed)
  • Operating Profit
  • Other Income/Expenses
  • Net Profit Before Tax
  • Tax
  • Net Profit After Tax

Comparisons:

  • Month over month
  • Year over year
  • Actual vs budget
  • Branch comparison

Balance Sheet​

Financial Position: Assets:

  • Current assets (cash, receivables, inventory)
  • Fixed assets (equipment, furniture)
  • Total assets

Liabilities:

  • Current liabilities (payables, short-term loans)
  • Long-term liabilities (bank loans)
  • Total liabilities

Equity:

  • Capital
  • Retained earnings
  • Current period profit
  • Total equity

Verification: Assets = Liabilities + Equity

Cash Flow Statement​

Cash Movement: Operating Activities:

  • Cash from sales
  • Cash paid to suppliers
  • Cash paid for expenses
  • Net cash from operations

Investing Activities:

  • Equipment purchases
  • Asset sales
  • Net cash from investing

Financing Activities:

  • Loan receipts
  • Loan repayments
  • Owner investments/withdrawals
  • Net cash from financing

Net Change:

  • Opening cash
  • Net change
  • Closing cash

Accounts Payable Aging​

Supplier Outstanding:

  • Supplier name
  • Total due
  • Current (0-30 days)
  • 31-60 days
  • 61-90 days
  • 90+ days (overdue)

Payment Priority:

  • Red: Overdue
  • Yellow: Due soon
  • Green: Current

Accounts Receivable Aging​

Customer Outstanding:

  • Customer name
  • Total receivable
  • Age breakdown
  • Last payment date
  • Contact status

Collection Priority:

  • Overdue amounts
  • Follow-up required
  • Payment plans

Tax Reports​

Tax Summary:

  • Output tax (VAT collected)
  • Input tax (VAT paid)
  • Net tax payable/refundable
  • Tax invoices issued
  • Tax invoices received

Compliance:

  • Monthly tax report
  • Quarterly summary
  • Annual reconciliation

📋 Operational Reports​

Order Summary Report​

Order Statistics:

  • Total orders
  • By order type
  • By status
  • Average order value
  • Order completion time
  • Cancelled orders

Table Turnover Report​

Restaurant Metrics:

  • Tables served
  • Average dining time
  • Table utilization rate
  • Revenue per table
  • Peak hours

Staff Performance​

If Tracking Enabled:

  • Orders processed per staff
  • Sales per staff member
  • Average transaction size
  • Customer ratings
  • Efficiency metrics

Kitchen Performance​

KDS Analytics:

  • Orders completed
  • Average preparation time
  • Items per hour
  • Rush orders
  • Error rate
  • 86 items frequency

🎨 Custom Reports​

Access: Reports → Custom Report

Report Builder​

Create Custom Report:

Step 1: Select Data Source

  • Sales
  • Purchases
  • Stock
  • Financial
  • Customers
  • Products

Step 2: Choose Fields

  • Select columns to include
  • Drag to reorder
  • Set column width

Step 3: Add Filters

  • Date range
  • Categories
  • Locations
  • Status
  • Amount ranges

Step 4: Grouping

  • Group by category
  • Group by date (daily/weekly/monthly)
  • Subtotals
  • Grand total

Step 5: Sorting

  • Sort by any column
  • Ascending or descending
  • Multiple sort levels

Step 6: Save Template

  • Name your report
  • Save for future use
  • Share with team
  • Schedule delivery

📤 Export & Sharing​

Export Formats​

Available Formats:

  • CSV - For Excel/Google Sheets
  • PDF - For printing/sharing
  • Excel - Formatted spreadsheet
  • JSON - For integration
  • Image - Charts as PNG

Export Options​

Customization:

  • Include/exclude charts
  • Page orientation (portrait/landscape)
  • Company header/logo
  • Date range in title
  • Footer notes

Email Reports​

Scheduled Delivery:

  1. Select report
  2. Click Schedule
  3. Set frequency:
    • Daily
    • Weekly (which day)
    • Monthly (which date)
    • Quarterly
  4. Add recipients
  5. Set delivery time
  6. Activate schedule

One-Time Email:

  1. Generate report
  2. Click Email
  3. Enter recipients
  4. Add message
  5. Send

📊 Dashboard Integration​

Report Widgets​

Add to Dashboard:

  • Key reports as widgets
  • Live data updates
  • Quick view
  • Click for detailed report

Widget Types:

  • KPI cards
  • Mini charts
  • Tables
  • Progress bars
  • Trend indicators

🎯 Report Analysis Tips​

Comparative Analysis​

Compare Periods:

  • Current vs last month
  • This year vs last year
  • Actual vs budget
  • Branch vs branch

Look For:

  • Growth or decline
  • Seasonal patterns
  • Anomalies
  • Opportunities

Trend Identification​

Patterns to Spot:

  • Upward trends (growth)
  • Downward trends (decline)
  • Seasonal variations
  • Day/time patterns
  • Category shifts

Data-Driven Decisions​

Use Reports To:

  • Set realistic targets
  • Allocate resources
  • Plan inventory
  • Schedule staff
  • Launch promotions
  • Negotiate with suppliers
  • Control costs
  • Improve efficiency

⚙️ Report Settings​

Access: Reports → Settings

Report Configuration​

General Settings:

  • Default date range
  • Default branch (if multi-location)
  • Currency format
  • Number format (decimals)
  • Date format

Permissions:

  • Who can view which reports
  • Export permissions
  • Cost visibility (by role)
  • Profit data access

Performance:

  • Cache reports (faster loading)
  • Auto-refresh interval
  • Maximum rows to display
  • Pagination size

🔍 Troubleshooting​

Report Not Loading​

Solutions:

  • Check date range (too large?)
  • Reduce filters
  • Clear browser cache
  • Try different browser
  • Check internet connection

Data Looks Wrong​

Verify:

  • Date range selected correctly
  • Filters applied properly
  • All transactions recorded
  • No pending/draft orders
  • Period closed properly

Export Fails​

Try:

  • Reduce data size (shorter period)
  • Different format
  • Download instead of email
  • Check file permissions
  • Try again later

Reports transform your data into actionable insights. Use them wisely to drive your business forward! 📊✨