Compare and check Branch monthly invoiced figures.
Branch Performance Summary Report
Receivable Invoice Analysis Report
Compare Branch Performance Report and Receivable Invoice Analysis Report
Overview
Let's take a look at some Receivable reports and the information they contain to help you track invoiced amounts, costs and margins for the month.
Two reports that are useful to keep an eye on are the Receivable Invoice Analysis Report and the Branch Performance Summary Report. To assist with analysing the figures for a Branch, you can compare the total figures from these two reports to help you check that everything is reporting correctly.
We'll take a look at these two reports and then look at reconciling some figures between these two reports.
Branch Performance Summary Report
If there's only one report you want to review in order to keep an eye on your Branch's daily performance, this is the one. This key report shows you how the Branch is performing with a detailed analysis for the month. It helps you to track Actual Sales against Sales Budgets, and track Costs and Margin Percent against Sales during the month.
NOTE: There is also a Company Performance Summary Report in the same menu.
Selections
You can select a month and Branch to report or export. If you are part way through the month, you can track the figures to date for the month.
What happens when you click the buttons?
If you click the buttons, a report will be put together for you. It's fairly complex so may take some time to generate. Once it's ready, it will email the report to the email address set against your User profile.
The difference between the 2 buttons is that one sends a PDF and the other sends an Excel file.
What you get
This report shows a summary for the selected Branch. The top segment gives summary figures while the lower segment summarises the daily activity. It shows various summaries in three top sections, and the daily totals on the lower section.
In the top left section:
- Sales Budgets, Invoiced Sales, Costs to date, Percentage of Budget achieved, Margin Percent achieved.
- Packing Slips not yet invoiced (this also includes Packing slips for all past months), Sales orders with some not supplied and value and count of Sales Orders entered.
The middle section:
- Here you can see the number of trading days for the month and the number of elapsed trading days, so you then know how many trading days remain to achieve the sales budgets for the month.
- You can see the Budget Daily Total required vs Average Daily Sales achieved and Average Required to Achieve Budget.
- Below the budgets, you can see the Average cost of Stock on hand, and numbers, amount and margin of Sales Orders.
The right section:
- This area shows value of Delivery Notes received (with and without Packing Slips).
- Below that you can see Deliveries for Sales Orders, with the value received and sold, with margin achieved for those Sales Orders.
The lower section:
- This section gives a break down by day for Packing Slip Count & Amount, Invoice Count & Amount, Credit Count & Amount, Nett Sales, Cost, Gross Profit, Margin, Received & Returned Amounts.
The report looks like this (minus the red borders, these have just been drawn below to show you each section):
A More Detailed Explanation about the Delivery Notes and Sales Order Deliveries sections
Let’s take a more in-depth look at the figures on the right hand top corner of this report. In the example below, we’ve added letters to help identify the headings to match to the explanation below.
Delivery notes section:
A. Received (No PS): This shows that you’ve received in $70,999 worth of stock items where the delivery notes aren’t for specific packing slips. This indicates that these weren’t for sales orders, but rather for stock.
B Received (With P/S): This figure shows you’ve received $154,789 worth of items where there is a packing slip, indicating that these items were for specific orders.
C. Total: This is the total of A + B = C: $225,788.
E. Non Stock: Then add your Non Stock amount of $2,999 to give a total of $228,787 worth of stock that’s been delivered in within the month. (This value is not shown.)
D. Returned. This figure shows that $14,999 worth of items have been returned.
F: Freight. This shows that you’ve allowed for $145 for cost of freight.
Sales Order Deliveries section:
G. Received: Of those delivery notes in the top section, $145,000 worth of goods were received for specific Sales Orders.
H. Then Sold For: This (G) was then on-sold for $180,123.
The reason the received amount at the bottom is different to the received amount at the top is that you might have some delivery notes where you’ve order in X number of items and some were for customers and some were for stock.
I. Margin: At the bottom of this section, you can see the margin of 19%.
Receivable Invoice Analysis Report
This report allows you to analyse invoiced sales for a selected time period. There are many selection criteria that you can choose from, e.g. Top 20 products, Receivable account, Supplier, multiple selected Stock items, Stock by Group or Category, Region, Life cycle of stock, and many more. In the printed report, you can see invoices by Stock, and Brand & Description, with the Quantity and sale price of invoiced sales to help you determine what products are selling well. All these selections can be useful if you want to drill down to see detailed analyses of sales for Stock Groups, Invoicing Staff, Clients or Suppliers.
The summary option is very useful to give you an overall view of the Invoices for the Branch, and double check the figures against the Branch Performance Summary Report. In that case, select only the month, Invoice Branch and Summary option.
Other uses
You can select Cost Selection options for this report so you can export by Cost Price Margin, Replacement Cost or Branch Average.
Selections
To see an overall view of the Invoices for the Branch and be able to compare them against the Branch Performance Summary Report, enter selections for the month start and end dates, the Invoice Branch, and check the field for Summary Only.
If Summary is not selected, you will see a line for each invoice. While this might be helpful for viewing detailed analysis and the margin percentage per invoice, it also can potentially give you a very long report.
Adjust for client points: Check this field for the margin figures to be adjusted for the points that have been allocated to your Receivable Accounts.
| NOTE: Do not tick this field if you want to compare the Invoice Analysis report to the Branch Performance Summary, as the margins will be adjusted for points in the first report but not in the second report. |
What you get
If you select the Summary option, you see these details for the invoices in your selection:
-
- Quantity: This is the number of invoices for your date range.
- Amount Excluding Tax: Total amount (excl) of invoices in your selection.
- Cost amount: Cost for all items on these invoices.
- Margin amount: Margin in dollars, adjusted for points, if selected.
- Margin Percent: Margin as a percentage of sales less costs. ** See below for calculation. This is adjusted for points, if selected.
The Margin % is calculated using the totals from the columns Margin Amount divided by Excl Tax Amount: i.e.:
(Margin Amount) / (Excl Tax Amount) *100 = Margin %.
Invoice Analysis Report - Exported Report
The exported report provides additional columns compared to the report that you view on screen, providing further useful information.
Column Definitions of useful additional columns in the exported excel report:
Selling Price: The recommended retail price (RRP) of the stock item.
Discounted Price: The selling price after the discount percent has been applied.
Discount Percent: The percentage deducted from the selling price. This may have been manually applied or may have come from contracts that are in place.
Gross Amount: Selling Price multiplied by Quantity sold. Please note this calculation is done at a line level and some of the lines will have a selling price but no quantity so you can't multiply the summarised selling price by the summarised quantity.
Compare Branch Performance Report & Receivable Invoice Analysis Report
Here, we've taken these two reports for one Branch for July.
Now we can check the totals from the Invoice Analysis Report against the Branch Performance Report.
For the Invoice Analysis report, we've selected only the month start and end dates, and the Invoice Branch. The Branch Performance Report prints the complete figures for the selected Branch and month. This allows you to compare the full Branch figures between the two reports.
TIP: To get a true comparison between these two reports, it's important to include the complete figures for the Branch you are looking at, so in your selections for the Invoice Analysis report, don't add selections for any other fields, as this may filter out some data that should be included.
Figures we can compare between these two reports:
| Branch Performance Report | Invoice Analysis Report | Represents: |
| Invoiced Sales to Date Total | Amount Excluding Tax | Total invoiced sales |
| Cost to Date Total | Cost Amount | Total cost of sales |
| Sales less Cost (calculate this yourself) | Margin Amount | Margin of sales less costs |
| Margin | Margin % | Margin as % |
If there are discrepancies between the two reports, it's possible that something has been coded incorrectly. There may be sales that have been coded to a General Ledger code that is not included in the Sales range.
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