Reports

Within the reporting module there are different sections where you can find out how the company is doing in terms of income, expenses and results.

In all sections you can filter by time periods such as; year, semester, quarter, month, day, between dates, all dates and you can also export the information obtained from your reports if you click on the Export.

1. At a Glance

You can see in general terms the situation of your company, it is divided into 3 charts.

Result

• • Sales:
    These amounts are obtained from ordinary invoices - credit invoices, excluding taxes. In order to be able to contrast the information you must access: Invoicing > Invoices, apply at the top a search by Start date / End date, select all the documents you need and click on More > Export > Excel. Similarly, you must access Invoicing > Credit memo invoices and perform an export of the documents to check. In the Excel files you have to take into account the column "Base Total"
    
    
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  • Expenses:
    The amounts shown in this chart are obtained from Vendor Invoices + Tickets and other expenses, excluding taxes. To be able to contrast the data, access Purchases > Vendor Invoices perform at the top a search by Start Date / End Date, select all the documents you need and click on More > Export > Excel. You have to perform a summation of the "Base Total" column. You must also access Purchases > Tickets and other expenses. Perform at the top a search by Start date / End date, select the documents and click on More > Export > Excel. You must do a summation in the amount column.
    
    
    .
  • Result:
    It is obtained by subtracting sales - expenses.

  When contrasting the information in the excel file, you must take into account the currency and currency rate used, all amounts shown in the Reports module are reflected with the currency configured for your company.
  
  
  When you download the invoice files or other type of document to contrast the information in the excel it always shows the amount according to the currency used in the document you created for your client, therefore, when you compare the reports with the excel files you can see that the amounts do not match, in the excel you have to apply the conversion. You must enter the excel that you have downloaded and in all the documents that you see that have another currency you must replace the amount that you have in the field Total base, in that field you will indicate the result obtained by multiplying Total base X Currency rate.

  Sales invoicing

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  • • Invoiced:
      The amount is obtained from the total of the Ordinary Invoices - Credit Invoices. To check these amounts you must access Invoicing > Invoices, perform a search by Start Date / End Date at the top, select all invoices and click at the top on More > Export > Excel. Also you must accede to Invoicing > Invoices of Credit, to make in the superior part a search for Date beginning / Date end and in the superior part to click in More > Export >Excel. In the Excel files you must make a sum of the column "Total amount". You must take into account that you have to subtract the amount obtained in the excel file of the Credit Invoices, from the amount obtained in the excel of ordinary Invoices.
    • Collected:
      The amount is obtained from the sales invoices that have been collected.

      To check the amounts you must access the excel file of your invoicing and take into account only the column "Amount Collected", make a sum.

      Once you get the amount of your sales invoices collected, you must subtract the amount of the credit invoices, to know the amount of the credit invoices you must enter the excel of credit invoices, add the column "Invoices Collected".
    • Unpaid:
      This is obtained by subtracting the amount invoiced from the amount collected.

  - Take into account the currency and the currency rate in the amounts of the Excel files.
  - It should be noted that the amounts in these graphs have taxes included.

• Purchase invoicing

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  • • Invoiced:
      The amount is taken from the total of the Vendor Invoices.

      To check these amounts you must access Purchases > Vendor Invoices, perform at the top a search by Start Date / End Date, select all invoices and click at the top More > Export > Excel.

      .

      In the Excel files you must perform a sum of the column "Total amount".

    • ".
    • Paid:
      Amount is taken from vendor invoices that have been paid. To check the amounts you must access the excel file of your invoicing and take into account only the Amount Collected column, make a sum.
    • .
    • Pending:
      It is obtained by subtracting the amount invoiced - paid.

  - Take into account the currency and the currency rate in the amounts in the Excel files.
  - The amounts in these graphs have taxes included.

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• Distribution of expenses

  .

  This section takes into account all business expenses you have recorded on your vendor invoices and Tickets and other expenses.
  
  Investment type expenses are not taken into account in this chart, it takes them into account in the "Purchase Invoicing" chart.

  
  
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  The amounts shown in the graph are excluding taxes.

  2. Invoicing

  In this section you can get information about your company's sales invoicing.

  • • By customer:
      At the top you can indicate if you want to view by customer or customer family, filter by any reference, also you can filter by product or by agent.

      It shows per customer the amount invoiced, the amount corresponding to what has been collected and what is pending to be paid.

      It shows per customer the amount invoiced, the amount corresponding to what has been collected and what is pending to be paid.

    • By employee:
      At the top you can indicate if you want to see the amounts with tax or without tax, show by agent or created by, filter by some reference, also you can filter by product or by customer. It will show per employee the amount of what has been invoiced, the amount corresponding to what has been collected and what is pending to be collected.

      Only a user with super administrator role will be able to see the billing list by users, the rest of the employees can only see their billing, not the rest of the colleagues'.

    • From catalog:
      At the top you can indicate if you want to display by products or by product family, filter by some reference, you can also filter by agent or by customer.

      The total number of units sold and the amount of what has been invoiced without taxes are shown by product or service

      .

      If within the invoices you have included products or services that you have not created in the catalog, any product or services that are deleted, these are shown as "Not in catalog".

  3. Treasury

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  In this section you can find out the status of your company, in terms of invoices that have already been collected or paid and what is pending to be collected or paid.

  • • At a glance:
      

      At the top you can indicate whether you want to analyze what has been collected and paid, what is pending or take everything into account. You can also filter by agent or payment method.

      • • Invoices: refers to sales invoice receipts.

          Invoices.

        • Outgoing: It takes into account receipts from vendor invoices, tickets and other expenses, credits from sales invoices and account outgoings.
        • Treasury: Shows the cash flow in the company, it is obtained by taking the inflows - outflows. This section will also show a list of purchase invoices, sales invoices and deliveries on account that you can export.
  • By payment methods:
    .

    Above you can indicate if you want to analyze the collected and paid, the pending or take into account everything. You will also be able to filter by agent.

    It will show you a detail according to the forms of payment that you have created in your program, indicating the incoming money (sales invoices and deliveries on account) and outgoing money (supplier invoices, account outflows)

    .
  • By employee:
    
    .

    At the top you can indicate if you want to analyze what has been collected and paid, show what is pending or take everything into account. You can also filter by payment method.

    It shows per employee the total of what has been collected, paid and a result that is the result of what has been collected minus what has been paid.

    .

    Only a user with super administrator role can see the billing list by users, the rest of the employees can only see their billing, not the rest of the colleagues'

    .

  4. Sales

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  You can get information from all documents you have created in the sales module, i.e. before invoicing.

  • • At a glance:
      

      At the top you can indicate if you want to analyze with taxes included or not, also you can filter by agent or by customer.

      This section is divided by document type, Quotes / Quotations, Orders and Delivery notes / Delivery notes, within each section will show the corresponding amount according to status.

    • By customer:
      
      

      You can indicate at the top what type of document you want to analyze (Quotes / Quotations, Orders and Delivery notes) Taxes included or not, if you want to get information by customer or in general by customer family, document status, document reference, filter by a specific product or by agent.

      According to the information marked at the top the result is shown, indicating by status how many documents you have created, the total number of documents and the total amount.

    • By employee:
      
      

      You can indicate at the top which type of document you want to analyze (Quotes / Quotations, Orders and Delivery notes / Delivery notes) Taxes included or not, If you want to get information by agent or by creator, document status, document reference and filter by a specific product or customer.

      It shows by employee according to the information marked at the top the result indicating by status how many documents you have created, the total number of documents and the total amount.

      Only a user with super administrator role can see the list of invoicing by users, the rest of the employees can only see their invoicing, not the rest of the colleagues.

    • From catalog:
      
      .

      According to the selection you make, all the products that are included in your sales documents are shown, indicating by status the total units and a total amount without taxes.

      If within your sales documents you have included products or services that you have not created in the catalog, any product or services that have been deleted will be shown as "Not in catalog".

  5. SAT

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  You can obtain information on all the documents you have created in the SAT or Maintenance module, as well as obtain information on the incidents managed.

  • At a glance:
    

    At the top you can indicate if you want to analyze with tax included or not, also you can filter by agent or by customer.

    Results are shown by document type, Quotes / Quotations, Orders and Delivery notes, within each section the corresponding amount is shown according to each status.

  • Incidents per customer:
    
    

    You can indicate whether you want to analyze by customer or customer family, by reference and you can also filter by agent.

    It shows by customer or by customer family (according to what is indicated at the top) the total number of incidents you have by status and then a summation by customer or customer family the total number of incidents.

    When creating an issue STEL Order allows you to save the issue without assigning a customer in these cases in the reports these issues are shown "No customer".

  • Incidents per employee:
    
    

    You can filter according to reference and also by customer.

    The number of incidents and the total number of incidents are displayed by employee and by status.

    Only a user with super administrator role can see the billing list by users, the rest of the employees can only see their billing, not the rest of the colleagues.

  • By customer:
    
    

    At the top you can indicate what type of document you want to analyze (Quotes / Quotations, Orders / work orders and Delivery notes / Work notes) Taxes included or not, If you want to get information by customer or in general by customer family, document status, document reference, filter by a specific product or by agent.

    According to the information marked at the top the result is shown, indicating according to status how many documents you have created, the total of documents and the total amount.

  • By employee:
    
    

    It shows by employee according to the information marked at the top the result indicated by status how many documents you have created, the total number of documents and the total amount.

    Only a user with super administrator role will be able to see the list of invoicing by users, the rest of the employees will only be able to see their invoicing, not the one of the rest of the colleagues.

  • From catalog:
    
    

    You can indicate which type of document you want to analyze (Quotes / Quotations, Orders / work orders or delivery notes / Work notes) If you want to get information by your products / services or generally by product family, document status, document reference and filter by agent or by customer.

    According to the selection you make, all the products that have been included in your sales documents will be shown, indicating by status the total units and a total amount without taxes.

    If within your SAT or maintenance documents you have included products or services that you have not created in the catalog, any product or services that have been removed will be shown as "Not in catalog".

  6. Shopping

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  You can obtain general information about the purchases made from your suppliers, as well as know according to catalog the products that have been purchased.

  • By supplier:
    
    

    You can indicate at the top if you want to see amounts including taxes or not, if you want to get information by supplier or in general by supplier family, document reference, filter by a specific product or by agent.

  • By supplier:
    

  • It will show by supplier the amount invoiced, the amount corresponding to what has been paid and what is pending to be paid.
  • From catalog:
    
    .

    It will show by product or service the total units sold and the amount of what has been invoiced without taxes

    .

    If within the invoices you have included products or services that you have not created in the catalog, any products or services that have been deleted will be shown as "Not in catalog".

  7. Stock valuation

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  Report that gives us a valuation of the existing stock in our warehouses at both selling price and purchase price.

  You can indicate at the top the particular day for which you want to see the stock information, by default the current day is always shown, however, you can indicate any other day, additional by clicking the house icon you can filter by warehouse, select if you want to analyze the real stock or virtual stock, also you have the possibility to filter by product family.

  All the products in your catalog will be listed, it will show you the total units available, stock value in purchase and stock value in sale, this amount is calculated by multiplying the total units by the purchase or sale price that has indicated the product within its tab.

  8. Of evolution

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  Report showing the evolution of the amounts of sales and expenses, segmented by customers, employees or catalog.

  • Of result:
    At the bottom is shown according to the time criteria you have indicated, either by month, day or quarter the total sales ( sales invoices - credit invoices or credit notes) expenses (vendor invoices and ticket and other expenses) and result (sales - expenses).
  • Invoicing by customer:
    At the top you can filter to show invoicing with tax or without tax, Reference, Product or by Agent.

    At the bottom it will show according to the time criteria you have indicated, the total invoiced per customer, in the graph you can see the customers who buy more.

  • Invoicing per employee:
    The total invoiced per employee is shown.

    Only a user with super administrator role can see the billing list by users, the rest of the employees can only see their billing, not the rest of the colleagues'

    .
  • Catalog billing:
    
    
    
    
    

    All products and services that have been invoiced are shown at the bottom, indicating by quarter, month, year or day for each product how much has been invoiced and a total per product.

    If within the invoices you have included products or services that you have not created in the catalog, any product or services that have been deleted will be shown as "Not in catalog".

  • Purchases by supplier:
    
    
  • Catalog purchases:
    .

    All the products and services you have purchased are shown at the bottom, indicating by quarter, month, year or day for each product the amount and a total for each product.

    If within the invoices you have included products or services that you have not created in the catalog, any product or services that have been deleted will be shown as "Not in catalog".

  9. Taxes

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  This is a report summarizing all taxes that have been included in the invoices.

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  Once the tax type is selected, it will list at the bottom all the tax percentages you have configured in your STEL Order, an additional line will be added for tax exempt invoices.

  For each tax percentage the amount corresponding to:

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  • Supported: corresponds to the taxes that your company pays as a customer when purchasing a good or service with your suppliers.
  • Recovered: is the amount that your company charges for taxes when you purchase a good or service from them.
  • Result: input - output.

  As in all the previous sections you must always take into account the credit invoices.