Sales and purchase statistics

What it is for

Statistics answer the everyday questions about how the business is doing: who the best customers are, which items earn the most, how much each agent sells, how this month compares with last year, how much is still to be collected. Pick a ready-made analysis with one tap or build your own by combining rows, columns and measures.

Choosing the period and comparison

1. Open Statistics from the menu.
2. In Period choose a shortcut (This month, Last month, This quarter, This year, Last 12 months, Last year), a specific year, All or Custom dates to enter From and To.
3. In Comparison choose Same period last year or Previous period (the period of the same length just before); with No comparison you see only the chosen period.
4. At the top are the period indicators: Turnover, Margin, Purchases, Collected, To collect and Documents, each with the percentage change and the comparison figure. The arrow is green when the change is good news and red when it is not.

Ready-made analyses

Under Ready-made analyses you find the most used analyses: tap a name to open it.

• Turnover by month and Year-on-year trend (the last three years, month by month, one line per year).
• Top customers, Customer ABC curve (the Pareto chart with classes A, B and C), Customers × months and Collections by customer.
• Best-selling items and Margin by category.
• Sales by agent, Classes × agents and Commissions by agent.
• Purchases by supplier, Sales by province and Sales by price list.

Building an analysis

1. Open Build the analysis.
2. In Rows choose how to group: by period (Day, Week, Month, Quarter, Year, Month of the year), by Customer, Supplier or Agent, by Item, Category, Subcategory or Commission class, or by Price list, Province, Country, Document type, VAT rate or nature, Payment method, Warehouse and Source.
3. In Columns choose a second dimension for a cross table (for example agents by class), or leave None.
4. In Measures tick the values to calculate: Turnover, VAT, Total incl. VAT, Quantity, Documents, Average price, Average discount %, Cost of sales, Margin, Margin %, Purchases, Collected, To collect, Commissions accrued and Commissions paid. The first measure sets the order and the chart.
5. In Chart leave Automatic or choose Bars, Stacked bars, Lines, Donut, Pareto or No chart; in Top entries limit the ranking (the rest are added up in Others).
6. In Cost of sales choose Average cost (from stock receipts) or Last cost.
7. Tap Save analysis, enter an Analysis name and tap Save: you find it under Saved analyses. The × next to the name deletes it.

Saved analyses stay in this browser, for your user and your company. When you come back to the page you find the last analysis you opened.

Filters and drill-down

1. Tap Add filter, choose the dimension in Filter by (for example Agent or Category), tick the entries (use Search to find them) and tap Apply.
2. Active filters appear as chips: the × removes one, Remove all filters removes them all.
3. In the table tap a row to filter on that entry and go down one level: from a customer to their items, from a month to its days, from a category to its subcategories.
4. Tap a column header to sort the table; the Total row stays at the bottom.

Charts, table and export

• Tap a bar, point or slice of the chart to read its value; with a comparison the comparison series is dashed in line charts and lighter in bar charts.
• The table shows the measures for each entry, with a comparison the Change %, then Share % and ABC class. On a phone it scrolls sideways while the first column stays in place.
• The PDF, CSV and Excel buttons download the same analysis, with period, comparison and filters at the top and the total at the bottom. The Excel file has real numbers and dates, ready for sums and filters.

What counts and what does not

• Amounts are taxable amounts in euro, net of VAT; credit notes and counter returns are subtracted.
• Sales include invoices, fee notes, credit and debit notes, deferred invoices and counter sales not invoiced (source Counter sales), not self-invoices.
• Purchases are the recorded supplier invoices, at the invoice date.
• Margin is turnover minus cost of sales. Lines without an item, or with items that have no purchase cost, count in full: a notice below the table says for what amount.
• Collected and To collect come from the payment schedule; commissions accrued follow the agent’s basis (invoiced or collected). Across the lines of a document they are split in proportion to the amount.
• Documents in a foreign currency count at their euro value; those without an exchange rate are left out and a notice tells you how many.

See also

• See a customer or supplier overview
• Sales and purchase VAT registers
• Create a product
• Manage sales agents and commissions